|Goals & Objectives|
|Library Board Bylaws|
|Library Use Policies|
|Accedent/Emergency Polices & Procedures|
|Personnel Policies & Procedures|
|Friends of the LIbrary|
|Gifts, Bequests, and Trusts|
A PDF of the policies and procedures is available here. Hardcopies are also available at the library.
1. Books and other library resources shall be provided for the interest, information, and enlightenment of all people of the taxing district and contracted areas.
2. Materials and information shall present all points of view on current and historical issues. Materials shall not be proscribed or removed because of partisan or doctrinal disapproval. Materials shall not be excluded because of the origin, background or views of those contributing to their creation.
3. The library shall challenge censorship in the fulfillment of the library’s responsibility to provide information and enlightenment.
4. The library shall cooperate with all persons and groups concerned with resisting curtailment of free expression and free access to ideas.
5. A Person’s right to use the library shall not be denied or reduced because of origin, age, background or views.
1. The merger with Smith Township was approved 6/26/1978, certified to the county auditor 7/1/1978, recorded #78-7-2-16, and published in the Tri-County Truth 7/6/1978
1. The library board shall be governed and operate under the authority of the Public Library Law of 1947 (now IC 36-12), the Indiana Library and Historical Department Law under IC 4-23-7, the State Board of Accounts, and the State Tax Commissioners.
1. To provide library services to the citizens of Smith Township in Whitley County and contracted areas.
2. To govern and set written policy, to monitor financial affairs, and to monitor and evaluate the overall effectiveness of the Churubusco Public Library.
3. To promote the library to the community.
1. In accordance with the provisions of the Public Library Law of 1947, as amended, the library board of the Churubusco Public Library shall consist of seven (7) members appointed by appropriate authorities and qualified by oath of office.
a. Whitley County Commissioners appoints one (1) person.
b. Whitley County Council appoints one (1) person.
c. Smith Green School Board appoints three (3) persons.
d. Smith Township Trustees appoint one (1) person.
e. Churubusco Town Board appoints one (1) person.
2. Board members shall be eligible for reappointment for no more than four (4) consecutive four (4) year terms. A vacancy shall occur whenever a member is absent from six (6) consecutive regular board meetings for any cause, other than illness, and the appointing authority shall be notified by the secretary of the board of the occurrence of such vacancy. All members of the board shall serve without compensation. No board member shall serve as a paid employee of the library.
2.5 Officers of the Board
1. Officers of the board shall be President, Vice-President, Secretary, and Corresponding Secretary
a. Officers shall be elected by ballot at the annual January meeting for a term of one (1) year. Vacancies in office should be filled at the next regular meeting of the board after the vacancy occurs.
2. Duties of the officers:
i. Preside over all board meetings
ii. Appoint all standing or special committees
iii. Perform other such duties as are normally associated with the office or may be assigned by the board
i. In the absence of the president, the Vice-President or next ranking officer shall preside over the board meeting.
i. Keep the minutes of the board meetings:
1. Date; time; place of meeting; members present; general substance of all matters proposed, discussed, or decided; record all votes taken
ii. Minutes are to be available within a reasonable period of time after the meeting, and are to be open for public inspection and copying after board approval.
d. Corresponding Secretary
i. In the absence of the secretary, the corresponding secretary shall record the proceedings of the board meetings.
i. According to the State Board of Accounts, Chapter 1, page 1, revision 1998, “The treasurer may be either a member of the library board or an employee of the library. The library board may fix the rate of compensation for the treasurer.”
ii. The treasurer shall receive, have custody of, and be responsible for all money and securities of the library, and shall deposit all money in accordance with the provisions of IC 5-21-1 (formerly the Public Depository Act of 1937).
iii. The treasurer shall disburse the funds of the library board upon a claim voucher signed by the treasurer. Register of Claims forms from the said warrants will be signed by those board members present at the board meeting.
iv. The treasurer shall make a financial report each month and shall present the same to the library board.
v. The treasurer shall be appointed annually by the Library Board
vi. The treasurer shall issue warrants approved by the library board in payment of expenses lawfully incurred on behalf of the public library
vii. The treasurer shall maintain benefits records of staff
viii. The treasurer shall be bonded by an approved insurance company
2.6 Board Meetings
1. The library board shall meet on the second Monday of each month, if possible. If not, the meeting will be held on the next Monday, following the second Monday of the month, at 6:00 PM in the library building.
2. Public notice of the date, time, and place of meetings, executive sessions and reconvened or rescheduled meetings shall be given at least forty-eight hours before the meeting by posting notice in the meeting place and distribution of notice to news media. Current year’s dates are filed with the local newspaper shortly after January 1st and are reported accordingly. Notice of regular meetings need be given only once, except that an additional notice is required if the date, time, or place of a regular meeting is changed.
