JAMES L. HAMNER
PUBLIC LIBRARY
POLICY MANUAL
I.
INTRODUCTION
A.
By-Laws
B.
C.
Five Year Plan
II.
GENERAL OPERATIONS
A.
Schedule of Operation
B.
Programs and Special Events
C.
Finances
D.
Records Management and
Retention
III.
CIRCULATION POLICY
A.
Checkout Policy/Circulation
Periods
B.
Reserve Policy
C.
Overdue Policy
D.
Interlibrary loans
E.
Registration of patrons
F.
Borrower Eligibility and
Responsibility
G.
Renewals
H.
Schedules
IV.
COLLECTION POLICY
A.
Selection Policy
B.
Reconsideration
Form and Review
C.
Withdrawal
D.
Collection Development
E.
Material Gift Acceptance
V.
PUBLIC USE OF THE FACILITY
A.
Library Code of Conduct
B.
Meeting Room Policy
C.
Equipment Policy
D.
Internet Policy
E.
Confidentiality Policy
F.
Displays and exhibits
G.
Gifts and Loans
VI.
PERSONNEL POLICIES
A.
Classification and Job
Descriptions
B.
Organizational Chart of
Responsibility
C.
Performance evaluation
D.
Dress Code
E.
Volunteers
VII.
SAFETY AND SECURITY POLICY
A.
National/state/local
disaster
B.
Accidents
VIII.
PUBLIC RELATIONS
A.
General
B.
Friends of the Library
C.
Relations with Schools and
Home Schooling Families
IX.
APPENDIX
A.
Library Bill of Rights
B.
Library of
The
name of the Board shall be “THE BOARD OF TRUSTEES OF THE JAMES L. HAMNER PUBLIC
LIBRARY OF AMELIA COUNTY.”
Section
2: Members
Pursuant
to the requirements of the general Code of Virginia, the Board of Trustees of
the James L. Hamner Public Library shall consist of twenty-two members or
trustees. They shall be recommended by the Library Trustees Nominating
Committee and be appointed by Amelia County Board of Supervisors for a term of
four years. The Nominating Committee is to consider for reappointment only
those members who have regularly attended board and committee meetings.
Vacancies shall be filled for unexpired terms as soon as possible in the manner
in which members of the board are regularly chosen. A member shall not receive
a salary or other compensation for services as a member, but necessary expenses
actually incurred shall be paid from library funds when authorized by he board.
A member of the board may be removed for neglect of duty by the governing body
making the appointment. (Board of Supervisors)
Section
3: Oath of
Office
Upon
appointment, the following oath of office shall be taken by each member:
I do solemnly swear (or affirm) I will support the Constitution of the United States and the Constitution of Virginia and that I will fully and impartially discharge and perform all of the duties encumbered upon me as a member of this Board of Trustees of the James L. Hamner Public Library according to the best of my ability, so help me God.
ARTICLE II
Section 1
The
officers shall be the Chairman, a vice-chairman, a recording secretary and a
corresponding secretary, elected from among the appointed trustees. These
officers shall constitute the Executive Board plus the Financial Advisor.
Section
2
The
Nominating Committee shall be appointed by the Chairman and will present a
slate of officers at the July Quarterly meeting. Additional nominations may be
made from the floor.
Section
3
Officers
shall serve a term of two years from the meeting at which they are elected and
until their successors are duly elected.
Section
4
The
Chairman shall preside at all meetings of the board, authorize calls for the
special meetings, appoint all committees, execute all documents authorized by
the board, serve as ex-officio voting member of all committees, and generally
perform all duties associated with that office.
Section
5
The
Vice-Chairman, in the event of the absence or disability of the chairman, or a
vacancy in that office shall assume and perform the duties and functions of the
chairman.
The
Secretary shall keep a true and accurate record of all meetings of the board;
shall issue notice of all regular and special meetings, and shall perform such
other duties as are generally associated with this office.
Section
7
The
Corresponding Secretary shall keep a current list, together addresses, notify
members of the time and place of each meeting, and conduct the correspondence
of the board.
Section
8
The Financial Advisor shall keep the Board advised concerning investment and deposit of monies on the Special Fund for contributions, memorials to the James L. Hamner Library and other gifts.
Section 1:
The
regular meeting shall be held on the THIRD TUESDAY the first month of the
quarter at 7:00 p.m. in the James L. Hamner Library in the
Section
2
Special
meetings may be held at any time at the call of the Chairman or Secretary or a
call meeting of any two member of the Board, provided that written notice
thereof be given to all members two business days in advance of the special
meetings.
Section 3
A
quorum at any meeting shall consist of six or more members and one officer.
