Policies

INTRODUCTION

It is the policy of the Board of Trustees of the Maplewood Public Library to provide the fullest possible access to library resources for all visitors to the Library.  The rules listed below attempt to ensure a reasonably safe and pleasant environment for staff and patrons, to protect the right of the public to use library services and materials, and to protect library resources and facilities.

These rules are intended to guide patrons and staff so that they may conduct themselves in a manner consistent with the purposes and functions of the Library and avoid affecting the appropriate use of the Library by fellow patrons.  These rules are intended to be illustrative rather than all-inclusive.

The Board reserves the right to impose appropriate penalties for violation of the rules of proper use of the Library:

1. Persons will be asked once to comply with the rules; they will be asked to leave for the day if the improper use continues.
2. Persons may be barred from the Library permanently or for a set period of time for repeated violations of the proper use of the Library.
3. Persons in apparent violation of Federal, State or local law will be reported to the police by Library staff.  Legal action may be taken by the Library through the filing of a complaint.

Statutory Provisions:

Federal, State and local laws and ordinances provide the statutory basis of the following rules.

On Library premises, including the Library grounds, no person shall:

1. 1. commit an assault or battery upon any person or engage in a fight;
   2. steal or take property not their own;
   3. knowingly deface, destroy or damage any property not their own;
   4. engage in any indecent or obscene conduct or make any indecent exposure of their body;
   5. use, give away or sell any controlled substance;
   6. possess an unauthorized weapon;
   7. carry a firearm unlawfully;
   8. smoke, vape, or carry an ignited material;
   9. be intoxicated or consume intoxicating beverages;
   10. disturb the public peace by loud or aggressive conduct;
   11. knowingly harass any other person or unreasonably and purposely cause alarm to another person or persons on the premises;
   12. summon without good reason the police, fire department or ambulance by telephone or otherwise;
   13. arrange for the delivery to the Library of items for their own use;
   14. promote or conduct gambling activity;
   15. re-arrange or abuse Library furniture;
   16. loiter;
   17. litter on library property;
   18. remain in the building after closing hours, except by the invitation of a Library staff member authorized to issue such an invitation; and
   19. enter a non-public area of the library except at the invitation of a staff member authorized to issue such an invitation.

It is the policy of the Maplewood Public Library:

1. 1. to require that patrons wear shirts and shoes at all times in the Library, and to prohibit skates, cleated shoes and similar non-standard footgear.  The use of wheeled transportation of any kind in the Library is prohibited, except for that used by the physically impaired;
   2. to ban animals from the Library except for guide animals for the visually, hearing or physically impaired;
   3. to prohibit all campaigning, petitioning, interviewing, survey-taking, soliciting, selling or begging from one patron to another patron or patrons on Library premises;
   4. to ban conversation and other sounds in louder volume than the general noise level of the building at that time, except those required to carry on library business. Loud or boisterous behavior, running or using foul or abusive language will not be tolerated. Cellphone use must conform to this policy and must not disturb other patrons;
   5. to require that sound equipment, including Library computers, be operated at a volume which does not disturb other library users. Patrons are free to use their own earphones on the Library computers; and
   6. to require patrons to obey all directives of the staff required to conduct legitimate library business.

Other Provisions:

1. 1. The Library requires patrons to avoid strong odors on their persons or belongings.  This refers to an odor strong enough to cause allergic reactions, headache or nausea in other persons within a six-foot radius of their location. This applies to all odors regardless of cause, whether it be personal hygiene, perfumes or colognes, animal residues, etc.
   2. The Library reserves the right to limit the amount of time any patron may use a computer terminal or copying machine if others are waiting.
   3. Patrons are prohibited from using the Library telephone without prior permission from a staff member.
   4. Patrons must allow staff to inspect their belongings and the contents of purses, bags, etc., when requested, in order to protect library materials from theft or damage.
   5. The Library reserves the right to restrict food and drink to specific areas of the Library.
   6. The Library grounds, including front sidewalk, plaza and east and west staircases, for the purposes of these rules, are considered Library premises, and all the rules enumerated above apply to these areas, except for the prohibition on smoking and vaping. Smoking and vaping will be governed by local ordinance concerning smoking in public spaces.

