Policy Manual

 

Iosco-Arenac District Library

120 W. Westover

East Tawas MI  48730

989-362-2651

FAX 989-362-6056

E-mail s.olson@vlc.lib.mi.us

 

www.ioscoarenaclibrary.org

 

Table of Contents

 

Introduction, Mission Statement, Vision                                          

Borrower Categories                                                                                  

Eligibility to Borrow Materials                                                                   

Responsibilities of the Borrower                                                                   

Loans and Renewals                                                                                     

Reference Service                                                                                          

Genealogy Research                                                                                      

Interlibrary Loan                                                                                            

Damaged and Lost Materials                                                               

Overdue Materials                                                                               

Selection and Withdrawal of Library Materials                         

Objections to Library Materials                                                         

Gifts and Donations                                                                           

Use of Library Equipment by the Public                                             

District Library Administrative Office                                               

District Library Board of Trustees                                                   

District Library Employees                                                               

District Library Purchase, Investment and Credit Card Policies         

District Library Code of Ethics                                                                                 

Policy Manual Changes and Exclusions                                                                                                                                            

                                                                                                                                            

 

Introduction

 

This manual was created for all staff members, library trustees, governing units operating library branches, and interested citizens as a reference tool for library policies.  It is designed to function as an instrument of uniformity for eight library branches and an administrative office; as a reference tool to answer questions of library policy; and as a remedy for potential problem situations.

 

 

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Mission Statement

 

Iosco-Arenac District Library includes AuGres Community Library, East Tawas Library, Omer Library, Robert J. Parks Library (in Oscoda), Plainfield Township Library (in Hale), Mary Johnston Memorial Library (in Standish), Tawas City Library, Whittemore Library, and the Administrative Headquarters (in East Tawas).

 

Our mission is to provide friendly, helpful and knowledgeable service to people of all ages by enriching their quality of life through traditional resources and technology, and to promote the joy of life-long learning.

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Vision

 

*Continue and improve mutual cooperation between Iosco-Arenac District Library, government entities, branch library staff and our community.

*Provide and maintain a comprehensive collection in a variety of formats based on patron and individual branch library needs.

*Be proactive and creative in anticipating and responding to community needs for programs and services.

*Pursue and provide current library technology and education, responsive to community and staff needs.

*Provide an interactive and welcoming atmosphere by capitalizing on the advantages of small-community living.

 

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Borrower Categories

 

Resident: a resident or property owner of Iosco County or Arenac County who is at least 18 years of age.  A resident is defined as a person who regularly resides in Iosco County or Arenac County whether on a permanent, temporary or seasonal basis.

 

Non-resident: a person who is not a resident or property owner of Iosco County or Arenac County or a person who does not present valid proof of such residence or property owned at the time of registration.

 

Juvenile: a person who is under the age of 18 with a registration form on file signed by a parent or legal guardian.

 

Outreach: a school, day care center, or other institution or agency that agrees to take financial responsibility for the loan of materials to its students, faculty, clientele and/or staff.

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Eligibility to Borrow Materials

 

A person is eligible to borrow materials if he or she is a registered borrower and has no outstanding overdue materials or unpaid fines or fees.  A fine is defined as a monetary assessment to a borrower for overdue, lost, or damaged materials.  An institution is eligible to borrow materials if an authorized person registers and obtains a District Library card and signs a statement that the institution takes financial responsibility for borrowed materials.

 

A person must show valid identification when applying for a library card.  Valid identification is defined as a form of identification showing a person’s name connected with a current address.  Valid identification may include an unexpired driver’s license or state I.D., a voter registration card, a recent utility or telephone bill, a current property tax statement, and/or a piece of mail that is recently postmarked.  Branch library staff may identify other forms of identification.

 

Borrowers are not allowed to use their library cards from any library outside of the District.

 

Iosco-Arenac District Library does not participate in the Michicard program.

 

Renewing a Library Card:  The card will have an expiration date.  When the card is expired, the person renews it by providing valid identification and the library card.  If the card is lost, the person must reapply for a new card and pay a replacement fee of $3.00.  The $3.00 fee will only be waived if the library card does not scan.

