Operating

SECTION 2. OPERATING POLICIES

2.1 Statement of Library Objective

Every citizen has the right to a library which seeks to understand both his needs and his wants and which uses every possible means to satisfy them. Through the library, the citizen can encounter the accumulated knowledge of the past, facts about the present, and the ideas that will shape the future. The Little Dixie Regional Libraries is committed to reach out and help each person meet his responsibilities and achieve his personal goals. The primary function of the library is to provide a wide range of materials, skilled staff and access to many outside sources of information.

2.2 Resources

The library has an obligation to provide, in the local library system, a variety of materials to satisfy the prevalent tastes, needs, reading and language abilities of patrons, as well as a diversity of materials in recognition of minority interests and changing mores. These include but are not necessarily limited to:

-A range of relevant, contemporary materials;

-Differing viewpoints on controversial issues, with all possible representation of unpopular or unorthodox positions. In no case should any material be excluded because of the race, nationality, or the political, religious, or social views of the writer. Materials should not be proscribed or removed from the library shelves because of partisan or doctrinal disapproval;

-A variety of materials for inspirational reading, literary and aesthetic enjoyment and recreational reading, as well as for informational purposes;

-Information and reference materials selectively at the local level and in increasing depth at resource centers in the information network to meet adult curricular and learning needs; supply information on home and family life; provide information on vocations, business, industry and labor, and scientific and technological developments;

-Materials on fundamental political, social and economic questions, and on local national and world affairs;

-Materials to satisfy cultural and aesthetic interest in literature, arts, philosophy and religion;

-The library has a responsibility, through cooperation with other library systems and information centers, to provide:

-Full and prompt access to all recorded fact, opinion and creative effort in whatever physical form seems most useful;

-Materials, which, as far as possible, meet the informational needs of every person in the service area;

-An opportunity to encounter new materials and creative works;

-Cooperative planning with other agencies and community groups for activities to satisfy their needs.

2.3 Collection Development Policy

2.3.1 Purpose

The purpose of the collection policy is to ensure that the collection supports and expresses the library’s response to the information and learning needs of the community. This policy, with a specific collection development plan, will help measure progress by defining the collection. The Little Dixie Regional Libraries and Board of Trustees uphold the democratic right of all Americans to freely express their opinions and support the right of each individual to privately read, listen, and view the full range of published thoughts and ideas. The policy will strive to fulfill the mission statement of the library system (Policy Manual 1.3)

In support of this belief the Little Dixie offers a diverse and inclusive collection of materials protected by the First Amendment to the United States Constitution. The Library Board endorses the American Library Association’s Library Bill of Rights, The American Library Association’s Freedom to Read Statement, Freedom to View, and all interpretations applicable to the selection and use of library materials.

No material will be excluded because of the race, nationality, religion, gender, sexual orientation, political or social views of the creator. Purchase of material by the library does not mean endorsement of the contents or the views expressed in said materials.

Purchase of materials must be consistent with the Library's yearly budget. Resource sharing, electronic resources and other methods of access are ways of meeting the needs of district’s citizens.In order to meet the mission, Little Dixie Regional Libraries collection must provide a wide range of materials for users of all ages, all educational levels, and all socioeconomic backgrounds.

The collection development policy will further public understanding of the library’s collection and its purpose.

The collection development policy will also provide guidance to library staff for the development and maintenance of the collection.

2.3.2 Community analysis

Little Dixie Regional Libraries includes all residents in Randolph and Monroe Counties except for those Monroe County residents living within the 1965 Monroe City limits. Population of the library district is 32,382 (2020 Census). Moberly, Paris, Madison, and Huntsville are the major cities within the counties. The counties are located in North Central Missouri with the major cities located along Missouri Highway 24.

Throughout the counties are nine school districts including seven high schools. The Moberly School district is also home to an area vocational school and an alternative school. There are two colleges, Moberly Area Community College and the Christian College of the Bible. The University of Missouri is located 30 miles south of Moberly in Columbia, Missouri.

The counties are predominantly rural. Monroe County with a population of 8,666 is 100% rural. Randolph County with a population of 24,716 is 52% rural. The major industries of the counties are manufacturing, retail trade, and health care and social assistance. The median income for Randolph and Monroe Counties is $45,853. The racial makeup of the population for the two counties is basically white (Randolph County – 90.5%, Monroe County – 93.9%).

The population of the library system appears to be distributed over a wide population range.

Monroe Randolph

Under 5 5.3% 5.8%

Under 18 21.6% 21.6%

19-65 54.4% 61.2%

65+ 24% 17.2%

(2020 Census - More current figures may be available upon request)

The library system strives to offer services to the general public and recognizes all ages, educational levels, ethnic backgrounds, and socio-economic backgrounds.

The library buildings are handicapped accessible and the library strives to eliminate barriers to using the facilities and equipment for all residents.

2.3.3 Selection criteria

The library selects materials for its collection in accordance with professionally accepted guidelines. The library will attempt to represent all approaches to public issues of a controversial nature. The library does not sanction particular beliefs or views. If a scarcity of material in a particular subject area is evident, materials may be selected even if does not meet the usual standards.

2.3.4 Standards considered for material selection

• Representation of a variety of tastes and differing viewpoints;

• The author’s reputation and significance as a writer;

• The importance of subject and significance to the collection;

• The scarcity of material on the subject;

• The timeliness or permanence of the material;

• The appearance of title in special bibliographies or index;

• Authoritativeness;

• Reputation and standing of the publisher;

• Price;

2.3.4.1 Nonfiction Criteria

The library selects materials of both permanent and contemporary interest based on the needs of the community. The material will be evaluated on its entirety rather than specific sections.

