Library Policy

Mission Statement

Brainerd Memorial Library dedicates itself to providing resources and services necessary to satisfy the lifelong learning, reading, recreational and cultural needs of Haddam residents.

The Library contributes to the social, cultural and intellectual life of the community through its programming and outreach activities. We welcome individuals and businesses to explore our services in pursuit of personal, economic and civic goals.

The Library strives to be a symbol of the town, a magnet for the community, a gateway to all the world’s information and knowledge.

Privacy of Records Policy

All records in the Brainerd Memorial Library, both formal and informal, relating to patron registration and the subsequent circulation to patrons of materials provided by the Library are considered to be confidential in nature.

In order to prevent an unreasonable invasion of personal privacy, the contents of registration and circulation records shall not be made available to anyone except under written order of the Library Director, such an order having been issued pursuant to a proper legal process, order, or subpoena under the law.

Upon receipt of any process, order or subpoena, the person named and/or served shall immediately report to the Library Director, who should consult with the President of the Board of Trustees to determine if such process, order, or subpoena is proper and in full compliance with proper legal authority. Legal counsel may be consulted. In the event the legal process fails to sufficiently identify or name in specific terms or specifications the records on file in respect to an identified library patron, the request is considered to be defective and not binding upon the Library and its personnel, except under further due process of law.

Any problems or conditions relating to the privacy of a patron through the records of the Brainerd Memorial Library which are not provided in the policy statement shall be referred to the Library Director who, after study and consultation with the Library Board of Trustees and/or legal counsel, shall issue a written decision as to whether or not to heed the request for information.

Due to the fact the Brainerd Memorial Library is a member of the Connecticard program, patron registration information may be released to other libraries when materials are overdue to those libraries.

Approved by the Brainerd Memorial Library Board of Trustees on October 25, 1989.

Public Postings of Announcements and Distribution of Free Materials

The Library will display posters or announcements of public interest on its bulletin boards as a community service.

Priority will be given to local civic, educational, and cultural organizations, as well as to local governmental agencies and businesses. Other material may be displayed as space permits.

The display of an item does not constitute library endorsement.

Requests for public posting space must be made with the Public Services Coordinator, who is responsible for maintaining the Library’s bulletin boards. The size of postings may be a factor in accepting requests. Depending upon space constraints, posters or announcements measuring over 12” x 14” may not be accommodated.

Library staff is responsible for posting, removing, and discarding all materials. Materials will be discarded as soon as they are outdated or, as space constraints dictate, after they have been displayed for two – three weeks.

The Library will create notices for library-sponsored events and activities only.

The Library will not serve as a distribution point for political campaign, religious, or commercial pamphlets or newsletters.Nor will the Library act as a collection point for monetary donations to non-Library organizations or charities.

Petitions are not permitted, except for library purposes.

Approved by the Board of Trustees: 8 May 1997
Revised and Approved by the Board of Trustees: June 26, 2012

Public Access to Library Records

The preservation and protection of historical library materials is a primary concern of the Brainerd Memorial Library Association.

In order to provide patron access to these records, inventoried and catalogued documents will be maintained in the staff office. These documents are available on a sign-out, sign-in basis for use in the Library only.

Patrons may make copies of these documents, unless noted otherwise, at their own expense, or take notes in the Library with pencil only.

Approved: 10/16/95

Policy Concerning Children

In order to provide for the general welfare of all persons using the Library, and in order to provide for the general safety of children using the Library:

All children 6 years or younger shall, at all times, be attended, within sight, and adequately supervised by a responsible person.

No children under 12 shall be left unsupervised in the Library. A responsible person must stay somewhere in the Library building.

Parents are responsible for children’s behavior in the Library. This is a controlled environment and the Library is not equipped for childcare. Library staff are not responsible for providing supervision for children while the person responsible for them is outside or in another part of the Library building. Staff does not monitor children leaving the building and it is not their responsibility to know with whom a child is leaving.

It is not the function of the librarian to deal with disruptive children. A disruptive child may be asked to leave.

During children’s programs a parent or responsible person must remain within sight to ensure that his/her child does not disrupt the event or disturb others.

Children over 12 and young adults whose parents are not in the building and who are disruptive will be asked for their name and phone number. Parents will be called to come to the Library to pick up the children.

Parents and other care givers should be aware of the Library opening and closing times and make suitable arrangements to meet and/or transport their children.

The library is not responsible for the care and supervision of children.

If a responsible person does not pick up the child within 30 minutes after closing, staff may call for police assistance. Please note that this is a serious step for the Library to take. If police are called when a responsible person fails to pick up the child, it may be considered risk of injury to a minor and it could be a criminal offense.

Under no circumstances will a staff member transport children home or to any other destination.

Parents, guardians, and caregivers are referred to Connecticut General Statute 53-21a which describes the legal consequences that can result from leaving children under the age of twelve unattended in a public place.

It is the Library’s responsibility to provide this information to patrons and to post it clearly within the building.

Approved: October 23, 2001
Revision Approved: May 28, 2002
Revised and Approved: July 28, 2009

Code of Conduct

The Brainerd Memorial Library Board of Trustees is responsible for establishing the rules for public behavior in the Library in order to:

Protect the rights of individual to use Library property, materials, and services;

Protect the rights of Library staff and volunteers to conduct library business without interference;

Ensure the use of the facilities, materials, and services by the greatest number of individuals;

Preserve those materials and facilities from harm; and

Ensure the safety of Library patrons, employees and volunteers.

Any individual who repeatedly violates the Library rules and regulations, listed below, shall be denied the privilege of access to the Library by the director. Any individual whose privileges have been denied may have the decision reviewed by the Board of Trustees.

Library staff are authorized to bring to an individual’s attention any act or omission which violates these rules. Such an individual will be asked to conform to the rules. If that person does not comply, he/she will be asked to leave the Library property. Failure to leave if asked to do so will result in a call to the police.

Appropriate behavior is expected of all patrons and visitors. Persons who exhibit disruptive or objectionable behavior may be asked to leave the premises.

For the protection of patrons entering or exiting the Library, roller skating, roller blading, and skate boarding are not permitted on library grounds. Roller skates, roller blades, and skateboards are not allowed in the Library. Bicycles should be placed in the bike rack and locked.

In accordance with state and local fire ordinances, no smoking is allowed in any part of the Brainerd Memorial Library.

The library is not responsible for children left on the premises. (See Policy Concerning unattended Children.)

Library staff is instructed to call the police if disruptive patrons or visitors refuse to leave the Library building and grounds. Threatening, offensive and/or illegal behavior may also result in a call to the police.

Examples of illegal behavior include

Carrying firearms or other dangerous weapons
Being under the influence of alcohol/illegal drugs and selling, using, or possessing alcohol/illegal drugs
Stealing, damaging, or altering Library facilities and property:

Patrons may not enter the Library barefoot, without a shirt, or otherwise dressed in a manner disruptive to the Library environment. Patrons may not remove their shoes in the Library.

Patrons may not use audible devices without headphones or with headphones set at a volume that disturbs others. Patrons also may not use cell phones, pagers, and other communication devices in a manner that disturbs others. Cell phone and pager audible ringers must be turned off in the Library.

Patrons may not bring animals, other than service dogs necessary for disabilities, into the Library, except as authorized by the Director.