Provisions governing the barring of patrons from the Library and Library grounds:

1. Removal or Ban from the Library
   1. A patron who violates one or more of the rules noted above may be removed from the library by any authorized library employee;
   2. A patron who violates one or more of the rules noted above may be barred from the library for up to 6 months upon the authority of the Library Director;
   3. A patron who violates one or more of the rules noted above may be barred from the library for up to one year upon the authority of the Library Director and the President of the Library Board of Trustees; and
   4. A patron who violates one or more of the rules noted above may be barred from the library for 5 years upon the authority of a majority vote of the Board of Trustees. Upon the expiration of the 5 year ban, the library patron who is banned from the library premises may request a reinstatement of in person library privileges at a regularly held Library Board of Trustees meeting. The patron must request such an appeal in writing via email or letter to the Library Director, citing such reasons for the potential reinstatement a month or more in advance of the meeting at which they wish to voice their appeal.

Revised 5/17/2023

The Library will protect as far as possible the privacy of any patron who uses the Library. The Library will not inquire into the purposes for which a patron requests information or materials. Records which may be required in loaning library materials or providing access to Library computers are for the sole purpose of protecting public property.

The Library maintains a minimum of records, including

1. Names, addresses and other contact information on patrons;
2. Computer sign-up sheets for the current day;
3. Materials currently checked out to a patron;
4. History of unpaid fines.

These records are kept confidential. Staff members can access these records only to conduct library business.

The Library does not maintain an on-going list of materials previously checked out by a patron or of computer usage by patrons.

Records shall be made available only to the appropriate officials acting in compliance with applicable federal, state or local laws. In these situations, the staff will carefully follow the current law.

The Director is responsible for making sure that records are kept confidential and that staff are properly trained on privacy issues. American Library Association guidelines will be used in developing staff procedures.

The Board of the Maplewood Public Library hereby authorizes filming and photography
in the Library facilities as follows:

1. Classes or events sponsored by the Maplewood Public Library may be photographed or video-recorded by the Library’s staff or its representatives. Attendance at a Library sponsored class or event constitutes the consent of all attendees and the consent of the parents or legal guardians of any minor children in attendance, to the future broadcast, publication, or other use of photographs or videos at the sole discretion of the Maplewood Public Library. The Library may utilize photos and videos from public programs and events at Library facilities and Library spaces on its website and in Library publications. Photos, images, and videos submitted to the Library by users for online galleries or contests may also be used by the Library for promotional purposes. To ensure the privacy of all individuals, including children, images will not be identified using full names or personal identifying information without written approval from the photographed subject, parent or legal guardian.
2. Casual amateur photography, filming, and videotaping is permitted in the lobby, study and program areas of Library facilities for patrons and visitors wanting a remembrance of their visit, provided that the photography does not interfere in any way with Library operations or capture any identifiable likenesses of individuals without their permission. Any such photographers are responsible for arranging all necessary releases and permissions from persons who are filmed or
   photographed. Except as otherwise permitted in paragraph 1 by the Library itself, in no circumstances may anyone take a photo or film a Library patron without the consent of the patron, or their parent/guardian, if a minor.
3. No commercial or media photography or filming may occur in Library facilities without the prior written permission and approval of the Director. Such approval shall contain the conditions under which the commercial/media photography or filming will take place, and address the rights to ownership of the photos/films.
4. Any consent granted pursuant to this Policy to permit photography or filming may be revoked at any time upon failure to comply with terms of the Policy or other rules and regulations of the Library.

