Library Policy

CUSTER COUNTY LIBRARY POLICY INTRODUCTION

Guiding Policies

The fundamental policy of the Custer County Library (CCL) is its mission statement. Additional policies to support the mission have been adopted by the Board of Trustees. Questions about the interpretation or application of any policy or about situations not specifically mentioned in these policies are addressed by reference to the mission of the Custer County Library.

Custer County Library Mission

We provide resources and services in a welcoming environment to support a diverse community of life-long learners.

Policy Promulgation

All policies of the CCL are discussed and adopted during regularly scheduled meetings of the Board of Trustees and are subsequently reviewed at least every three years and more often if necessary. Board meetings and the minutes of them are open to the public.

The CCL Director is responsible for establishing administrative procedures to implement these policies. Administrative procedures are explained to employees and volunteers as part of normal supervision and, in some cases, are written. Custer County Library Policy is available to the public in print form at the library or electronically on the CCL website. In addition parts of the Custer County Library Policy is distributed through posters and hand-outs or communicated orally to individual library users as needed.

Purpose

The CCL Trustees, Library Director, employees and volunteers carry out the mission of the library through fiscally responsible decisions and actions that sustain the vitality and relevance of the library.

Core Values

The Custer County Library Policy adopted by the CCL Board of Trustees embodies the values described in the Freedom to Read statement of the American Library Association. This statement is available for review at http://www.ala.org/advocacy/intfreedom/freedomreadstatement

RESOURCES AND SERVICES

Collection Development Policies

A library collection was initiated by the Custer Women’s Civic Club in 1929 as a volunteer project. For fifteen years club members coordinated donations of books, services and facilities from local churches, schools and the Custer County Bank. According to the July 12, 1943 Minutes of the Custer County Commission, the Custer County Library was established after a petition was filed with the county auditor following procedures outlined in Chapter 12-25-01 of the South Dakota Code of 1939. The commissioners then added a levy to support a county library and appointed a Board of Trustees to oversee its operation. In January 1944 the Custer Women’s Civic Club book collection officially became the property of Custer County and formed the basis of the Custer County Library collection.

The original collection focused on materials that assisted the citizens of Custer County in the creative use of leisure time and resources that aided them in the pursuit of education, information and research. The collection now also includes materials related to South Dakota, especially the Black Hills, and high-interest, family-focused films.

Selection

No item, website or electronic resource subscription is excluded because of the race, nationality, native language, gender, sexual orientation, age or political, social and religious views of the author. Due to the volume of publishing and limitations of funds, the Library Director limits acquisition of materials and subscriptions based on the following selection criteria:

  • importance of the subject matter to the focus of the current collection;
  • lack of adequate availability of the same or similar material from other sources;
  • authority or quality of the material and reputation of the author established by reference to professional library lists, reviews and indexes; and,
  • CCL card holder (hereinafter, cardholder) demand established by historical data and current requests. See Appendix F: Materials Requests.

In addition to the above selection criteria, websites that are linked to the library homepage are reviewed for their accessibility for people with disabilities, non-commercial emphasis and non-political orientation;  and, electronic resource subscriptions are evaluated for their type of access, compatibility with local technology and quality of technical support.

Maintenance

The Library Director regularly withdraws from the collection items that are dated, inaccurate, seldom used, damaged, duplicative or not in compliance with the criteria defined in the Selection policy. Such materials are clearly marked “Discarded, Custer County Library” and then sold, donated or discarded.

Gifts

Unconditional donations of materials accepted by CCL trustees, employees and volunteers (hereinafter “library staff”) are evaluated by the Library Director for inclusion in the collection. If they are not suitable for the CCL collection, they are offered for sale to the public, donated to another institution or disposed of. Conditional donations of materials are accepted by the Library Director if they meet the criteria listed in the Selection policy.

Unrestricted gifts of money are accepted by library staff and expended by the Library Director for materials, programs, library furnishings and other purposes that meet the mission and policies of the library. Restricted financial gifts are accepted by the Library Director only if the conditions of restriction allow them to be expended within the mission and policies of the library.

Conditional donations of resources and restricted gifts of money that necessitate changes in facility or policies are submitted to the Board of Trustees for their consideration and final determination on acceptance.

At the donor’s choice, gifts may be given directly to the library or to the Custer County Library Foundation. The donor is given a receipt that includes information required to indicate the nature of the donation for tax purposes although no guarantee of deductibility is made or implied.

Challenged Materials

Custer County residents may request the inclusion or exclusion of specific items by submitting a request form to the Library Director who determines the action to be taken. See Appendix F: Materials Requests. The person submitting the request may appeal the Director’s decision by following the steps described in the Appeal Policy and Procedures, page 17.

Censorship

Some books are controversial and offend some persons. Selections for the CCL collection are not made on the basis of anticipated approval or disapproval, but solely on the merits of the material in relation to the CCL selection policy. The CCL affirms that censorship is a purely individual matter, that is, all library users are free to refuse to read or consult personally disapproved materials, but may not restrict the freedom of other people to read and consult those resources.

