CONFIDENTIALITY OF LIBRARY RECORDS
The Boscawen Public Library maintains the confidentiality of library records in accordance with New Hampshire and federal law. Confidentiality extends to information sought or received, and materials consulted, borrowed, and acquired and includes database search records, inter-library loan records, and other personally identifiable uses of library materials, facilities, or services. As a general rule, patron records shall not be made available to any agency of state, federal, or local government except pursuant to such process, order or subpoena as may be authorized under the authority of and pursuant to federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power. All such requests must go to the director or ranking staff member on duty.
Parents of minor children must understand that under state law, all patron records are confidential. The issuance of a separate card to a minor entitles the child to the same privacy as an adult. The Boscawen Public Library encourages parents to be aware of what their children are withdrawing from the Library.
The Boscawen Public Library maintains records of current users and keeps circulation statistics.
RSA 201-D:11
STATISTICS
The Boscawen Public Library collects statistics in obedience to state law and in support of Library activities. Statistics provide an objective view of library usage, allowing staff to manage and evaluate services.
The Boscawen Public Library collects statistics on patron registration, circulation by category, computer usage, reference questions, inter-library loan requests, and program attendance.
PETTY CASH
A petty cash fund allows the Library to make small purchases quickly and locally. The board of trustees authorizes the fund. The fund can be used for urgently needed office supplies, library program supplies, mailing supplies, and other small purchases. The director is responsible for the proper administration and safeguarding of the fund and has the only authority to expend money. Receipts and a balance sheet are kept for accountability. The fund can be replenished by requesting money from the treasurer. The board of trustees, the treasurer, or the director may call for an audit at any time.
FUNDRAISING AND DONATIONS
To maintain up-to-date equipment and collections, the Boscawen Public Library budget is sometimes stretched exceedingly thin. Donations and fundraising allow better service to Boscawen residents. They are in addition to the regular budget and should not be used to replace any item.
The Library may accept monetary donations. Unrestricted gifts are especially welcome but the board is not obligated to accept any gift. The money may be re-directed at any time by a majority vote of the board. The donor may request a receipt for tax purposes. If a donor requests public recognition, the board may decide on special bookplates or nameplates within the library or publication of the gift in local media. Acceptance of gifts over $5000 is governed by statute.
The Boscawen Public Library accepts donations of library materials at the discretion of the director or senior staff on duty. Staff may not give an estimate of worth for tax purposes. Donations should be clean and new in appearance as well as recent, though historically valuable donations are not subject to these rules. The board of trustees must approve donations of furniture, equipment, or land.
Organized fund-raising will be undertaken for special projects at the discretion of the board of trustees.
BUILDING/PLANT MAINTENANCE
A clean, neat, modern facility is an asset to library organization. Custodial staff clean windows, glass, and floors and carry out minor repairs, as well as taking out trash. Regular library staff is responsible for dusting the shelves and general orderliness. Staff should report facility-related problems that do not present an immediate threat to the director, who will consult with the trustees. Major building-related problems should be reported to the chair of the trustees immediately, while minor problems may wait until the next board meeting. Routine maintenance need not be mentioned.
RECONSIDERATION OF LIBRARY MATERIALS
Recognizing that the Library has a responsibility to promote original, sometimes unorthodox, and critical ideas, the Boscawen Public Library also recognizes that it has the responsibility to respect the sensibilities of individuals. Therefore the Boscawen Public Library subscribes to the principles in the American Library Association Bill of Rights and Freedom to Read Statement.
A patron expressing concern about the suitability or classification of a particular item in the Library collection will be given a reconsideration form. All reconsideration forms are given to the director, who must respond within two weeks of receiving the form. If the patron disagrees with the Library’s response, he may request a hearing at the next regularly scheduled board meeting. A simple majority of the board of trustees has the final say on the suitability of an item.
RECONSIDERATION OF LIBRARY MATERIAL
PATRON NAME_____________________________
PATRON ADDRESS______________________________________________________
PATRON PHONE #_______________
ITEM UNDER CONSIDERATION___________________________________________
Why do you consider this item unsuitable for the library collection?
What in particular do you find offensive?
What would you recommend to replace this item or to balance the collection and why?