3. Special meetings may be called by the president, the library director after consultation with the president, or upon request of two or more board members. Public notices of special meetings must be given as above unless the meeting is called to deal with an emergency involving injury to person or property or disruption of library activity under the jurisdiction of the board, by any event. The time requirement of 48 hours advance notice is waived for such emergency meetings but public notice of the meeting must be posted as above, and news media given the same notice as that given board members.
4. Any intentional display of firearms is prohibited during any board meeting.
5. A quorum for the transaction of business shall consist of a majority of all members.
6. Robert's Rules of Order, last revised edition, shall govern the parliamentary procedure of the board.
7. Order of business:
Call to order, welcome
Acceptance and approval of minutes as received
Approval of bills received prior to mailing
Approval of bills received following mailing
Library Director’s report
1. Standing committees may be appointed by the president at the first meeting after the annual meeting, to serve for one year.
2. Special committees for the study of special problems may be appointed by the president to serve until the completion of the work for which they were appointed.
2.8 Library Director
1. The Board shall select and appoint a competent and qualified Library Director.
2. The library director shall be responsible for the administration and management of the library following the policies adopted by the board with responsibility for directing and supervising personnel, and recommending such policies and procedures that will promote and improve the service of the library.
3. The director shall act as technical advisor to the Board. The director shall attend all Board meetings (but may be excused from closed sessions) and shall have no vote.
2.9 Conflict of Interest
1. Board members may not in their private capacity negotiate, bid for, or enter into a contract with the Churubusco Public Library in which they have a direct or indirect financial interest.
2. A board member shall withdraw from board discussion, deliberation, and vote on any matter in which the Board member, an immediate family member, or an organization with which the Board member is associated has a substantial financial interest.
3. A board member may not receive anything of value that could reasonably be expected to influence his or her vote or other official action.
4. The library will always hire employees based on their experience, skills, and merit. In compliance with Indiana Law, dependents of the director and/or library board members are eligible for employment with the library if both parties sign a state-approved waiver. In addition, no immediate family member of a current staff member will be considered for a position wherein one member would have supervisory duties over the other.
1. Amendments to by-laws or other policies may be approved at any regular meeting of the board and properly recorded in the policy book by the secretary
3.1 Operating Schedule
1. Library Hours:
Monday 10:00 AM – 7:00 PM
Tuesday 3:00 PM – 7:00 PM
Wednesday 10:00 AM – 7:00 PM
Thursday 3:00 PM – 7:00 PM
Friday 10:00 AM – 7:00 PM
Saturday 9:00 AM – 2:00 PM
2. Holidays Closed:
New Year’s Day All Day
Good Friday All Day
Memorial Day All Day
Independence Day All Day; If on a Sunday, Library will be closed Saturday
Labor Day All Day
Thanksgiving Day All Day
Christmas Eve All Day
Christmas Day All Day
New Year’s Eve All Day
3. Inclement Weather Policy:
a. During severe weather, the library may be closed at the discretion of the Library Director. All fines incurred during this period of closure will be waived by the library.
3.2 Library Card Policies & Procedures
1. Family library cards will be issued, at no charge, to all residents of Smith Township who make proper application for such service. Library cards will be valid for three (3) years and may be renewed if the patron is in good standing.
2. Because of a reciprocal agreement with Noble County, residents with an active Noble County library card may obtain a library card, free of charge, from the Churubusco Public Library.
3. Because of a contract agreement with Union Township of Whitley County, family library cards will be issued, at no charge, to Union Township residents who make proper application for such service.
4. Library cards will be issued to children during the summer prior to entering kindergarten if the parents have a current library card. The parents will need to make known to the library that they wish their children to have a library card of their own.
5. Non-residents may obtain a library card by:
a. Complying with rules for the statewide Public Library Access Card (PLAC) agreement; or
b. Purchasing a Churubusco Public Library card for $25.00.
6. Proof of current address will be required to obtain a library card. The only items acceptable are
a. Driver’s license,
b. Utility bill,
c. Personal check, or
d. Car registration.
7. Library cards MUST be presented to check out any library material.
8. A $1.00 charge will be made to replace lost or stolen cards.
9. Library service may be denied to any patron owing a fine of $1.00 or more.
10. Action may be brought through the Prosecuting Attorney or in Small Claims Court for the recovery of library materials, fines, or fees. However, police assistance will be asked for first.
11. See New Patrons sheet for rules and regulations for each new registrant (in Appendixes)
12. If a card has not been used for five years after its expiration date, the patron information will be deleted and the card number may be assigned to a new patron.
3.3 Loan Period
1. Books, Audio Books (tape & CD), CD-ROMs, Music CDs, Discovery Boxes, and Book Buddies
a. Two (2) weeks with a seven (7) day grace period
b. Book Buddies and Discovery Boxes do not have a grace period
2. VHS tapes, DVDs, Encyclopedias, and all circulating reference materials
a. Three (3) days, with no grace period
b. Fines on these items are $1.00/day each day they are late.
c. VHS tapes or DVDs cannot be renewed, with the exception of exercise videos.