Section
4:
The
order of business for the regular meetings shall include, but not be limited
to, the following items which shall be covered in the sequence shown so far as
circumstances will permit:
(a)
Roll call of members
(b)
Disposition of minutes of previous regular meeting and any interesting
special meeting
(c)
Communications
(d)
Report of the Librarian
(e)
Financial Report
(f)
Committee Reports
(g)
Unfinished or old Business
(h)
New Business
(i)
Adjournment
Section
5:
Conduct
of meetings: Proceedings of all meetings shall be governed by Robert’s Rules
of Order.
The
Board shall appoint a qualified librarian who shall be the executive and
administrative officer of the library on behalf of the board and under its
review and direction. The librarian shall recommend to the board the
appointment and specify the duties of other employees and shall be held
responsible for the proper direction and supervision of the staff, for the care
and maintenance of library property, for an adequate and proper selection of
books in keeping with the stated policy of the board, for the efficiency of the
library service to the public and for its financial operations within the
limitations of budgeted appropriation. The librarian shall make quarterly and
annual reports to the board and at any other time as required by the board.
She/He is responsible for the performance of all other duties as listed in the
job description.
Section
1
The
president shall appoint committees of one or more members each for such
specific purposes as the business of the board may require from time to time.
The committee shall be considered to be discharged upon the completion of the
purpose for which it was appointed and after the final report is to be made to
the board.
Section
2
All
committees shall make a progress report to the board at each of its meetings.
No
committee will have other than advisory powers unless, by a suitable action of
the board, it be given specific power to act.
Section
1
An
affirmative vote of the majority of all members of the board present at the
time shall be necessary to approve any action before the board. The chairman
may vote upon and move or second a proposal before the board.
Section
2
The
bylaws may be amended by the majority vote of the members of the board provided
written notice of the proposed amendment shall have been presented at the
previous meeting and become effective after a favorable vote at the next
meeting.
Section
3
Any
rule or resolution of the board, whether contained in these bylaws or
otherwise, may be suspended temporarily in connection with business at hand,
but such suspension to be valid it shall be by unanimous vote of all members
present.
Compiled by the By-Laws Committee
Elva Warren, Chairperson
Elizabeth Wetsel
March 1, 1991
And containing amendments from October, 2001.
It is the mission of the
James L. Hamner Public Library to provide and encourage the use of resources
and services that support the evolving educational, recreational, and
informational needs of our citizens.
&
To provide a balanced and current materials collection, within
limitations of the budget, as indicated by needs identified within the service
areas.
& To continue to offer a broad range of services, access to innovative technologies, and a well-trained and committed staff.
& To create an environment that encourages reading and learning.
& To evaluate and investigate outreach services to reach citizens unable to use the main library, and to attract non-traditional users of the library.
& To increase public awareness of library offerings through publicity and cooperation with local schools, day-care providers, churches, businesses, home-schoolers, and other government agencies when funding is available in order to increase library use.
& To continue to work closely with the Friends of the Library in planning fundraising activities in order to achieve goals.
& To provide effective program oversight by all members of the library board.
& To measure and evaluate how the library is meeting its mission, goals and objectives at all planning levels.
Objectives
2004 –
2005
a. Expand the library hours to include 3 consecutive nights.
b.
Establish and implement a
library services methodology that evaluates and measures progress toward
achievement of goals. This methodology should involve the community in the
planning process. To include a bi-yearly general user survey; and reviews with
library stakeholders (patrons), public officials and the library staff.
c. Develop and organize a local community focus group that bridges the generation gap therefore meeting the needs of all people in our diverse community.
d. Maintain an active Web page.
e. Study the need to expand technological services that include sharing resources through interlibrary loans using OCLC, obtain additional educational software, offer computer literacy training to patrons.
f. Continue to develop evaluation instruments and library policies.
g. Develop a marketing strategy for library services using the library services methodology.
h. Reevaluate parking needs.
i. Evaluate the condition and future needs of furnishings and equipment.
j. Budget and encourage entire staff and library board to participate in learning and development opportunities.
k. Evaluate salaries and job descriptions based on planning district norms.
l. Add additional safety measures such as a simple telephone, fire extinguishers, smoke detectors and an alarm system.
m. Install a sign outside that depicts the international library symbol
n. Explore the possibility of digitizing some of the collections.
o.
As available, provide access
to library services to specialized county populations, such as Homebound,
Institutionalized, and Non-English Speaking patrons.
p.
Evaluate employees on a
yearly basis
q.
Investigate the need for a
wireless network
r. Coordinate, with the Friends, the development of special programs for the community, including the development of programs for senior citizens.
s.