Library use only
Received
Decision
Patron Notified
EMERGENCIES AND DISASTERS
Though emergencies and disasters cannot, by their very nature, be predicted, thoughtful consideration should be given to minimizing their effect on library services. In case of an emergency, senior staff on duty is responsible for requesting assistance from appropriate government agencies. Telephone numbers are listed in the workroom. Only staff who have received certification in emergency medical assistance may provide it. Staff should evacuate in case of fire, bomb threat, flood, or terrorist activity. Every effort should be made to contact the director (if not present) and the chair of the trustees as soon as feasible. All media inquiries are to be directed to the director or the chair of the trustees.
MEETING ROOM USE
The Library has no separate meeting room. As a public gathering place, however, the Library is unique.
The Library may be used for meetings of the selectmen, planning board, or zoning board. Private non-profits must have board approval. Any Library-sponsored activities may take place in the Library. Space may be reserved one month in advance. Library programs have priority. The group using the space, specifically the individual who reserved it, is responsible for set-up and clean-up, including any special cleaning which may be needed. Food and drink are not generally allowed, exceptions being made with prior approval of the trustees. The Library provides storage space only to Library support groups, such as the Friends. No fees may be charged nor items sold at a meeting. Complaints about meeting room policy or implementation should be made in writing to the director, who will arrange a public hearing at the next board meeting.
EXHIBITS AND DISPLAYS
To enhance the role of the Library in community life, the public is welcome to put on special exhibits.
Exhibits and display may be mounted by the Library staff at any time. Non-profit organizations may mount displays with the permission of the board of trustees after consultation with the director. Individuals may display items for education or recreation. Nothing may be for sale while on display. Any organization interested in mounting a display or exhibit should speak to the director, who presents the matter to the board.
Exhibits or displays may be of hobby, craft, or art, educational or recreational. Space and size of the display will be determined by the director in consultation with the exhibitor. Exhibitors must sign a release form.
The director schedules exhibits and displays. Library materials may be used in any display and are available for circulation. Complaints about exhibits or displays should be made in writing to the director, whose decisions may be appealed to the next regular meeting of the board of trustees.
BULLETIN BOARDS
To help the community communicate, to advertise special events and community services, the Library maintains an announcement bulletin board. Local, state, and federal governments; educational institutions and non-profits; library support groups; and community organizations and clubs within the Library service area are welcome to post notices. The director or senior staff member on duty may accept items for display. A dated item will be posted until the date in question. Flyers advertising community services will be posted indefinitely. Library staff is responsible for the general neatness and appropriateness of the bulletin board and may remove any unauthorized items. Any complaints should be addressed in writing to the director, who will schedule a public hearing at the next regular meeting of the board of trustees.
DISTRIBUTION OF NON-LIBRARY MATERIALS
The Library will distribute restricted non-library materials as a community service. Local, state, and federal governments; educational institutions and non-profits; library support groups; and community organizations and clubs within the Library service area may ask that materials be distributed. The director determines which items may be distributed for a period of up to three months. Surplus copies will be disposed of unless claimed by their original distributor. The Library will provide display racks and keep the area neat. Any complaints should be addressed in writing to the director, who will schedule a public hearing at the next regular meeting of the board of trustees.
INCLEMENT WEATHER AND CLOSING
Inclement weather is an impediment to business and a danger to staff and patrons. The library trustees intend to have the library open for its scheduled hours with very few exceptions. The town administrator is in the best position to know about road conditions and weather severity, as she is in contact with highway crews, as well as police and fire officials. When the town administrator makes the decision to close the town offices, she will contact the director so the library can close at the same time. In the event of an extreme weather forecast, the town administrator will contact the library director to advise that the town office will not open on that day, and the library will close as well. Library staff will be paid for scheduled hours. Patrons will not be charged for overdue materials for the time the library is closed.
CUSTOMER SERVICE
The Library expects the staff to serve patrons to the utmost of their professional responsibility. The Library should offer the same quality of service to all, regardless of age, race, nationality, educational background or any other factor. In a small library, each staff member must serve in multiple roles. Patron service comes before all other library duties. Patron inquiries should be handled expeditiously. Phone questions should be handled first if the patron is still on the line. For all other queries: first come, first served. If staff is unable to answer the question, they should suggest other resources. Interlibrary loan and request to buy forms are available if the Library does not own materials.