 

Responsibilities of a Library Cardholder: A cardholder must:

            -Present the card and use the card identification number when borrowing materials from the library

            -Report any changes in name or address

            -Report the loss of the card as soon as possible

            -Return the card to the library when the holder is no longer planning to use the card

            -Agree not to loan the card to anyone

 

Obtaining a Juvenile Card:  A juvenile under the age of 18 may obtain a card by providing a completed registration form signed by his/her parent or legal guardian.  The parent or legal guardian must provide valid identification and must abide by the policies, procedures and restrictions imposed including being responsible for the return of materials borrowed.  The parent or legal guardian must complete the registration form, in person, at a branch library.

 

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Responsibilities of the Borrower

 

A person or institution borrowing materials is responsible for the care and proper use of the materials including their return in the same condition that they were loaned (except for normal wear) on or before the due date.

 

A borrower is expected to use materials in compliance with all laws and regulations, including copyright.

 

A borrower may return materials to any branch library in the District during business hours with the exception of video materials and Fast Add materials (Fast Add materials are defined as any item that must have a short-term record created locally at an individual branch), which must be returned to the library where they were checked out.  Branch book drop returns may be used before or after business hours for the return of books and magazines but are not to be used for the return of audio or video materials.  Damage to audio and/or video material returned in the branch drop boxes is the responsibility of the borrower. 

 

Audiocassettes should be returned in a rewound, ready-to-play condition.  The borrower should maintain any personal equipment used to listen to District Library materials.  The District Library is not liable for any damage to a borrower’s personal equipment.

 

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Loans and Renewals

 

All District Library-owned material available for loan is loaned free of charge.

 

Some material may be designated by the library as non-circulating and restricted to use in the library.

 

A borrower may request that specific material available for loan be sent to his or her local branch library.

 

A borrower may reserve, on a first-come first-served basis, books, CD, audiocassettes and/or digital materials either on order or already owned by the District Library.

 

District staff has the discretion to extend or shorten loan periods for District owned material under appropriate circumstances including, but not limited to, long request/reserve lists, and institutional need for low-demand items.

 

Regular loan periods and renewal allowances are as follows:

-Books, Audiocassettes, CDs: Three weeks with a single one-week renewal allowed (if there are no requests/reserves).

-Magazines: Same as books except for the most current issue, which does not circulate in some branch libraries.

-Newspapers: Do not circulate in some branch libraries. A one-year archive collection of Iosco County and Arenac County newspapers is maintained at District Headquarters.  Archived newspapers do not circulate.

-Reserves/Requests: Materials may not be renewed if there are other reserves/requests.

-Interloans: Materials interloaned from libraries outside of the District are due back to the lending library on the dates designated on the interloan record.  Interloan materials may be renewed if the lending library allows it.

MelCat non-book AV materials:  Ten days with no renewals allowed.

OverDrive Downloadable Audio and E-books: Dependent upon OverDrive Consortia rules.

 

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Reference Service

 

A trained ALA/MLS degreed Librarian is available on a limited basis to assist with in-depth reference by telephone, fax, e-mail and in-person.  Referral to other resources may be necessary and delays in receiving reference assistance may occur. 

 

Wherever possible, and based on training and familiarity with the collection, library staff, present at the time of the request, will assist patrons in conducting reference searches.  Referral to other resources may be necessary and delays in receiving reference assistance may occur.

 

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Genealogy Research

 

Requests for genealogy research--whether received by mail, fax, e-mail, telephone or in person--may be referred to a local genealogist specializing in this service.  Genealogy services may require a fee to be determined and charged by the specialist and not by the District Library.

 

A genealogy collection is maintained at the Robert J. Parks Library in Oscoda, which is the primary library resource center for both Iosco County and Arenac County.   Other libraries, due to space limitations, have limited but unique materials on local history and genealogy.

 

Referrals may be made to local Historical Societies and Genealogical Societies.

 

Access to databases of information through www.mel.org and other Genealogy databases are available although some may be limited to in-library use only.

 

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Interlibrary Loan

 

The District Library participates in MelCat, White Pine Library Cooperative, ALA and Valley Library Consortium interloan activities and agrees to abide by established procedures and policies.

