Policies

CHAPTER VII

PERSONNEL POLICIES

 

A. HIRING PRACTICES

1. Selection of staff members shall be based on merit with due consideration of personal and educational qualifications and of training and aptitude for the position involved. The library will be an "Equal Opportunity Employer."

2. The Library Board hires the Library Director.

3. The Library Director hires all other library employees. The Library Board must grant prior approval for the filling of a vacant regular position (except in urgent situations, in which case, the hiring will be tentative until subsequent approval of the Board is received). Unless a change is authorized by the Board, hiring for a vacant salaried position will be at the same classification, for the same number of hours and at the same or lower salary step as the previous employee in the position. All hiring of regular employees will be reported to the Board at their next meeting. Hiring of other employees (pages, aides, custodial assistants, substitutes, and temporaries) may be delegated. Hiring of said other employees will conform to all pertinent policies and the availability of budgeted funds, but will be reported to the Library Board only on request.

4. A newly hired employee shall serve a probationary period of six (6) months during which time the person will be required to demonstrate his or her fitness and qualifica¬tions for the position. At any time during the probationary period the employee may be dismissed by the Library Director. As appropriate, the Director may give two (2) weeks notice, pay in lieu of such notice, or dismiss for just cause without notice. The Board shall be notified of such dismissal at their next meeting and dismissed employees retain their right of appeal to the Library Board.

5. If a question of health exists, applicants for a position may be required to undergo a medical examination, at their own expense, by a physician of their choice to determine physical and mental fitness to perform the duties of the position. The Board may require a second examination by a physician of the Board's choice, costs to be paid by the Library upon the Board's approval.

6. A member of an employee's immediate family will be considered for employment by the Library, and some preference may be given such a person, provided the applicant possesses all the qualifications for employment. An immediate family member may not be hired, however, if such employment would create a direct supervisor-subordinate relationship with a family member.

7. The Library will comply with federal and state laws with respect to the employment of persons under the age of 18.

B. TERMINATION

1. Voluntary Resignation

 

a. Resigning employees should notify the Director of their intentions in writing as early as possible (at least one month in advance for Librarian III positions or two (2) weeks for others).

b. Employees who have given adequate notice as defined above shall be entitled to accrued paid annual vacation leave.

2. Dismissal

a. An employee of the library may be dismissed by the Board of Trustees for incompeten¬cy, unprofessional performance of duty, elimination of position, willful neglect of duty, failure to conform to the rules and regulations of the library, or physical and/or mental inability to perform requisite duties. In the event of discharge because of physical or mental inability, such inability shall be determined by a qualified physician to be named by the Board. As appropriate, the Director may give two (2) weeks notice, pay in lieu of such notice, or dismiss for just cause without notice. The Board shall be notified of such dismissal at their next meeting and dismissed employees retain their right of appeal to the Library Board.

b. If an employee is terminated, he/she shall receive written statements of the reasons for such termination within five (5) days after any written request for such a statement. After the receipt of notice of termination, an employee may, within ten (10) days, apply in writing for a public hearing before the Board of Trustees.

C. SALARY & WAGE COMPENSATION

1. Classifications

a. All library positions will be assigned a position classification generally corresponding to the Wisconsin Association of Public Libraries (WAPL) classification system adopted in 1977 (see Appendix No. 5). Part-time employees shall be assigned classifications in the same manner as full-time employees.

b. Position classifications for this library shall include, but not be limited to:

1) Director: corresponds to WAPL Pos. IX.
2) Librarian III (Professional Librarian/Dep't Head): corresponds to WAPL Pos. VI or VII.
3) Librarian II: corresponds to WAPL Pos. V.
4) Librarian I: corresponds to WAPL Pos. IV.
5) Clerk II: corresponds to WAPL Pos. III.
6) Clerk I: corresponds to WAPL Pos. II.
7) Aide: corresponds to WAPL Pos. I.
8) Page: also corresponds to WAPL Pos. I, but lower responsibility level than aide.
9) Custodial Assistant.

c. Individual employees' job descriptions should generally correspond to the appropriate classification description, but may include responsibilities normally assigned to higher or lower classifications.

2. Library Director. Annually, the Library Board will evaluate the Director's performance and establish a new salary. The Director shall provide such information as the Board requests relative to comparative salaries, etc.

3. Salary/wage scales for Librarian I-III and Clerk I-II positions:

a. Construction of scales.

1) The scale for each classification will consist of a series of ten (10) "steps," each representing a pay increase recognizing one (1) year of full-time experience. The base, or first-year salary/wage, shall be Step 1.

2) Each step within a classification will represent an increase of two and a half percent (2.5%) over the previous step.

3) There shall be three (3) additional "performance recognition" step levels, also of two and a half percent (2.5%), which MAY be awarded to employees who have reached the top of their respective scales.

4) The Library Board may modify the base salaries or wages for any or all classifica¬tions.

5) Scales for part-time salaried employees (Librarian I, II, III) will be determined by dividing the annual salary of full-time employees by one thousand nine hundred twenty-four (1,924) (annual full-time work hours), and multiplying by the annual work hours of the employee.

6) Scales for clerical employees are expressed as hourly rates.

b. Assignment of employee to step level.

1) New employees will normally start at the base level (Step 1).

2) In recognition of prior experience or other qualifications, a new employee may be assigned to a higher step level.

3) Employees who are promoted to a higher classification will be assigned to an appropriate step level.

4) Part-time employees will be assigned salary or wage steps in the same manner as full-time employees.

c. Advancement

1) Employees will normally advance from one salary step to the next based on satisfactory performance of duties during the previous year until Step 10 is reached.

2) Employees will normally be awarded salary step advancements commencing the first pay period of a new calendar year.
3) In order to make each employee's work year coincide with the calendar/budget year, a new employee hired (first day of work) after January 1 or before July 1 will be eligible for advancement to the next step on January 1 following the date of employment. Employees hired in the second half of the year will be eligible for step advance¬ment on the second January 1 after employment.

4) Advancement from one step to the next will be approved in advance by the Library Board based on individual performance evaluations and recommendations by the Director.

5) Part-time employees normally working at least one thousand five hundred sixty (1,560) hours per year (30 per week) may be considered for salary/wage scale advancement four out of five (5) years. Those working one thousand three hundred (1,300) hours per year (25 per week) may be advanced two (2) out of three (3) years. In both cases, there will be no advancement in the second year of the cycle. Employees working one thousand forty (1,040) hours may be advanced every second year. Employees working fewer than one thousand forty (1,040) hours per year may be advanced every third year or as appropriate.

6) "Performance recognition" promotions will be awarded for superior performance and accomplishment beyond levels expected of competent and experienced employees. An employee will not be awarded performance recognition promotions in consecu¬tive years. A recommendation for such a promotion by the Director will be reviewed by the Board, which will vote separately for each such promotion.

d. General salary scale increases

1) Annually, the Library Board will examine the salary scales and modify them based on:

a) comparison with salaries offered by other Wisconsin Public Libraries,
b) other City of Menasha departments and Menasha School District employees,
c) changes in the cost of living,
d) available financial resources,
e) and other pertinent factors.

2) Except for a specific reason as determined by the Library Board, the base salaries of each classification level will be changed by the same percentage.

4. Pages, Aides, and Custodial Assistants will receive hourly wages set within wage scales approved annually by the Board. The Library Director will approve individual rates and advancements within those wage scales.

5. Temporary, Substitute and Contract Workers

a. Substitute workers may be employed at hourly wage rates not to exceed base salary levels of the employee who is temporarily replaced. Such employees qualify for no benefits except Social Security. If the regular employee's absence is expected to exceed seventy-four (74) hours work time, Board approval is required.

b. Temporary workers may be employed by the Library to accomplish specific tasks at wages determined according to the situation. Except in case of emergency, the Library Board shall approve such action in advance. Such employees qualify for no benefits except Social Security.

c. Contract workers may be engaged for purposes of substituting for regular salaried employees or temporary work. Such contracts shall normally be approved in advance by the Board.

6. Staff working summer Saturdays will be compensated at time and a half for their work.

D. HOURS

1. Full-time employees, other than custodial employees, shall work thirty-seven (37) hours per week.

2. Part-time regular salaried employees (Librarian I-III and Clerk I-II) working a minimum of one thousand forty (1,040) hours (20 hours per week) are eligible for leaves and fringe benefits as defined under the appropriate headings. Temporary employees, pages, aides, custodial assistants and part-time employees working fewer than one thousand forty (1,040) hours are not eligible for paid leaves or health insurance.

3. Work schedules will be made for each department by the Department Supervisors, and approved by the Director. Necessary departures from schedules will be approved by Department Supervisors.

4. Relief breaks of fifteen (15) minutes may be taken in the morning, afternoon, or evening when it is convenient for the staff member to leave his/her post without impairing the efficiency of the Library.

E. ATTENDANCE

1. The Library emphasizes good attendance. Frequent absence or tardiness places an extra burden on other employees. Only when all employees are dependably on the job can the Library provide its services.

2. Employees who must be absent or late on any workday shall notify their supervisor as early as possible. If an employee is absent due to accident, illness, or disability, management may request a release for the employee's return to work, signed by a licensed physician. If an employee is absent or late due to weather conditions, they should contact their supervisor as soon as possible. Employees are expected to make every reasonable effort to report to work.

3. In case of an emergency closing, salaried employees shall be paid their regular pay for that day if they were scheduled to work. If an employee calls in before an emergency closing is declared and is given permission to take a paid leave day, that employee must use the paid leave time for that day. Non-salaried part-time and casual employees shall not be paid for emergency closing.

4. Two or more tardiness incidents occurring within a single pay period will be considered excessive and will generally result in disciplinary action. Habitual, repetitious, or patterns of tardiness may also result in disciplinary action.

5. Employees should avoid scheduling medical and dental appointments during working hours; necessary exceptions may be arranged with management.

F. VACATION LEAVE

1. Vacation time is a form of compensation earned by the completion of specified periods of employment. Eligible employees earn specified number of hours of vacation (based on length of tenure) for each year of employment. Vacation leave is earned during one calendar year and used during the next (during the first year of employment, an employee hired in the first quarter will receive an extra thirty-seven (37) hours of "personal holidays," in the second quarter, twenty-two (22) hours, in the third quarter, fifteen (15) hours - prorated for part-time employees per Par. E6.)

2. All full-time "regular" salaried employees shall accrue vacation leave with pay according to the following schedule:

a. From date of employment - Seventy-four (74) hours per year.