STAFF BEHAVIOR
A professional staff is the greatest asset of a public library. Greet the patron as soon as possible. Staff are expected to wear professional clothing (no jeans or exercise clothing). When answering the phone, staff should state the name of the Library and their own name. Staff food and drink is for the workroom only. Staff should be readily available to patrons and should assist to the extent of their ability with any library equipment.
PATRON BEHAVIOR
In keeping with the Library's ideal of the free and respectful exchange of ideals, patrons are expected to treat each other and staff well. All persons entering the Library should wear appropriate clothing. The staff decides if clothing (or lack of it) is inappropriate. Shirt and shoes are required. Cell phone conversations infringe on the right of other patrons to a quiet library experience. Restrict cell phone use to emergency situations. No food or drink is allowed in the Library. Only service animals may enter the Library. Patrons are expected to behave in accordance with the general rules of decency. Staff will approach disruptive patrons with a quiet request to change behavior. If a patron threatens a staff member or another patron, the police will be called.
UNATTENDED CHILDREN
The staff and trustees of the Boscawen Public Library hope that the children who use our library will find our facility to be a warm and inviting place to develop a love of books, reading, and libraries. In order to create an environment of safety and maintain an atmosphere where reading and study can be encouraged, the following policy has been adopted.
Children under six shall not be unattended. A child is unattended if he is in the library without a responsible adult over the age of 18. Children over six should know how to reach a parent or guardian. Parents should be aware of the closing time of the Library and should arrange to pick up their child before the Library closes. If the Library is closing and a parent or guardian cannot be located, the police may be called at the discretion of the staff. Under no circumstances shall a staff member take a child out of the building or transport him to another location. Parents are responsible for their minor children at all times. If a child is disruptive, he will be asked to behave appropriately. If the disruption continues, the parent may be asked to remove the child. If a problem arises with a child of any age and the staff is unable to locate a parent or guardian, the staff may call the police. Parents are reminded that under the appropriate circumstances, the following state laws apply:
RSA 169-B:41-43; RSA 169-B:45; RSA 169-C:3(I) and 3(XIX)
LIBRARY CARDS
In order to promote efficient, organized service, the Library maintains a record of patrons and issues cards.
The Library will serve all the residents of the town of Boscawen. Persons residing outside the town but owning property in the town shall be considered residents. Teachers not residing in town but teaching at the Boscawen Elementary School are eligible for a library card. A staff member residing outside the service area may obtain a card at no charge. A proof of current residence must be presented to obtain a card. (Acceptable examples include a driver's license, official mail, rental agreement, or utility bill.)
The signature of a parent or guardian is required for children under 14. The signing must take place at the Library. Children under six are not issued their own library card. The material checked out on a parent's card may be doubled.
Library cards are renewed every five years. Patrons changing addresses or phone numbers within that time should report it to the desk.
A patron must present his card when borrowing items.
There is no charge for the first replacement of a lost card. A $1.00 fee will be charged subsequently. The Library reserves the right to refuse issuance of more than three replacement cards to a patron per validation period.
RSA 202-A:5
LOAN PERIODS AND LIMITS; RENEWALS AND RESERVES
This policy ensures that all patrons have access to materials.
All materials may be checked out for two weeks. One patron may have 10 books, 2 DVDs or videos, and two audiobooks at a time. Parents of children under six may take out an equal number for their underage children.
Any material may be renewed within its initial loan period unless there is a reserve on it. Any item not overdue may be renewed by phone. All overdue items must be returned before being checked out again.
A patron who has outstanding fines or overdue materials is not eligible to use library materials.
Reserves may be placed over the phone or at the circulation desk. Patrons will be called when their reserves come in. A reserve will wait at the circulation desk for one week. Patrons may pick up other patrons' reserves provided the first patron knows the title.