Approved: May 22, 2001
Amended: February, 2006
Amended: January 27, 2009

Display of Art Work, Photography, and Exhibits

The Library encourages the exhibit of items and materials of educational and cultural interest to the community (e.g. artwork, photographs, special collections, etc.) in its display areas in the Community Room and elsewhere throughout the Library.

Exhibits and displays are approved by and may be arranged through the Library Director. Preference will be given to residents of Haddam and, secondarily, to persons having some connection to the town. Groups are invited to submit exhibits provided they assign at least one person to represent them in the coordination of their exhibit with the Library Director.

Exhibits may be booked no more than one year in advance and are normally mounted on a one-month basis, depending upon the constraints of the calendar and/or the mutual agreement of the exhibitor and the Library Director.

Principles set forth in the Library’s Collection Policies and the Library Bill of Rights endorsed by the Board of Trustees generally apply to public exhibits and displays. However, the Library Board is mindful of the fact that the Library setting is one that is free and open to persons of all ages. The final decision as to the suitability of a display or an exhibit rests with the Library Director. The Library reserves the right to decline any exhibit in accordance with the Library’s best interests. Exhibits for commercial purposes are not accepted.

Acceptance of an exhibit or art display by the Library does not constitute an endorsement by the Library or the Town of the group’s or the individual’s beliefs, viewpoints, or representations.

The Library will make every effort to protect materials displayed, but exhibitors must recognize that the Library is a public building used by a large number of people. The Library does not provide insurance coverage for exhibit materials. Therefore, exhibitors are responsible for providing coverage for their materials or for exhibiting them at their own risk. Before an exhibition may be mounted the exhibitor must sign a release form which attests to this understanding.

Exhibitors are responsible for mounting their exhibits during library hours at a time agreed upon with the Library Director. If items are to be hung, the exhibitors are responsible for ensuring that the materials are prepared for hanging. The Library will provide the necessary materials for this.

The Library is unable to provide storage for the property of exhibitors.

The exhibitor furnishes labels for exhibit items. They must be neat and attractive and are to be attached to the items themselves. No labels may be affixed to walls. The Library will display a list of titles of items in an exhibit if the exhibitor provides such a list.

Exhibit labels may not include prices. The Library is not in any way involved in the sale of any exhibit item. No prices or price lists are to appear with the exhibit, except by permission of the Board, nor may library staff provide any information pertaining to an item’s value. With prior permission granted, exhibitors’ contact information will be made available to interested parties at the Library’s main service desk. The Library will gratefully accept donations representing portions of the proceeds of sales of exhibited artwork.

The Library reserves the right to publicize exhibits. Exhibitors are asked to provide relevant biographical information as well as information pertaining to the work to be displayed.

Exhibitors may plan formal openings or receptions to inaugurate their shows. All arrangements for such events must be discussed in advance with the Library Director.

While exhibits are open to the public during regular library hours, exhibitors are advised that the Community Room will at times be in use for programs and events. Persons wishing to view exhibits will need to check with the Library regarding the availability of the Community Room for public viewing.

As display space is limited, the Library generally is unable to accept donations of art for permanent display in the Library.

Approved by the Board of Trustees: 8 May 1997
Revised and Approved: 26 August 2008

Public Postings of Announcements and Distribution of Free Materials

The Library will display posters or announcements of public interest on its bulletin boards as a community service.

Priority will be given to local civic, educational, and cultural organizations, as well as to local governmental agencies and businesses. Other material may be displayed as space permits.

The display of an item does not constitute library endorsement.

Requests for public posting space must be made with the Public Services Coordinator, who is responsible for maintaining the Library’s bulletin boards. The size of postings may be a factor in accepting requests. Depending upon space constraints, posters or announcements measuring over 12” x 14” may not be accommodated.

Library staff is responsible for posting, removing, and discarding all materials. Materials will be discarded as soon as they are outdated or, as space constraints dictate, after they have been displayed for one month.

The Library will create notices for library-sponsored events and activities only.

The Library will not serve as a distribution point for political campaign, religious, or commercial pamphlets or newsletters.Nor will the Library act as a collection point for monetary donations to non-Library organizations or charities.

Petitions are not permitted, except for library purposes.

Approved by the Board of Trustees: 8 May 1997

Guidelines for the Use of the History Room for Public Gatherings

The Board of Trustees views the use of the History Room as an extension of library services. The room will be available free of charge to the Library community in its broadest sense and reflect the educational cultural, social, and recreational role the Library plays.

The Board subscribes to Article IV of the Library Bill of Rights which states that facilities should be made available to the public served by the given library on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Eligibility

· Priority for the use of the History Room is assigned to the Library and to Library-affiliated groups.

· As otherwise available, the History Room may be reserved for use by local non-profit organizations and/or local civic groups. Local for-profit organizations are encouraged to use the History Room for continuing education, training, and/or seminars.

Seating Capacity

The History Room has a maximum seating capacity of 12 persons. The room comfortably seats 8-10 people at its large table.
Policies Governing the Use of the History Room

The room is available by advance reservation. Special stipulations are made for use of the room outside the normal service schedule. See After Hours Use of the History Room below.

There are no charges for the use of the History Room, although donations to the Library are always gratefully accepted.

Written and signed applications for the use of the room should be submitted for the Head Librarian’s consideration and approval at least one month in advance of the desired reservation date. Reservations may not be made more than three months in advance. Applications are available upon request at the main service desk.

Applications require a statement of purpose and nature of activity for which the History Room will be used. The names of two responsible persons, who will accept responsibility for any damage or loss of property during the use of the room, are also required. At least on of the persons identified on the application must be in attendance during the event.

As this room houses publicly available historical and genealogical resources, those who book the History Room should understand that patrons who wish to use these materials will be allowed to have access to them at any time during which the Library is open. If a meeting or program is in progress, patrons will be allowed to go into the room to retrieve the materials they wish to use.

Use of audiovisual and electronic equipment is permitted, subject to the approval of the Head Librarian, and in consideration of the limitations of the space. Users of Library-owned equipment must be thoroughly trained in its use in advance. Responsible parties will be held accountable for any resulting damage.

Copies of press releases, flyers, or other publicity associated with History Room use must be submitted to the Head Librarian for review before being released to the media and/or being publicly posted.

Youth groups unaffiliated with the Library and using the History Room must designate an adult to be responsible for their supervision. Such responsibility shall include complete supervision of the group from the time the first member arrives until the last has left the premises. In the event such an adult supervisor cannot be present, the meeting or activity must be canceled.

The responsible parties are accountable for the following:

· Room set-up other than what is provided by the Library according to the room application

· Room supervision

· Restoring the room to its original condition

Each applying group/organization will be held responsible for the preservation of order during the gathering.

Should damage or loss be assigned by the Library, the deposit will be applied towards the assessed costs.

It is the responsibility of the group/organization reserving the room to let the Library staff know as soon as possible if the room will not be needed.
After Hours Use of the History Room

Before opening

It is possible to book the History Room for events that would be scheduled before the Library’s opening hour. However, it will be necessary for a Library staff member to open the building and to remain on site until the official opening hour. In the event that a staff member cannot be secured for opening the building, the event will have to be rescheduled.

After closing

It is not possible for the general public to book the History Room for events that would end after the Library closes. Under these circumstances, the Community Room is available. Only Library and Library-affiliated events may take place in the History Room after closing hours.

On CLOSED Days

It is not possible for the general public to reserve use of the History Room on days when the Library does not open. Only Library and Library-affiliated events may be scheduled during close days.
General Limitations

No group may use the History Room if their activities might in any way interfere with or disturb the regular Library routines.