1. $0.25/day (after the grace period) for books, audio books, CD-ROMs, and music CDs.
2. $1.00/day for VHS tapes, DVDs, Encyclopedias, Book Buddies, Discovery Boxes, and all circulating reference materials.
3. If patron owes $1.00 or more in overdue fines, his/her rights to borrow will be nullified until such time as the delinquent charges are paid in full.
4. There is no cap on fines. If a notice needs to be mailed for overdue materials, a $1.00 charge plus the current postage rate will be added to the fines.
5. Fines for lost or damaged magazines will be $5.00 plus fines, if applicable.
6. If a patron owes $1.00 or more in overdue fines, their rights to Internet access will be nullified until such time as the delinquent charges are paid in full.
1. Charges will be assessed for any materials destroyed, damaged, or lost by borrowers. The library shall charge the current replacement price for any book or material destroyed or lost. If patron refuses to make restitution, the patron’s rights to borrow books will be nullified until replacement value is paid in full.
3.6 Outreach Services
1. The library offers homebound service for patrons who cannot get to the library. Patrons should call and provide staff with requests.
2. The library provides books to the Blue River Senior Apartments on a monthly basis.
3. The library provides a “Wait & Read” service to local businesses on a monthly basis.
4. The library works with the Smith-Green Community Schools to provide quality services to students and staff.
a. The Library Director meets with the school librarian monthly to exchange ideas and information.
b. To assist teachers, library cards are kept at the school library (one for elementary school teachers and one for middle/high school teachers). Teachers may sign for these cards; the school librarian is responsible for the books checked out on those cards
5. The library offers "Dial-a-Story," an outreach service that allows children to listen to stories over the phone. With new stories provided each week, Dial-a-Story offers free storytelling accessible 24/7.
3.7 Printing & Copying
1. Black and white printing and copying fees shall be 10¢ per page
a. If patron furnishes paper, fee shall be 5¢ per page
2. Color printing fees shall be 50¢ per page
3. There shall be a limit of 50 pages per patron per item per visit
3.8 Fax Service
1. Fees shall be $1.00/page to send and $0.50/page to receive a fax.
3.9 Computer Use
1. The library has two desktop computers and two laptop computers connected to the Internet for public use.
a. Individuals wishing to use a computer must sign a “Computer Use Agreement” form, which will then be on file at the front desk.
i. Failure to comply with Computer Use Agreement may result in the revocation of library privileges
ii. Individuals under 18 must have a parent/guardian sign the form as well
b. If an individual has signed the Computer Use Agreement, he/she must sign up for the time period they will be using the computer.
i. Children under 12 must be accompanied by a parent/guardian
c. Access to the computers is limited to 30 minutes per session. If no one has signed up for the next 30 minutes, the individual may sign up for one (1) additional 30 minute session.
i. A limit of 2 consecutive sessions will be enforced.
d. Desktop computers will have priority for individual use before the laptop computers.
e. Laptop computers may only be used by individuals over 18.
2. Patrons may also bring in their own laptops and connect to the library’s Wi-Fi service.
3. There is also a computer that may be used for children’s games. A parent/guardian must accompany the child, and a Computer Use Agreement form must be signed.
3.10 Cell Phone Use
1. Cell phones may not be used in the library.
2. Cell phone ringers should be off or on vibrate when in the library.
3.11 Interlibrary Loan
1. The Churubusco Public Library offers interlibrary loan services through the Indiana State Library's Share Program.
2. If the library does not have desired materials, patrons in good standing may request the material(s) through interlibrary loan.
3. Interlibrary loan is free within Indiana, but there may be postage costs if item is borrowed from another state.
4. The patron is responsible for postage and any late fees incurred.
1. The library reserves the right to document its services and the public’s use of the library. Official representatives of the library may take photographs or use other recording devices within the library and at library-related events and activities for library purposes. These photographs may be copied, displayed, and/or published (including on the library’s website) for such purposes as promotion, publicity, and news to inform the public about the library. All such photography will be in accordance with library procedures.
2. Participation in library programs grants the library permission to use photos of patrons (including children). Patrons should advise the library staff if they do not want their pictures or pictures of their children to appear on the website or in the newspaper.
3.13 Appropriate Behavior
1. Library patrons are expected to conform to acceptable behavior and dress standards. Failure to do so may result in being asked to leave the property and potentially revoking library privileges. Continued inappropriate or illegal behavior may lead to library staff calling the police.
2. Patrons are not allowed to bring food, drink, alcoholic beverages, animals (except service animals), scooters, skates, roller blades, or skateboards into the library.