CLAIMS RETURNED/NEVER HAD
Send a patron who claims he returned materials to the shelf to look for the item. If the item is found, clear the patron record. If the item is not found, ask the patron to search and assure him we will do the same. The patron's borrowing privileges may be restricted for two weeks. If the item is not found at the end of two weeks, the Library will bill the patron for the replacement cost of a “claims returned.” A “claims never had” patron will not be billed. A patron with ten “claims returned/never had” searches within one validation period may be suspended at the discretion of the director.
RSA 202-A:25
LOST/DAMAGED MATERIALS
A patron losing an item will pay the current replacement charge plus a $2.00 processing fee if the item is still available. No fines will be charged. A patron finding a lost item is entitled to a full refund if the item is found within one calendar year. The Library will accept replacement items at the discretion of the director.
If a damaged item is a total loss (as determined by staff), the rules of lost materials apply. If an item can be made library serviceable, charge a $5.00 repair fee. Damaged materials discarded may be kept by the patron.
RSA 202-A:24
FINES AND FEES
Due to its nature as a public institution, most library services are free. However, in order to be a good steward of public monies, some fees are required.
The Library charges no fines for overdue books or audio books. Videos and DVDs, as well as inter-library loans, are $1.00 per day for each day the Library is open. Staff may waive fines at the discretion of senior staff on duty. Fines will not exceed replacement cost.
Charges for lost cards: see LIBRARY CARD policy
Charges for lost/damaged materials: see LOST/DAMAGED MATERIALS policy
Charges for copies: $.10/page
Charges for printing: $.10/page after the first five pages
Charges for lost/damaged materials and overdue fines go into the book fund.
INTERLIBRARY LOAN
Boscawen Public Library recognizes that it is impossible for one library to carry all patron requests. The Library participates in the New Hampshire State Library inter-library loan program to fulfill as many requests as possible.
If the lending library charges a fee, the individual patron is responsible for it.
The patron will fill out a request form at the circulation desk. The form will be processed by the assigned staff member. When an ILL arrives, it should be checked in and the patron called. Due date for the patron should be written on the paper given them. Patrons not returning ILLs will be contacted the day after the materials were due at the Library. ILL overdue charges are $1.00/day for each day the Library is open. Lost/damaged ILLs cost is up to the original lending library.
Requests from other libraries will be processed expeditiously. Certain volumes of local historical interest will not circulate. ILLs go out for six weeks. There are no fines on outgoing ILLs. Only if the material is out and/or has a reserve list will the Library refuse an ILL request.
INTERNET USE
The aim of the Boscawen Public Library is to provide materials and programs supporting the educational, informational, and recreational needs of Boscawen residents. Internet access informs, educates, and provides access to the ideas of humanity. The Library has no control over information on the Internet and does not provide barriers to user access.
All patrons sign Internet policy forms at registration and are eligible to use the library computers.
If another patron is waiting to use the computer, time is limited to one hour.
Library patrons may not manipulate any library computer settings. This prohibition includes downloading software and storing files on library computer hard drives. A first offense will receive two weeks' suspension of computer privileges. Malicious damage may result in criminal charges.
All patrons using library computers are expected to act in a responsible, ethical, and legal manner in accordance with the laws of the United States. They should understand that information may contain illegal, defamatory, inaccurate, or offensive material. Patrons have a right to expect that the Library will make a reasonable effort to protect privacy.
All Internet work stations are located in public areas and images on the screen may be visible to a wide audience. Internet users must respect the rights ans sensitivities of others. Attempting to modify or gain access to files, passwords, or data belonging to others, attempting to gain unauthorized access to any computer system, damaging or altering software or hardware components of any network or database, and sending, receiving, or displaying text or graphics which may be construed by the library staff as offensive to the public is prohibited.
Staff will assist patrons to the limit of individual ability and time.
Patrons are welcome to use wireless laptops to connect to the Library's internet
Non-residents who wish to use the computers must sign an Internet policy to receive a one month ID card which may be renewed indefinitely.
One computer is provided for the use of wheel-chair bound patrons. An unhandicapped patron at that computer may be asked to move to accommodate a patron in a wheelchair at that computer. Patrons without handicaps are welcome to use that computer at any other time.