The granting of permission to use the History Room does not constitute an endorsement of the Library Staff or Board of Trustees of a given group/organization or its members’ beliefs. Publicity for the event should not imply Library sponsorship or affiliation.

Series of public programs are permitted. However, in fairness to all in the community, the Library will not accept reservations for a series of events that would designate the Library as the regular convening place for any group.

The Library reserves the right to cancel any event because of adverse weather conditions or for other reasons of an emergency nature.

Only light refreshments can be accommodated. If food and beverages are to be served, the Head Librarian must be consulted in advance.

Smoking is not permitted in the History Room, or in any other area of the Library.

The consumption of alcoholic beverages is prohibited.

Nothing other than works of personal authorship may be sold/offered, or exhibited/displayed for sale during a scheduled event. Gambling in any form, including the sale of tickets for awards (i.e. raffles) is expressly prohibited.

No admission may be charged, although free-will donations may be allowed.

The group reserving the History Room is responsible for leaving the room in order and is financially liable for damage to the room and any library property within it during the group’s use of the space.

No materials may be affixed to the wall surfaces of the History Room.

Storage of materials either before or after the reserved time will be considered by the Librarian on a case-by-case basis.

The Library reserves the right to seek references of any group before granting permission for its use.

The Library assumes no responsibility for the loss or damage of property belonging to the reserving group/organization or to any individuals attending the meeting/event.

Violation of policies governing the use of the History Room could result in eviction from the room and/or denial of future use of the facilities.

Neither the Library Board of Trustees nor the Town of Haddam or their employees or agents are liable for any claims rising out of the use of the History Room.

PLEASE NOTE: Exceptions to any of the above stated guidelines may be made only with the approval of the Library Board. The Library Board also reserves the right to modify these guidelines at any time in response to changing conditions.

Approved by the Board of Trustees: 5.8.97
Amended 9.22.98

Internet Safety Policy

Introduction

It is the policy of  the Brainerd Memorial Library to: (a) prevent user access over its computer network to, or transmission of, inappropriate material via Internet, electronic mail, or other forms of direct electronic communications; (b) prevent unauthorized access and other unlawful online activity; (c) prevent unauthorized online disclosure, use, or dissemination of personal identification information of minors; and (d) comply with the Children’s Internet Protection Act [Pub. L. No. 106-554 and 47 USC 254(h)].

Definitions

Key terms are as defined in the Children’s Internet Protection Act.

Access to Inappropriate Material

To the extent practical, technology protection measures (or “Internet filters”) shall be used to block or filter Internet, or other forms of electronic communications, access to inappropriate information.

Specifically, as required by the Children’s Internet Protection Act, blocking shall be applied to visual depictions of material deemed obscene or child pornography, or to any material deemed harmful to minors. Subject to staff supervision, technology protection measures may be disabled for adults or, in the case of minors, minimized only for bona fide research or other lawful purposes.

Inappropriate Network Usage

To the extent practical, steps shall be taken to promote the safety and security of users of the Brainerd Memorial Library online computer network when using electronic mail, chat rooms, instant messaging, and other forms of direct electronic communications.

Specifically, as required by the Children’s Internet Protection Act, prevention of inappropriate network usage includes: (a) unauthorized access, including so-called ‘hacking,’ and other unlawful activities; and (b) unauthorized disclosure, use, and dissemination of personal identification information regarding minors.

Education, Supervision and Monitoring

It shall be the responsibility of all members of the Brainerd Memorial Library staff to educate, supervise and monitor appropriate usage of the online computer network and access to the Internet in accordance with this policy, the Children’s Internet Protection Act, the Neighborhood Children’s Internet Protection Act, and the Protecting Children in the 21st Century Act.

Procedures for the disabling or otherwise modifying any technology protection measures shall be the responsibility of the Brainerd Memorial Library or designated representatives.

Adoption

This Internet Safety Policy was adopted by the Board of  the Brainerd Memorial Library at a public meeting, following normal public notice, on January 23, 2018.

This policy overrides the Computer Use and Internet Access Policies dated 4/24/2009.

Computer Use and Internet Access Policies

In accordance with its mission and as part of its ongoing commitment to providing public access to information in all forms and from all available sources, the Brainerd Memorial Library is pleased to provide internet access to its patrons. The following guidelines have been established to ensure the successful implementation of this public service.

Disclaimer

The Brainerd Memorial Library does not monitor and has no control over the information found on the internet and cannot be held responsible for its content. The rights of intellectual freedom, privacy, and confidentiality shall be applied to electronic media as they are applied to traditional media.  The Library complies with the Children’s Internet Protection Act (CIPA) and accordingly filters all internet traffic to all library computers, including WiFi. Parent or adult guardian supervision of children’s use of the public access computers is strongly advised. Children’s computers are clearly marked,  with use priority for those under the age of 12.

Internet Access Guidelines

Patrons, not the Library or its staff, are responsible for the information they select and/or retrieve.   The following uses are not permitted:

• Sending, receiving, or displaying pornographic material

• Using the Internet for any unlawful or criminal activity, including:Promulgating discriminatory matter on the basis of race, creed, color, gender, religion, disability, age or sexual identity

• Sexual harassment

• Copyright infringement

• Unauthorized access or invasion of privacy

The Library staff reserves the right to request that patrons discontinue use of the public computers if they are using them inappropriately or disruptively. Users must end their session and leave the terminal when asked to do so by library staff.

Illegal acts involving library computer resources may be subject to prosecution by local, state, or federal authorities.

The Library Director has full authority to set the conditions for Internet public access and to grant, refuse, or revoke permission for Internet use.

The Library revises its Internet policy, guidelines, conditions of use, and procedures on a regular basis.  Suggestions are welcome.

Use of Computers by Minors

Parents and guardians, not the Library or its staff, are responsible for the information selected and/or retrieved by their children. Parents and guardians only may deny or approve their children’s access to the Internet in the Library.  Parents and guardians of children under the age of 18 are responsible for their children’s use of the Internet

A parent or caregiver should be present to supervise children in the 2nd grade and under, during all computer sessions.

Computer Use Guidelines

Computer time is available on a first come basis. In the adult area one computer will be exclusively available for LION access to the library catalog.  Computers are available for three hour sessions. Patrons use their library cards to check a computer session out.  Those without a library card may sign in at the main desk.

Additional time may be allowed subject to availability.

Personal files saved to library computers are deleted daily. The library assumes no responsibility for the integrity of any disks or other media used on or connected to its equipment. A virus protection program automatically scans all disks and other media when they are first accessed.

The charge for printing on either the printer or copier is $ .10 per page black and white, or $ .25 color.

Modified 10/03

Modified 4/24/09

Modified 5/22/18

Use of the Library Facility
Use of Library Materials

The Brainerd Memorial Library issues cards to all the residents of Haddam free of charge. Library cards (or other appropriate identification) must be presented to check out library materials. Persons applying for a library card for the first time must provide identification showing name and address. Children under 18 applying for a card must have a parent or guardian’s signature on the borrower’s application. If the parent or guardian is not with a child, a borrower’s application must be taken home for the appropriate signature. Cards are valid for 5 years from date of issue and mustbe renewed at the expiration date. No card will be renewed if there are outstanding fines. The fee for lost cards is $1.00.