3. Patrons are expected to be dressed appropriately when using the library. This includes wearing a shirt and shoes.
4. Any behavior that presents a danger to staff or other patrons is prohibited. This includes, but is not limited to:
a. Sexual harassment
b. Possession of a knife or other weapon
c. Possession of any unlicensed firearm or an unsecured, licensed firearm
d. Possession of a controlled substance
e. Displaying any item deemed inappropriate for children
f. Pointing, brandishing, or displaying a firearm in any manner intended to threaten or injure
g. Leaving children unattended
5. Disruptive behavior is prohibited on all library property, including the parking lot and outside bench. This includes, but is not limited to:
c. Public intoxication
e. Sexual harassment
f. Use of abusive or loud language
g. Solicitation except for library sanctioned activities
h. Running, yelling, throwing items, or fighting
i. Sexually explicit behavior
j. Accessing pornographic or sexually suggestive Internet sites
k. Pointing, brandishing, or displaying a firearm in any manner intended to threaten or injure
l. Intentionally displaying a firearm during a public event at the library, including, but not limited to, board meetings, special events, and band concerts
6. Stealing or attempting to steal, misusing, or vandalizing library property or property of another patron is prohibited and will result in a call to the police department.
7. If a patron has been asked to leave and remains uncooperative, the police will be called to resolve the matter.
8. The parking lot is for the use of library patrons and staff only, during library hours. Misuse of the parking lot will result in the car being towed.
9. Any injuries resulting from inappropriate behavior are not the responsibility of the library.
3.14 Unattended Children
1. All efforts will be made to keep all children in the library safe.
2. Parents or guardians are responsible for ensuring their children follow acceptable behavior guidelines while in the library.
3. Children age eight and under must be directly supervised by a parent, caregiver, or sibling over twelve years old during their entire stay in the library, except during children's programs.
a. If a child under eight is left unattended at the library, reasonable efforts will be made to locate the child’s guardian. If no guardian can be located within a reasonable time frame, the police will be notified.
4. Children age nine and older are expected to follow all library rules and policies. The library is not responsible for children nine and older left unattended.
5. If any child is left unattended when the library closes, the police will be notified.
a. Library staff will not give an unattended child a ride home, take the child outside, or allow the child to wait in his/her car.
1. The Library building will not be opened after closing hours for meetings of public organizations. Library oriented meetings and those approved by the board are the only acceptable meetings before or after library hours.
2. There is no private meeting room available in the library.
1. Any person may inspect and copy the public records of the Churubusco Public Library during regular business hours. The library may establish such rules and procedures as may be necessary to protect the security of the public record in its custody, and may require that a staff member be present during any inspection of records by a member of the public.
2. The following public records are specifically excluded from disclosure to the public, as provided for by law under IC 5-14-3, and will not be open for inspection by members of the public at any time.
a. Personnel files of library employees and files of applicants for employment, except for:
i. The name, compensation, job title, business address, business telephone number, job descriptions, education and training background, previous work experience, or dates of first and last employment of present or former officers or employees of the library.
ii. Information relating to the status of any formal charges against the employee; and
iii. Information concerning disciplinary actions in which final action has been taken that resulted in the employee being disciplined or discharged.
iv. However, all personnel file information shall be made available to the affected employee or his representative. General personnel information on all employees or for groups of employees, without individual names, may not be excepted from disclosure.
b. Administrative or technical information that would jeopardize a record keeping or security system.
c. Computer programs, computer codes, computer filing systems, and other software that are owned by the public agency or entrusted to it.
d. Records specifically prepared for discussion or developed during discussion in an executive sessions under IC 5-14-1.5-6.
e. The identity of a donor of a gift made to a public agency if the donor requires nondisclosure of his identity as a condition of making a gift; or after the gift is made, the donor, or the donor’s family, requests nondisclosure.
f. Library or archival records:
i. Which can be used to identify any library patron; or
ii. Deposited with, or acquired by a library upon a condition that the records be disclosed only:
1. To qualified researchers;
2. After the passing of a period of years that is specified in the documents under which the deposit or acquisition is made; or
3. After the death of persons specified at the time of the acquisition or deposit.
3. Patron Confidentiality:
a. By Indiana law and library board policy, all records relating to library patrons and their use of library materials and services and all records deposited with or acquired by the library upon condition that the records be disclosed only upon certain circumstances are strictly confidential, subject to said records being used
i. In claims against library patrons for collection of fines, materials, and other expenses,
ii. In any other litigation wherein said records are material, or
iii. When said records are ordered to be disclosed by a civil, criminal or administrative court having jurisdiction over the same.
b. Library staff members are not authorized to disclose such records to any third party, except as set forth herein, and shall consult with the library’s legal counsel prior to responding to such request. Under Indiana law, minors are accorded the same confidentiality rights as adults.
4. The library takes seriously its obligation to protect the privacy of every patron. This commitment to patrons’ privacy may appear to cause inconvenience on occasion. However, this is a small price to pay for the assurance that an individual’s reading references and use of the library will remain exclusively his or her own business.