 

Many items are available for loan from other libraries when sufficient verification of the bibliographic data (author, title, year of publication, etc.) is available and if the library is willing to loan the material.  Due dates, fees, restrictions on use, and charges for loss or damage is determined by the library loaning the material.

 

The borrower is responsible for providing as much information as possible about materials requested through interlibrary loan.  Branch library staff will work to verify information or supply critical information that the patron cannot provide. 

 

The District Library may refuse to request an item through interlibrary loan if any of the following is determined:

            -If sufficient information is not available.

            -If the item does not fit into interlibrary loan regulations.    

            -If the District owns the item (unless District staff believes it is lost, in high demand, or long overdue).

            -If the District determines to purchase the item instead.

            -If the borrower requesting the item has overdues, fines or fees owed.

 

The District Library limit on the number of interlibrary loan requests it handles at any one time for a person is ten requests. 

 

Branch library staff will work to notify a borrower within three branch library business days when an interlibrary loan item is received.  An interlibrary loan item will be held for a borrower for ten calendar days only.  If not picked up after ten calendar days the interloan will be returned to the lending library. 

 

All fees charged to the District Library for an interlibrary loan transaction will be passed on to the borrower.  The borrower must pay these fees before the borrowed material is checked out.  The borrower must pay fines for overdue, lost, or damaged interloans to the District. 

 

The District will pay any necessary shipping costs to send items to a borrowing or lending library.  The borrowing library must pay any return postage or shipping.

 

Whenever possible, the District will use Michigan’s statewide delivery service (RIDES) to send items to borrowing or lending libraries outside of the District.

 

All interlibrary loan requests and the use of materials obtained through interlibrary loan are subject to established interlibrary loan guidelines, policies and agreements.  The District adheres to the guidelines set forth in The Michigan Interlibrary Loan Code: Protocols and Guidelines, a report of the Statewide Interlibrary Loan Protocol Committee.  A copy of this document is available for review by contacting the District Director.

 

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Damaged and Lost Materials

 

Damage due to negligence, improper use, rough handling, and other causes not attributed to normal wear is the responsibility of the borrower, who will be charged for the damage.

 

If the library must send material in for repair, the borrower will be charged the cost of the repair and any costs for shipping and handling.  If library staff performed the repair, the cost for staff time and the supplies used for the repair will be charged to the borrower.  Borrowers are not permitted to perform repairs on library materials, attempt repairs, or formally or informally contract with others to perform the repairs.

 

If material cannot be repaired, or if the cost of the repair is greater than the replacement cost, the charge to the borrower will be the same as if the material is lost.  If the borrower pays the fee for damage that cannot be repaired, the borrower has the option of keeping the material.  Final determination if the material should be repaired rests with the District Director.

 

If a borrower reports material as lost, the borrower will be charged a fee equal to the retail price of the material at the time it is reported as lost.  If a current retail price cannot be determined, the borrower will be charged a fee based on the cost at the time the library acquired the material.  In addition to the cost fee a processing and handling fee of $5.00 will be charged to the borrower for each item lost.

 

Fines and fees for lost materials are not refundable.

 

The District is not obligated to replace material after it is lost and a fee is charged.  The charges are considered compensation for the lost material.  The library can determine that material is lost if the borrower has not returned it within 42 days of the due date. 

 

A receipt for fees or fines paid will be issued to any borrower who requests it.

 

Money collected by branch libraries for lost or damaged material owned by the District Library is sent to the District Library at least once per month, with the amount indicated on a receipt form.

 

Borrowers may not replace lost or damaged materials by purchasing or otherwise obtaining new or used copies for the purpose of reducing or eliminating fines or fees.

 

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Overdue Materials

 

Borrowed material is considered overdue if it is not returned to the library on or before the due date.  Overdue fines begin to accumulate the day after the due date, to a maximum fine per item.  Material will have a due date receipt or other notification of the due date.  Since a due date receipt is used for multiple transactions, it is likely to have more than one due date. 

 

Overdues are $.10 per day for District-owned materials.  The maximum fine per returned item is $5.00.

 

A set that circulates as one checkout is considered to be one item. 