2.3.4.2 Fiction Criteria

The library selects books of contemporary fiction, graphic novels, and classics, which will have lasting value. Popular authors, popular subjects and other books of interest to the community will be considered. Titles included in a series will be considered.

2.3.4.3 Periodicals

Periodicals are various titles that are published on a regular basis. The titles may be in print or electronic format. The titles included are those that will add value to the materials collection. Periodicals selected are those that are of interest to the community, have local or regional interest, are indexed by the libraries indexing database, cost, and whether the title will help to balance the collection.

2.3.4.4 Reference

Reference materials are those that are intended to be read for information rather than its entirety. Reference materials may be either in print or electronic. The materials will provide quick, concise, current information, or provide an index to other materials in the collection. The collection is easily accessible for reference staff helping individuals locate information.

The Reference Collection is not intended to offer in-depth research materials on any particular subject but to offer the patron and staff reference points to further research and information.

Reference materials will be obtained in the most user-friendly format. Materials will include books, periodicals, and electronic databases. Materials will be chosen based on cost, ease of use, currency, accuracy, and content.

2.3.4.5 Computer Resources

Electronic materials will be chosen that are either available via the Internet or loaded directly on a computer workstation. Some databases, depending on cost and licensing requirements may be used only on library computers and others will offer remote use. Compatibility with computer system, ease of use, updating capabilities, authority, accuracy, cost, demand by users, impact on staff, and maintenance will be considered for material and equipment acquisitions.

2.3.4.6 Visual Materials

Materials chosen for this collection will enhance the library’s existing nonfiction or fiction collection.

The following criteria will be considered for video recordings: technical quality (picture, sound, etc.), availability of public performance, need to supplement collection, appropriateness to the collection, artistic merit, and reputation of the actors.

When possible visual materials will be purchased with closed captioning.

The Library assumes no responsibility for any possible damage to the patron’s audio or video equipment that might be related to using audio-visual materials borrowed from the Library.

Most visual media purchases by LDRL are not cleared for public performance. Utilizing visual media in settings outside of the home may be a violation of U.S. Copyright law. Video media known to have public performance clearance shall be clearly marked. LDRL issues other media strictly for in-home use and shall not be responsible for penalties associated with misuse by a patron.

Schools may have limited public performance rights under the Copyright Act if the medium is used as part of face-to-face instruction; however LDRL shall not be responsible for any determination that such rights exist and liability or penalty for misuse shall remain totally with the school and/or teacher utilizing such media..

2.3.4.7 Recorded Book Formats

The library will select recorded books that will complement the collection in general area of interest. All users and age groups will be considered as potential user of the audio collections. A wide range of interests and needs will be considered. Both abridged and unabridged recorded versions will be considered. Competency of the producer, artistic merit of the reader, quality of the interpretation, ease of understanding by the user, the technical quality, and cost will be considered when selecting titles to be added.

2.3.4.8 Recorded Music

Recorded music will include those titles that are historically significant and have enduring popularity. Selection will include titles with: artistic merit, a competent producer, good technical quality, authority, and an acceptable cost.

2.3.4.9 Materials not collected

Textbooks: The library does not purchase textbooks as such. The library purchases a textbook only if the book is of value because of its content, there is a need for it in the book collection, or there is a permanent demand for it by the general public. No attempt is made to supply textbooks used in the schools of this area, however, a book is not excluded simply because it is a textbook.

Medical, law, psychology: The library does not purchase technical books in these fields, but does purchase books written in a non-technical manner for use of the general public.

Religion: The Library’s selection must be broad, tolerant, and without partisanship or propaganda. The selection of materials in this field must be consistently directed toward the choice of the best as expressed in the above policy. The selection goal is an impartial recognition of all religions.

Rare books: The library does not collect rare materials because of its desire to make materials available to all users.

Local History: Any books or realia of local historical interest may be given to a local historical society for preservation .

2.3.5 De-selection of materials and surplus library property

Weeding of the collection will be done on a regular basis. Generally accepted de-selection tools will be used as a basis for disposal of materials. The following categories will be considered for weeding: worn or damaged items, duplicates copies of seldom used titles, outdated or inaccurate information, superseded editions of specific titles, and materials no longer of interest or demand.

LDRL reserves the rights to dispose of withdrawn surplus and unneeded materials using the following procedures:

1. Friends of the Library may, at the option of the director, be offered the materials.

2. Materials not wanted by the Friends of the Library may be disposed of with the director’s approval.

2.3.6 Replacement of materials

The library does not automatically replace materials that have been withdrawn because of loss or damage. Staff will determine the value of replacing or repairing the item on a case-by-case decision. Usual selection criteria will be used to consider the replacement of the item.

2.3.7 Gifts and Donations (Adopted November 2019)

The library acknowledges the great importance of gifts and donations to the library’s future growth and development. In recognition of such, Little Dixie Regional Libraries welcomes gifts of cash, securities, library materials, furnishings, or real property.

All gifts and donations become the library’s permanent property upon acceptance. The library reserves the right to decide the conditions of display, housing, and access to any gifted materials.

The library reserves the right to refuse any donations on any condition if the library does not feel the gift will benefit the library in some way.