Connecticut residents who do not qualify as Haddam residents may use the Library through the Connecticard Program by using their current and valid hometown library cards entered into the LION system. Patrons from LION libraries may use their hometown library barcode at Brainerd Library.

Materials housed in the history room should be used in the history room or the reading room.

The preservation and protection of historical library materials is a primary concern of the Brainerd Memorial Library Board. In order to provide patron access to these records, inventoried and catalogued documents will be maintained in the staff office. These documents are available on a sign-out, sign-in basis for use in the Library only. Patrons may make copies of these documents unless noted otherwise, at their own expense, or take notes in the Library with pencil only.

Sometimes when a patron requests material through interlibrary loan, there is a charge levied by the lending library. If this is the case, the patron will be notified as to the amount of the charge and will be asked to decide whether he/she wishes to pay the charge for borrowing the material. The library will not pay the charge for borrowing the material.
Loan Periods

Loan periods and borrowing rules are determined by the Library Director in consultation with the Board of Trustees to insure the public reasonable access to library materials and sufficient time to use them.

Some materials may be renewed, in person, by phone, or on-line, for another loan period.
Overdues

Borrowers are responsible for paying fines on overdue materials. Fines are assessed to encourage the prompt return of library materials so others can use them.  The library will accept a donation at the discretion of the patron in lieu of overdue fines on returned Brainerd Library materials only.

The fine assessed will be set by the Library Director in consultation with the Board of Trustees. The library reserves the right to limit borrowing privileges if fines remain unpaid.

Borrowers are responsible for paying for lost or damaged materials. The Director will determine the amount owed on the basis of replacement or repair costs. Failure to pay for lost items can result in suspension of library privileges.
Use of Copy Machine

The copy machine is available for use by the public. The fees for copies will be posted. A notice concerning copyright restrictions will be prominently displayed.

The above rules apply also to staff and Board members using the copier for personal business.

Use of the Library’s search, copy, print, and other information machines as well as its public telephone, is subject to reasonable limitation, at the discretion of the Library staff, if others are waiting.
Emergency Closings

The Library may be closed on days of excessive weather conditions or other mitigating circumstances. Closings will be announced on local radio stations with their regular closing announcements.
Holidays

The Library will be closed on the following days:
New Year’s Day   Memorial Day   Thanksgiving
Martin Luther King Day   June Nineteenth  July Fourth   Friday after Thanksgiving
Presidents’ Day   Labor Day   Christmas Eve Day
Columbus Day   Christmas Day

Other holidays may be added on an annual basis with Board approval.

The Library may close early on Thanksgiving Eve and New Year’s Eve.

Patron Suggestions

Patrons who have concerns or suggestions for change should submit them in writing to the Library Director whose responsibility it is to bring these to the appropriate Board committee.

Approved: June 26, 2001
Amended: November 23, 2004
Amended: March 25, 2008
Updated: April 25, 2008
Amended: June 23, 2009
Amended: June 28, 2011

Community Room Use Guidelines
Statement of Purpose

The Board of Trustees views the use of the Community Room as an extension of Library services. The room will be available free of charge to the Library community in its broadest sense. The availability of the Community Room reflects the educational, cultural, social, and recreational role the Library plays.

The Board subscribes to Article IV of the Library Bill of Rights which states that facilities should be made available to the public served by the given Library on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Eligibility

· Priority for the use of the Community Room is assigned to the Library and to Library-affiliated groups.

· As otherwise available, the Community Room may be reserved for use by local non-profit organizations and/or local civic groups.

· Local for-profit organizations may use the Community Room for continuing education, training, and/or seminars at a moderate fee.

Policies Governing the Use of the Community Room

The room is available by advance reservation . Special stipulations are made for use of the room outside the normal service schedule. See After Hours Use of the Community Room below.

Maximum approved occupancy for the room is 50. No groups larger than the approved occupancy will be permitted in the room.

There are no charges for the use of the Community Room by non-profit agencies (except for after hours staff coverage), although donations to the Library are always gratefully accepted. A deposit may be required.

Written and signed applications for the use of the room should be submitted for the Library Director’s consideration and approval well in advance of the desired reservation date Applications are available upon request at the main service desk.

Applications require a statement of purpose and the nature of the activity for which the Community Room will be used. The names of two responsible persons, who will accept responsibility for any damage or loss of property during the use of the room, are also required. At least one of the persons identified on the application must be in attendance during the event.

The Library owns tables, chairs, and equipment that may be used for meetings. Use of personal and Library-owned audiovisual and electronic equipment is permitted. Users of Library-owned equipment must be thoroughly trained in its use in advance. Responsible parties will be held accountable for any damage.

Copies of press releases, flyers, or other publicity associated with Community Room use must be submitted to the Library Director for review before being released to the media and/or being publicly posted.

Youth groups unaffiliated with the Library and using the Community Room must designate an adult to be responsible for their supervision. Such responsibility shall include complete supervision of the group from the time the first member arrives until the last has left the premises. In the event such an adult supervisor cannot be present, the meeting or activity must be canceled.

Dependent on the number of people and the nature of the activity, a refundable deposit of $25.00 may be required of those who reserve the Community Room. The responsible parties are accountable for the following:

· Room set-up other than what is provided by the Library according to the room application

· Room supervision

· Restoring the room to its original condition

Each applying group/organization will be held responsible for the preservation of order by those in attendance.

Should damage or loss be sustained by the Library, restitution will be expected in full. .

It is the responsibility of the group/organization reserving the room to let the Library staff know as soon as possible if the room will not be needed.
After Hours Use of the Community Room

After closing

Except by special arrangement, all event participants must be out of the building by closing.

In the interests of safety and building security, it will be necessary for the Library Custodian or another assigned Library staff person to be present for the duration of the event and to conduct closing procedures following. Should special arrangements need to be made, and library staff is required to stay, the group using the Community Room is responsible for paying for the requisite Library staff . In the event that a staff member cannot be secured for closing the building, the event will have to be rescheduled.

On CLOSED days

It is not possible for the general public to reserve use of the Community Room on days when the Library does not open. Only Library and Library-affiliated events may be scheduled on those days.
General Limitations

No group may use the Community Room if its activities might in any way interfere with or disturb the regular Library routines.

The granting of permission to use the Community Room does not constitute an endorsement by the Library Staff or Board of Trustees of a given group/organization or its members’ beliefs. Publicity for the event should not imply Library sponsorship or affiliation.

The Library reserves the right to cancel any event because of adverse weather conditions or for other reasons of an emergency nature.

Smoking is not permitted.

Only light refreshments can be accommodated, due to the limitations of kitchen facilities. If food and beverages are to be served, the Library Director must be consulted in advance.

Any serving of alcoholic beverages must be approved by the Board of Trustees.

Nothing other than works of personal authorship may be sold/offered, or exhibited/displayed for sale at events scheduled in the Community Room. Gambling or illegal activity in any form, including the sale of tickets for awards (i.e. raffles) is expressly prohibited.

The Community Room cannot be closed off to the public. Any activity held in this space must be suitable for all ages.

No materials may be affixed to wall/door surfaces without prior permission from the Library Director.

The Library Director on a case-by-case basis will consider storage of materials either before or after the reserved time.

The Library reserves the right to seek references from any group before granting permission for its use of the Community Room.

The Library assumes no responsibility for the loss or damage of property belonging to the reserving group/organization or to any individuals attending the meeting/event.

Violation of policies governing the use of the Community Room could result in eviction from the room and/or in denial of future use of the facilities.