 

Overdue notification whether by telephone, mail, personal contact or other method (pre-overdue notices by e-mail are available) is a courtesy to the borrower and a reminder that material has not been returned to the library by the due date.  The failure of a borrower to receive a reminder, or the failure of the library to give notice of overdues, does not remove the responsibility of the borrower to return material and/or pay accumulated fines or fees. 

 

Library staff has the authority to refuse to loan materials if there is documentation that the borrower has outstanding overdues, owes fines or fees, or does not present a valid library card.  Borrowing privileges are restored when a borrower returns any overdues and pays all outstanding fines or fees.

 

Materials returned to library book drops are considered returned the day the book drop was last emptied by branch library staff.  Branch library staff should empty book drops at least one time each day the library is open to the public.  Using library book drops does not cancel the responsibility of the borrower for overdue fines.

 

Borrower registration information and borrowing records are confidential information and protected by Michigan and Federal Law.  A parent or legal guardian may request the titles of overdue materials borrowed by his/her child if the parent or legal guardian was the signer of the registration form allowing the child to get a library card.

 

A receipt for return of library materials will be issued to any borrower who requests it.

 

Money collected for overdue materials owned by the District Library is sent to the District Library at least once per month, with the amount indicated on a receipt form.

 

Items belonging to other libraries or items not catalogued by the District may have different overdue procedures and costs.

 

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Selection and Withdrawal of Library Materials

 

It is the responsibility of the Iosco-Arenac District Library to satisfy the diverse reading and listening needs and interests of the community through the selection, acquisition, and organization of library materials and electronic resources and to provide skilled guidance in their use.

 

Electronic resources consist of media delivered in a broadcast or interactive format other than the printed page including but not limited to databases, e-book delivery platforms and audio/video/data streaming or download services.

 

The District’s major goals in selection are: the advancement of knowledge, the education and enlightenment of the people of the community, and the provision of recreation.  Basic to these goals is the American Library Association’s Freedom to Read (EXHIBIT 1) and Library Bill of Rights (EXHIBIT 2). 

 

The District Library does not attempt to promote any beliefs or points of view but recognizes its responsibility to attempt to provide materials and electronic resources representing all points of view.  The District Library serves many and varied groups of people.  It cannot sacrifice the interests of others in order to satisfy any one group or person.

 

Responsibility for selection is vested in the District Director.  However, the Director may delegate, to library staff or other individuals as are qualified by reason of training or education, the authority to interpret and guide the application of the policy in making day-to-day selections.

 

Overall selection and final determination of all library materials and electronic resources within the District Library rests within the framework of policies determined by the District Library Board of Trustees.

 

Based on the services it is expected to perform, the District Library provides circulating, reference and research materials and electronic resources for the general public.  Special collections, in depth, are maintained when indicated by the community and where budget, storage and housing space permits.

 

The following guidelines are used to determine selection:

            Contemporary significance or permanent value

            Accuracy

            Authority, reputation and significance of author

            Price, format, and ease of use

            Scarcity of information in the collection

            Availability of information elsewhere

            Demand

            Budget

 

Textbooks are not normally purchased except when information is not available in another resource.

 

Videos and DVDs are not purchased by the District. Individual branch libraries do maintain local collections of gift videos and DVDs.

 

Guidelines for the de-selection (withdrawal from the collection) are the same as for selection and also include:

            Physical condition

            Duplication of title

 

 

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Objections to Library Materials

 

People with objections or complaints may obtain a “Request for Reconsideration of Library Materials” form by contacting the District Director in writing.

 

Library staff should not attempt to act “in loco parentis” (in the place of the parent).  It is the parent’s or legal guardian’s right and responsibility to control or monitor the reading, viewing or listening of his/her child.  Parents and legal guardians are encouraged to accompany their children when they use materials and computers in the library.

 

Filtering will be installed on all Internet workstations in a “good faith” effort to comply with the Children’s Internet Protection Act (CIPA) and Michigan’s Public Act 212 of 2000.   If and when CIPA and PA 212 of 2000 permit, adults may request that the filtering be temporarily disabled.  Information on CIPA and PA 212 of 2000 may be requested by contacting the District Director.