The decision to include gift materials/books will be based upon these considerations:

- Whether they meet the library’s standards of materials;

- Whether the physical condition is satisfactory;

-Whether the library needs the donated materials in the

LDRL makes an effort to dispose of all gift material that it does not add to its own collection to the very best advantage and to the discretion of the library. All gifts may be utilized, sold, or disposed of in the best interest of the library. When gift items are withdrawn from the collection, the library will not notify the donor of the withdrawal. The library will not automatically replace worn out, damaged or lost gift items. The library is not obligated to keep donated materials for any length of time.

The library will not appraise any item donated or gifted to the library for tax purposes. The library is unable to provide book value statements to patrons. Establishing accurate prices can be a complex procedure, requiring a time consuming search in price guides and auction records. Patrons who wish to have items appraised must themselves acquire and pay for a professional appraiser.

Any materials left outside of the library building as a donation will be disposed of immediately and not added to the collection.

Little Dixie Regional Libraries requests phone calls in advance if the patron wishes to bring in a large number of boxes of donated materials. The library reserves the right to decline large donations if space is not available.

Materials: Any materials donated to Little Dixie Regional Libraries may be donated with the explicit understanding that the materials may or may not be used for the library. No estimation of value of collections of items donated to the library will be made. A written acknowledgment of gifts received will be available upon request. Staff cannot estimate the monetary value of the books, but the receipt will indicate the total number of materials donated.

Books:

Books purchased by the donor for presentation to the library will be gratefully accepted provided they meet the library’s selection policies and procedures and enhance the value of the library’s collection based on the opinion of the professional staff.

Books and materials the library may not accept due to the library not being able to use or presenting a disposal problem include:

• Outdated informational books (technological, tax, investment, medical, educational, legal, etc.)

• Outdated textbooks and encyclopedias

• VHS, Beta Tapes, Cassettes, and 8-Tracks

• Reader’s Digest abridged or condensed books

• Books that are grimy, musty, moldy, or mildewed

• Books with torn pages or missing covers

• Materials with missing pages/pieces

• Materials that appear to be water damaged, smoke damaged, or with insect issues

• Sales catalogs

• Music CD’s not in their original cases

• Pirated videos

• Boxes of materials that have been moved directly from long term storage to the library

It is the policy of the library not to accept special collections of books to be kept together as a separate physical entity. Only the director with the understanding that they may or may not be integrated into the general collection may accept gift collections.

Monetary gifts: Upon receipt of a cash gift for the purchase of a memorial, the director or a designated staff member will make the selection. The director will suggest to the donor library materials or equipment that would be suitable and useful. The director will make final decisions concerning gift selections.

Monetary gifts given to a specific branch will be designated to be used at that branch.

Any monetary gifts and material donations given to the library will become permanent property of Little Dixie Regional Libraries.

Other:

The decision as to acceptance and location of gifts of landscaping items, exterior or interior ornamentation, sculpture, and signage shall be made on the judgement. of the current Little Dixie Regional Libraries Director. The major criteria on which the decision shall be based is the appropriateness and consistency of the proffered gifts to the library’s current plan.

The decision as to the acceptance of furnishings and equipment shall be made by the current Little Dixie Regional Libraries Director. Criteria on which the decision shall be based are need, space, impact on staff time, expense and frequency of maintenance.

All donations become the sole property of the library. No gifts of this nature are accepted unless freely given to the library without restriction to be used as the library sees fit.

2.4 Challenged Material Procedure Policy

1. Any person formally objecting to a title in the collection of any branch of Little Dixie Regional Libraries must complete the form “Patron Comment on Library Materials.” The form must be signed for action to be taken. (Appendix O)

2. Library director receives “Patron Comment” form and contacts the person completing the form to discuss the issue and explain library policy and procedure. If the patron indicates that he or she is not willing to meet with the library board, the director will attempt to resolve the matter within current library policy. If the matter is resolved, the Little Dixie Regional Libraries board will be notified of the outcome. If an agreement cannot be reached, the matter will proceed to the library board.

3. All complaints brought before the board will be handled in the following manner:

a) Each board member will receive a copy of the “Patron Comment” form.

b) Board members will read or review the material being challenged. Extra copies will be obtained through interlibrary loan or purchase, if necessary.

c) The challenger will be invited to present his or her views to the board in person.

d)The library board will listen to the statement(s) and thank those in attendance for bringing the matter to the board’s attention.

4. Any action taken will follow thorough discussion by the board in an open meeting, but not necessarily at the meeting at which the objection was stated. LDRL selection policies, the Library Bill of Rights and supporting documentation such as the Freedom to Read statement will all be considered as part of the decision-making process. The library director will provide input and make a recommendation to the board before a decision is made.

2.5 Retention of Records

Specific time frames and categories set forth in the General Records Retention Schedule and the Public Libraries Records Retention Schedule approved by the Missouri Local Records Board, published by the Office of the Secretary of State, State of Missouri, and attached to this policy except as such schedules are amended hereinafter.

The custodian of public records for LDRL shall be the Administrative Assistant and all records will be maintained at the Moberly Branch. All requests to view public records shall be answered in compliance with the requirements of the Missouri Sunshine Law (Chapter 610 RSMo, 2016 as amended. See Section 1.4, Article IX)

2.6 SERVICES

2.6.1 Objectives

• Loan of materials with liberal regulations at convenient times and places.