(NOTE: For purposes of computing vacation due to new employees hired other than January 1: persons beginning employment January-March will be entitled to seventy-four (74) hours of vacation as of the following January 1; persons beginning April-June will be entitled to fifty-five (55) hours as of the following January 1; persons beginning July-September will be entitled to thirty-seven (37) hours as of the following January 1; persons beginning October-December will be entitled to twenty (20) hours as of the following January 1).

b. After five (5) years of service - One hundred eleven (111) hours per year.

(NOTE: Employees beginning work January 1 to June 31 will be eligible to receive and use one hundred eleven (111) hours of vacation during the sixth (6) year of employment counted from January 1 of the year during which they began work. Eligibility for vacation scale advancement for employees beginning work July 1 to December 31 will be determined by counting from January 1 following the date they began work.)

c. After ten (10) years of service - One hundred forty-eight (148) hours per year.

d. After seventeen (17) years of service, one hundred fifty-five (155) hours per year; after eighteen (18) years, one hundred sixty-three (163) hours per year; after nineteen (19) years, one hundred seventy (170) hours per year; after twenty (20) years, one hundred seventy-eight (178) hours per year; after twenty-one (21) years, one hundred eight-five (185) hours per year. For part-time employees: those working at least one thousand forty (1,040) hours per year (20 per week) will add four (4) hours per year; those working at least one thousand three hundred (1,300) hours per year (25 per week) will add five (5) hours per year; those working at least one thousand five hundred sixty (1,560) hours per year (30 per week) will add six (6) hours per year.

3. A maximum of thirty-seven (37) hours of vacation may be carried over from one calendar year to the next with authorization from the Director. Employees are expected to use at least one (1) week of vacation per year.
4. Vacation schedules shall be approved by the Director. Employees should request vacation leave as far in advance as possible. The Library will attempt to honor all reasonable requests as long as the operation of Library services will not be impaired. Date of request will be the deciding factor in the event that too many employees want the same days off.

5. Employees terminating in good standing, and with proper notice as defined under "Termina¬tion," shall be entitled to vacation pay for unused leave. For employees who have worked for the Library at least twelve (12) months, this vacation pay shall include vacation pay earned during the current year of employment which would normally be credited the following January 1.

6. Regular salaried part-time employees working at least one thousand forty (1,040) hours per year (20 hours per week) shall be entitled to forty (40) hours vacation after one (1) year, sixty (60) hours after five (5) years, and eighty (80) hours after ten (10) years. Employees working one thousand three hundred (1,300) hours per year (25 per week) shall earn vacation of fifty (50) hours after one (1) year, seventy-five (75) after five (5) years, and one hundred (100) after ten (10) years. Employees working one thousand five hundred sixty (1,560) hours (30 per week) shall earn vacation of sixty (60) hours after one (1) year, ninety (90) hours after five (5) years, and one hundred twenty (120) hours after ten (10) years. Vacation "carryover," per Par. 3 above, will be on a pro rata basis.

7. The Director of the Library shall earn fifteen (15) days of vacation during the first year of employment and twenty (20) days thereafter. Any vacation of more than ten (10) consecutive workdays shall be approved in advance by the Library Board. All other provisions pertaining to vacation will be the same as for other employees. As of 1990, the Director is awarded two additional days of vacation.

8. Full-time Librarian II or III employees as of January 1, 1991 shall receive a permanent additional six and a half (6.5) hours annual vacation. Part-time Librarian II or III employees as of January 1, 1991 shall receive a permanent additional five (5) hours annual vacation.

G. PAID HOLIDAYS

1. Paid holidays for employees will be the same as described under "Library Hours" (Chapter IV).

2. If a holiday falls on an employee's regular day off, he/she will be entitled to a compensatory day off within thirty (30) days before or after the holiday.

3. Employees will also be entitled to four (4) "floating holidays." The Library Board may require all employees to take up to three (3) of their floating holidays at the same time and close the Library.

4. A "holiday" equals an employee's average workday.

H. LEAVES

1. SICK LEAVE - Each employee shall be granted sick leave of seven and a half (7.5) hours per month actually worked which are credited to the employee at the end of each month. Sick leave may be used only for actual illness or temporary physical inability to perform normal duties. Unused sick leave may cumulate up to a total of ninety (90) hours per year for full-time employees and to a maximum total of nine hundred (900) hours. Regular salaried part-time employees working at least one thousand forty (1,040) hours annually are entitled to sick leave on a pro-rata basis: one thousand forty (1,040) work hours (20 per week) earns four (4) hours sick leave per month, cumulating up to forty-eight (48) hours annually to a maximum of four hundred eighty (480) hours; one thousand three hundred (1,300) hours (25 per week) earns five (5) hours per month cumulating up to sixty (60) hours annually to a maximum of six hundred (600) hours; one thousand five hundred sixty (1,560) work hours (30 per week) earns six (6) hours per month cumulating up to seventy-two (72) hours annually to a maximum of seven hundred twenty (720) hours. An employee who is ill shall notify the Director or their supervisor one (1) hour before his/her scheduled starting time or sooner, if possible. Illnesses or disabilities requiring absence in excess of five (5) workdays must be attested in writing by a physician. In situations when extended sick leave (more than ten (10) workdays) is required due to serious illness, surgery, childbirth or similar situations, the employee shall provide notice from a physician attesting a date after which the employee is physically and/or mentally able to resume normal work responsibilities. Any absence beyond said date may not be charged off against accumulated sick leave. The Library has the right to investigate the use of all sick leave. Employees must use sick leave for their own medical appointments and emergency leave for family members' medical needs.

a. Sick Leave Retirement Payout. Unused accumulated sick leave may be paid out to employees under the following conditions:

1) Each employee having attained the maximum sick leave accumulation of 120 days shall at the end of each year be credited with the number of days that would have been accumulated had it not been for the maximum accumulation restriction. The additional days thus credited are not available to use as sick leave, but will count towards the retirement payout as described below.
2) Upon an employee's retirement or death, the employee (or his/her beneficiary in case of death) shall be paid one hundred percent (100%) of his/her accumulated and unused sick leave up to a maximum of ninety (90) days in a lump sum based on the employee's regular straight time pay rate at the time of retirement or death, or alternatively, may receive the same amount in the form of extended health insurance coverage.

3) Upon an employee's retirement or death, the employee (or his/her beneficiary in case of death) shall be credited two thirds (2/3) of his/her accumulated and unused sick leave over ninety (90) days (including accumulation beyond 120 days) based on the employee's regular straight time pay rate at the time of retirement or death in the form of extended health insurance coverage.

b. Sick Leave Annual Payout. Employees may elect to receive one third (1/3) of unused sick leave hours from the preceding year in the form of a lump sum check at the preceding year's regular wage or salary rate. The Library's Secretary must be informed of the employee's request for an annual payout by January 15, failing which, all unused sick leave will be cumulated.

2. FUNERAL LEAVE - An employee shall be granted a leave without salary deduction not to exceed three (3) days in case of death in his/her immediate family. Immediate family shall be interpreted as wife, husband, child, brother, sister, parent and parents-in-law. Any other cases will be given consideration at the discretion of the Library Director, but may not exceed one day. If additional time off is required, sick leave may be used after approval by the Library Director.

3. MATERNITY/CHILD REARING LEAVE - Shall be granted under Sick Leave or Leave of Absence Without Pay as applicable in accordance with Wisconsin Statutes.

4. JURY LEAVE - When occasion demands that an employee be present for jury duty, or in those instances where the employee may be subpoenaed as a witness to a civil or criminal trial, the employee is to continue in regular pay status. Payment received for jury duty or as a witness must be turned over to the Library to receive the regular pay. Such payments are to be prorated with respect to part-time employees. Employees receiving compensation may keep that portion of jury duty pay or court appearance compensation attributable to transportation and meal expenses. Employees required to appear in Court for personal matters shall be required to use vacation or floating holiday time.

5. LEAVE OF ABSENCE WITHOUT PAY - If not detrimental to library service, an employee may be granted a leave without pay. Requests for such leave should be made in writing as far in advance as possible. Requests may be granted for professional purposes, extended travel or vacation, health reasons (if sick leave is exhausted), child rearing, or other reasonable purposes. Each request will be considered on its own merits and no types of requests will be granted automatically. The Director may approve leaves of ten (10) workdays or fewer. Longer leaves must be approved by the Board of Trustees. In cases where the leave totals ten (10) or fewer workdays, normal benefits will be provided without interruption. In cases where the leave is more than ten (10) work days, but less than a calendar month, the Board may, at its discretion, continue to provide benefits. For leaves in excess of one calendar month, the employee may maintain full medical and life insurance coverage by personally paying the premiums. Employees will not accrue any benefits; e.g., vacation, sick leave, paid holidays, during leaves of absence in excess of one calendar month.

6. EMERGENCY LEAVE - In the event of sudden or serious illness of a member of an employees family (living in the residence), or in the event of other legitimate and urgent family need, emergency leave, not to exceed three days per calendar year, may be authorized by the Director. Emergency leave will be deducted from accumulated sick leave.

7. MILITARY LEAVE. The Library will comply with all state and federal regulations relative to military duty.

I. RETIREMENT

1. Library employees participate in the Wisconsin Retirement Fund. Employees are entitled to full retirement annuities without reduction for early retirement at age 65.

2. The Library will comply with state and federal laws regarding retirement.

3. The Board reserves the right under Chapter VIII, B2 (Dismissal) to appoint a qualified medical examiner to determine cause for imposed retirement if or when a question of physical or mental competency arises.

3. An employee who retires under the Wisconsin Retirement Fund at or after age 55 may continue to receive the benefit of the City's health insurance program by personally paying the normal monthly rate to the City. This coverage is available only until the retiree becomes eligible for Medicare coverage.

J. EVALUATIONS

1. Evaluation of employee performance is necessary to insure that library services are provided efficiently and properly. Evaluation should be an ongoing activity, and supervisors should share both formal and informal evaluations with employees to allow employees to improve their performance.

2. The Library Director shall submit to the Board a systematic evaluation of each regular salaried employee (excluding Pages, Aides, Custodial Assistants and temporary employees) in December of each year. Department heads will cooperate in the evaluation. Evaluations for other employees will be prepared by their supervisors.

3. The evaluation shall include the strengths and areas of needed improvement.

4. Such annual evaluations shall be in writing and shall be shown to the employee. Employees shall sign the evaluation and are permitted to append comments to it. Written evaluations are confidential and will be kept in the employee's personnel file.