4.1 Material Selection
1. The library director shall have the responsibility for the selection of books and material reflecting the library’s goals to provide the best service to the entire community, with recognition of the diversity of race, nationality, religion, political, and social beliefs.
2. Whereas it is more convenient and economical for the library to have access to books and materials from Borders and Office Depot, it is therefore resolved that the library director has approval for use of the credit cards for library purposes only. All receipts must go to the treasurer for proof of purchase
3. The library reaffirms the Library Bill of Rights and Freedom to Read Statement adopted by the American Library Association (on file at the library).
4. Any patron objecting to any book or material shall ask for a complaint form from the front desk [see Appendixes]. The patron should fill out the form and give it to the Library Director, specifying the objectionable material and stating the reasons for the opposition to the material.
a. The Library Director shall present the complaint, along with the book or material, to the Library Board at their next regular meeting.
b. It shall be the responsibility of the Library Board to investigate the complaint.
c. The Board shall give a written ruling on the objectionable book or material within two months after receiving the formal complaint.
4.2 Gifts and Donations
1. The library welcomes gifts and donations.
2. The library accepts all material donations with the understanding that the staff will evaluate the items for their inclusion in the library collection.
3. Any item not included in the library collection will be placed in the Friends of the Library book sale or recycled if deemed unsalable.
4. A receipt will be provided upon request for any materials donated. The receipt will show the number of materials donated, but will not give a monetary value.
5. Donation of monetary gifts, memorials, and commemorations to the library are a thoughtful way to remember a special person or occasion and to help build the library's collection. Donors may suggest subjects or titles to be acquired with their donation, but the Library reserves the right to make the final decision. A special gift plate identifying the donor and/or the person being memorialized and/or honored is placed in the material purchased, and a notation will be placed in the Memorial Book. A receipt will be provided upon request for monetary gifts.
4.3 Weeding (De-selecting) & Discarding Materials
1. In order to maintain a relevant collection, library staff will routinely review materials for repair, replacement, or discarding.
2. Weeding materials will follow guidelines set by the American Library Association and include:
a. Physical condition
b. Frequency of circulation
c. Currency or accuracy of information and availability of updated material
d. Permanent value to the collection, such as a classic book or an item of historical value
e. Unnecessary copies or the presence of similar materials in the collection
f. Space to house the item
g. Discontinuation of format
h. Publication date
3. Inclusion of questionable language or attitudes is not necessarily criteria for de-selection.
In the event of any type of accident or emergency occurring on Library property, any possible aid will first be administered and the proper authorities will be alerted as soon as possible. An Injury/Illness Report should be filled out when the situation is stable. This enables the Library to keep a record of what happened in case of future need. Employees should NOT attempt to administer first aid unless they are qualified to do so.
Below are some guidelines as to what will be done in case of specific emergencies. Not all cases can be anticipated, so in the event of an unforeseen emergency situation, employees are instructed to use their best judgment as to the proper action.
5.1 Weather-related Emergencies
1. Normal thunderstorms should not warrant any major precautions other than turning computers off and unplugging as many electrical appliances as possible. In the event that power goes off, staff should help patrons find the exits and evacuate the building.
1. In the event of an earthquake, staff and patrons should move quickly and should get under heavy tables and/or desks. All employees and patrons are to remain inside the building until the employee in charge decides it is safe to leave the premises.
1. When severe weather is threatening, an employee will be alerted by the Director if possible, the siren, or the weather alert radio, located in the Director’s office.
2. When a Tornado Watch is reported in the vicinity, the following instructions apply:
a. Patrons and staff are to move to the restroom area at the back of the library. A record will be kept of all incidents, as well as a count of the number of people in the library. If possible, the names of each person present should be recorded.
b. The First-Aid supplies for treating minor injuries are located in the storage room, properly marked.
c. When the weather is visibly safe and the siren has stopped, 911 will be called to report injures and/or damages to the property. If the roads are clear and the telephone is not working, an employee may walk to the police station to report damages and/or injuries.
1. When a fire of any size or an accumulation of smoke in the building is discovered, the following instructions apply:
a. Employees should direct all patrons to the nearest safe exit. Employees should not take time to turn off equipment, nor should employees or patrons stop to collect personal belongings, including purses or bags. It is important that everyone exit the building as quickly and safely as possible.
b. The designated area for safe evacuation is the corner of Mulberry and Washington Sts. (northwest corner of the Library property). All employees and volunteers are to direct patrons to that location, then proceed to this location and remain there. The employee in charge will take a head count of employees, volunteers, and patrons to ensure all are present.
c. No one will be allowed to re-enter the Library until the Fire Department announces it is safe. Employees will not be permitted to leave Library property until the Director or the staff member in charge gives permission.
5.3 Medical Emergencies
1. When a patron or employee is suffering from a life-threatening medical emergency, a staff member should call an emergency medical service over the objection of the person needing medical attention.