• Easy access to all the library’s information sources in person, by phone, electronic media, with orientation and instruction in library use;

• Provision of special materials and services for the handicapped and homebound, including easy access to library buildings and, when required, free direct service to homes and institutions;

• Use of the best procedures and equipment which the new technology can provide in order to free staff to serve the public;

• Use of the skills of the staff and all other library resources to present a broad range of educational and cultural activities;

• Specialized reference service at central service points;

• Use of interlibrary loan to allow access to all available materials;

• Participation with other agencies and community groups in cooperative planning and in the provision of activities;

• Provision of services to community groups, including: assistance in program planning, help in the location of materials, provision of speakers and exhibits outside the library;

• Publicity that effectively promotes library service to all users and potential users.

2.6.2 Service Area

Persons who may use the services of Little Dixie Regional Libraries are:

Residents

Residents of the library district (Randolph and Monroe Counties, except the 1965 incorporated boundaries of Monroe City);

Non-resident taxpayers

Non-resident taxpayers may use the resources of the library upon proof of payment of county taxes.

Non-resident college students

Non-resident college students may use only local resources by showing their current student identification card and furnishing their permanent address.

Corporate registration cardholders

A special corporate card will be issued free to schools or businesses. Only those individuals authorized by schools or businesses may use this card and the school or business will be held financially responsible for the materials borrowed. These cards must be updated annually.

Outreach Services

Persons with visual impairment, physical limitations, or who are homebound may be served by home or mail delivery at the discretion of library staff.

Reciprocal Borrowers

Neighboring libraries, which have signed reciprocal borrowing agreements with the Libraries, may use library services. Additionally, residents of library service areas, which are members of the inactive Mid-Missouri Library Network and Missouri Evergreen consortium members shall be considered reciprocal

borrowers. (Appendix R)

Non-residents

Persons not covered by conditions listed above may purchase an annual card based on the average library tax paid by Little Dixie Regional Libraries residents. Family cards may be offered at a separate rate.

Library Board will revise annual non-resident card rate as necessary.

2.6.3 Young Adults (individuals between the ages of 12 and 18)

The Young Adult area is designed to be a bridge between Children’s and Adult materials. Materials in the YA sections will include, but not limited to popular and award-winning books, audios, magazines and graphic novels. All items in this section are marked with “YA”. The materials in the Young Adult sections may have more mature content than materials in the Children's area.

All Young-adults have free access to all library materials and services with a parent or guardian’s permission.

The Little Dixie Regional Libraries holds that it is the parent or guardian--and only the parent or guardian--who may restrict his/her child--and only his/her child--from access to library materials and services. The parent or guardian who would rather his/her child did not have access to certain materials should so advise the child.

2.6.4 Programming

Libraries provide programs to inform, educate, entertain their clients, and to promote further library use.

A program is any planned event which introduces those attending to any of the broad range of library services or activities, or which directly provides information through the presentation of talks, films, drama, etc. Programs need not take place in the library. Book talks, tours, storytimes, book signings, and film programs at the library are all examples of library programs.

Programming shall be a system-wide centralized and coordinated effort.

Programs shall be of high quality and controlled content with specific audiences targeted for each program. The planning for program presentation shall be the responsibility of library staff.

All LDRL programs are open to the public. A fee may be charged for certain types of programs.

Library sponsorship of a program does not constitute endorsement of the content of the program or the views expressed by participants, and program topics, speakers and resources are not excluded from programs because of possible controversy.

Registration may be required for planning purposes. Programs may be held on site or off site. Programs may be limited to the target audience.

Any sales of products at programs must be approved by the Library Director..

Programs are not used for commercial, religious or partisan purposes or the solicitation of business.

Program participants should expect that photographs/video will be taken at events and used on the Library’s social media sites, website, and/or printed marketing materials. Participants may request in writing that their image not be used by the library.

2.6.5 Circulation Confidentiality

User Records of LDRL are confidential per RSMo 182.817.

Library User Records shall not be made available to anyone except pursuant to such process, order, or subpoena as may be authorized by law, or in response to a written request of the person identified in that record.

Upon receipt of such process, order or subpoena, consultation shall be made with the Library District’s attorney to determine if such process, order, or subpoena is in good form and if there is a showing of good cause for its issuance.

If the process, order, or subpoena is not in proper form or if good cause has not been shown, insistence shall be made that such defects be cured before any records are released. (The legal process requiring the production of Library User Records shall ordinarily be in the form of subpoena duces tecum (bring your records), requiring the librarian to attend court or the taking of his or her deposition and may require him to bring along certain designated Library User Records.)

Any threats or unauthorized demands, (i.e., those not supported by a process, order or subpoena) concerning Library User Records shall be reported to the Director of the Library District and to the Board of Trustees of the District.

Any problems relating to the privacy of Library User Records which are not provided for in the above paragraphs are to be referred to the Director or LDRL Board of Trustees President.

For purposes of this Policy, “Library User Records” is defined as any document, record, or other method of storing information retained, received or generated by a library that identifies a person or persons as having requested, used, or borrowed library material, and all other records identifying the names of library users. The term "Library User Records" does not include non-identifying material that may be retained for the purpose of studying or evaluating the circulation of library material in general.

2.6.6 Responsibility of Library Users of Library Materials

Library card application must include: permanent address of residency (physical address, not P.O. Box number), birthdate of the applicant, and signature of the responsible party (a parent or guardian’s signature is required on a Library Card application for a person under the age of 18. The signature of the adult constitutes an agreement to abide by the rules of LDRL in regard to using the library card and accepts the responsibility for any fines, fees, damages or loss of materials which are the result of using the card.