Adopted, 6/19/19

1. The Maplewood Public Library by State statute has the legal authority to acquire the revenue needed to maintain the Library through appropriate property tax levies, fines, fees, grants, donations, and investments, and to spend it appropriately on quality service.
2. The Library's fiscal year runs from July through June. Revenues and Expenditures are recorded on a cash basis.
3. There are currently three fund categories: General, Debt Service and Construction.
   1. A Fund may have more than one bank account or investment instrument associated with it.
      1. Money may be transferred between accounts and funds at the Director's discretion, and tracked for accounting purposes.
   2. These policies apply mainly to the General Fund, but the other Funds fall under the same policies, when appropriate.
4. No bank account can be opened, closed or transferred in the name of the Library without prior Board approval and must have all appropriate signatories.
   1. Signatories are : President, Vice-President, Treasurer and Director.
5. The Library Trustees with input from the Director set the budget for the Library in each fund category before the start of the fiscal year.
   1. The Library may not run a deficit budget balance.
6. The Director provides a monthly statement of revenues and expenditures to the Board.
   1. An outside accountant may be employed, as determined by the Board.
   2. An outside auditor is employed to do an annual fiscal audit.
      1. The audit will be completed within 7 months of the end of the fiscal year.
      2. This audit is distributed to the Board and to those outside entities required by law or financial obligations.
      3. The choice of auditor is put out for bid at least every 3 years.
7. All expenditures must be assigned to a budget expense category by the Director.
8. All expenditures must have an invoice or other documentation showing the recipient, purpose, date and amount of the expenditure.
9. The Board Treasurer must approve all invoices and sign all checks.
   1. Payments made on-line require approval only.
   2. Two signatures are required on all checks greater than $1000 in value.
10. With the Director's approval, expenditures may be made for the Library by staff or Board members and will be reimbursed upon presentation of sales slips or other evidence of the purchase.
    1. Purchases made by a personal credit card may be reimbursed by a check paid directly to the credit card company.
    2. Amounts paid to a credit card must be for purchases only, not for fees or interest (except for fees on library purchases).
11. Cash receipts from fines and fees are deposited monthly.
    1. Receipt amounts are assigned to budget revenue categories.
12. Cash is kept on hand for making change and can be used at the Director's discretion for petty cash expenditures
    1. Petty cash is tracked by writing a check monthly on the General Fund for the total amount of petty cash expended, with amounts charged to proper expense accounts.
    2. Petty cash reimbursements require a sales slip or other evidence of the expenditure.

1. Revised 3/20/13

The purpose of this policy is to establish a method of reporting theft and fraud within the Maplewood Public Library (“Library”). This policy outlines the procedure for employees to report instances of theft or fraud in the workplace, and the procedure that will be followed after a report is made.

Duty to Report

Employees have an obligation to report activity that appears to be fraudulent. Examples of activities that should be reported include, but are not limited to:

• Stealing money, library materials, supplies, equipment or furnishings
• Intentionally misrepresenting amounts of money received on cash reports
• Knowingly fabricating time sheets for oneself or others
• Accessing patron records for anything other than library business

As used in this policy, the term “fraudulent activity” includes suspicious behavior or other conduct similar to the activities enumerated above. Employees knowingly failing to report suspicious activity will be subject to discipline.

Format of the report

Reports of fraudulent activity should contain the following information in order to facilitate prompt, appropriate, and efficient resolution:

• Date on which the activity occurred, if known
• A description of the activity
• The name(s) of anyone involved in the activity

Where to file the report

Reports of fraudulent activity should be filed with the library director. Reports can be presented to the library director in person or by written report, signed or anonymously. If the employee is uncomfortable reporting the activity to the director, he or she may report it to the President of the Board of Trustees.

Confidentiality of the report

All reasonable efforts will be made to protect the confidentiality of the employee(s) reporting the activity. However, in the event that the matter is handed over to law enforcement, such confidentiality will be governed by state and federal guidelines.