5.4.1 Bomb Threat
1. In the event of a bomb threat, all patrons and staff should leave the building immediately and move across the street. The police should be notified and no one should re-enter the building until the ‘all clear’ is signaled. Bomb threats should be taken seriously.
5.4.2 Armed Attacker
1. If a person threatens anyone in the Library with a weapon, the first priority is to get as many people to safety as possible. Staff should notify the police as soon as possible. If the motive is robbery, cooperation is the key. The attacker should be given what he wants quickly and quietly. The desire in all cases is to protect lives first and Library property second. Common sense must be used. The proper authorities should be contacted as soon as possible.
5.4.3 Suspicious Mail
1. If a suspicious envelope and/or package is received, it is imperative that the following is done (Suspicious: meaning having no postmark, no return address, having a lot of stains, a thick or bulky package/envelope, and/or package with a lot of postage stamps):
a. DO NOT open the envelope/package. Call 911.
b. If the package was opened and it contained a threatening note, call 911.
c. If the package was opened and it contained a threatening note and/or a substance in powdery form, call 911 and isolate the people who were in the room when the package/envelope was opened.
5.4.4 Chemical or Biological Attack – AKA “Shelter-in-Place” situation
1. In the event that a “Shelter-In-Place” is advised for the area, all persons in the building will be notified that the library is preparing to “Shelter-In-Place” and that all doors will be locked after 3 minutes. All employees and visitors must decide whether to “Shelter-In-Place” until the ‘all clear’ is announced or whether they will leave the premises within 3 minutes. After that time, no one will be allowed to break the seal on the building until the ‘all clear’ is announced. The employee in charge will post the “Shelter-In-Place” sign on the outside of the door, secure the doors, and NOT OPEN until the ‘all clear’ is announced.
2. Procedures in the event of a chemical or biological attack are as follows:
a. Shut and lock all doors
b. Turn off all air handling equipment (heating, ventilation, and/or air conditioning).
c. Go to predetermined sheltering room (the storage area/back room).
d. Seal any windows and/or vents with sheets of plastic and duct tape.
e. Seal the door with duct tape around the top, bottom, and sides.
f. Turn on a TV or radio and listen for further instructions.
g. When the ‘all clear’ is announced, open the windows and doors, turn on ventilation systems, and go outside until the building’s air has been exchanged with the clean outdoor air.
5.5 Patron Compliance
2. If a patron should refuse to follow the tornado procedure, “Shelter-In-Place,” or any emergency instructions, his/her name will be recorded, as well as the names of any witnesses, and the details of the incident.
a. Under no circumstance should employees attempt to force a patron to comply with a safety precaution. A staff member has done his/her duty if a patron has been warned of the danger but refuses to act accordingly.
3. If there is a handicapped person, the person will NOT be left unprotected. He/she should be taken to a restroom for cover. The name of this person will be recorded.
The Churubusco Public Library provides equal opportunity employment. The library will hire, train, and promote persons in all job titles without regard to race, color, religion, national origin, sex, age (except where sex or age is a bona-fide occupational qualification, as defined by law), or physical or mental disability (except where the disability prevents the individual from being able to perform the essential functions of the job and cannot be reasonably accommodated in full compliance with the law).
6.1 Classification and Duties of Staff
1. Library Director
a. The duties of the library director are as follows:
i. Carry out policies of the Churubusco Public Library as adopted by the Board
ii. Select and order books and other library materials
iii. Work circulation desk as needed
iv. Supervise preparation of monthly newsletter for distribution
v. Answer all mail (regular and electronic) addressed to library, if applicable
vi. Attend all board meetings, reporting on the library progress and needed policies
vii. Director shall have advisory privileges on all policy-making issues
viii. Director shall not have voting rights
ix. Maintain good relations with library patrons
x. Supervise preparation of news reports for local papers, as needed
xi. Oversee proper maintenance of library
xii. Supervise staff and volunteers
xiii. Work with treasurer on developing a budget for the library
xiv. Assign staff and volunteer work duties and schedules
2. Library Assistants
a. In addition to specific duties, all library assistants are expected to:
i. Carry out policies of the library as adopted by the library board
ii. Work circulation desk as needed
iii. Assist patrons as needed
iv. Re-shelve books, etc., as needed
v. Straighten and read shelves, as needed
vi. Open/close library as scheduled
vii. Maintain good relations with the library patrons
viii. Assist director in smooth operation of the library
ix. Make library cards as needed
x. Check in all incoming materials with shipping slip while on duty
b. Classification I
i. Process adult books, McNaughton books, DVDs, magazines, and misc. as needed
ii. Process and discard romance paperbacks as needed
iii. Oversee McNaughton books