LDRL retains the right to modify the limits for certain individuals and organizations when it deems appropriate to reduce potential loss.

A person age 18 and over applying for a library card must provide acceptable identification when applying for a card. Acceptable forms include: a valid driver’s license, utility bill, postmarked mail, etc. along with a picture identification.

All patrons, both adults and children are responsible for the materials they check out or use in the library and are responsible for their prompt return. If materials are lost or damaged, fines or fees for repair or replacement will be assessed.

By signing a child’s registration card, the parent or guardian assume the financial responsibility for payment of lost or damaged materials and fines relating to the child’s library card.

New library card holders will be limited to three (3) items the first time that they use their card.

2.6.7 Overdue/Missing Library Materials

• The library does not charge fines for overdue materials.

• Materials not returned by assigned due date will be considered overdue.

• Borrowing privileges are suspended or revoked when any materials are overdue according to criteria specified in the circulation procedures. To reinstate borrowing privileges, the patron must return materials in acceptable condition or pay for replacing the materials.

• Delinquent accounts with overdue items totaling more than an amount determined as excessive by LDRL may be referred to a collection agency for either return of the materials in acceptable condition or payment for replacing the materials.

• Failure to return library materials may result in prosecution for theft under the Missouri Revised Statutes, sections 570.200 and 570.210.

• In extreme circumstances LDRL may work with law enforcement if the person has committed the crime of library theft as describe in RSMo 570.210.

• When a patron claims to have returned borrowed items and the library staff, after searching the shelves at each of the LDRL facilities, cannot locate the items, the patron may be required to reimburse the library for the cost of the missing items. “Claim return” of more than 3 missing items may result in suspension of borrowing privileges.

• Arrangements with circulation staff may be made to make installment payment for material lost or damaged over a mutually agreed upon period of time.

• Library cardholders have the right to appeal any denial of service decisions to the director. If the person is unsatisfied with the action, the appeal may be taken to the Library Board for a final decision.

2.6.8 Lost/Damaged Materials.

Patrons are responsible for reimbursement for any damage to materials not resulting from normal use. Patrons are responsible for reimbursement of any lost materials.

When items are missing from a set, the cost for replacing the complete set will be assessed if the library is unable to replace the particular lost item individually.

Patrons will be charged the cost of the specific lost/damaged item, as recorded in the library's computer system database.

Materials damaged by “acts of God” may be forgiven. Users will provide to circulation staff proof of fire, accident, or other natural disasters. Consideration will be made on a case-by-case basis.

2.6.9 Refund of payments

Refunds for lost materials that have been paid for and returned will not be made.

2.6.10 Replacement of library card

There shall be a fee for replacement of a library card. This charge may be waived for extenuating circumstances and hardships. The current replacement cost will be posted at each branch.

Cards will be replaced for free if it appears that the card has been damaged by excessive use.

2.6.11 Reference

The Little Dixie Regional Libraries shall provide reference service to all residents of the Little Dixie Regional Libraries district. The service shall undertake to answer all questions of a general nature. Questions considered to need technical or professional information shall be answered by referring the person to one who is qualified to answer (e.g. physicians, lawyers, tax consultants, social security personnel, etc.).

No legal or medical questions will be answered.

Instruction in the use of reference materials shall be given to all individuals searching for answers to questions.

The reference staff shall make no value judgments in answering questions. All available material on any subject shall be provided to the patron regardless of point of view of library staff. All inquiries shall receive equal priority.

Library staff is available for taking questions by telephone, mail, or email. The person’s name and contact information will be requested so information, when located, can be returned.

Library patrons in the library will take precedence over telephone, website or email reference.

Staff will assist patrons in the use of library materials. Extensive or in-depth research will be worked on as time permits.

Questions of family genealogy shall be referred to the appropriate organization. Use of the State Historical Society of Missouri’s records will be encouraged as much as possible.

Patrons will be told of other resources for information available to them if the library does not have the resource. Patrons need not ask for outside resources but should be told of the resources without their need to ask.

2.6.12 Interlibrary Loan

Interlibrary loan is available to all residents of the Little Dixie Regional Libraries service area.

Interlibrary loan may be requested if the Library does not own or cannot purchase a certain title.

LDRL follows the national guidelines for Interlibrary Loan. (Appendix E)

Microfilm and other materials with special borrowing fees (including postage, insurance, copy charges, etc.) may be borrowed but the patron will pay all fees charged by loaning institution and a $3.00 handling fee.

Little Dixie Regional Libraries shall reciprocate interlibrary loan fees as deemed appropriate and advantageous to the Library’s customers. Agreements may include, but shall not be limited to, charges for photocopies, postage, and overdue fines. District staff shall review agreements on an annual basis and make adjustments necessary and/or warranted to alleviate or correct service problems encountered during their administration.

2.6.13 Borrowing of Materials

Each card shall be limited to a maximum of 30 items.

Library staff shall exercise discretion in implementing borrowing limits based on supply and demand, especially when a collection might be decimated by excessive use of specific subject areas.

2.6.14 Renewal of materials

An item cannot be renewed if it is currently on request by another patron.

Normally, an item may be renewed only 2 times. Circulation staff on a case-by-case circumstance may extend renewal periods.

2.6.15 Copying & Printing

Little Dixie Regional Libraries sets the price for photocopies, including microfilm and computer printer output at 15 cents per page for black and white copies and 50 cents for color copies.