Consequences for employee reporting fraudulent activities

No employee shall be subject to any form of punishment on the basis of reporting a fraudulent activity that he or she reasonably believed was a violation the Library’s policies. However, an employee will be subject to disciplinary action if the Library reasonably concludes that the reported activity was knowingly fabricated, exaggerated, distorted, or minimized by the employee. An employee whose report of misconduct contains admissions of personal wrongdoing will not be guaranteed protection from disciplinary action.

Responses to Report of Suspicious Activities

All reports of fraudulent activity will be dated and initialed by the Library Director or President of the Board of Trustees upon receipt. The Library director or President of the Board of Trustees will review and investigate the report within 30 days of receipt. If additional time is needed to review and investigate the report, a note will be made of the reasons for the delay.
If a violation of the Library’s policies is detected, the Library will take steps to respond appropriately to the offense and to prevent similar offenses from occurring in the future, including any necessary modifications to policies or procedures.

Adopted 2/21/14

The library may receive tax-deductible gifts, donations, endowments, bequests, and trusts. It is the prerogative of the library to accept or reject any gift. Restricted gifts, those to which the donor has attached terms, conditions or purposes, must be spent according to the donor’s wishes. Non-restricted gifts may be spent on authorization of the Library Board of Trustees within the scope of its statutory authority. The Library will encourage that non-restricted gifts be added to the Josephine Alban Memorial Endowment Fund.

BOOKS AND OTHER LIBRARY MATERIALS

In accepting donations of any materials intended for the library’s collection, the right of final disposition of such gifts is reserved to the library. The same criteria for inclusion in the collection that are used for purchase decisions will be applied to gifts. Gifts that cannot be added to the collection will be disposed of at the discretion of the Director.

Donations of books and other materials will receive written acknowledgement upon request. The library does not appraise materials for income tax purposes.

SECTARIAN PROPAGANDA

Sectarian and other groups frequently urge the library to receive, catalog, file, and foster distribution of their publications, even though not warranted by public interest. The library will refuse such requests and accept only material that the library would normally seek to acquire upon its own initiative. The library accepts no responsibility to return unordered material received through the mail or left at the library.

The Maplewood Public Library subscribes to the principles endorsed by the Library Bill of Rights, and the Freedom to Read and Freedom to View statements. The public library provides free access for the public to all points of view. The addition of an item in the collection in no way represents an endorsement of any idea, opinion or presentation by the library. Library material will not be marked or identified to show approval or disapproval of contents. No item will be placed on closed shelves except for the express purpose of protecting it from injury or theft.

Maplewood Public Library Safe Child Policy

Adopted by the Maplewood Board of Trustees November 17, 2021.

Maplewood Public Library (MPL) welcomes children of all ages to use its facilities and services. However, MPL staff cannot be responsible for the care, safety, entertainment, or supervision of unattended children. Additionally, MPL staff are not responsible for supervising what materials children choose to read while they are at the Library, nor is it the role of the Library to determine what is appropriate reading or research material for a child. A child’s parent/guardian is responsible for their children whether or not the parent/guardian is at the Library with their child. 

The following procedures will be followed for unattended children at MPL:

A child is considered unattended if they are under the age of 10 and left alone in the Library without a parent, legal guardian, or responsible caregiver for any amount of time. “Responsible caregiver” refers to any person aged 14 or older designated to attend to a child’s needs.

If a child is left unattended during regular hours, staff will attempt to locate their responsible caregiver. If a responsible caregiver is in the Library, they will be directed to supervise the child at all times. If it is determined that the child is in the Library without a responsible caregiver, a staff member will attempt to contact a parent, guardian, or responsible caregiver to retrieve the child from the Library. If attempts to reach a responsible caregiver are unsuccessful for more than 30 minutes, Maplewood Police Department or other state or social services agency will be contacted to assume responsibility for the child. If the responsible caregiver contacts the Library, staff will inform them which agency has assumed responsibility for their child. 