 

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Gifts and Donations

 

The District Library accepts gifts of books and other library materials but reserves the right to evaluate and dispose of donations in accordance with the criteria applied to purchasing and selection.  Gifts and donations that do not meet with District policies and objectives may be refused, given to a branch library “Friends” organization for a book sale, or used for outreach collections.  No conditions may be imposed by the giver/donor after acceptance of the gift or donation by the District Library.

 

District or branch library staff will not attempt to determine or appraise the value of donated materials but will issue, upon request, a receipt for the number and type of donated materials.

 

When the District Library receives a monetary gift for the purchase of materials for the Library, the District Director will determine selection after consultation with the giver.  Upon request, the name of the giver or the person memorialized, or both, will be entered on a gift plate.  A letter of receipt will be issued for all monetary gifts to the District Library.

 

Gifts of funds to purchase library materials to be added to the District collection may be subject to a processing fee determined periodically by the District Director.

 

Public Act 370 of 1998, signed into law on October 20, 1998, with immediate effect, amends Section 1 of the Act, MCL 397.381, to give libraries the option of transferring gifts of intangible property to a component fund within a community foundation under certain conditions.  The provisions of Public Act 20 of 1943 govern the investment of a public library’s surplus funds.  In the event that this option is chosen, the District will follow all necessary laws, regulations and rules.

 

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Use of Library Equipment by the Public

 

Telefacsimile (Fax) Machines-The District Library purchases and maintains fax machines at Library Branches primarily for Library use.  Public use of the fax machines is permitted if the local financial authority permits it.  Only library staff is authorized to operate District-owned fax machines.

 

If the local financial authority or an outside vendor owns the fax machine, the owner determines fees, provides maintenance and supplies, and controls operation.

 

Sending a Fax

If permitted, the local financial authority that pays the telephone bill determines the fee charged.   Money collected by the Branch Library for sending a fax is sent to the local financial authority and not to the District Library.

 

Receiving a Fax

If the local financial authority permits public use of the fax machine, library staff collects a fee of $1.00 per page received.  Money collected for receiving a fax is sent to the District Library at least once a month, with the amount indicated on a receipt form.

 

Fax as a Copier

If the local financial authority permits public use of the fax machine, library staff will collect a fee of $.35 per page copied.  Money collected for using the fax machine as a copier is sent to the District Library at least once a month, with the amount indicated on a receipt form.

 

Photocopier Machines-Where a District-owned photocopier is available; the fee for copying is $.10 per page copied for black and white copies.  Money collected for using the photocopier is sent to the District Library at least once a month, with the amount indicated on a receipt form.  Only library staff may operate a District-owned photocopier.   The photocopier at District Headquarters is not available for public use.

 

If the local financial authority or an outside vendor owns the photocopier machine, the owner determines fees and operation.

 

All photocopying is subject to copyright laws and restrictions.

 

Computers-The District Library provides computer workstations for staff and public use.  Computer printing from District-owned and supplied printers is $.10 per page for black and white copies, and $.50 per page for color copies.  Money collected for using District-owned and supplied computer printers is sent to the District Library at least once a month, with the amount indicated on a receipt form.

 

Digital data is subject to copyright laws and restrictions.

 

Branch library staff must report all hardware, software, Internet provider and patron “problems” with any computers to the Iosco-Arenac District Library Director or to the Director’s designated “technical support” person.

 

Internet Workstations-Internet workstations are provided for public access during normal library branch hours with the exception of the last 15 minutes of the operating day.  Use of these workstations (including time limits) is governed by written guidelines.

 

No one under the age of 18 will be allowed to operate, or accompany anyone operating, the public access Internet workstations without the staff-witnessed, written permission of a parent, legal guardian, or a responsible adult appointed by the parent/legal guardian.  The parent, legal guardian, or parent/legal guardian appointed responsible adult must personally present written proof of identity to obtain permission for a minor to use a public workstation for Internet access.   In some unusual situations, a stamped notarized statement may be substituted when a parent or legal guardian cannot be present to give written permission. 

 

To access the Internet on a public access computer, a parent, legal guardian, or a parent/legal guardian-appointed responsible adult, must accompany children under the age of 12. 