5. Recommendations for salary step advancement and merit pay for the ensuing year shall be based on the evaluation.

6. The Director may prepare written evaluations at any time and enter them in the employee's file.

7. The Board will prepare a written evaluation of the Director's performance.

K. PERSONNEL FILES

1. A personal file will be kept for each current employee. All files will be kept in one secure location. Upon termination, extraneous materials will be removed, and pertinent materials, including all evaluations will be placed in an inactive file which will be retained for at least ten (10) years. Active files will contain the following: pertinent application materials (applications, resumes, references, etc.); records of step increases, promotions or any other payroll matters; records of all leaves including vacation and sick leave; annual written evaluations; records of certifications, educational attainment, commendations or awards; written reprimands (signed by the employee), notices of suspension or termination, or notes describing oral reprimands; optional written permission for the Director to share information with potential future employers; and other pertinent materials.

2. Employee files are confidential. Access is restricted to the subject employee and the Director (or the Library Secretary or the employee's supervisor). An employee has the right to request in writing to examine his/her file. Evaluative references about the employee by third parties obtained during the selection/hiring process will not be shown to the employee. The employee may prepare written responses to evaluations or other materials in the file for inclusion in the file. The employee may photocopy items in his/her file. No information of a confidential nature may be released to anyone without the employee's express written permission. Inquiries requesting employment dates will be honored. The employee will be given the option of filing a written permission to divulge personal information under specified conditions.

3. The City of Menasha Personnel Office will maintain a separate file with copies of all information relative to payroll or pertinent fringe benefit information, but will have no evaluative materials.

4. Upon termination, the Director (or supervisor) will write a termination evaluation to be included in the file. The employee will be given the option of filing a written permission to divulge personal information under specified conditions.

L. RESOLUTION OF DIFFERENCES

1. GRIEVANCE PROCEDURES

a. The purpose of these grievance procedures is to assure fair and equitable treatment of all employees including supervisors and managers; to promote harmonious employer-employee relations; to establish a review procedure on matters for which an appeal and hearing are not specifically provided by law; to provide employees a systematic means for receiving full consideration of problems when efforts to resolve them through discussion have failed; to encourage the settlement of disagreements as near as possible to the point of origin when necessary; to provide an orderly procedure to handle the review and resolution or disagreements by successively higher supervisory levels; and to provide that the resolution of disagreements be handled as quickly and as efficiently as possible.

b. The Director and/or Board of Trustees or designee shall have the authority to resolve grievances on behalf of the Library in those situations where the Board has partial or complete jurisdiction and for which an appeal procedure is not specifically provided by law or otherwise provided in these Policies and Procedures.

c. Grievances may be initiated only the affected employee. A reasonable amount of work time, as determined by the employee's supervisor, may be used to prepare and present the grievance.

d. The employee is assured freedom from reprisal from the Library or its representatives for using the grievance procedure.

e. An employee who has a grievance or complaint should first try to get it settled through a discussion with the immediate supervisor without undue delay. The employee and supervisor must jointly write a description of their resolution of the complaint; both staff members sign and date the agreement and both keep copies. If a resolution cannot be reached, the employee shall have the right to discuss it with the Library Director.

f. Formal appeal: If the employee is not in agreement with the decision reached by the informal grievance procedure, or if an informal decision cannot be reached, a formal appeal shall be filed in writing within ten working days after the date when the employee has sought relief through all levels of the supervision including the Library Director.

1) Step One: The appeal shall be presented in writing to the employee's immediate supervisor, who shall render a decision and comments in writing to the employee within five working days of receiving the appeal. If the employee does not agree with the supervisor's decision, or if no answer has been received within five working days, the employee may present the appeal in writing to the Director. Employees who report directly to the Director shall present the appeal in writing to the President of the board of Trustees, or in the President's absence, the Vice-President. Failure of the employee to take further action within five working days after receipt of the written decision of the supervisor, or within a total of ten working days if no decision is rendered will constitute an abandonment of the appeal.

2) Step Two: The Director shall render a decision and comments in writing to the employee within five working days of receiving the appeal. If the employee does not agree with the decision, or if no answer has been received within five working days, the employee may present the appeal in writing to the President of the Board of Trustees, or in the President's absence, the Vice-President. Failure of the employee to take further action within five working days after receipt of the decision, or within a total of ten working days if no decision is rendered, will constitute an abandonment of the appeal.

3) The President of the Board of Trustees shall refer the appeal to the City of Menasha Human Resources Director. The Director shall investigate the issues and report oh her/his findings as well as recommended action to the Board of Trustees at their next regular meeting or within 30 days of receiving the appeal, whichever is longer. The Board of Trustees shall make a decision on the matter at that time. The Board of Trustees' decision shall be final.

2. DISCIPLINARY PROCEDURES

a. An employee who fails to maintain proper standards of conduct as outlined in either this policy or departmental rules and regulations, shall be subject to disciplinary action up to and including discharge. Examples of transgressions that may result in disciplinary actions include but are not limited to: neglect of duties, disobedience of orders, willful misconduct, and failure to properly perform the duties of the employee's position.

b. The purpose of progressive discipline is to provide the opportunity for an employee to correct his/her behavior by providing for more serious consequences in those situations where an employee chooses not to correct his/her behavior. Nothing in this chapter shall imply that the steps of progressively more serious discipline must be followed in order. The seriousness of each offense shall be judged on its own merits and discipline assigned accordingly.

c. If the Director intends to suspend, demote or discharge a regular employee for cause, the employee shall be provided with a written notice of intent to discipline.

d. Forms of Action
1) Oral Reprimand
The supervisor shall issue an oral reprimand to put the employee on notice that his/her performance or conduct is substandard and advise the employee of the expected levels of conduct. A written record of the oral warning shall be made.
1) Written Reprimand
In the case of a more serious offense or where an employee's performance or conduct has not improved as a result of one or more oral reprimands, the supervisor shall issue a written reprimand. This written record puts the employee on notice that his/her performance or conduct is unacceptable, and documents the specific acts or omissions upon which the discipline is based as well as the expected corrective action.

2) Suspension
In the case of either a serious or intentional transgression of policy, if performance or conduct of an employee has not improved as a result of lower levels of discipline, an employee may be suspended without pay for up to 30 calendar days. The employee shall receive a written notice of the suspension that documents the specific acts or omissions upon which the discipline is based as well as the expected corrective action.

3) Discharge
With just cause the Director may discharge an employee at any point in the disciplinary process.

3. SEXUAL HARASSMENT AND DISCRIMINATION POLICY
All employees are responsible for assuring that the work place is free from sexual harassment. The purpose of this policy is to maintain a healthy work environment in which all individuals are treated with respect and dignity, and to provide procedures for reporting, investigating, and resolving complaints of harassment and discrimination. Federal and State law provides for the protection of classes of persons based on race, color, sex, religion, age, disability, national origin and sexual orientation.

It is the policy of the Menasha Library Board that all employees have the right to work in an environment free from all forms of harassment. The Board will not tolerate, condone, or allow harassment by employees, whether sworn (regular or reserve), civilian, volunteer, or other non-employees, who conduct business with the Library. Menasha Library Board considers harassment and discrimination of any form to be serious employee misconduct. Therefore, the Board shall take direct and immediate action to prevent such behavior, and to remedy all reported instances of harassment and discrimination. A violation of this policy can lead to discipline up to and including termination, with repeated violations, even if "minor," resulting in greater levels of discipline as appropriate. This policy applies to all employees, elected officials or appointed members of councils, boards, commissions, or committees, as well as all co-op students, outside vendors, contractors, volunteers, or any other person who has business with the Menasha Public Library.

Sexual harassment is a form of unlawful discrimination that undermines the integrity of the employment relationship. All employees must be allowed to work in an environment free from unsolicited and unwelcome sexual overtures. Sexual harassment does not refer to occasional compliments or other generally acceptable social behavior. It refers instead to behavior which is unwelcome, personally offensive, undermining or weakening to employee morale. Sexual harassment, therefore, interferes with the work effectiveness of its victims and their co-workers.

a. Prohibited sexual harassment or discrimination includes, but is not limited to conduct, implicitly or explicitly implied, which constitutes:

1) Unwelcome physical contact or gestures.

2) Unwelcome sexually explicit language or gestures, including sexually degrading words used to describe an individual, or sexually graphic or suggestive comments to or about an individual.

3) Uninvited or unwanted sexual advances or request for sexual favors.

4) Making submission to, or rejections of, such conduct a factor in the employment decisions affecting the employee.

5) Permitting such conduct to interfere with an employee's work performance, or to create a hostile, intimidating, or offensive work environment.

6) An offensive overall environment including the use of vulgar language, the presence of employee's sexually explicit photographs or other materials, and the telling of sexual stories.

7) Ridiculing, mocking, deriding, or belittling any other person.

8) Any offensive or derogatory comments to any person, either directly or indirectly, based on race, color, sex, religion, disability, sexual orientation, or national origin. Such harassment is a prohibited form of discrimination under State and Federal employment law and is also considered misconduct subject to disciplinary action by the Menasha Library Board.

9) Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when:

a) submission to such conduct is made either explicitly or implicitly a term or condition of employment; or

b) submission or acquiescence to such conduct by an employee is used as the basis for employment decisions affecting the employee, or

c) Such conduct has the purpose or effect of unreasonably interfering with an employee's work performance or creating an intimidating, hostile, or offensive working environment.

b. Sexual harassment by an employee, supervisor, manager, or any other person will not be tolerated. All supervisors, administrators and employees, as part of their job requirements, are responsible for preventing and eliminating sexual harassment in their respective work areas. Each supervisor shall be responsible for taking all reasonable measures with the goal of preventing acts of harassment. This responsibility includes the following:

1) Monitoring the unit work environment on a daily basis for signs that harassment may be occurring;

2) Counseling all employees on the types of behavior prohibited; and the Board's procedures for reporting and resolving complaints of harassment;

3) Stopping any observation that may be considered harassment, and taking appropriate steps to intervene, whether or not the involved employees are within his/her line of supervision.

4) Taking immediate action to prevent retaliation towards the complaining party and to eliminate the hostile work environment where there has been a complaint of harassment, pending investigation, or any direct observation. If a situation requires separation of the parties, care should be taken to avoid actions that appear to punish a complainant. Transfer or reassignment of any of the parties involved should be voluntary, if possible and, if non-voluntary, should be temporary pending the outcome of the investigation.

5) Failing to carry out these responsibilities will be considered in any evaluation or promotional decisions and may be grounds for discipline.

Each supervisor has the responsibility to assist any employee of the Library who comes to that supervisor with a complaint of harassment in documenting and filing a complaint with the Library Director, the City Personnel Director, or the City Public Health Director.

Each employee of the Library is responsible for assisting in the prevention of harassment through the following acts:

1. Refraining from participation in, or encouragement of, actions that could be perceived as harassment;

2. Reporting acts of harassment to a supervisor;

3. Encouraging any employee who confides that he or she is being harassed or discriminated against to report these acts to a supervisor.