All visitors to MPL should be prepared to leave the building at closing time. If a child is left unattended at closing time and attempts to reach a responsible caregiver are unsuccessful, two staff members will wait with the child for 15 minutes. If a responsible caregiver does not arrive for the child after 15 minutes, Maplewood Police Department or other state or social services agency will be contacted to assume responsibility for the child. If the responsible caregiver contacts the Library, staff will inform them which agency has assumed responsibility for their child. Under no circumstances will a child be allowed in a Library staff member’s vehicle. 

If Library staff observe evidence of neglect or abuse, it may be reported to the Maplewood Police Department and/or Missouri Department of Family Services. 

In the case of an unattended child or suspected neglect or abuse, an incident report will be completed by staff and provided to the Library Director. 

Children aged 10+ may use the Library without a responsible caregiver so long as Library rules are observed. 

Behavior of children visiting MPL:

Library visitors of all ages are expected to follow MPL’s Rules Concerning Proper Use. These rules can be found on the Library’s website at https://www.maplewoodpubliclibrary.org/using-the-library/library-policies/ or by requesting a copy from Library staff. Children who do not follow these rules are subject to the same consequences as other Library users, including being required to leave the Library or losing Library privileges. 

Adults in the children’s area:

The children’s area of the Library is primarily reserved for children, their parents, guardians, and responsible caregivers, and adults interested in children’s literature such as teachers. Out of concern for the safety of young patrons, adults who are unaccompanied by a child in the children’s area of the Library may be questioned by staff and may be asked to move to another area of the Library. Computers in the children’s area are reserved for visitors under the age of 18 unless accompanied by a child or in the event adult computers are unavailable. 

Suggestions for parents and guardians:

Parents and guardians should be advised that MPL is a public institution open to any and all members of society and teach their children the same safety precautions they would when visiting any other public space. 

Acquaint your child with the areas and rules of the Library and introduce them to Library staff. Inform children that if they are frightened or lost or if someone is making them uncomfortable, they should seek out Library staff for assistance. 

Familiarize yourself with the hours of the Library. Call MPL’s main line or check maplewoodpubliclibrary.org for special hours. Do not leave children at the Library before opening, after closing, or for extended periods of time. 

Ensure your child can reach you at all times while they are at the Library.

Maplewood Public Library Volunteer Policy

Adopted by the Maplewood Public Library Board of Trustees April 20, 2022.

Maplewood Public Library appreciates community members who want to put their time and talents to use by volunteering with us. Volunteering can be a rewarding and edifying experience for many people.

A volunteer is anyone who chooses to perform services for the Library without wages, benefits, or compensation of any kind, or expectation thereof, and who performs volunteer services at the direction of the Library staff.  A volunteer is not an employee of the Library.  Volunteering for Maplewood Public Library does not guarantee future offers of employment. This policy does not constitute a contractual or personnel agreement between the volunteer and the Library. 

All volunteers must complete a volunteer application prior to beginning work. Volunteers interested in certain tasks such as home delivery or working in the children’s department will be required to complete a background check.

Volunteers are selected based on their qualifications in relation to the needs of the library at any given time, and based on their ability to commit to a consistent schedule of volunteer hours. Volunteers shall be recruited without regard to any individual’s age, race, creed, color, national origin, religion, marital status, sexual orientation, gender, physical appearance, socioeconomic level, or any other legally protected characteristic.

Volunteers must be at least 12 years of age, and any volunteer under the age of 18 must have parental consent.

The Library also provides an opportunity for volunteers to meet community service work requirements set by outside agencies on a limited basis.  All requests to receive credit toward a community service work requirement will be considered on a case by case basis.

Each volunteer will be assigned to an on-site supervisor and is required to follow work procedures established by the supervisor. The supervisor is responsible for training the volunteer and the day-to-day management and guidance of the volunteer. Volunteers should keep their supervisor informed of their work progress and any change to their schedule.

Volunteers are expected to conduct themselves in accordance with all established policies and procedures of the Library. 

Volunteers can be released from their duties at any time at the discretion of the Library. In the event that a volunteer is unable to adequately perform the assigned duties and no other appropriate positions are available, the volunteer may be removed from service.