 

Children accessing the Internet without permission will have their computer privileges lost for a specified period of time identified in the guidelines. 

 

Filtering will be installed on all Internet workstations in a “good faith” effort to comply with the Children’s Internet Protection Act (CIPA) and Michigan’s Public Act 212 of 2000.   If and when CIPA and PA 212 of 2000 permit, adults may request that the filtering be temporarily disabled.  Information on CIPA and PA 212 of 2000 may be requested by contacting the District Director.

 

Internet workstations located in District Headquarters offices are for staff use only.

 

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District Library Administrative Office

 

The Iosco-Arenac District Library Administrative Office (also referred to as District Headquarters) does not operate as a Public Library site.  Appointments may be made by contacting District Headquarters staff in writing or by telephone, fax, or e-mail.  Business hours are Monday-Friday from 8:00 a.m.-4:30 p.m.

 

 

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District Library Board of Trustees

 

The Iosco-Arenac District Library was established as a District Library November 1, 1990.  The District Library operates in accordance with Michigan Public Act 24 of 1989 (District Library Establishment Act) and Michigan Public Act 265 of 1988 (District Library Financing Act), as well as being governed by various State and Federal laws, regulations, and rules.  The District Library Board of Trustees is comprised of eight County Commission-appointed Board members (four from Arenac County and four from Iosco County). The District Library Board of Trustees has established written bylaws.  The District Library Board of Trustees meets at least ten times per year.  All meetings are open to the Public as required by the Open Meetings Act.  For more information about the District Library Board of Trustees and State and Federal Laws governing the Iosco-Arenac District Library, contact the District Director in writing or by telephone, fax, or e-mail.

 

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District Library Employees

 

The District Library employs two (2) ALA/MLS (American Library Association Masters in Library Science) degreed librarians to satisfy Michigan State Aid requirements.  One of these is the District Director.

 

The District Library employs and trains staff to serve the needs of the District Library including providing services to eight (8) library branches in the District.  The eight library branches are:

            Robert J. Parks Library (Oscoda)

            East Tawas Library

            Tawas City Library

            Plainfield Township Library (Hale)

            Whittemore Library

            AuGres Community Library

            Omer Little Eagles Nest Library

            Mary Johnston Memorial Library (Standish)

 

Service to the library branches includes but is not limited to:

*Revenue Sharing of the District Millage with Units of Government Owning and Operating Library Branches (1/2 of the Actual Amount Received) for Library Operations

*Children’s and Teen Services and Program Coordination

*Funding for Adult Programs (Branch Allowances and District Programs)

*Collection Maintenance Assistance with Selection and De-selection (Weeding), Marketing of the Collections In-House, Repairs, and Recommendations for Shelving and Display Arrangements

*Consulting and Training (Including Continuing Education)-Includes, But is not Limited to, Funding for Travel and Lodging to State Conferences (MLA and Rural Library Conference)

*Delivery of Materials (Mel Delivery three days per week, Branch Library Delivery two days per week, Postal delivery for ALA and OCLC)

*Interlibrary Loan (MelCat participant, Valley Library Consortium, OCLC, ALA)-Coordination of Borrowing and Lending of Materials to Fill Borrower Requests (Both Statewide, National and International)

*Ordering, Purchasing, Cataloguing and Processing of Intellectual Property (Books, CDs, Magazines and Local Newspapers, etc.)

*Ordering and Purchasing of Equipment Including Computers, Scanners, Printers, Fax Machines and Photocopiers

*Ordering, Purchasing and Delivery of Selected Library and Office Supplies

*Preparation of Grant Applications for Library Programs, Services and Equipment

*Reference Assistance and Referral Where Needed and/or Requested by Borrowers and Branch Staff

*Statistical Recordkeeping Including, But Not Limited to, Annual State Aid Reports

*Monitoring the popular media (TV, radio, newspapers, Internet) for author tours, book discussions, upcoming publications, readers advisory

*Substitute Staff Allowances (Substitute Staff are District Employees)

*Technical Assistance/Maintenance For Computers, Printers, Fax Machines and Photocopiers (Hardware and Software)-Full-time Technical Support Staff