Failure of any employee to carry out the above responsibilities will be considered in any performance evaluation or promotional decision and may be grounds for discipline.

c. Each employee, if such employee feels comfortable doing so, who believes that he or she has been the subject of sexual harassment or discrimination should promptly take the following steps:

1) Firmly state to the person who is doing the harassing how you feel about his or her actions and request that the person cease such behavior immediately.

2) If the harassment continues, or if you believe some employment consequences may result from your request that the action stop, report the matter as soon as possible to the department supervisor, the Library Director, the City Personnel Director, or the City Public Health Director.

3) Document all incidents of harassment in order to provide the fullest basis for the investigation.

4) The supervisor to whom the incident is reported shall meet with the employee and document the incident(s) complained of, the person(s) performing or participating in the harassment, any witnesses to the incident(s), and any relevant date(s).

Any employee who believes that it is not practical to file his/her complaint directly with the Board or any of the appropriate Library or City officials may file the complaint with either:

a. State Equal Rights Agency
819 North 6th Street
Milwaukee, WI 53203
(414) 227-4384
b. EEOC
310 W. Wisconsin Ave. Suite 800
Milwaukee, WI 53203
(414) 297-1111

If the employee exercises either of these options, a copy of the complaint must be filed with the City Attorney within 24 hours of filing of the complaint.

d. The Library Director shall be responsible for investigating any complaint alleging harassment or discrimination in cooperation with the City's internal investigation authority consisting of the Personnel Director and the Public Health Director.

1) The internal investigative authority shall immediately notify the Library Board President and the prosecutor's office if the complaint contains evidence of criminal activity such as battery or sexual assault or attempted assault.

2) The investigative authority shall determine whether the person is harassing other employees, and whether other employees participated in or encouraged the harassment.

3) The internal investigative authority shall inform the parties involved of the outcome of the investigation.

4) The Personnel Director and/or the Library Director shall maintain a file of harassment and discrimination complaints in a secure location.

It is the policy of the Library Board to listen to all reasonable complaints, thoroughly investigate all relevant material, seek early corroboration, and quickly apply sanctions when appropriate. An investigation will be undertaken to determine the facts of the complaint. The investigation will include conferring with the parties and witnesses named by the complaining employee. Because of its sensitive nature, complaints of sexual harassment will be investigated with particular care and should remain, to the extent possible, confidential. There will be no retaliation against anyone who complains or serves as a witness during an investigation. The complaining party's confidentiality will be maintained throughout the process to the extent practical and appropriate under the circumstances.

Complainants or employees accused of harassment may file a grievance/appeal in accordance with relevant Library Board policies.

This policy does not preclude any employee from filing a complaint or grievance with an appropriate outside agency, forum, or Court of law.

e. Retaliation against any employee for filing a harassment or discrimination complaint, or for assisting, testifying, or participating in the investigation of such a complaint, is illegal and is prohibited by the Library, the City and by State and Federal law.

Retaliation is a form of employee misconduct. Any evidence of retaliation shall be considered a separate violation of this policy and shall be handled by the same complaint procedures established for the harassment and discrimination complaints. Monitoring to ensure that retaliation does not occur is the responsibility of the Library Director, supervisors and the City's investigative authority.

After appropriate investigation, any employee found to have sexually harassed another employee will be subject to appropriate disciplinary action, up to and including discharge.

The Library Board recognizes that the question of whether a particular action or incident is a purely personal, social matter without a discriminatory effect requires a determination based on the facts of the incident. The Board also recognizes that false accusations of sexual harassment can have serious adverse effects. The Board expects all employees to act honestly and responsibly in complying with and enforcing this policy. It is the Board's desire to continue providing a pleasant work environment free of harassment for all employees.

4. Employees are encouraged to discuss work-related problems or complaints with their supervisor.

5. If an employee feels he/she cannot discuss a problem with his/her supervisor, or has without satisfactory result, or that the problem requires higher-level attention, he/she is encouraged to meet with the Director to seek a satisfactory solution to the problem.

f. If no solution can be reached, the employee may present the problem to a meeting of the Board of Trustees Personnel Committee in executive session. If unresolved, the problem may be brought to the attention of the full Board.

g. The decision of the Board shall be final.

M. FRINGE BENEFITS

1. RETIREMENT - Employees working more than six hundred (600) hours annually are eligible for the Wisconsin Retirement Fund. The Library pays the full share of the "employee's contribution" to the fund.

2. HEALTH INSURANCE - The Library Board shall provide a health insurance plan for employees and will annually determine amounts to be paid towards family and single plan premiums. The library will pay fifty-four percent (54%) of the amounts above for regular salaried part-time employees working at least one thousand forty (1,040) hours per year. Employees working one thousand three hundred (1,300) hours will receive sixty-eight percent (68%) of the benefit. Employees working one thousand five hundred sixty (1,560) hours will receive eighty-one percent (81%) of the benefit. Employees will become eligible for health insurance thirty (30) days after employment. Terminating employees have the right to continue coverage under the Library's health plan (for up to eighteen (18) months or until he/she becomes eligible for coverage under another employer's plan) by personally paying the premium. Employees covered by such insurance will receive a Library contribution to their deferred compensation accounts in the amounts of $30.00 per month for those utilizing family coverage and $15.00 for those with single coverage. The Library uses the same health insurance provider as the City of Menasha, which has the right to change insurance carriers, alter coverage, add cost containment measures to the City's health care coverage or determine the amount of premium contribution by employees. Health insurance coverage for new employees shall begin the first of the month following the employee's hire date.

3. DENTAL INSURANCE - is offered under similar conditions to the Health Insurance Plan.

3. LIFE INSURANCE - Library employees shall be eligible for life insurance under the State plan. The Board will pay its required share. Employees will become eligible for life insurance six (6) months after employment.

4. VISION INSURANCE. The Library will provide vision insurance to employees. Any changes in vision coverage shall be pursuant to the rules of the Vision Insurance provider.

5. SOCIAL SECURITY - The Library will pay the required employer share of Social Security payments.

6. An optional deferred compensation plan is offered to employees working more than six hundred (600) hours annually.

7. A "flexible spending account" is provided to employees to allow the payment of employee portions of health and dental insurance payments, non-covered health and dental costs, and qualified child or dependent care costs with "pre-tax" dollars.

N. STAFF DEVELOPMENT

1. The Library recognizes that employees and the library benefit when they take courses, attend seminars and workshops, attend professional and business meetings and visit other libraries.

2. Employees may be allowed to be absent from duty for the purpose of attending meetings, conferences or conventions of professional or technical organizations. The Director shall authorize attendance in accordance with scheduling needs and the budget.

3. Budgeted funds permitting, the Director may authorize actual travel expenses at a mileage rate to conform with City of Menasha mileage allowances and include reasonable expenses for meals, lodging and other necessary expenses.

4. Educational Development

a. Staff members shall be encouraged to take appropriate college courses, vocational courses, or workshops to improve their competencies in library work.

b. Whenever possible, the Director shall authorize changes in work schedules to accommo¬date employee's course schedules, providing that time is "made up" and that normal library services are not disrupted. Depending on relative importance to library operations, the Director may authorize partial or complete released time for the course.

c. The library budget shall include an amount, to be determined annually by the Board, which shall be used to defray tuition and fees expenses for employees.

d. Employees should request permission as far in advance as possible, and date of application may be considered in the decision to grant the request. Application should include a description of course work, schedules, a list of fees, and a statement concerning the benefit to the Library. Primary consideration will be given to those applications which offer direct benefit to the library, and secondary consideration to those which will result in general professional development. Grants will be given only to employees with at least one (1) year of service, and employees receiving tuition grants one (1) year will have a lower priority in the following year.

e. The Library Board will approve applications for any request involving more than $100 cost to the library. Approval is discretionary and the Board will not be obligated to expend all budgeted funds.

f. Grants shall not exceed actual tuition and expenses or a total of $500 per year. The employee shall agree to return any tuition grant to the Library if he/she leaves Library employment within one (1) year after course completion.

g. The Library Board may request an employee to enroll for outside course work, in which case, the Library will pay all legitimate expenses and allow paid time off to attend classes.

5. Professional Associations

a. The Library recognizes the value of library professional associations and encourages employees to participate in them, especially the Wisconsin Library Association and the American Library Association and their sub-units. Attendance at their conferences is encouraged. Within reason and subject to the scheduling needs of the library, the Director may permit attendance on library time. "Time off" will be limited to the number of work hours missed, not the number of hours in attendance.

b. Volunteer work as an officer or committee member on behalf of a profession¬al association is encouraged, but is secondary to the employee's responsibili¬ties to this library. Employees nominated or appointed to positions which would require more than occasional and minor time on the job, or which would require significant time away from the Library should discuss the matter with the Director in advance.

c. The library will further support membership by reimbursing members one half of basic dues in the Wisconsin or American Library Associations. This provision applies to librarian and clerical employees. The library will pay the full basic dues for the Director.

d. Expenses for attendance at professional meetings may be reimbursed partially or wholly within budgetary limitations. Employees desiring reimbursement may inquire of the Director in advance whether reimbursement will be provided.

O. LIBRARY BUSINESS TRAVEL

1. Travel expenses will be reimbursed at the rate established by the City of Menasha.

2. Reasonable meal or other necessary expenses will be reimbursed.

h. The Director shall authorize business travel except for out-of-state or overnight travel.

i. Anyone using a personal vehicle for library business must provide proof of Liability Insurance with limits of not less than $100,000 per person, $300,000 per occurrence and statutory minimums for uninsured/underinsured motorists. The insurance on the vehicle shall be primary to any Library insurance coverage.

CHAPTER VI

ORGANIZATIONAL STRUCTURE

A. GOVERNANCE

1. The Elisha D. Smith Public Library is organized and operated according to Chapter 43 of the Wisconsin State Statutes (See Appendix No. 4). Appropriate and applicable portions of other Statutes and the Administrative Code are also followed.

2. The library is established by City of Menasha ordinance and as a department of City government is subject to certain City ordinances.

3. The Library Board governs itself and the library through policies which it adopts and collects in a "policy manual." The Library Board may temporarily or, in particular circumstances, vote by a two-thirds (2/3) majority of members present to suspend its rules (policies) providing that doing so does not violate other laws or ordinances to which the library is subject. Changes in policies included in the manual must be presented at one meeting for adoption at a subsequent meeting.

B. BOARD OF TRUSTEES

1. FUNCTIONS - The Board of Trustees shall:

a. Serve as a policy-making body.

b. Serve as liaison between the library and City government.

c. Hire the Library Director and other necessary personnel.

d. Secure adequate financing for the library through budgeted or other obtainable funds.

e. Promote good relations between the library and the public.

f. Become aware of community needs and translate needs into programs.

g. Become involved in state and national Trustee and Library Associations to broaden the member's concepts of library service.