LDRL reserves the right to increase the base charge of such copies to offset the additional cost of providing copies, including establishing new charges for color copies or other technological innovations which have higher costs to the Libraries. Increases in charges necessitated by cost increases shall be publicly posted for at least thirty days before the adoption of a new price schedule.

The Copyright Law of the United States (Title 17, United States Code) governs the making of photocopies or other reproduction of copyrighted materials. 17 USC Section 107 establishes the principle, commonly called "fair use," that the reproduction of copyrighted works for certain limited, educational purposes does not constitute copyright infringement.

Copyright protection is not only associated with print materials but also governs the use of audio, video, images and text on the Internet. Using library resources to copy and distribute copyright protected materials may be an infringement of copyright law. It is the intent of LDRL to adhere to the provisions of the U.S. Copyright Law (Title 17 U.S. Code). For further information, please refer to a librarian or the U.S. Copyright Office at: http://www.copyright.gov/.

2.6.16 Denial of Service

Library service shall be denied to any person with fines.

LDRL reserves the right to refer persons in denial status to a collection agency which may report their debts to applicable credit bureaus. A patron with an open collection account will remain in service denial until such time as the account is cleared in full.

In extreme circumstances, the Libraries may work with law enforcement authorities if the person has committed the crime of library theft as described in RSMo 570.210.

Service may also be denied for other reasons, including, but not limited to: bad address, abuse of services, failure to provide adequate identification, or disruptive behavior within the library. Specific services, i.e., interlibrary loan, internet access, etc. may be denied as outlined in other library policies.

Library service shall be denied to family members on a case-by-case basis, under certain abusive circumstances. Members of the family shall be defined as children and other minors, under eighteen (18), residing at the same address and the parent or legal guardian of the cardholder. The situation shall be fully documented and forwarded immediately to the Director.

Personnel in charge shall have the right to modify this denial of service for hardship. And shall be able to restore library service to a patron or family if a good faith effort to return materials and pay fines is shown, and any such adjustments will be fully documented and forwarded to the Director.

Library cardholders have the right to appeal any decisions made under this policy to a supervisor/branch manager/senior staff on duty. If the person is unsatisfied with the results of that appeal, the appeal may be taken to the Director and on to the Library Board for a final decision.

2.6.17 Patron Behavior

General guidelines for patron expectations

• Use the library without discrimination

• Receive friendly, courteous and respectful service

• Have free and equal access to information

• Have a clean, comfortable, and pleasant environment

• Use the library without threat of harm, invasion of property, or interference.

Patrons are required to be engaged in activities associated with the use of a public library while in the building. Patrons not engaged in reading, studying, computer use, or using library materials may be asked to leave the building.

Definition of Problem Behavior: Problem behavior is any behavior which either consciously or unconsciously violates or restricts the rights of customers or staff to use the Library. If the actions or behavior of a patron affects other patron’s use of the library, the patron causing the disruption may be asked to leave the building.

Libraries are for everyone's enjoyment. The following guidelines for customer conduct shall be observed in all branches and facilities operated by the District and are essential to ensure respect for individuals who use the Library District's facilities:

Animals: Bringing any animal into the building, except an animal needed and trained to assist a disabled or visually impaired person, or an animal that is part of an authorized Library program or function is prohibited. See Appendix P.

Audio Equipment: Playing audio equipment so that others can hear it is not allowed.

Bicycles: Bicycles must be parked in designated areas outside the building. They are not allowed inside the building.

Cell Phones: As a courtesy to other Library users, cell phones and pagers should be kept on vibrate or silent mode and answered promptly. Customers should speak in low tones and keep conversations brief. If phone calls cannot be concluded quickly customers should move away from reading, research, computer lab, and study areas. If the call needs to continue it should be taken outside the building.

Closing: Customers should leave the Library promptly at closing time.

Clothing: Shirts and shoes must be worn in the Library.

Damages: Those who damage or deface Library materials, equipment or property may be prosecuted. Parents can be liable for damages by a child under the age of eighteen.

Disturbances: Creating a disturbance that disrupts or interferes with the normal operation of the Library, or disrupts Library customers and staff, including, but not limited to the use of abusive or threatening language or gestures, conduct that creates unreasonable noise or conduct that consists of loud or boisterous behavior or talking is not allowed.

Entrances: Building entrances and exits may not be blocked. Individuals may not interfere with the free passage of Library customers or staff in or on Library premises by blocking sidewalks, stairways or railings.

Firearms: No person shall possess on the library premises a firearm or any other weapon of any kind; unless authorized by law.

Copies of this policy or signs shall be posted at each entrance of a building owned by LDRL stating that carrying of firearms are prohibited unless authorized by law.

Any person violating this section may be denied entrance to the library building or ordered to leave. Library employees violating this may be disciplined.

No employee shall be allowed to carry a firearm in any library vehicle unless authorized by law.

Food and Drink: In order to create a welcoming atmosphere, eating and drinking, if done responsibly, is allowed throughout the library buildings when seated at tables. Abuse of this privilege may result in a request to leave the building.

Eating and drinking is not allowed in the computer labs or when using any library computer.

Furniture (Misuse of): Customers should sit one to a chair. In order to maintain clean and attractive Library facilities and furniture, customers may not use furniture in inappropriate ways. This includes sitting on tables, placing feet on furniture, lying on floors or defacing walls.