*Library Advocacy and Outreach Including Advertising, Public Speaking, Monitoring Legislative Actions, Forwarding Internet Library News, and Support of 1st Amendment Rights

*District Website (Up-to-date Links and Local Information)

*Purchase E-mail Accounts for Branch Library Managers

*Direct Broadband Internet Connections (Fiber, T-1+ and Wireless at All Branches) and Diagnostics

*OverDrive Downloadable Audio Book and E-book Consortium Member

*Troubleshooting Assistance for Borrowers Using District Computers and District Automation (Via Telephone and the Internet, and by Appointment)

*Automated Circulation, Searching, Requesting, Hold Slip Notice Production, Remote Renewals and E-mail Notifications

*Mailed and E-mailed Notification of Fines and Fees for Overdues to Borrowers

*Tax Form Ordering and Distribution - Support of the Volunteer Income Tax Assistance Program (AARP)

*Primary Vendor Contact for Supplies, Equipment and Contracted Services

*Provide the Opportunity for Scheduled Branch Librarian Meetings at Different District Library Locations

 

The Policy Manual and the Personnel Policy Manual are approved by the District Library Board of Trustees, are given to every District Library Staff person, and are posted on the District Website.  Each library branch is supplied with a printed copy for staff, public and volunteer use in the library branch.   Branch library copies do not circulate.  Copies of the Policy Manual and the Personnel Policy Manual may be requested from the District Director at a charge of $.25 per page.

 

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District Library Purchase, Investment, and Credit Card Policies

 

Purchase Policy-The general purchasing policy for the Iosco-Arenac District Library shall be as follows:

All purchases with an estimated total cost of over $10,000 require formal competitive sealed bids.  The District Library Board of Trustees shall award the bid.  All sealed bid solicitations shall be advertised publicly including at least once in a newspaper of general circulation at least fourteen (14) days in advance of the date announced for the opening of the bid unless time limitations prohibit.

All purchases with an estimated total cost between $5,000 and $10,000 require written quotations from at least three (3) prospective vendors, if available.  The District Director shall approve the purchase.

All purchases estimated under $5,000 are to be purchased using the best judgment of the District Director or designated purchasing agent as to source of supply based on the best available information.  This may include quotations, either in person, in writing, by telephone, fax or e-mail, from at least three prospective vendors, if available.

All purchases made under a cooperative program with another government entity, such as a library cooperative or a governing unit operating a branch library, may be exempt from competitive bidding requirements, as the bidding process may have been previously completed under their policies.  Where Federal or State bidding processes are mandated those policies and procedures will apply (Universal Service Fund for example).

The competitive bidding process shall be waived when there is only one known supplier, such as a vendor supplying for the District Library’s chosen automation system.

When there is a threat to health, safety or welfare, the District Library may make emergency purchases, following the purchase policy as closely as possible under the circumstances.  If such a situation happens, then written justification shall be submitted to the District Library Board of Trustees.

A petty cash checking account is maintained at $200, for the purpose of paying small invoices or for purchasing items exceeding $50.  The petty cash checking account is replenished at least once a month.  A petty cash envelope is maintained at $100, for the purpose of reimbursing staff for “out-of-pocket” expenses.  An appropriate vendor receipt or other detailed documentation must accompany each request for reimbursement.

 

The District is tax-exempt. 

 

The authority and responsibility of purchasing for the Iosco-Arenac District Library shall be under the direction of the District Director.

 

Investment Policy-The District Library Board of Trustees, in formal Board action at the July 11, 2013 Regular Board meeting, reaffirmed the Investment Policy of Iosco County as the Investment Policy for the Iosco-Arenac District Library.  In January 2013, it was confirmed that no changes to that policy have been made by Iosco County.

 

Credit Card Policy-Credit cards issued for the Iosco-Arenac District Library are to be used for District Library purchases only.  Personal expenditures are not permitted.  Credit card accounts will be limited to a general-purpose account and a gasoline account.  Credit card purchases may not exceed $3,500 without District Library Board approval.  Appropriate Credit card purchases include:

            Registration for conferences,

            Travel expenses as authorized by the District Director,

            Pre-paid purchases of goods and services as authorized by the District Director,

            Emergency vehicle repairs, and

            Other transactions of expediency subject to prior approval of the District Director.