2. NUMBER - In accordance with Wisconsin Statutes, the Menasha City Council has set the number of Library Trustees at seven representing the City of Menasha. In addition, Winnebago County appoints a member (or members) according to Wisconsin Statutes.

3. MEMBERSHIP

a. Six Library Trustees are appointed by the Mayor and approved by the Common Council.

b. City of Menasha appointed members shall be residents of the city. One member shall be the Superintendent of Schools or his representative.

 

c. Members serve terms of three years on a staggered basis. Appointed members are limited to three successive terms (partial terms of less than three years resulting from mid-term appointments shall count as a full term). Ex-members may be re-appointed at a later date.

4. OFFICERS AND COMMITTEES

a. Officers shall be elected annually at the regular July meeting. Officers of the Board shall be President, Vice-President and Secretary. No person shall hold the office of President for more than three consecutive one-year terms.

b. Duties shall be as follows:

1) THE PRESIDENT of the Board shall:

a) Preside at all meetings.
b) Appoint all committees.
c) Certify all bills approved by the Board
d) Authorize calls for any special meetings.
e) Generally perform the duties of a presiding officer.
f) Be an ex-officio member of all committees.

2) THE VICE-PRESIDENT shall:

a) Preside at Board meetings in the absence of the President.
b) Perform all other duties of the President in the absence of the President.

3) THE SECRETARY shall:

a) Ascertain that notices of all meetings of the Board and its committees are prepared and distributed according to Wisconsin's "open public meeting law."
b) See that accurate minutes are taken of all Board and committee meetings and distributed in a timely manner to Board members, the City of Menasha, and the press and that minutes are on file at the Library. (Minute taking may be delegated to a recording secretary.)
c) Ascertain that the State of Wisconsin annual reports are prepared and filed with the City Clerk and Winnefox Library System.
d) Notify the Mayor (or County Executive) of Board resignations or term expirations which require new or renewed appointments.

c. Conduct of meeting shall be in accordance with the current edition of Robert's Rules of Order.

d. Standing committees shall be appointed as soon as possible after election of officers. Standing Committees shall be: Finance, Building and Maintenance, Policies and Personnel, and Investments. Committees will make recommendations for library operation.

e. Other committees may be appointed by the President on an ad hoc basis.

 

5. MEETINGS

a. Regular meetings of the Board of Trustees will be held once a month at a publicly announced time and venue.

b. The order of business of regular meetings shall be as follows:

1) Call to Order
2) Roll Call
3) Authorization of Bills
4) Consent Business
5) Information Items/Director's Report
6) Discussion/Action Items
7) Adjournment

c. The agenda for the current board meeting shall be delivered to members three days before the meeting.

d. Special meetings of the entire board may be called at the direction of the President; or, upon written request of two members, sent to the President.

e. Five members shall constitute a quorum. If at least three members are present, they can vote to continue the meeting with a lack of majority quorum, citing State Statute 43.54(1)(e).

f. The Library Director shall notify the news media of all meetings.

g. In accordance with Wisconsin Statutes, all Board and committee meetings shall be open to the public, except for matters of business legally excepted under the law.

C. ADMINISTRATION

1. Library Director

a. The Director is responsible for coordinating library operations and functions and meeting the requirements of the Library Board, the community, the staff, and local and state government.

b. The Director shall be the executive officer of the Board and directly responsible to it.

c. Qualifications for the Directorship of the Library will be a Master's Degree in Library Science from a library school accredited by the American Library Association and all other pertinent qualifications enumerated in the Wisconsin Administrative Code, Sec. PL 6.03.

d. Duties:

1) Board Relations - The Director shall:

a) Organize and plan agendas for Board meetings in consultation with the President.
b) Notify Board members of meetings and prepare appropriate public notices.
c) Attend all Library Board or committee meetings except when officially excused by the President.
d) Act as Executive Secretary to the Library Board.
e) Prepare regular monthly reports and otherwise generally apprise the Board of significant activities, events, problems and concerns of the Library.
f) Formulate and recommend policies for Board approval, and implement the same.

2) Planning - The Director shall:

a) Continually evaluate the effectiveness of library services in relation to changing needs of the community and develop plans to meet those needs.
b) Evaluate future needs for library services and resources to meet those needs.
d) Prepare long-range plans for the library.

3) Finance - The Director shall:

a) Prepare an annual budget for Board consideration and adoption.
b) Present the budget as adopted to the Menasha City Council.
c) Represent the library's budgetary interests to the Winnebago County Board.
d) Make or supervise expenditures of library funds
e) Prepare bills for approval by the Board at regular meetings and subsequent payment by the city.
f) Prepare monthly and yearly financial reports on budget accounts, receipts, and endowment funds, and present an audit report to the Board.
g) Prepare and send to the Division for Library Services the required annual report.
h) Prepare an annual review of library insurance policies and recommendations for any changes.

4) Personnel - The Director shall be responsible for all aspects of personnel management, including:

a) Classification of staff positions and periodic revision of job descriptions
b) Recruitment and interviewing of candidates for positions
c) Recommendation of employee hiring, firing, and promotions to the Board
d) Scheduling, organizing and supervising work operations
e) Establishment of work rules and regulations
f) Training and professional development of employees
g) Promotion of employee work satisfaction and general staff welfare
h) Preparation of annual evaluations of all staff members except pages, aides and temporary employees.

5) Public and Patron Relations

a) Recommend and administer public relations activities.
b) Establish and maintain effective working relationships with other governmental and educational agencies, civic and community groups, the general public and the news media.
c) Represent the library at and speak before community, civic and other groups regarding the objectives and activities of the library.
d) Responsible for dealing with patron complaints.

6) Collections - Supervise selection, acquisition, and processing of library materials to meet public needs within the structure of library selection policies and budgetary limitations.

7) Physical Facilities - Supervise housekeeping, maintenance and repair of building and grounds.

8) Professional Awareness - Maintain a professional state-of-the-art awareness. This shall include attendance at professional and other meetings as appropriate.

9) Experience and Training Guidelines - Experience equivalent to six years of increasingly responsible professional public library experience including four years of public library administrative and supervisory responsibility; Master of Library Science degree from an American Library Association accredited college or university; possession of, or ability to obtain, an appropriate, valid driver's license.

10) Environmental Working Conditions - Library environment; working with public, computers and office equipment.

11) Physical Conditions - Essential and marginal functions may require maintaining physical condition necessary for sitting or standing for prolonged periods of time; moderate lifting and reaching.

2. General Staff:

a. Qualifications - Candidates for employment or promotion shall meet educational requirements as set in the appropriate job descriptions and classifications and in accordance with the standards of Wisconsin Division for Library Services and other generally accepted standards. Exceptions may be made at the discretion of the Director with the approval of the Board.

b. Job descriptions shall be compiled and up-dated at least annually. Job descriptions should be designed to maximize the effectiveness of all employees. Job descriptions shall be made available to staff and Board members.

CHAPTER V

PATRON AND EMPLOYEE BEHAVIOR

A. LIBRARY PATRONS

1. Appropriate dress, including shirts and footwear, will be required.

2. Talking is allowed, but patrons making excessively loud noises will be asked to be quiet and to leave if they continue.

3. Patrons are not allowed in employee work areas, rooms marked "Staff Only," or behind circulation desks, except by invitation of a staff member.

4. No smoking is allowed in the library.

5. Pets or other animals are not allowed in the library except for "seeing eye" dogs or other "helping companion" animals, or by special authorization of a librarian.

6. Patrons who physically or verbally abuse or harass other patrons or staff members or who willfully abuse library property will be asked to leave. Serious or chronic misbehavior by patrons may cause temporary or permanent revocation of any or all library privileges and/or legal action under Wisconsin law or City of Menasha ordinances.

7. Theft, failure to return or willful damage of books or any other library property are crimes punishable by law.

8. The library welcomes children of all ages. Parents or caregivers are responsible for their children's safety or behavior when they are unattended. For young children's safety and comfort, the Library asks that all children below First Grade be accompanied and supervised by a parent or adult caregiver while using the library.

B. BEHAVIOR OF LIBRARY STAFF MEMBERS

1. Staff members will treat patrons with courtesy and respect.

2. Staff members will attempt to help patrons in any way possible consistent with library policy.

3. Staff members will protect the confidentiality of patrons' borrowing records and use of library materials and information pursuant to Wisconsin statutes.

4. Staff members are responsible for the maintenance of good order in the library and the protec¬tion of library property.

 

CHAPTER IV

SERVICES AND FACILITIES

A. LIBRARY HOURS

1. The library will be open to the public during hours set by the Board of Trustees. Normal open hours will be:

a. WINTER
8:30 AM - 8:30 PM -Monday through Thursday
8:30 AM - 5:00 PM - Friday
8:30 AM - 4:30 PM - Saturday
CLOSED - Sunday

b. SUMMER (Memorial Day Weekend through Labor Day)
8:30 AM - 8:30 PM - Monday through Thursday
8:30 AM - 5:00 PM - Friday
9:00 AM - 1:00 PM - Saturday
CLOSED - Sunday

c. NORMAL HOLIDAY HOURS WILL BE:
Employee In-service Training Day** Closed
New Year's Day * Closed
Easter Closed
Memorial Day Weekend (Sat/Sun/Mon) Closed
July 4 * Closed
Labor Day Weekend (Sat/Sun/Mon) Closed
Thanksgiving Closed
Christmas Eve Closed
Christmas Day * Closed
New Year's Eve 8:30 AM - 5:00 PM
*Library will be closed on day of legal observance
** Date will be announced.

Necessary closings or changes in hours due to emergencies or other reasons as authorized by the Board will be publicized to minimize patron's inconvenience. The Board may authorize additional holiday closings on an ad hoc basis.

B. EXTENSION SERVICES

1. The library will provide and deliver books and other materials to nursing homes and other facilities as determined by the Board.

2. Any homebound person residing within the limits of our library service area (City and Town of Menasha) may request library materials. Delivery of the materials will be accomplished in the most expeditious manner.

C. BOOK PACKS

Book packs (collections of books) will be leant to any teacher in the library's primary service area (the Menasha School District) for classroom use.

D. PHOTOCOPY SERVICE

1. The library provides self-service photocopying machines for public use. The library wishes to provide the services for the public's general copying needs, to facilitate the use of library materials and to minimize the temptation to damage library materials.

2. A statement regarding copyright compliance shall be prominently displayed on the machines. The library will not be responsible for copyright violations by members of the public.