iv. Oversee Supplies
v. Discard books and DVDs as needed with director’s approval
vi. Weed adult fiction as needed
vii. Manage patron records
viii. Repair books as needed
ix. Manage magazine subscriptions
x. Monitor new items and remove from ‘new’ status as necessary
xi. Water plants as needed
xii. Display and manage public tax forms as appropriate
c. Classification II
i. Assist summer reading program
ii. Process young adult, children, magazines, and misc. as needed
iii. Train new employees and volunteers as needed
iv. Manage overdue materials and consequences
v. Manage interlibrary loans
vi. Manage ‘Wait & Read’ book program
vii. Manage B.A.B.E. program
viii. Deliver books to Blue River Senior Apartments and homebound patrons as needed
ix. Give tours to kindergarten classes
x. Provide director with monthly library statistics
xi. Weed materials as needed with director’s approval
xii. Provide library director with patron feedback
xiii. Prepare packets for board meetings
xiv. Keep scrapbook up-to-date
xv. Keep newspapers up-to-date
xvi. Monitor copier usage and send monthly reports to Office Concepts
xvii. Oversee recycling of waste materials
xviii. Prepare library for Adult Discussion Group meetings
xix. Oversee children’s table
xx. Keep children’s book displays up-to-date
xxi. Oversee supplies (including printer & copier supplies)
xxii. Defrost refrigerator freezer as needed
xxiii. Keep entrance bulletin board up-to-date
d. Classification III
i. Check all incoming materials against current inventory
ii. Prepare best-seller lists
iii. Supervise and develop Young Adult program with the approval of the library director
iv. Manage Young Adult book club
v. Prepare and place on director’s desk typed order lists (book, McNaughton, DVD, Audio)
vi. Assist with McNaughton books and book orders
vii. Discard magazines as needed with director’s approval
viii. Make library cards as needed
ix. Place book series in appropriate order, as necessary
x. Collaborate with CHS/CMS librarian on Accelerated Reader program
xi. Make posters, etc., as needed
e. Classification IV
i. Assist with computer problems as needed
ii. Prepare monthly newsletter and place on director’s desk for approval
iii. Maintain Website and keep up-to-date
iv. Clean DVDs
v. Supervise Story Time, Dial-a-Story, and other Children’s activities
vi. Assist with Summer Reading Program
vii. Organize material listings for Blue River Apartment services
viii. Keep outside bulletin boards current and up-to-date
ix. Create materials to advertise library events
x. Set-up for board meetings, as scheduled
xi. Set-up book sale
xii. Run errands as needed (i.e. to post office)
xiii. Report to director what patrons would like to see in library (materials, activities, etc.)
a. Carry out policies of the library as adopted by the board
b. Perform necessary tasks as assigned by the Library Director
c. Maintain good relations with the library patrons
d. Assist director in smooth operation of the library
a. The treasurer may be either a member of the library board or an employee of the library
i. If an employee of the library, duties are the same as if a member of the board (see 2.5-2e)
6.2 Appropriate Behavior
1. All employees and volunteers are expected to comply with the Patron Acceptable Behavior policy (see 3.13).
2. Employees and volunteers are expected to dress and act professionally. Employee action reflects on the library, for good or ill.
3. Patrons should be given prompt, efficient, courteous, and friendly service, regardless of patrons’ race, sex, age, appearance, intellectual capacity, beliefs, economic or social status, etc.
4. Employees and volunteers should work on library related activities while scheduled to work. These activities should not interfere with service to patrons.
5. Employees should not use staff computers for personal business. This includes browsing the Internet, downloading music, etc.
6. If an employee or volunteer is unable to work on a scheduled day, or will be late arriving to work, he/she should notify the director and scheduled supervisor as soon as possible. Habitual tardiness or absenteeism will result in disciplinary action.
7. Employees should put a due-date card in each item checked out, unless specifically requested by the patron not to. Employees should always put a card in all items with a three-day checkout and at least one due date card for two-week checkouts. If only providing minimal due date cards, employees should check all items for extraneous cards with the wrong date and remove them.
8. When performing duties, employees and volunteers should endeavor to not intrude on patrons using the library.
9. Employees, volunteers, and board members are exempt from fines and copy fees, provided they do not abuse this privilege.
10. Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest.
11. The library will always hire employees based on their experience, skills, and merit. In compliance with Indiana Law, dependents of the director and/or library board members are ineligible for employment with the library unless both parties sign a state-approved waiver. In addition, no immediate family member of a current staff member will be considered for a position wherein one member would have supervisory duties over the other.
12. Employees may not carry firearms in the library or on library property while on duty, and may not carry firearms at all if unlicensed. Any firearms brought onto library property while on duty must be safely secured in a locked vehicle out of the public view.