Develop an orientation
program for new employees and volunteers.
t. Establish and continue a working partnership with the Amelia Historical Society’s Library.
u. Continue to recruit volunteers, develop a volunteer program and create associated job descriptions.
v. Continue the summer reading program.
2005-2006
a. Continue evaluation of the children’s collection using various evaluation instruments.
b. Review and update library policies.
c. Complete a self-analysis of the effectiveness and efficiency of internal library operations, communications and programs.
d. Recruit a volunteer coordinator to plan and develop volunteer program to supplement staff in library operations and programming.
e. Continue the summer reading program.
f. Evaluate the landscaping plan.
g. Consider offering software tutorials to the public.
h. Investigate the need/desirability for more evening hours and extended weekend hours.
i. Establish volunteer community literacy program with cooperation and funding from other community groups/sources.
j. Expand the budgeting for annual board development workshops.
k. Develop an orientation session for new board members
l. Evaluate the collections using usage criteria
m. Evaluate the need for increased database collection.
n. Explore the possibility of a partnership between the AHS and the LVA to digitize some of the local history documents, making them available to Hamner Library patrons as well as the AHS patrons.
o. Continue to develop Technology Alternate Formats through the purchase and use of interactive television equipment.
p. Evaluate and measure progress toward achievement of goals – especially when they carry over from one year to another.
q. To investigate the possibility of a bookmobile to improve access to library services.
2006-2007
a. Evaluate the facility with regard to use, needs, space, and wiring.
b. Evaluate the success/failure/effectiveness of library programming for adults and children.
c. Continue the summer reading program
d. Continue to offer informational literacy programs that will assist the public in the use of technological developments.
e. Offer learning and development opportunities to the entire staff and recognize accomplishments whenever they occur.
f. Continue to develop the material collections in the most usable and cost-effective formats.
g. Revise and update policies.
h. Continue working with Headstart Program.
i. With funding help from the Friends of the Library, consider providing free books for WIC and Headstart children to have in their homes.
j. Conduct a five-year community survey to evaluate the library’s impact on the community.
k. Evaluate and measure progress toward achievement of goals – especially when they carry over from one year to another.
2007-2008
a.
Develop collaborative
partnerships with other agencies and organizations in the library service area
and surrounding counties.
b.
Evaluate and determine the
needs of the materials collections.
c.
Investigate the need for
additional employees.
d.
Continue the summer reading
program
e.
Continue to improve outreach
services and to identify sources for funding these services.
f.
Plan and design library facility expansion to include an expanded young
adult section, a quiet reading room, a children’s activity room, a computer
lab, and performance space.
g.
Evaluate and measure
progress toward achievement of goals – especially when they carry over from one
year to another.
2008-2009
h.
Continue the summer reading
program
i.
Continue to improve outreach services and to identify sources for
funding these services.
j.
Evaluate the need for a new branch.
k.
Evaluate and measure
progress toward achievement of goals – especially when they carry over from one
year to another.
l.
Complete an inventory of the library.
m.
Evaluate the needs of the
retirement community
n.
Evaluate Young Adult
services
Normal hours
of operation shall be as follows:
Monday
– Wednesday 10:00 AM to 8:00 PM
Thursday
– Friday – 10:00 AM to 6:00 PM
Saturday
– 10:00 AM to 2:00 PM
Schedule for
holidays shall be as follows:
January
1st . . . New Year’s Day
January (2nd Friday) . . . MLK Day
January
(3rd Monday) . . .Lee/Jackson Day
May
(last Monday) . . . Memorial Day
July
4th . . .
September
(1st Monday) . . . Labor Day
October
(2nd Monday) . . . Columbus Day
November
11th . . . Veteran’s Day
November
(3rd Thursday) . . . Thanksgiving Day
December
24th . . . Christmas Eve
December
25th . . . Christmas Day
(County
policy will dictate holiday closing.)
Special
Closings
It
shall be within the authority of the Library Director to close the Library in
the event of hazardous weather or emergency situations. The Library Director should be guided by the
closing of other County offices.
Deviations from the regular operating schedule of the Library for
reasons other than approved holidays, hazardous weather, or emergency
situations must be approved in advance by the Board of Trustees and/or the
Executive Board of Trustees.
Programs
Records Management
The Library Director shall
serve as the Library’s Record Manager and follow the Record Retention Schedule
as outlined by the Library of Virginia
Checkout Policy
Books may be borrowed for a period of 3 weeks by any registered cardholder.
Videos may be borrowed for a period of 1 week by any registered cardholder aged fourteen years and older. Minors must have signed permission from their parents to have this privilege added to their cards.