3. Fees set by the Board shall be charged for duplicating on library machines. The amount of the charge will be kept as low as reasonably possible while still covering the costs of providing the service. The library does not wish to engage in unfair competition with private photocopying services. Fees collected will be deposited to the library's account at City Hall. The library will charge 10 cents per page for duplicating on library machines.

E. LIBRARY SPONSORED PROGRAMS

1. Programs of an educational or recreational nature will be sponsored periodically for all age groups.

2. The Youth Department will conduct story hours for young children on a regular scheduled basis.

F. MEETING ROOM USE

1. Introduction
The library provides meeting rooms for community use as a free public service.

2. Allowed use examples (not inclusive)
a. Events, programs and activities organized, sponsored or conducted by the library.
b. Club events (veterans, youth, sports, service, etc.).
c. Meetings (businesses, not-for-profits, unions, associations, political parties, etc.). Not-for-profit organizations may collect dues, fees, or other appropriate charges.
d. Classes offered by not-for-profit educational institutions, local municipalities, counties, or their subdivisions (class fees permitted).
e. Home-school classes, meetings, events, etc. (class and event fees permitted).
f. Religious organizations (meetings, clubs, events, services, etc.).
g. Political meetings, candidate forums, legislator "listening sessions," etc.
h. Events closed to the general public (if otherwise compliant with meeting room policies). Library employees have an absolute right to enter any meeting room at any time to insure library policies are being followed.
i. Legal negotiations, proceedings, conflict resolutions, depositions, etc.
j. Recitals (piano, voice, etc.).
k. Tutoring or test proctoring (fee or free) by the library or non-profit organizations.
l. Individuals (or formal or informal groups) for purposes of studying, researching, planning, etc.
m. Fundraising events for not-for-profit organizations.

3. Prohibited uses
a. Commercial events (where products, services or memberships are advertised, solicited, or sold) including educational classes or seminars, which charge a fee. (Library sponsored performers may sell merchandize related to their performance).
b. Gambling, in any form.

c. Serving/consumption/use of alcohol, tobacco or drugs.
d. Purely social events, including personal and family birthday parties, receptions, showers, etc.
e. Any event that is disruptive of normal library operations or services.
f. Any illegal activity.

4. Regulations
a. Meeting room reservations will be confirmed when a signed room use application is received by the library office during normal business hours.
b. Groups or individuals using a meeting room shall not publicize their event in any way that implies that it is sponsored, co-sponsored, endorsed, or approved by the library, unless permission to do so has been given in advance by the library director or designee.
c. Groups or individuals using a meeting room shall be responsible, jointly and severally, for reasonable care of the room and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, etc. Nothing should be taped, hung, tacked, etc. to any walls, windows, doors, furniture, etc. (except for surfaces provided for such purposes) without prior permission.
d. The library cannot accept calls or relay messages to persons attending meetings except in emergencies.
e. Meeting rooms are available during normal library open hours. Meetings may be scheduled before or after open hours by special arrangement. Meetings and activities should be ended in time for cleanup and to permit all persons, equipment and supplies to leave the room (and library if after normal hours) by the end of the reserved time.
f. Meeting rooms are booked on a January-December year. Reservations are accepted beginning the first regular business day in the September before the meeting calendar year.
g. Regular monthly meetings are permitted, but regular daily or weekly meetings are not permitted. (More frequent room uses may be permitted on a temporary, ad hoc basis).
h. If necessary, the library reserves the right to transfer individuals or a group to another meeting room in the library.
i. If necessary, the library reserves the right to control parking by meeting room users, or to deny use to groups for which parking may interfere with use of the library by other users.
j. If an event is cancelled, the meeting room user shall contact library staff as soon as reasonably possible. Failure to do so may result in suspension of meeting room privileges.
k. Meeting rooms and/or kitchenette shall be left in an orderly condition. If library staff must provide more than reasonable cleanup, a fee of $25 (or more based on actual costs) will be charged. Any fee charged must be paid in full before the group may reserve or use a meeting room again.
l. Fire exit doors or pathways shall not be blocked in any way.
m. Refreshments may be served in all meeting rooms. More extensive meals are permitted in the Co. E Room only. Anyone serving food is responsible for cleaning up the room and for not leaving food behind.
n. The library shall not be responsible for any material used in or left in a meeting room, nor for the loss or damage of personal property.
o. As a courtesy, the library will try to set up the meeting room in a manner convenient to the group using it. If, for any reason, library staff cannot set up the room, the group using the room shall be responsible for any set up or take down that it requires.
p. The library director has the authority to issue reasonable meeting room rules and to revoke permission for use of meeting rooms if policies and rules are not followed, and has authority to interpret minor variations from this policy. Any person or group may appeal the director's decision to the library board.

 

G. PIANO

1. The library owns a piano, which is available for use by the public when the piano and/or the Co. E Room are not otherwise in use.

2. The piano will be available for use by responsible individuals and groups through prior arrangement at the main desk. The piano will not be used as a regular practice instrument, i.e., use by individuals will be permitted on an occasional basis. When more than one person wishes to use the piano, time restrictions may be imposed.

H. DISPLAYS AND NOTICES

1. Display cases and areas may be made available to groups or individuals engaged in educational, cultural, intellectual, or charitable activities. Use of display space or bulletin boards by any group or individual does not imply that the library endorses or advocates viewpoints expressed.

2. Such displays must be consistent with the Library's policies and standards.

3. Any individual or group placing items on display may be required to sign a form releasing the Library from liability for loss or damage to the items.

I. PARKING

1. Parking in the library's lot to the west of the building is provided for library employees, library patrons, persons attending meetings or programs in the library, and others on legitimate library business. No other persons are authorized to park their vehicles in the lot.

2. Parking in the library lot is prohibited from 10:00 p.m. until 7:00 a.m. and is so posted. Exceptions include library employees, persons stopping briefly to deposit library materials in the night deposit slot or others specifically authorized by the library.

3. Violators of the above will be notified of library parking policies by placing a letter on their vehicles stating that their vehicles will be towed at owner's expense on the occasion of subsequent violations. The Library Director or staff member in charge will authorize towing.

a. On-street parking on First or Second Streets is controlled by City of Menasha Ordinance.

J. ELECTRONIC RESOURCES

1. All users of electronic information resources, including the Internet, are expected to use those resources in a responsible manner, consistent with the educational, recreational, and informational purposes for which they are provided. Responsible use of such resources includes:
a. Using resources for educational, informational, and recreational purposes only, not for unauthorized, illegal, or unethical purposes.
b. Not misrepresenting oneself as another user; not attempting to modify or gain access to files, passwords, or data belonging to others; not seeking unauthorized access to any computer system.
c. Not making changes to the setup or configuration of the software or hardware; not damaging or altering software components of any network or database.

d. Making only authorized copies of copyrighted or licensed software or data.

e. Not sending, receiving or displaying text or graphics which may reasonably may be construed as obscene.
f. Only using software already loaded or authorized by the library. (To help prevent computer viruses.)

2. Children should have parental permission to use electronic resources, but the library has no practical means of enforcing a lack of permission. The library assumes no responsibility for the use of electronic resources by children. It is not possible for library staff to control specific information children may locate on electronic resources (such as the Internet). Just as libraries do not vouch for or endorse the viewpoints of written material in their collections, they do not do so for electronic information. Selection policies which serve to govern a library's purchase of written materials may not apply to material accessed electronically. It is the responsibility of the user (or the parents, guardian, or caregiver) to determine what is appropriate.

3. Misuse of electronic resources will result in suspension of access to them.

4. The Library may charge a fee for printing information from electronic resources.

5. In the interests of maintaining accessibility for all persons and preventing misuse of equipment and services, the Library may control access to electronic information sources by requiring identification and/or limiting the time an individual may use them.

K. INTERNET SERVICES

Menasha's Public Library is a community resource for information and knowledge. To this end, patrons have enhanced accessibility to ideas and information through the Library's connection to the Internet. All users of the Internet must use it in a responsible manner. Provision of access to the Internet does not mean or imply that the Library endorses or sanctions the content or point of view of any information or other content found on the Internet. Because the Internet is an open, worldwide communication forum, it has the potential for displaying a wide spectrum of ideas and graphics. Specific policies addressing Internet activity within the Library by children under the age of 18 follows below.
The Internet is an unregulated medium and Menasha Library staff cannot control access points (web sites), which often change rapidly and unpredictably. Accuracy, completeness, and timeliness of information found on the Internet vary widely and it can be expected that users will find that the Internet contains material of controversial nature. Users should be aware that this electronic information is often not verified as accurate or appropriate. Adults should be cautious when giving out personal identification information and children should do so only with parental consent.

1. Staff Monitoring
a. Library staff has the right to monitor Internet use for compliance with this policy. Misuse of the Internet will result in immediate suspension of use and/or termination of access to it.

2. Remedy
a. Any person may appeal suspension or termination of Internet access privileges to the Library Board at a regular meeting with a seven days advance written notice to the Library Director.

3. Prohibited Uses in the Library (boldface words are legal terms defined below)
a. Viewing, sending, receiving, printing, distributing, or displaying visual depictions that are obscene.
b. Viewing, sending, receiving, printing, distributing, or displaying visual depictions that are child pornography.
c. If a minor, or, in the presence of minors, or, in communicating with minors: viewing, sending, receiving, printing, distributing, or displaying visual depiction that are harmful to minors.
d. Misrepresenting oneself, for fraudulent or illegal purposes, as another user.
e. Unauthorized attempts to modify or gain access to files, passwords, or data belonging to others.
f. Using an Internet workstation to transmit threatening or harassing material.
g. Engaging in any activity that is deliberately offensive or creates an intimidating or hostile environment.
h. Unauthorized access or dissemination of adults' personal identification information without their permission.
i. Unauthorized access or dissemination of a minor's personal identification information without the permission of the minor's parent or guardian.
j. Seeking unauthorized access to any computer system.
k. Making changes to the settings or configuration of software or hardware.
l. Damaging or altering software components of any computer, network, or database.
m. Making unauthorized copies of copyrighted or licensed material in any form.
n. Using software not installed by the Library.

4. Definitions
a. Obscenity: Whether the average person, applying contemporary community standards, would find that the work, taken as a whole, appeals to the prurient interest; whether the work depicts or describes, in a patently offensive way, sexual conduct specifically defined by law; and whether the work, taken as a whole, lacks serious literary, artistic, political, or scientific value.
b. Child Pornography: Any visual depiction, or any images that appear to be visual depictions, of a minor engaging in sexually explicit conduct, which includes actual or simulated sexual intercourse, bestiality, masturbation, sadistic or masochistic abuse, or lascivious exhibitions of the genitals or pubic area.
c. Visual depictions that are harmful to minors: Any picture, image, graphic image file, or other visual depictions that:
1) taken as a whole, and, with respect minors, appeals to the prurient interest in nudity, sex, or excretion;
2) depicts, describes, or represents, in a patently offensive way with respect to what is suitable for minors, an actual or simulated sexual act or sexual contact; actual or simulated normal or perverted sex acts, or, a lewd exhibition of the genitals; and, taken as a whole, lacks serious literary, artistic, political or scientific value as to minors.