6.3 Work Schedule
1. Library Director
a. 24 hours/week
i. Board authorization to work 2 days/week from home
b. 18 days vacation
c. 15 sick days
d. 14 personal days
2. Library Assistants
a. Work schedule developed by Library Director
b. All library assistants are part-time employees
c. Vacation, sick, and personal days are awarded based on experience and seniority
i. Assistant I
1. 5 days vacation
2. 5 sick days
3. 5 personal days
ii. Assistant II
1. 2 days vacation
2. 2 sick days
3. 2 personal days
iii. Assistant III
1. 1 vacation day
2. 1 sick day
3. 1 personal day
a. Work schedule developed by Library Director.
b. No vacation or sick pay
a. Work schedule developed in conjunction with Library Director.
b. No vacation or sick pay
a. Work schedule as specified in accepted contract
6.4 Holiday Pay
1. If scheduled work falls on a holiday, the day will be paid
6.5 Salaries & Wages
1. All salaries and wages are subject to federal and state taxes. The Library carries Workmen’s Compensation on all employees.
6.5.1 Salary Range
1. Library Director’s salary shall be determined by the board
2. Library Assistants shall be paid hourly:
a. $7.45 - $10.50
b. Salary will be determined based on experience and seniority
3. Library Pages shall be paid an hourly wage of:
a. $7.45 or federal minimum wage, whichever is higher
4. Treasurer shall be paid according to rate of compensation decided by library board.
5. Custodian shall be paid according to accepted contract.
6.6 Leave Eligibility
1. Vacation, sick, and personal leave eligibility will be determined by experience and seniority. The board approves the amount of leave available for each employee annually.
2. To establish vacation eligibility, employees starting after September 30, will be considered to have started the following January 1.
3. Extra days will not be granted where holidays fall in the scheduled vacation period.
4. Vacation time not used may not be carried forward to succeeding years and will not be paid if not taken.
5. Sick days can be accumulated to 25 days. Treasurer has record of vacation, personal, and sick days for designated employees.
6.7 Conferences & Workshops
1. Staff time and compensation is to be allowed for attendance at conferences, workshops, and professional meetings
2. Participation in the activities of state and national associations will be reimbursed.
3. Travel mileage to be allowed at 48.5 cents per mile for trustees and staff
6.8 Jury Duty
1. The library and board encourage employees to fulfill their civic duty by serving jury duty when required.
2. Employees should provide the library director with a copy of the jury duty summons as soon as possible.
3. Employees will not be expected to use a personal/vacation day when serving jury duty, but may choose to do so.
4. Since all employees of the library work on an hourly basis, the library shall not pay the employee for the time he/she is serving jury duty.
6.9 Sexual Harassment
1. Sexual harassment or harassment of any kind is prohibited
a. Churubusco Public Library is committed to maintaining a work environment in which every employee is treated with respect and which is free from all forms of harassment including conduct that creates a hostile, intimidating or offensive work environment.
b. This policy prohibits not only conduct and language that constitute unlawful sexual harassment or harassment of any kind as defined by the courts, but all inappropriate behavior.
2. This prohibition applies to all regular and part-time employees, volunteers, contractors, vendors or patrons of the Churubusco Public Library. No employee of the Churubusco Public Library is expected to tolerate any conduct prohibited by this policy.
3. Not conforming to this policy can lead to disciplinary action up to and including termination of employees, volunteers, contractors, vendors and revoked library privileges of library patrons.
6.10 Drugs & Alcohol
1. Churubusco Public Library complies with all federal and state regulations regarding drug use while on the job. The act of taking or being under the influence of non-prescribed drugs, including alcohol, while on the job, is grounds for immediate dismissal. Over the counter medications, when taken as directed, are permissible.
1. Keys for library building will be issued to the Library Director, selected paid staff, designated board members, and custodian. A record will be kept in the Library Director’s desk. Extra keys will be issued only by permission of the library board.
1. The purpose of the Friends of the Library shall be to maintain an association of persons interested in libraries; to stimulate the use of the library's resources and services; to receive and encourage gifts, endowments, and bequests to the library; and to support and cooperate with library services and facilities for the community.
2. Individuals can join the Friends of the Library for annual dues of $3.00. Membership is renewable every June 10.
3. Members of the Friends assist the Library by sponsoring fundraising events, such as the annual book sale. The Friends also assist by actively promoting gift giving and group contribution.
1. Money or securities accepted and received by the library board as a gift, donation, endowment, bequest, or trust will be set aside in a separate fund entitled “Gift Fund,” and shall be expended, without appropriation, in accordance with and limited to the terms, conditions, and purposes specified by the donor.
All funds received by the “Friends of the
Churubusco Public Library” will be kept by the treasurer in a fund
designated for the Friends.
These monies shall be expended, without appropriation, in accordance
with the suggestion of the Friends but with the approval of the Library
1. The library board shall determine and fix the rate of the taxation of the library taxation district necessary for the proper operation of the library. The library board shall certify the rate to the county auditor.
The above Library Policies and Procedures were revised and presented to the Churubusco Public Library Board, read in full, and adopted, this December 13th, 2010.
C. Greg Childs
CHURUBUSCO PUBLIC LIBRARY BOARD