Neither the Library Board of Trustees nor the Town of Haddam or their employees or agents is liable for any claims rising out of the use of the Community Room.

PLEASE NOTE: Exceptions to any of the above stated guidelines may be made only with the approval of the Library Board. The Library Board also reserves the right to modify these guidelines at any time in response to changing conditions.

Approved by the Board of Trustees: 5.08.97
Amended 9.22.98
Amended 6.27.00
Amended 11.29.05
Amended 1/27/09

Investment Policy, Objectives and Guidelines
Overview

The Finance Committee of the Brainerd Memorial Library Association has the responsibility for the development, review and implementation of the investment policy in consultation with investment advisors selected by the Finance Committee. This responsibility includes (1) determining acceptable levels of market risk, and (2) determining the allocation of assets among common stocks, fixed income and cash investments.

Recognizing the Library’s long-term financial needs, the primary objectives are to preserve in real terms the future purchasing power of the Endowment, and to provide a prudent level of revenue to support the annual budget. To do this means achieving total return (interest, dividends and capital appreciation) on the Endowment’s assets, consistent with acceptable risk levels and the need to produce a predictable level of revenue from the Endowment toward the support of the annual budget.
Support to the Annual Budget

The objective of the Endowment is to provide funds to support the annual operating budget from dividends and interest earned from investments.
Asset Allocation Policy

The Endowment fund shall be diversified by asset class (common stocks, bonds and preferred stocks and cash equivalents). Asset Allocation is the responsibility of the Finance Committee. The purpose of investing in common stocks is to provide future growth in principal and income while also preserving the purchasing power of the Endowment. The purpose of investing in bonds and preferred stocks is to provide a hedge against deflation, to produce current income and to reduce the overall volatility of the portfolio.

To maintain in real terms the purchasing power of the fund and to increase the level of support from the Endowment each year, the allocation between common stocks and fixed income investments (bonds and preferred stocks) shall generally be as follows based on market value:

Common Stocks. Normally 75%. The Finance Committee shall monitor this ratio quarterly and rebalancing should take place when this ratio exceeds 85% or falls below 65%. Securities convertible into common stocks will be viewed as part of the common stock portfolio in measuring the ratio of common to fixed income investments.

Bonds and Preferred Stocks. Normally 25%. The Finance Committee shall monitor this ratio quarterly and rebalancing should take place when this ratio exceeds 35% or falls below 15%.

Cash. The primary purpose of holding cash or cash equivalents is to have cash available to provide revenue during the year as approved by the Finance Committee to support the annual budget.

New contributions to the Endowment, dividends and interest earned during the year, shall generally be allocated to maintain the 75%/25% ratio of common stocks to bonds and preferred stocks.
Investment Guidelines

Common stocks and preferred stocks shall be confined to those issues listed on the New York Stock Exchange or the American Stock Exchange, and to issues in the over-the-counter market with reasonable trading volume. The common stock portfolio should be diversified such that no more than 6% of the market value of the fund including cash reserves shall be invested in any one company without specific approval of the Finance Committee. No more than 15% of the market fall of the fund including cash reserves shall be invested in common stocks of any one industry without specific approval of the Finance Committee.

The preferred stock portfolio should be diversified such that no more than 6% of the market value of the fund including cash reserves shall be invested in any one company without specific approval of the Finance Committee. No more than 15% of the market value of the fund including cash reserves shall be invested in preferred stocks of any one industry without specific approval of the Finance Committee.

No additional restrictions apply to bond investments backed by the full faith and credit of the United States Government. Bonds which are not guaranteed by the U.S. Government provided they are rated at least “A” or equivalent are acceptable investments provided no more than 6% of the Endowment fund is invested in any one U.S. agency or any one corporation. All corporate bonds must be publicly issued, SEC registered, non-convertible domestic issues and U.S. dollar-dominated.

Emergency Evacuation Plan

NOTE: This plan was devised in consultation with and approved by the Town Fire Marshal.

The Library shall be evacuated when the following conditions exist:

· The Fire Alarm system is activated, or

· A bomb or disease threat is received, or

· The Director, Custodian, or In-Charge staff member orders evacuation.

During evacuation staff shall:

· If possible, use the telephone system’s paging function to direct patrons appropriately with the following message:

Your attention. The Library must be vacated. Please make your way as quickly as possible to the nearest exit and proceed to the parking area. I repeat, please make your way as quickly as possible to the nearest exit and proceed to the parking area.

· Close internal doors and windows in their work areas.

· Check for individuals who may not be immediately visible (e.g. kitchen, bathrooms, Friends Room, Community Room).

· Direct patrons out the nearest exit and to the parking lot (which is designated as the central meeting area).

· Confer with director, custodian, or in-charge staff member regarding the status of the evacuation.

· Stay on site—requesting same of volunteers—to be available for answering questions that may be asked by arriving emergency services

· Use best judgment in the case of inclement weather. Those who must stay may be able to seek shelter in open cars, in the Old Schoolhouse Meeting Place (if open), or in the vestibule of the Library entrance (if deemed safe enough).

· Be notified by emergency services personnel when reoccupation of the Library is safe.

NOTE: Should the alarm system be activated and evacuation not be necessary, use the paging function to appropriately direct patrons with one of the following messages:

Preceding a scheduled test of the system:

Your attention, please. We will be conducting a test of the alarm system momentarily. It will not be necessary for you to evacuate the building. I repeat, it will not be necessary for you to evacuate the building.

For a repeated malfunction:

Your attention, please. We apologize for an apparent alarm system malfunction. Patrons need not leave the building at this time. I repeat, patrons need not leave the building at this time.

Staff Training:

· Fire drills will be conducted by the fire marshal twice yearly (one daytime drill and one evening drill).

· Review of the Emergency Evacuation Plan will be conducted after each fire drill.

· A fire extinguisher demonstration will be conducted after fire drills if deemed appropriate by the fire marshal and staff.

Fire Extinguishers:

· All fire extinguishers in the Library are appropriate to use in the event of any type of fire, be it trash, wood, or paper; liquid or grease; or electrical.

· Fire extinguishers are positioned within the building as follows:

· At main circ. mounted on the new nonfiction book shelf panel

· In main stack area on the wall near the public stairway entrance

· In the children’s collections area on the wall near the Emergency Exit (Southwest)

· In the attic storage area on the south wall to the straight ahead as one comes through the door

· In technical services mounted just outside the kitchen door

· In the emergency exit corridor off the community room (South) on the wall near the door

· In the Community Room outside the former stairway entrance

Staff should not feel obliged to handle a fire using the extinguisher and should use their best judgment in this respect, keeping their personal safety in mind.

Fire Alarm System:

· Refer to the separate document titled Brainerd Memorial Library – Alarm System Specifications and Operation for information on the automatic fire alarm control system that is maintained and monitored by Tyco.

· Should staff detect fire before the alarm system activates, the building should be evacuated and an exiting staff member should pull one of the alarms positioned near each emergency exit, as follows:

· At the old front entrance door

· In the vestibule of the public entrance

· At the emergency exit at the bottom of the stairway leading into the children’s collections

· At the emergency exit in the children’s area (Southwest)

· At the emergency (also an after-hours public entrance and exit) exit off the community room (South exit off corridor)

· If a fire is fully involved, the priority should be the immediate evacuation of the building. Staff in their respective areas should quickly direct patrons and themselves out of the nearest exit.