5. Internet Use by Minors
a. It is strongly recommended children under 18 have parental permission to use the Internet. Library employees will not be able to consistently enforce this recommendation. Major responsibility for what children read or see on the Internet rests with the child's parent or other caregiver. Parents may wish to read the guidelines for Child Safety on the Information Highway (http://www.safekids.com/child_safety.htm).

b. It is not possible for the Library staff to control all information children may locate on the Internet. Just as the Library does not vouch for or endorse viewpoints or written material in its collections, it also does not do so for the Internet. The Library's Materials Selection Policy does not apply to the Internet.
c. The Youth Services Department of the Menasha Public Library has Internet computer(s) that are reserved for children in grades K-5. Parents of K-5 children who wish to allow them access to the Internet at the Library must give written permission. Parents are encouraged to instruct their children on how to use the Internet, and/or monitor its use by sitting with their children.

6. Notice to Minors

a. Children under the age of 18 must follow the rules in this policy, including all of the rules listed above under "Prohibited Uses." They must be extremely careful when using e-mail, chat rooms, instant mail, and any other form of electronic communication:
1) Do not give your real name; use an alias instead.
2) Do not give out your real address, telephone number, city or area in which you live.
3) Do not give out the name of the school you attend, or any other personal information, to any person on the Internet without your parents' knowledge and permission.
4) Do not disclose personal identification information of anyone else.

CHAPTER III

SELECTION OF MATERIALS

INTRODUCTION

The Elisha D. Smith Public Library is primarily a "popular materials library." As such, the first criterion for inclusion in the library's collections is public demand. The collections support the leisure, cultural, educational, self-improvement, and economic development needs of the community. Current materials are emphasized over the development of historical collections. The library adds duplicate materials to meet demand.

A. RESPONSIBILITY FOR SELECTION

All materials added to the library collection will support the mission of the Elisha D. Smith Public Library as stated in Chapter I. Library materials selection is invested in the Library Director and, under the supervision of the Director, such members of the staff who are qualified by reason of education, training and experience. Any book or other library materials so selected shall be held to be selected by the Board of Trustees. The public is encouraged to recommend materials for purchase. The most recently adopted Library Bill of Rights and the Freedom to Read statements as adopted by the American Library Association are incorporated as part of this selection policy.

B. COMPLAINT PROCEDURES

Materials which do not support the stated mission of the library and which do not qualify for inclusion in the library collections under the provisions of the "Selection of Materials" policies may be considered for removal from the collection. Patrons' objections to materials in the library collection will be reviewed upon written or oral request.

1. Patrons may bring complaints directly to library staff members. Staff members have the right to refer complaints to the Library Director and should refer all unsatisfied complaints to the Director. Staff members may not remove library materials from the collection in response to a patron complaint without the express consent of the Library Director or Library Board.

2. A "Request for Reconsideration of Materials" form is available to patrons to assist in expressing concern about particular materials, but complaints in other formats will receive appropriate consideration.

3. Patrons may meet with the Director to review the objection and the material in question. The Director will decide whether the book will be maintained in the library's collection or removed.

4. The decision of the Director may be appealed to the Board of Trustees whose decision is final.

C. GENERAL CRITERIA FOR ALL LIBRARY MATERIALS

1. General. Whether purchased or donated, materials added to the collection must meet some of the following criteria:

a. Appropriate format for library use.

b. Suitable subject and presentation for intended audience (not necessarily all library patrons).

c. Author generally accepted as appropriate for public library collections.

 

d. Contemporary significance or lasting value.

e. Complimentary relationship to the existing collection.

f. Scarcity of information in a particular subject area.

g. Community/patron interest or requests.

h. Complimentary to established school curricula (MJSD, local private schools, or home schools).

i. Non-availability of otherwise appropriate material elsewhere in the community, particularly if unavailable through Interlibrary Loan or the Winnefox Automated Library Systems consortium.

j. Reasonable price relative to value.

k. Favorable review in one or more publications.

Selection of current and popular materials is emphasized. Older materials included in standard library indices and/or in demand by patrons are purchased.

2. Controversial material. The library provides a resource where the public can examine issues freely and make independent decisions. The library will attempt to provide variety and balance of opinion whenever possible on subjects of interest to the public, including materials on various sides of controversial questions. Inclusion of a particular title or subject in the collection should not be considered an endorsement by the library of the viewpoint expressed. A title which meets the selection criteria will not be excluded because of the beliefs of the author.

3. Gift materials are welcomed with the understanding that they will be evaluated for addition to the collection on the same basis as purchased materials. It shall be understood that the library, if it cannot use the gifts, may dispose of them as it sees fit. Funds may be given to the library for purchase of items suggested by the donor. Gift funds not designed for a particular purpose permit the greatest flexibility for collection enrichment and are, therefore, encouraged by the library.

4. Duplication of titles is determined by popularity, by the continuing importance of the subject or author, and by the budget.

5. Replacement and binding. The library may replace, repair, or rebind books or other materials which are lost, damaged, "non-returned," or worn as need and budget dictate.

6. Withdrawals. To maintain the quality of the collection and fulfill its role as a "popular materials center," the library will engage in a continual program of collection weeding. Factors considered in the weeding decision will include frequency of circulation, current demand, currency of content, availability of newer and more authoritative materials, and physical condition.

D. GUIDELINES BY FORMAT. All general selection criteria apply as well as these additional criteria established by format.

1. Books

a. Hard bound books are purchased when the library expects them to have lasting value or heavy demand, or when they are unavailable in paperback.

b. Paperback books are purchased when they are deemed likely to encourage greater circulation, they duplicate popular titles or subjects, they are of temporary value, they are available only in paperback, or are likely to have infrequent use.

c. Textbooks. The library will not attempt to directly support school curricula with textbooks. They may be added to the collection when they supply information in areas in which they may be the best or the only source, or where there is a demand by adult patrons.

d. Large print books. The library will maintain a collection.

2. Periodicals are selected to supplement the book collection by providing current materials, information not yet in book form, additional reference and research sources and recreational reading. Selection criteria include: general material selection criteria, community interests, accessibility of content through available indices, representation of a variety of viewpoints.

a. Fraternal and club magazines. Subscriptions will be accepted as gifts provided the magazines meet general selection criteria.

b. Industry and corporate magazines. Subscriptions will be accepted as gifts provided the magazines meet general selection criteria and there is space available for display.

c. Religious denominational magazines. The library subscribes to a limited number of major religious periodicals. In addition, subscriptions will be accepted as gifts provided the magazines meet general selection criteria. Generally, no more than one magazine per denomination will be accepted.

d. Gift subscriptions. The library will solicit other gift magazine subscriptions provided the magazines meet general selection criteria. Gift subscriptions should be in the library's name and preferably for multi-year periods to minimize bookwork.

3. Newspapers published locally are acquired and retained. Representative regional and national newspapers are acquired.

4. Vertical file. The library maintains vertical files (filing cabinets) with miscellaneous uncataloged materials such as pamphlets, photographs, documents, maps, clippings, etc. on a variety of subjects, particularly relative to Menasha history, business, and culture. Vertical file materials must meet the same selection criteria as other materials.

5. Recorded sound. Musical recordings representing a wide variety of musical style and taste are selected. Composition, arrangement, performer, recording quality, and community interest are considered. Non-musical recordings, which supplement the book collections, are selected according to the general criteria. Recordings are collected as compact disks, tapes, digital or other formats. Efforts are made to insure that copyright laws are not infringed.

6. Video/Films. The library maintains a collection of video programs of both educational and entertainment nature. The library may maintain video collections in VHS, DVD, or other formats. The library may acquire public performance rights when available. The library may arrange for copying or off-air taping of programs when such action is deemed legal and suitable. Every effort is made to insure that copyright laws are not infringed.

6. Microfilm and Electronic Data. The library acquires or provides access to some digital information sources for its patrons in a variety of delivery formats. Some materials are obtained on microfilm to conserve space. Periodicals, which are indexed and anticipated to be of lasting value to the community, may be retained on microfilm. In the case of local materials, microfilm assures access after the original has deteriorated.

a. The library creates and maintains a website designed to facilitate access to the library's collections and services, as well as to facilitate website users' access to information and resources on the World Wide Web.

b. Website addresses may be "selected" for access actively facilitated by the library's website or computer network. Such facilitation shall conform to relevant portions of this selection policy, with the understanding that website content may change without the library's knowledge or may permit linkage to websites which do not conform.

c. Database subscriptions accessed through the library website and/or library computer network may be provided and will meet all other usual selection criteria, but may be altered without the library's knowledge, or may facilitate linkage to web resources which do not meet his library's standard.

8. Government documents. Federal and state documents are acquired on the basis of the general selection criteria. They are processed and organized according to their format and subject. Local documents are actively sought and maintained for current and historical value.

9. Other types of materials may be collected. New types of collections will be approved by the Board of Trustees.

E. MISCELLANEOUS GUIDELINES

1. Fiction

a. In adding titles to the fiction collection, the library responds to popular demand as the most important selection criterion.

b. A collection of classic works of fiction is maintained.

c. A selective representation of foreign fiction published in the English language or in English translation is also maintained. The library will selectively collect titles which reflect new trends in the writing of fiction.

d. The library re-affirms its adoption of the Freedom to Read statement.

2. Foreign language. The library purchases dictionaries and instructional materials on various languages. The library does not attempt to purchase books in foreign languages for its English speaking patrons, but does purchase materials in foreign languages for members of the community whose primary reading language is not English (particularly Spanish and Hmong materials, and in support of languages taught by Menasha Joint School District (Spanish, German and Japanese).

3. Genealogy. The library purchases some books of general information on methods of genealogical research. It may selectively acquire family histories pertaining directly to local families. Patrons wishing to pursue genealogical research in greater depth will be referred to libraries with substantial genealogy collections. The library will also endeavor to obtain specific genealogical materials for patrons through Interlibrary Loan. A fee may be charged non-local residents for genealogical research work done by the library staff.

4. Health. The library provides up-to-date, non-technical material on health, nutrition, hygiene and diseases. Books in this area are selected with special concern for their reliability. When there is any uncertainty on the soundness of a book, the staff consults authorities in the field, special bibliographies, or reviews in professional journals. There may be differences among authorities. If a title that has had mixed reviews is one that receives strong public demand, it may be purchased. THE LIBRARY WILL NOT PROVIDE MEDICAL ADVICE.