PROGRAMS IN THE LIBRARY
To assist in the diffusion of knowledge and understanding and to encourage the love of reading, the Library will present special programs from time to time. A program is a planned public activity for two or more people that takes place at the Library and is presented or sponsored by Library staff. A program can be a story-time, lecture, workshop, discussion group, performance, reading, booktalk, puppet show, demonstration, or panel discussion presented for adults, children, or teenagers.
Staff, volunteers, or paid presenters may present programs.
Large groups are encouraged to contact the Library before attending regularly scheduled events. The Library will upon request present restricted attendance programs to a school group, day-care or community organization. A two week notice is requested.
Displays of library materials will enhance a program where possible.
Attendance numbers will be recorded.
Use of the Library facility, staff involvement in presentation, library displays related to a program, Library promotion of an event, and financial support all constitute co-sponsorship. The Library may co-sponsor events with local, state, or federal governments, educational institutions, non-profits, library support groups, community organizations and local clubs.
If the Library participates in local non-Library sponsored activities (such as Old Home Day), the event must be non-profit or charitable. Participation may include staff time, use of library equipment, promotion, and purchase of goods and services. Staff will be compensated for extra time spent.
COLLECTIONS DEVELOPMENT POLICY
The goal of the Boscawen Public Library is to have a working, usable collection that supports the local community and to be an active participant in the life of the community by collecting, making readily available, and assisting in the use of books, periodicals, media and other materials needed by patrons and staff. The Boscawen Public Library is mandated to furnish books and materials to all people in its service area to meet their informational, recreational, and educational needs. The library collection must include materials on topics of current interest and on controversial issues, as well as traditional literature in the subject areas.
This policy is intended to serve as a statement of the guidelines used for acquiring and maintaining materials for the library collection. It is the backbone around which the library can acquire comprehensive holdings in a planned, coordinated, and systematic manner. The importance of wise selection has grown in proportion to the increase in the volume of available materials, the cost of those materials, and the costs of acquiring, cataloging, housing and maintaining the collection. The collection must be systematically shaped and developed in order to make the best use of our financial resources.
Books are selected for literary value, authority, and permanent value to the collection as a whole. As far as is possible, all sides of controversial subjects are presented. Sensational, distorted and ephemeral materials are avoided. Some purely ephemeral books may be purchased and later withdrawn when their value and interest have disappeared. The wishes of the people of the town are honored as far as possible within the limitations of the budget when they meet the standards set. The Library does not purchase highly technical or scholarly works in most fields, unless the author is local.
Selection Policy
The most important aspect of acquisitions work takes place before materials are actually ordered. This work involves the careful selection of items to strengthen the Library’s resources for instructional and recreational reading. Responsibility for coordinating the collection as a whole and for making judgments as to format, degree of completeness, and number of copies of materials to be acquired rests with the director.
In striving to meet its objectives within the limits of its resources, the Library shall follow these general guidelines:
•To meet the needs of patrons with different levels of ability, the library shall acquire material ranging in difficulty from pre-readers to college level.
•In the acquisition of new titles, the major emphasis should be on current publications, but both in-print and out-of-print materials shall be purchased as required and available. In view of the difficulty and expense in obtaining out-of- print material, it is most important to spend funds for current publications of long-term worth, thus preventing a future need for retrospective buying.
•In the acquisition of periodicals, consideration will be given to the full-text periodical databases that are accessible through the State Library. Periodicals differ from monographs in that a subscription is an ongoing financial commitment. In addition, serials prices have historically increased at a rate that far exceeds inflation and great care must be taken to ensure that the Library's commitment to serials does not consume a disproportionate share of the total acquisitions budget. Generally, a new serial subscription will not be entered unless another subscription of similar expense can be canceled. Some or all of the following criteria are used in evaluating titles for acquisition or cancellation: projected future use; cost; reputation of the journal and the publisher; and inclusion in a reliable indexing source
•Before materials that are very expensive, highly specialized, or rare are bought, the holdings of neighboring libraries should be consulted to avoid duplication. Interlibrary loan will usually be the method of choice for materials which do not support the Library objectives.
•Multiple copies of titles may be purchased, as required, at the discretion of the director.
•The library acquires primarily English language materials. Exceptions to this are foreign language dictionaries and literature that are used in the teaching of foreign languages.