In the event of a bomb or disease threat:

Phoned:

· Answer the phone following the protocols supplied on the card by the phone.

· Immediately after hanging up the phone, call 911 to report the threat.

–  Pull fire alarm

· Announce that it is necessary for patrons and staff to leave the building and to move to the far end of the parking lot.

· Notify the director or senior person in charge.

Mailed threat, or unidentified suspicious package left on premises:

· Do not open any unidentified packages

· Handle the envelope and contents of a mailed threat as little as possible

· Call 911 and notify Director as indicated in the protocols on the bomb & disease threat card at the circ desk and staff phones

5.12.99, rev. 6/28/05

Policies Governing the Public Use of the Fax Machine

Priority use of the Library’s fax machine will be for Interlibrary Loan transactions, Library administrative use, and Town Agency administrative use. Faxing services are offered to the general public as available in light of these priorities.

The fax machine will be operated only by Library staff for all transmissions. Public self-service is not available.

Public use of the machine may include incoming and outgoing transactions.

Service will be available during normal Library hours, subject to staff availability.

All requests for outgoing faxes must be made using the Library’s Outgoing Fax Request, and must be accompanied by a completed Public Fax Transmission cover sheet.

Outgoing fax requests will be handled in order of receipt in as timely a manner as possible, with established priorities in mind. Immediate service cannot be guaranteed, but the Library will make every effort to honor requests within 48 hours.

Patrons will be called and advised of outgoing transmission problems. As a general rule, phone calls will not be made to advise patrons of successful outgoing transmissions. However, patrons are free to call and request status information.

Recipients of incoming fax transmissions should be present at the time of their receipt. In any case, patrons who wish to receive faxes at the Library will be asked to supply the staff member taking their request with an anticipated time of arrival.

It is the responsibility of fax recipients to pick up their faxes as soon as possible. Faxes will not be held for more than two days following their arrival.

The Library will not assume responsibility for copy quality or transmission errors.

6.1.98

Fines and Lost Materials Guidelines

This policy establishes a total fine (only) limit of $25.00 for Brainerd Memorial Library items. This does not apply to fines owed at other libraries.  Overdue fines on books and media accrue to a maximum of $5 per item when returned in usable condition.  Items more than 30 days late are billed at the replacement cost.  Museum passes carry an overdue fine of $10 per day, with a replacement cost of $100.

To maintain full borrowing privileges a patron must not allow his fines to exceed $24.99. Those patrons who discover that they have exceeded the new limit must pay down the fine to below the limit in order to continue their full borrowing privileges.

If there is a charge on a patron’s card for a lost item, the patron must return the item or pay for it or be limited to borrowing one item only. The item must be returned or paid for within two weeks to prevent the suspension of borrowing privileges. Staff will put a message on the patron’s record to ensure that he/she knows that his borrowing privileges are in jeopardy.

Conflict of Interest Policy

The purpose of this conflict of interest policy is to protect the interest of the Brainerd Memorial Library Association, Inc. (“Library”) when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or Trustee of the Library or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable libraries.

Article II
Definitions

1. Interested Person

Any Trustee, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. The Library´s Director is considered a principal officer.

2. Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which the Library has a transaction or arrangement,

b. A compensation arrangement with the Library or with any entity or individual with which the Library has a transaction or arrangement, or

c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Library is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the Board of Trustees (“Board”) decides that a conflict of interest exists.

Article III
Procedures

1. Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Trustees and members of committees with Board delegated powers considering the proposed transaction or arrangement.

Committees with board delegated powers shall refer all conflicts of interest to the Board for their resolution.

2. Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the Board meeting while the determination of a conflict of interest is discussed and voted upon. The remaining members shall decide if a conflict of interest exists. In making its determination the Board shall also seek the opinion on non-Trustee members who share committee duties with the interested person.

3. Procedures for Addressing the Conflict of Interest

a. An interested person may make a presentation to the Board, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

b. The Board chair shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the Board shall determine whether the Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in the Library’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violations of the Conflicts of Interest Policy

a. If the Board has reasonable cause to believe an interested person has failed to disclose actual or possible conflicts of interest, it shall inform the individual of the basis for such belief and afford that individual an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board determines the interested person has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV
Records of Proceedings

The minutes of the Board shall contain:

a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.

b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V
Compensation

a. A Board Trustee who receives compensation, directly or indirectly, from the Library for services is precluded from voting on matters pertaining to that member’s compensation and may not be present while such voting takes place.

b. An officer who receives compensation, directly or indirectly, from the Library for services may not be present while voting takes place on matters pertaining to that member’s compensation.

c. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library for services is precluded from voting on matters pertaining to that member’s compensation.

d. No Trustee or voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI
Annual Statements

The Board, on or before the end of the calendar year and as soon as possible after appointment, shall ensure that each Trustee, principal officer and member of a committee with governing board delegated powers annually signs a statement which affirms such person:

a. Has received a copy of the conflicts of interest policy,

b. Has read and understands the policy,

c. Has agreed to comply with the policy, and

d. Understands the Library is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII
Periodic Reviews

To ensure the Library operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted by the Board. The periodic reviews shall, at a minimum, include the following subjects:

a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.

b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Library’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

Article VIII
Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, the Library may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.

Adapted from IRS Form 1023 – Appendix A “Sample Conflict of Interest Form”

Approved by the Board of Trustees: May 4, 2010

Financial Interest Declaration

Please read, complete, sign, date, and return this half of the page, in a sealed envelope, to the Library Director.

I hereby declare,

I have received a copy of this conflict of interest policy,

I have read and I understand the policy,

I agree to comply with the policy, and will promptly disclose any Financial Interest as soon as it becomes apparent.

I understand the Library is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes, and

Check one: Yes, I do __ /No, I do not __ know of any situation that exists now, or existed in the past 12 months, or that I can foresee over the next 12 months, (except those I have already reported to the Board and it has authorized), in which I would be deemed an “Interested Person” with a direct or indirect “Financial Interest” as defined in Article II of this policy.

If you checked “Yes,” to item “e.,” please, on the back of this page, briefly describe the situation and how you may have a Financial Interest in it, so it may be evaluated by the Board.
__________________________ __________________________ _______________
Signature Print Name Date

Whistleblower Policy

I. General

The Brainerd Memorial Library Association, Inc. (henceforward, ”Library”) requires trustees, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of the Library we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.
II. Reporting Responsibility

It is the responsibility of all trustees, officers and employees to report ethics violations or suspected violations in accordance with this Whistleblower Policy.

III. No Retaliation

No trustee, officer or employee who in good faith reports an ethics violation shall suffer harassment, retaliation or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the Library prior to seeking resolution outside the Library.

IV. Reporting Violations

The Library has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. Employees who are not comfortable speaking with their supervisor or who are not satisfied with their supervisor’s response, are encouraged to speak with anyone in management whom they are comfortable approaching. Supervisors and managers are required to report suspected ethics violations to the Library’s Compliance Officer, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when not satisfied or uncomfortable with following the Library’s open door policy, individuals should contact the Library’s Compliance Officer directly.

V. Compliance Officer

The Board of Trustees shall appoint one member of the Personnel & Policies Committee to serve as the Library’s Compliance Officer for the duration of his term on the committee. Assisted by the other members of the Personnel and Policy Committee, the Compliance Officer is responsible for investigating and resolving all reported complaints and allegations concerning violations. The Committee, at its discretion, shall advise the Director or the Board of Trustees. The Compliance Officer has direct access to the Board of Trustees and is required to report to the Board of Trustees at least annually on compliance activity. Concerns or complaints may be brought to the attention of any member of the Personnel and Policy Committee, which will then convene with the Compliance Officer to discuss the issue.