5. Law. The library purchases standard and popular books in the field of law which may be of interest to laymen. For more specialized or technical information, patrons will be referred to libraries with larger legal collections. THE LIBRARY WILL NOT PROVIDE LEGAL ADVICE.

6. Local history.

a. The library collects copies of all printed materials which contribute to the knowledge of Menasha, past and present. Reference and circulating copies of significant materials are obtained. The library also collects photographs to supplement the local history collection. Local government documents are collected and organized, but not necessarily cataloged.

b. The library collects non-fiction materials dealing with Wisconsin, past and present. These works are selected on the basis of their subject matter, and not on the residency of the author. Works of fiction by "Wisconsin" authors follow the general criteria for fiction. Government documents are collected in areas in which there is an expressed local interest.

7. Pseudo-science. Because of the great degree of interest in them, the library purchases a limited number of titles in those borderline areas of science in which subject matter or content is not recognized by reputable scientific authority.

8. Reference

a. Reference materials are designed to be consulted for definite items of information rather than to be read consecutively. Reference materials are acquired to satisfy the general and more frequently expressed special informational needs of the community.

b. Specific factors considered in reference selection include authority, reliability, scope, timeliness, treatment, arrangement, cost, and existing holdings.

9. Religion

a. The library attempts to maintain a well-balanced collection in which materials about all the major religions, including their sacred scriptures, are represented.

b. Authoritative materials which introduce and explain the basic concepts and practices of the various religions, denominations, and beliefs are also included.

c. In addition to material pertaining to particular beliefs, the collection includes basic authoritative studies in the areas of history of religion, theology, comparative religion and mythology. The collection also encompasses popular works on trends, ideas, and movements which are currently taking place in the field of religion.

F. GUIDELINES FOR YOUNG ADULTS

The materials selection policy for Young Adults coincides with the objective and selection criteria of the library. The specific objectives of this collection are to recognize the particular needs and interests of young adults and to provide books and other materials as a means of meeting these needs and interests on both informational and recreational levels. The library considers the individual reading selection of any young adult to be the responsibility of that individual and/or the parents.

1. Fiction. The Young Adult fiction collection is selected primarily for patrons from the sixth through the eighth grade levels. Since young adults vary greatly in reading skills, background and development, the titles selected for them will vary in content and reading difficulty. Fiction will be selected for the quality of writing, readability and interest to teenagers. It is recognized that many teens, particularly high school students, will find much of their fiction reading in the Adult Fiction collection.

2. Non-fiction. Young adults have access to the entire adult collection and are encouraged to use the regular adult reference and information services. Titles specifically written to meet the needs of this age group will be included in the adult non-fiction collection. Selected non-fiction paperbacks may be included in the Young Adult collection.

3. Periodicals of special interest to teenagers will be selected.

4. Paperbacks. A browsing collection of paperbacks, both fiction and non-fiction, of high interest for young adults will be maintained.

G. GUIDELINES FOR CHILDREN

The materials selection policy for children's materials coincides with the selection criteria for the library as a whole. In selecting books and other materials for children, the specific objective of the Children's Department is to make available a collection that satisfies the informational, recreational and cultural reading needs and potentials of children from preschool age through grade 5. Children using the collection vary greatly in age and development. The library considers the individual reading selection of any child to be the responsibility of the parent.

1. Books are selected which meet the general demands of the majority of children. Books whose special qualities make them useful to children with special needs, talents, problems or interests are also included in the collection.

a. Readers. A limited selection of readers (books used in the primary grades to teach reading skills) are acquired, especially those not currently in use in the local schools.

b. Textbooks. The Children's Department does not provide basic texts or materials needed in quantity for schoolwork. In general, textbooks are added only when there is little or no information available from another source. Books which complement or supplement the material in textbooks are acquired.

c. Adult shelf. A limited collection of adult and juvenile books is maintained for use by parents, teachers and other adults working with children. Materials on parenting, childcare and childhood education are also located in the library's adult collection.

2. Toys are acquired for circulation: to develop learning skills in young children, to encourage creativity and imagination, to make available toys considered too expensive for private purchase and to encourage library use by families with young children.

3. Recordings. Musical and "talking book" audio recordings are acquired in delivery formats appropriate for children. Video materials in appropriate formats are also collected.

4. Magazines edited for children of various age levels will be collected. Besides providing the magazines themselves for children's use, the library wishes to encourage families to subscribe to magazines for home delivery to their children.

5. Other materials may be collected as they support the objectives of the Children's Department and coincide with general selection policies.

 

 

 

CHAPTER II

PATRON AND CIRCULATION POLICIES

A. PATRONS

1. Eligibility

a. Any person residing in the City of Menasha may register for a borrower's card free of charge. Persons residing in municipalities or counties which have contracted for services with this library directly or through the Winnefox Library System are entitled to the same privileges.

b. Any person holding a current and valid borrower's card from a Winnefox Library System Library or from a library in any other system with which Winnefox has contracted for reciprocal borrowing services is eligible for borrowing privileges subject to the terms of the inter-system agreement and this library's policies. The library reserves the right to contact the applicant's home library and to refuse or restrict privileges to persons with records of non-return, late return or damage of library materials.

c. A corporation or institution located in the City of Menasha may, with the authoriza¬tion of the Director, be issued a borrower's card. Such cards shall be used only to borrow materials for corporate or institutional purposes and are not intended for personal use. The owner or other responsible official shall sign for the card, and the corporation or institution will be held responsible for library materials borrowed.

d. Menasha residents holding valid borrower's cards from this library are eligible for library services from many Wisconsin public libraries and a number of non-public libraries in the Fox Valley area. Patrons may obtain information at the main circulation desk.

2. Patron Responsibility

a. Patron registration will include a signed statement indicating the patron's agreement to library rules and to return library materials promptly and in good condition.

b. Library patrons who willfully abuse library privileges may have those privileges revoked or restricted at the discretion of the Director. Privileges may be restored at a later date.

c. Card-holders are responsible for materials checked out on their cards. Lost cards should be reported to the library at once.

3. Registration Procedures

a. Prospective borrowers must present personal identification in the form of a photo ID or a bill or receipt with a printed name and address.

b. Borrowers are registered for a period of one year. No charge will be made for re-registration.

c. When a borrower's card is lost or damaged, there is a charge for replacement. For adult cards, the charge is $1.00. For children's cards, it is $.50.

d. Borrower's cards are issued for one patron. The library does not issue "family cards." The patron who actually borrows library materials must be a registered borrower and the library reserves the right to demand proof of identity in addition to a library card.

4. Young Patrons

a. A child may have a library card at any age that his or her parent(s) wish(es) him/her to have one.

b. All registration cards for children age 11 or under at the time of registration must be signed by a parent or guardian indicating that he/she will be responsible for the reasonable use and return of materials borrowed.

c. Children age 11 or under may borrow materials from other library depart¬ments, but are asked to first request materials from the Youth Department.

d. Parents or legal guardians are allowed to indicate on registrations for children 11 or under that their child is not to be allowed Adult Department borrowing privileges. Parents may remove or add this restriction after the initial registration. The library will not restrict children 12 or older at the time of registration.

e. Patrons with new cards will be limited to three items for their first check out.

5. Confidentiality of Patron Records

a. All library circulation records and other records identifying patrons by name are regarded as confidential regardless of source of inquiry.

b. Such circulation records will not be made available to anyone except pursuant to such process, order or subpoena as may be authorized by law.

c. Upon notification of such process, order or subpoena, consultation shall be made with the library's legal counsel to determine if such process, order or subpoena is in good form and if there is a showing of good cause for its issuance. If not in proper form, or if good cause has not been shown, insistence shall be made that such defects be cured before any records are released.

6. Service to Non-Card Holders

Non-card holders may use library facilities, but may not borrow books or other materials except by special arrangement and payment of a security deposit. Visitors from certain areas of Wisconsin may borrow materials using their own "home library card" based on inter-system contracts between the Winnefox Library System and their own respective systems.

B. CIRCULATION POLICIES

1. Loan Periods will be established by the Library Director for each category of library materials to maximize the convenience of library patrons, balancing the need of patrons for sufficient time to utilize materials and the need to make the materials available to other patrons.
a. Any items not listed below check out for 28 days.

b. New Adult Fiction and magazines check out for 14 days

c. Videos and DVDs check out for 7 days.

2. Patron Restrictions

a. Newly registered (unverified residence) patrons may be temporarily limited to a designated number or value of items they may borrow. Patrons with reported records of habitual non-return of items or substantial unpaid fines or replacement fees at other libraries may be likewise restricted until a record of responsible library use is established at this library.

b. Patrons who habitually fail to return items, accumulate excessive unpaid overdue fines or excessive replacement fees for lost or damaged items may have their borrowing privileges restricted or suspended. Repeated claims of items returned contrary to library records or other apparent repeated violations of library circulation policies may be considered reason to restrict or suspend privileges.

c. Parents may request that their children ages 11 and under at the time of registration be restricted to Youth Department borrowing only. The library cannot selectively restrict borrowers to particular portions of the Adult Department collections (see A.4.d).

3. Library Materials Restrictions

a. The maximum amount of items that can be checked out on one card is 100, or a total materials value of $1000.

b. There is a limit of six DVDs per card.

4. Reserves

a. Patrons may place "reserves" on any items in the library's collection which are not currently available for lending.

b. Patrons may place "reserves" on items in the collections of other Winnefox Area Library System libraries, and patrons of other WALS libraries may reserve materials in Menasha's collections.

c. A postal or email notice will be sent to the patron when the item is available. Patrons must request email notices. The item will be held for pickup for seven days, after which it will be available for lending to other borrowers.

d. The library limits each card to 20 reserves at one time.

5. Interlibrary Loan

a. Interlibrary Loan in this policy means the obtaining of information or materials from other libraries other than WALS member libraries for a patron.

b. Any library cardholder shall be eligible for interlibrary loan services.

c. Library materials requested and not owned may be borrowed through interlibrary loan.

d. The patron will be notified when the item is received. The item will be held for pickup by the patron.

e. The patron must follow the conditions for borrowing of the owning library, including return date and financial responsibility.

f. Photocopies may be substituted for original materials in some cases and the patron may be charged for the cost.

g. The Library Director may limit the number of interlibrary loan requests permitted for individual patrons or establish a charge for interlibrary loans beyond a reasonable limit.

h. Interlibrary loans require considerable staff time and expense and, therefore, should be used for reasonable purposes.

1) Requests deemed frivolous may be refused.

2) Requests for items owned by the library may be refused unless the item is "long-overdue" and presumed lost.

3) Requests for items not eligible for acquisition under the libraries selection policies