Interference: Interfering with another person's right to use the Library or with the Library staff's performance of their duties is not allowed. This includes harassment of customers or Library staff in a physical, sexual or verbal manner, including, but not limited to, purposeful attempts to intimidate, annoy, or provoke others by following them around, prolonged staring, or engaging in behavior that Library Staff believes is clearly meant to mock, taunt, or bait or behavior which reasonably can be expected to disturb other persons.

Intoxication: Intoxicated customers will be asked to leave the premises.

Loitering: Loitering on Library property is not allowed. This rule requires staff to exercise discretion with regards to what is considered unacceptable loitering behavior. In general, the determining factor will be whether the offending party prevents others from enjoying the Library.

Personal Possessions: Personal possessions should not be left unattended in the library or at public service points for safekeeping. The Library is unable to guarantee the security of such items.

Public Displays of Affection: Excessive displays of affection are inappropriate behavior for the Library.

Restrooms: Misusing the rest rooms (e.g. using them as a laundry or washing facility, defacing the walls or any other inappropriate use) is not allowed.

Running: Running is not allowed in the library buildings.

Skateboards, Roller Skates and Other Sports Equipment: Customers may bring these into the library while they look for materials, however, they may not be used on Library property.

Solicitation: See Petitioning, Solicitation and Distribution of Literature on District property. (Section, 4.3.1 )

Staff Only Areas: Customers are not allowed to enter areas posted "Staff Only" without permission. These areas include but may not be limited to, any staff work area, including the workroom, the staff break room, and the mechanical areas of the building.

Threats: Threatening behavior, including, violence, and threats of violence is not allowed.

Tobacco: Smoking and the use of tobacco products is prohibited in the Library.

Consequences of Behavior Policy rule violations: Customers who violate the rules listed above are subject to the withholding of Little Dixie Regional Libraries as follows:

FIRST OFFENSE: Customer will be evicted from LDRL and prohibited from returning for the remainder of the day.

SECOND OFFENSE: Customer will be evicted from LDRL and prohibited from returning for a period of one month.

THIRD OFFENSE: Customer will be evicted from LDRL and prohibited from returning for a period of six months.

FOR THREATENING BEHAVIOR TOWARD A PATRON, PROPERTY, OR STAFF MEMBER: A patron may be banned indefinitely. Re-entry in LDRL libraries and re-instatement of library privileges will require Library Board action.

In addition to the rules listed above, the violation of any federal or state statutes or local ordinances on the premises of Little Dixie Regional Libraries will also be regarded as a violation of LDRL rules.

On LDRL premises, no person shall:

• Commit an assault or battery upon any person.

• Engage in a fight.

• Steal or take property not his own.

• Deface, destroy, damage or remove any property not authorized by LDRL.

• Engage in any indecent or obscene conduct or make any indecent exposure of his or her body.

• Use, give away or sell any controlled substance.

• Remain in the building after regular closing hours, except by the invitation of LDRL

• Break any federal or state statute, or local ordinances that disrupt library operations.

• Threaten or intimidate any patron or staff member.

Consequences of Statute or local ordinance violations

Persons who violate the statutes, ordinances and rules listed above are subject to the withholding of LDRL privileges as follows:

FIRST OFFENSE: LDRL privileges will be revoked for one year.

SECOND OFFENSE: LDRL privileges will be revoked for three years.

The Director of the LDRL or designate will notify patrons whose library privileges have been revoked by means of written correspondence via certified mail to the involved patron's provided address.

2.6.18 Denial of Service Appeal

The following policy shall constitute right of appeal for denial of library services by Little Dixie Regional Libraries Citizens who have been denied library service for any reason shall, after the normal course of reviews by Director and staff as specified within various policies of the District, have fifteen days to appeal in writing such denial to the Director of the Library District. The Director shall respond in writing with a ruling concerning the denial within fifteen days.

If the Director finds that service shall continue to be denied, a final appeal may be made to the LDRL Board of Trustees. Such appeal must be made in writing and must arrive at the District’s Administrative offices no later than the first day of the month for inclusion in the following month’s Board packet. The Trustees shall be supplied with the final patron appeal along with all findings by the Director. Appeals to the Board of Trustees must be filed within thirty days of the date of the denial finding submitted by the Director.

2.6.19 Test Proctoring

Little Dixie Regional Libraries offers test proctoring services to residents in good standing.

Test proctoring is available at the Moberly Branch.

Prior arrangements for each proctoring session must be made. No “drop-in” test proctoring is available.

There is no charge for proctoring, however, the student must pay for any fax, scan or mailing costs related to the receipt or return of test materials. Accommodations cannot not be made for special handling requirements for returning tests.

Library staff will read and follow all instructions for administering the exam. LDRL reserves the right to decline the service when the testing institution’s requirements cannot be met. Direct in-room supervision will not be provided.

The student bears responsibility to make sure that the Library receives the test and for checking with the educational institution that the test was received back. The Library will not keep copies of test materials..

The Library cannot proctor online exams that require the installation of special software or the modification of existing computer settings.

Testing may be canceled or postponed if the testing materials are not received in time, require clarification, or otherwise exceed the Library’s ability to comply with the testing institution’s requirements.

Students must arrive for testing on time, and bring their own supplies. Student must notify the Library if the scheduled appointment cannot be met.

2.7 Procurement Policy

2.7.1 General

1. All purchases or investments made by Little Dixie Regional Libraries (LDRL) will conform to the appropriate state statutes including, but not limited to, conflict of interest and prevailing wage.