VI. Accounting and Auditing Matters

The Board of Trustees shall address all reported concerns or complaints regarding corporate accounting practices, internal controls or auditing, in conjunction with the Compliance Officer.. The Compliance Officer shall immediately notify the President of the Board of any such complaint and work with the President of the Board and the Finance committee, as appropriate, until the matter is resolved.

VII. Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

VIII. Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

IX. Handling of Reported Violations

The Compliance Officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

Approved by the Board of Trustees: May 25, 2010

Donation Policy

The purpose of this policy is to maintain accountability for all material donations made to Brainerd Memorial Library Association, Inc. It does not apply to donations made to The Friends of Brainerd Memorial Library. Such donations may come as the result of a memorial contribution at the bequest of the deceased, as a contribution made in memory of a person, or as a gift by a patron or visitor to the Library.

Accepting the Contribution. The Library will accept both monetary (cash or securities) and non-monetary donations. However acceptance of non-monetary donations is at the discretion of the Library Director and/or the Board of Trustees., and must be unrestricted, unless the Board of Trustees determines that for compelling and unusual reasons it is in the Library’s interest to do otherwise.

Acknowledging the Contribution. In all cases it should be the policy of the Library to acknowledge the contribution. An acknowledgment to the donor that the donation is tax deductible will be signed and sent out by a designated representative of the Library. In the case of memorial contributions, a list of those making contributions in the memory of a deceased will be provided to the family for its information. All monetary donations greater than $250, and non-monetary donations for which the donor has indicated a need for an acknowledgement at the time of the donation will be acknowledged once accepted, with a statement indicating whether any service was received in return, and the value such service, if any. Acknowledgements will specify what was given but will not include value estimates of non-monetary gifts.

Accounting for Contributions. As contributions are generally received at the address of the Library itself, they will be recorded by the Library Director or designee. Contributions which are designated for the endowment fund will be remitted directly to the Treasurer for investment. Contributions which are designated for current expenditure will be deposited in an account maintained by the Library Director. A yearly report will be made by the Library Director to the Treasurer which will include the list of contributions and will indicate the disposition of all such funds received.

Designation and Disposition of Contributions.

If the donor makes a specific request regarding a monetary donation (for example, that the money be used to buy children’s books or large print books for the elderly) then this request should be honored as long as doing so does not violate other library policy. Books purchased with such monies should have a bookplate acknowledging the contribution if it is in memory of a person. Any donated item or item other than books purchased with donated funds will not have a nameplate without specific action of the Board of Trustees.

If the donor requests that money donated become part of the Library’s endowment fund, the contribution will go directly to the Treasurer who will designate the funds as endowment funds in the Library’s books. Earnings from money contributed to the endowment fund cannot be earmarked for specific purposes as this poses accounting obligations for which the Library should not take responsibility. All earnings of the endowment fund are used to support the general budget of the Library.

If a monetary donation is made and it is not accompanied with instructions on how it should be used, the monies shall be designated as endowment funds.

Except as stated above, the Library reserves the right to sell or otherwise dispose of any donated items that are not part of its endowment, and to trade items in its endowment.