 

A gasoline credit card may be kept in the delivery van, and in the Administrative Assistant/Bookkeeper’s file. 

 

A general-purpose credit card is kept in the Administrative Assistant/Bookkeeper’s file.

 

All other District staff authorized to use the credit cards must return them to the Administrative Assistant /Bookkeeper when a transaction is completed.  All District staff and/or officers of the District Library Board may at some time need to make purchases for the District Library.

 

The ultimate responsibility for credit card issuance, accounting, monitoring, purchasing, and retrieval rests with the District Director.  The Administrative Assistant/Bookkeeper for the District will collect and maintain records of all credit card purchases including invoices, receipts and statements. The employee or District Library Board officer who has a District Library credit card in his/her possession is responsible for:

Submitting all receipts and invoices when a transaction is completed,

Immediately notifying the District Director in the event that a credit card is lost or stolen, and for

Returning the credit card upon the termination of his/her employment or service in office.

 

All credit card purchases will be paid in full within thirty (30) days of statement issuance and upon review and approval of the District Director.

 

The total combined authorized credit limit of all credit cards issued to the Iosco-Arenac District Library shall not exceed five percent (5%) of the total budget.

 

Any unauthorized use of a District Library credit card shall be subject to disciplinary measures consistent with Federal and State law.

 

Annual Audit-The District Library is subject to an annual audit of its financial records by an independent audit firm.

 

Branch Library Cash-on-Hand-The District Library provides $30 per branch library for making change.

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District Library Code of Ethics

 

The Iosco-Arenac District Library, being a public institution, depends upon the trust of its constituents to fulfill its mission.  The patrons of the District Library have a right to expect, that in fulfilling its mission, the District Library and its employees, trustees, and officers will perform their duties honestly, efficiently and economically.  All District Library officials and employees must avoid conflicts between their private interests and those of the general public they serve.  Therefore, an official, director, trustee or employee of the Iosco-Arenac District Library:

            Shall not solicit, accept or receive, either directly or indirectly, any gift whether in the form of money, service, loan, travel, entertainment, hospitality, goods or promise, or in any form, under circumstances in which it can be reasonably inferred that the gift is intended to influence him/her in the performance of their official duties or is intended as a reward for any official act on their part,

            Shall not use, or attempt to use, their official position to unreasonably secure, request or grant, any privileges, exemptions, advantages, contracts, or preferential treatment for themselves or anyone else,

            Shall not use information, which by law or policy is unavailable at the time to the general public, to further the private economic interest of themselves or anyone else,

            Shall not participate, as an agent or representative of the District Library, in approving, disapproving, voting, abstaining from voting, recommending or otherwise acting upon any matter in which he/she has a direct or indirect financial interest without disclosing the full nature and extent of their interest,

            Shall not engage in or accept employment or render services for a private or public interest when that employment or service is incompatible or in conflict with the discharge of the official or employee’s official duties or when that employment may tend to impair his/her independence of judgment or action in the performance of official duties,

            Shall not engage in a business transaction in which the public, city official, or employee may profit from his/her official position or authority or benefit financially from confidential information which he/she has obtained or may obtain by reasons of that position or authority,

            Shall not suppress any District Library report, document or other information available to the general public because it might tend to affect unfavorably their private financial or political interest,

            Shall not, directly or indirectly, make use of or permit others to make use of Library property of any kind for purely personal gain.

 

Iosco-Arenac District Library recognizes and strives to support the American Library Association Code of Ethics (EXHIBIT 3).

 

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Policy Manual Changes and Exclusions

 

The Policy Manual is subject to change only upon formal approval of the District Library Board of Trustees at a regular or special meeting subject to the Open Meetings Act.

 

Where the District Library does not manage the personnel and the overhead operational costs of the Branch Library or determine the Branch Library hours of operation, the local financial authority must be contacted for policies specific to that Branch Library.

 

 

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Approved and Adopted at the Regular Board Meeting of the

Iosco-Arenac District Library Board of Trustees July 11, 2013

Effective July 11, 2013