•Textbooks are not normally purchased. The exceptions are those items which have earned reputation as "classics" in their fields, or when a textbook is the only or best source of information on a particular topic.
•When there is an option of paper or hardcopy, the choice is based on expected use, lasting value of content, cost differential, and quality of paperback binding.
•Lost or stolen materials will be replaced within one year of the date they are reported missing (or immediately if needed) if they are available. The current book trade and selection criteria will also be considered.
The library staff uses the following as primary selection tools, with additional sources as needed: Booklist, the New York Times Book Review, publishers' catalogs and pre-publication literature.
Specific considerations in choosing individual items include the following:
•Appropriateness of level of subject treatment
•Strength of present holdings in same or similar subject areas
•Cost
•Suitability of format to content
•Authoritativeness of the author
•Reputation of publisher
•Lasting value of the content
Requests for non-print materials are evaluated on the same basis as are books, with special emphasis on the suitability of the format to the content, on the quality of the production, and the Library's ability to provide the equipment and support required in order to use the material.
GIFT POLICY
Gifts are accepted with the understanding that the library may dispose of them or add them to the collection at its discretion, and in the same manner as purchased material. All gifts must be approved by the Director. As a general rule, decisions to add gift books to the collection will be based on the same criteria as purchased ones. The Library assumes no responsibility for appraisal of gift items, nor can the Library accept gifts under restricted conditions. The Library cannot evaluate or make lists of those books given.
Money to purchase memorial books may be donated to the Library. Subject areas may be suggested by the donor. Books given in memory or honor of an individual will be subject to the Library's Gift Policy. A plate will be placed in each book indicating in whose memory it has been donated. When the book has outlived its usefulness, it will be withdrawn.
WEEDING POLICY
Materials that no longer meet the stated objectives of the Library will be systematically withdrawn on a continual basis according to the accepted professional practices described in the publication The CREW Method, as modified below. Weeding shall be considered an integral part of the effort to develop and maintain the collection. Disposition and replacement of library materials so weeded will be at the discretion of the library director.
Factors to consider in the weeding process
•the library's roles in the community, especially as archive or local history center
•the needs and demands of the library's patrons
•whether funds for buying more satisfactory titles are available
•the relationship of a particular item to others on that subject
•the possible future usefulness of a particular item
•items that may be borrowed through interlibrary loan
What to weed:
Materials/Books of Poor Content:
•Outdated and obsolete or inaccurate and false information
•Trivial subject matter
•Mediocre writing style
•Unused books
•Repetitious series or superseded editions
•Not on standard lists
•Biased or sexist terminology or views
•Unneeded duplicates
•Unsolicited and unwanted gifts
Materials/Books of Poor Appearance:
•Worn out, ragged items
•Poorly bound or poorly printed editions
•Small print, poor quality pictures
•Brittle film, magnetic tape, or paper
•Yellowed, torn, or missing pages
Unused Materials:
•Items uncirculated for 10 years and not needed for reference or in-house use
•Duplicate copies no longer needed
•Unused volumes of sets
•Unneeded titles in little-used subject areas
•Materials on the "hot topics" of several years ago
Topics No Longer Within Collection Priorities
•Titles readily available elsewhere in your community
•Subjects no longer relevant to changing patron needs
For all materials, consider:
*Date
*Author
*Physical condition
*Additional copies
*Other books on the same subject in the collection
*Expense of replacement
*Shelf-time
*Relevance of the subject to the community
*Format
*Reading level
*Current interest in the subject matter
*Jacket art (contemporary vs. outmoded)
MUSTIE is an easily remembered acronym for six negative factors that frequently ruin a book's usefulness and mark it for weeding:
M = Misleading (and/or factually inaccurate)
U = Ugly
S = Superseded
T = Trivial
I = Irrelevant to the needs and interests of your community
E = The material may be obtained expeditiously Elsewhere through
interlibrary loan
Award-winning books (such as Pulitzer Prize, National Book Awards, Best Books for Young Adults, ALA Notable Books, Printz Award, Great Stone Face Award, Ladybug Picture Book Award, Flume Award, Newbery and Caldecott Award and honor books, and Coretta Scott King Award) will be replaced if their condition merits weeding.