Rev of 6/28/2011

Collection Policies, Objectives and Principles

The Brainerd Memorial Library endorses and supports the Library Bill of Rights and the official interpretations adopted by the Council of the American Library Association. Accordingly, it is the aim of the Library to acquire and make available to all the people in the community a well-balanced collection of interesting, informative, educational, and enlightening resources. The Library will seek to provide materials and information representing a broad spectrum of views on current and historical issues. Collections are developed with the following objectives and principles:
· To satisfy the need for recreational reading, listening, visual, and multimedia resources for a community of users who have differing tastes, interests, purposes, and cognitive skills.
· To enrich human understanding by informatively addressing social, personal, racial, multicultural, religious, and scientific issues.
· To educate by providing basic factual information in as broad a base as possible.
Materials will not be excluded based solely on the origin, background, and/or views of those contributing to their creation. The presence of an item in the collection is not indicative of endorsement of its contents by the Brainerd Memorial Library Association, but rather is an affirmation of the principle of intellectual freedom.
Guidelines for the Development of Collections
Fundamental to the Brainerd Memorial Library’s collection development policy is an individual’s right to intellectual freedom, and free and equal access to quality information, and library resources without restriction. This right is upheld equally for all users, minors as well as adults. While individuals have the right to reject for themselves material of which they do not approve, they do not have the right to restrict the freedom of others.
Responsibilities for the selection of materials rest with the Library Director, who may authorize qualified staff to assist. Selectors rely upon a variety of sources for guidance in choosing library resources for inclusion in the collection, including published reviews, publishers’ catalogs and brochures, professional journals, printed bibliographies, endorsements from professional library colleagues, recommendations from library patrons, and personal knowledge and expertise. Reviews in professionally recognized periodicals (e.g., Library Journal and Publishers Weekly) are a primary source for materials selection. Standard bibliographies, book lists compiled by recognized and credible authorities, and the advice of experts in specific subject areas may also be used.
Factors which determine the merit of materials to the collection include:
· Demand
Requests and recommendations from patrons are an important part of the selection process because they are indicative of public interest, community relevance, and timeliness of topic.
· Value
Each resource is considered in terms of its own merit, as no one standard can be applied in all cases. Some materials may be judged primarily in terms of artistic merit, scholarship, or value to humanity; others are selected to satisfy the informational, recreational, or educational interests of the community.
Resources selected should meet acceptable, if not exemplary, standards of quality in content, expression, creativity, imagination, and format. Emphasis is placed on authoritativeness, factual accuracy, effective expression, and significance of subject.
Other factors establishing the merit of resources selected are the current or historical significance of their authors or subjects, current collection objectives and principles, and existing subject coverage.
· Balance
Audience for material. The Library will acquire materials to serve the diverse needs of the community. Acquiring resources which meet the needs and interests of library users at the various stages of their personal development is an essential part of library service.
Diversity of viewpoint. Individual resources, which in and of themselves may be controversial or offensive to some patrons or library staff, may be selected if their inclusion will serve to broaden the range of viewpoints represented within the collection as a whole and the effectiveness of the Library’s ability to serve the community.
· Format
Nature of medium and technical quality of production are additional factors to be considered in selecting audio, video, electronic, and other non-print forms.
· Regional interest
Materials specifically related to Haddam and the immediately surrounding communities, the State of Connecticut, and the region of New England are important to the collection.
· Alternate access
The library avoids needless duplication of costly or specialized materials which do not meet the collection development criteria established and which may be easily obtained through interlibrary loan.
· Out of Print Materials
Rare or out-of-print material will not be purchased unless it is of significant value to the collection.
· Textbooks
Generally, the Library does not purchase or accept donations of textbooks related to courses of study. However, textbooks may be added to the collection if it is determined that the subject information is not available in any other form.
· Cost
Availability of funds may be a consideration in selection.
NOTE: An item need not meet all of the above criteria in order to be acceptable for addition to the collection. Furthermore, resources which do not meet these criteria may be purchased to satisfy demand.
A resource that is not considered accurate, according to professional assessment, may be acquired if there is considerable current interest in its subject and an obvious public desire to experience it and make a first-hand judgment.
The following will not cause a resource to be included or excluded automatically from the collection:
· Race, religion, nationality, or political views of an author
· Frankness or coarseness of language
· Controversial content
· Endorsement or disapproval of an individual or group
The Library acquires materials, not only for its present users, but also for those in the community who have not traditionally been library users.
Non-Print Formats
In accordance with its mission and as part of its ongoing commitment to providing public access to information and resources in all forms and from all legally available sources, the Brainerd Memorial Library acquires resources in audio, visual, and electronic formats, and provides access to sources of information on the Internet. In respect to the Internet, the Library subscribes to and supports the Library Bill of Rights and its official interpretations, including
Access to Electronic Information Services and Resources: an Interpretation of the Library Bill of Rights. The library additionally adheres to the LION Consortium Digital Collection Challenge Policy and Procedures (appendix 1).
Selection policies which serve to guide the Library’s acquisition of materials are not applicable to resources accessed electronically. The library does not endorse the viewpoints or vouch for the accuracy of information made available to users, including information obtained through the Internet.
Collection Maintenance
The Library will maintain vital and useful collections through a continual process of assessment for the addition, retention, and replacement of resources. Materials are withdrawn when they are judged to be outdated or no longer of interest or in demand. Unnecessary duplicate copies, and worn or mutilated items will also be removed from circulation. All weeding will be accomplished with the same care, thought, criteria, and judgment exercised in selection. Professional standards, as outlined by ALA guidelines, and including reference to the CREW method, will be observed.
Acceptance of Donations
The Brainerd Memorial Library is grateful for unconditional donations of books, periodicals, audio and video recordings, and digital resources. The same principles of selection which are applied to purchase are applied to donations. In accepting donations, the Library makes the following stipulations:
· The Library reserves the right to decide whether a donation should be added to its collection. The decisions to accept donations are made by the Library Director and is subject to review by the Board of Trustees. The following types of donations may not be added to the collection:
· Resources excluded by the collection development guidelines
· Out-of-date materials not of historical value
· Duplicates of materials already in the collection
· Materials in poor physical condition
· The Library reserves the right to sell, give to other libraries, or otherwise dispose of donations that are not added to the collection.
· Generally, no restrictions on the Library’s use of the donations may be made by the donor. If added to the collection, gift materials become an integral part of the Library and may not be reclaimed.
· Acknowledgments for materials donated to the Library will be provided, but placing a value on materials is the responsibility of the donor.
· Exceptions to this donation policy may be approved by the Library Director and/or the Board of Trustees.
Access to Collections
The Board of Trustees of the Brainerd Memorial Library believes that censorship is a purely individual matter and maintains that, while anyone is free to reject for her/himself resources of which she/he does not approve, no person has the right to restrict another individual’s right to freedom of access. Parents have the responsibility to guide and direct access to information and resources of their own minor children. The Library does not stand in loco parentis. (In loco parenti: in place of a parent; charged with a parent’s rights, duties and responsibilities.)
NOTE: Specific policies on computer public access and public access to the Internet are published in separate documents. (Internet Safety Policy, 2018: Appendix 2)
Library resources are shelved in open stacks, with the exception of materials that are in too delicate condition, that are very costly to replace, and/or that might be particularly susceptible to damage or theft.
Challenged Materials
Library users may register objections to or complaints about library resources in writing using the Brainerd Memorial Library Challenged Materials Form (below). Materials include books and resources such as other printed materials, audio/visual and certain digital resources selected by the library. The form must be filled out in its entirety. The form is for individual use only.
Upon full completion of the form by the complainant, the Library Director will review it in alignment with the Library’s materials selection and/or Internet public access policies and relevance to the library’s service area. A written response will be sent to the individual within 15 business days of the form’s submittal.
Should the complainant not be satisfied with the decision of the Library Director, she/he has the option of requesting in writing that the submission be presented to the Library Board of Trustees at the earliest available time. Upon presentation to the Trustees, a written response will be sent from the Board within 15 business days of its decision.
If the complainant is not satisfied with the decision of the Board of Trustees and wishes to take the matter to court or institute court proceedings, the Board will follow the specific procedures outlines in the ALA Intellectual Freedom Core Documents. The Board also will contact the Connecticut State Library Association Intellectual Freedom Committee for advice and support.
NOTE: Challenged materials will not be removed from general circulation while the matter of their status as library resources is under consideration.

Appendix: LION Consortium Digital Collection Challenge Policy and Procedures (click for document)

Brainerd Memorial Library Challenged Materials Form (click for document)

Approved: 09/26/2023

Emergency Closings

The Library Director will authorize closings on days of excessive weather conditions or other mitigating circumstances. Closings will be announced over radio stations WCNX and WTIC with their regular closing announcements. The Library Director will notify staff members and radio stations WCNX and WTIC of closings. If Haddam schools close it is the policy to close the Library as well.

Holidays

The library will be closed on the following holidays:
New Year’s Day   Labor Day
Martin Luther King Day   Columbus Day
Presidents Day   Thanksgiving Day
Good Friday   Friday after Thanksgiving Day
Memorial Day   Christmas Eve Day
July Fourth   Christmas

The library may close early on Thanksgiving Eve and New Year’s Eve.

 Policies Regarding Volunteers

Brainerd Memorial Library welcomes and encourages members of the community to volunteer their time and talents to enrich and expand library services. Volunteers are expected to conform to all policies of Brainerd Memorial Library and the rules covered in the volunteer handbook. Volunteers are selected and retained for as long as the Library needs their services.

Brainerd Memorial Library uses volunteers to perform tasks not assigned to staff and to enhance library services to the community. Volunteers may be used for special events, projects, and activities or on a regular basis to assist staff. Their services will supplement, but not replace, regular services.

Volunteers are selected based on their qualifications and the current needs of the Library. Selection of volunteers is the responsibility of the Library Director. Prospective volunteers must complete an application form and have an interview with the Library Director and/or the staff member with whom the volunteers will work. Application forms of volunteers who are not selected will be kept on file for one year, subject to review should a suitable volunteer position become available during that period.

A volunteer selected for work on a special project will discontinue service when that project is completed, unless other arrangements have been made

Volunteers are trained by, work with, and take direction from an assigned library staff member who is responsible for their work. The supervising staff member may also recommend removal of a volunteer from service. A copy of the Library’s Volunteer Information manual will be given to each volunteer selected. This manual contains information about the Library, rules and procedures volunteers are expected to follow, and answers to questions that library volunteers commonly raise.

Work schedules and specific time commitments will be arranged individually by each volunteer with his or her supervisor. Work will be scheduled during hours when adequate supervision is available. Volunteers will record the number of hours worked at the end of each volunteer period.

Persons who seek volunteer assignments at the Brainerd Memorial Library to meet a requirement set by an outside agency for the performance of community service shall be subject to the above selection process and all other provisions of this policy.

In the event that a volunteer is not able to adequately perform the duties assigned to him or her, the Library will make an effort to reassign the volunteer if another volunteer position exists at the time.

Volunteers may apply for paid positions under the same conditions as other outside applicants.

Approved: 7/27/99

Policy of Nondiscrimination

The Brainerd Memorial Library does not discriminate against persons on account of their race, color, religious creed, age, marital or civil union status, national origin, ancestry, sex, mental retardation, physical disability or sexual orientation.

Approved: January 27, 2009

Cash Management Policy  (click to read)

Approved June 27, 2017