2. LDRL encourages the purchasing of goods and services from local sources. However, in order to ensure that maximum value is received for each public dollar spent; purchases will be made on the basis of lowest and best price.

3. Vendors providing services on library property will present upon request:

a. Proof of workers’ compensation coverage

b. Proof of general liability insurance

c. Any other insurance or bond as appropriate

4. The bid procedure shall apply to one time purchases and to ongoing services such as, but not limited to: janitorial, building, heating/cooling, computer maintenance on an annual basis.

5. The bid procedure will be waived in emergencies involving the safety of individuals or where significant damage or disruption of service would occur if corrective action is not taken immediately.

6. Quotes or competitive bids will be sought for purchases as outlined below. Items exempt from competitive bidding are:

a. Library materials and supplies. Vendors offering the greatest discounts will be used.

b. Purchases from federal, state, or local government entities, including items purchased under state negotiated contracts.

2.7.2 Projects/services expected to cost $10,000 or more as a single purchase or per annum

Library staff will:

1. Prepare or have prepared by an appropriate professional source applicable specifications for completing the project in an efficient and timely manner. “Applicable specification” is defined as being adequate to provide for the library’s need without unduly favoring any one vendor over another.

2. Seek prior approval of the Library Board before advertising the request for bid.

3. Advertise the request for bid in at least two locally or regionally distributed newspapers at least one month prior to the bid opening.

4. Post the request for bid on or near doors used by library patrons.

5. Open and read responses at a public meeting.

6. Refer responses to the Library Board for action.

2.7.3 Projects expecting to cost under $10,000 but over $3,000

1. Follow the procedures of 2.6.2 except that 2.6.2.2 need not be followed.

2. Services with an annual cost in this range need be advertised only once every two years

2.7.4 Projects/services expected to cost under $3,000

Project under $3,000 need not be bid but may be made at the sole discretion of the Library Director.

2.7.5 Professional Services

Little Dixie Regional Libraries will negotiate for professional services including, but not limited to, architectural, audit, engineering, insurance and legal on the basis of demonstrated competence and qualifications.

On-going professional services may be negotiated on a cycle of no greater than five years.

2.7.6 General Financial Policies

Cash collection for Little Dixie Regional Libraries services, sales, and fees is an essential component of operations. It is also a component requiring evaluation of risk and adherence to policies and procedures.

It is the goal to ensure safe and secure handling of monies through an efficient cash management. The policies outlined in this document are required practice for Little Dixie Regional Libraries; the document will be utilized as a reference and training tool and will be updated as necessary.

2.7.6.1 Petty Cash Policy

The petty cash fund is established to reimburse employees for minor expenses ($50 or less) that are purchased for official library business. Incidental expenses allowed through petty cash are registered mail, postage, and emergency supplies. The petty cash fund is not to be used for personal cash advances. Likewise, petty cash may not be used for reimbursable business expenses such as meals or travel arrangements.

• The petty cash fund amount will be established by the Director

• The library Director will designate a staff member to be the petty cash custodian

• Employees must furnish an original, itemized, dated receipt to the petty cash custodian to be reimbursed.

• Cash advances are not allowed.

• The petty cash custodian must get an approval from the Director to reimburse himself/herself from the petty cash fund.

2.7.6.2 Capitalization of Capital Assets

Purpose: Clearly define a capital asset by class and corresponding significant value

Terms and Conditions:

Capital asset is a piece of property that meets all of the following requirements:

1. Asset is tangible and complete

2. Asset is used in the operation of Little Dixie Regional Libraries

3. Asset has a useful life of longer than the current fiscal year

4. Asset is of significant value

Class of Capital Asset Significant Value

Books, Audio, Furniture, Equipment $5,000 or more

Buildings & Building Improvements $10,000 or more

Land Improvements $20,000 or more

Material items of property and equipment are capitalized based on the threshold of significant value. Lesser amounts are expensed. Purchased property and equipment is capitalized at initial cost plus related expense to place the asset in operation. Donations of property and equipment are recorded as contributions at their estimated fair value at the date of donation. Such donations are reported as unrestricted contributions unless the donor has restricted the donated asset to a specific purpose. Assets donated with explicit restrictions regarding their use and contributions of cash must be used to acquire property and equipment are reported as restricted contributions.

Books, Audio, Furniture, Equipment

Due to the complex nature of library services and the constant circulation of materials that comprise the collection, an accurate inventory of that collection is difficult to represent. For that reason, the collection will be reported on a composite basis. The composite basis records net additions and deletions to select an overall increase or decrease in the value of the collection.

Audio, Furniture, and Equipment includes all personal property that is not permanently attached to land or buildings and has a useful life beyond one year.

Buildings

Buildings will be recorded at either their acquisition cost or construction cost. If a building is acquired by purchase, the capitalized cost should include the purchase price and other incidental expenses at the time of acquisition.

If a building is constructed, the capitalized cost should all construction costs. The constructed building will be capitalized upon completion of the project.

Building Improvements

Any major renovations or alterations within an existing building will be added to the cost of the original building. These renovations/alterations will be depreciated separately over the remaining life of the building/structure.

Land improvements

Land improvements will be categorized as construction of parking lots, outdoor lighting, fences and hardscapes, etc. Land improvements will be depreciated over their estimated useful lives. Land is depreciable.

Depreciation Policy

Property and Equipment are depreciated using the straight line method over the following years:

Years

Equipment 3-15

Books 5

Buildings & Improvements 5 to 40

Land Improvements 10 to 20

Posted online September 7, 2021