Local Resources Policies

Local resources are books, e-books, periodicals, stand-alone computer software (e.g., children’s games, Microsoft Office), storage media (e.g., tapes, DVDs, flash drives) and electronic sources (CCL website, CCL social media site, and electronic subscriptions). They are part of the CCL collection and thus subject to the CCL Selection policy. Policies about using and loaning local resources are designed to enable all library users to access needed resources in a fair and timely manner.

Circulation

Any person with a valid CCL card and not restricted due to accumulated unpaid fines may borrow local resources. See Appendix E:  Loan Periods, Fees and Fines for current times and costs.

Prompt return of borrowed materials is the responsibility of each adult cardholder or the parent or guardian of a minor cardholder. A person who loans his or her library card is responsible for the items borrowed with that card. Oral or written reminders of overdue items are given as staff time allows, but not receiving a reminder does not waive fines.

Renewal

Videos and items that have been reserved by another cardholder may not be renewed. Materials, other than videos, may be renewed on-line, in person or by telephone.  Due to anticipated high-demand and turnover, videos will not be renewed except in unusual circumstances at the discretion of library staff.

Fines and Fees

Daily fines for late return of borrowed material or the replacement of lost or irreparably damaged items are limited to the most economical purchase price of the same or similar item plus shipping charges and a processing fee. See Appendix E: Loan Periods, Fees and Fines. Abuse of the privilege of borrowing local resources results in limitations of the library user’s privileges, including temporary or permanent loss of a valid CCL card.

Library employees have the discretion to waive or reduce late, lost or damage fines or offer payment options.

Waiting List

Cardholders requesting currently unavailable circulating materials are added to a waiting list. When the item is available, the next person on the waiting list is notified once by telephone message or e-mail. If the person does not retrieve the item within one week, the next person on the waiting list is contacted or the material is placed back in general circulation.

Reference

Reference service and materials are available during regular library hours. Services are provided in response to all forms of inquiry including in person, by telephone or on-line. Because at times only one librarian is available, assistance is provided as possible.

For legal, medical, investment, or tax reference questions, library employees assist library users to locate material but do not evaluate or interpret the information provided, define terms, offer advice, select income tax forms, or in any way serve as a surrogate for a legal, medical, investment or tax professional.

Unrestricted reference materials are available for loan. Restricted reference materials cannot be removed from the library but may be copied if permitted by copyright and fair use laws. See Copier policy, page 10.

Public records of the Custer County Library are available for inspection at the library. Confidential administrative records are stored in the Library Director’s office and are not open to the public. Public and administrative records are retained for the periods of time specified in the Records Retention Schedule, Appendix H.

Restrictions

People without a valid CCL card or with a valid CCL card that is currently restricted due to accumulated fines may use local resources on-site. However, those with restricted cards due to fines may not use library computers until the restriction is removed. Use of library resources and equipment implies acceptance of the policies and rules of the library. Inappropriate behavior and non-compliance with library rules will result in the loss of the privilege of using the library’s facilities and equipment.

Local resources are not labeled or identified to show approval or disapproval of the contents and are not sequestered except for the purpose of protecting them from damage or theft.

Videos retain the rating conferred by the Motion Picture Association of America. Those ratings may differ from the judgment of individual viewers. The CCL is not responsible for the rating system or for notifying library users of potentially objectionable content of any film. See Library Users under 18 Years of Age policy, page 14.

Global Resources Policies

Global resources are materials not in the CCL collection and thus not subject to the CCL Selection policy. Globally available information and resources might not be reliable, accurate, current or valid and might be controversial or offensive. The library is not responsible for offenses or damages, direct or indirect, arising from a library user’s use of global resources.

Interlibrary Loan

When needed material is not available locally, CCL cardholders submit an interlibrary loan request. If the item must be mailed, a minimum fee to defray shipping cost is suggested. Any fine levied by the lending institution for late return of the item is the responsibility of the cardholder. See Appendix F: Materials Requests and Appendix E:  Loan Periods, Fees and Fines.

Computer Use

Computers are provided for use by visitors and people with valid CCL cards that are not restricted due to limitations of library privileges.

Computer users agree to the Computer Use Rules (Appendix B) when they sign in or log on. Custer County and the Custer County Library, along with its trustees, employees and agents, assume no liability for and will be held harmless for any harm, loss or damage to the user’s data or for any damage or injury arising from invasion of privacy in his or her computer accounts or files.

Computer access will be temporarily suspended or permanently revoked if a person participates in any of the following activities:

  • breaching the computer use rules;
  • selling offensive or illegal goods or services;
  • harassing, libeling or slandering other persons;
  • viewing sexually explicit, obscene or pornographic material;
  • tampering with, damaging or destroying equipment, software, or data belonging to the CCL or other computer users;
  • spamming, hacking, spying on others’ communications, using others’ accounts or introducing viruses, malware or firmware; or,
  • violating software license agreements between the CCL and software providers.

The right of all library users to access electronic information networks is not denied by CCL staff because of age or competency status. The CCL recognizes that electronic information networks might contain material that is inappropriate for children or adults with guardians. Parents and guardians are encouraged to discuss and monitor appropriate use and electronic information network safety with their children or wards.

WiFi Access

The CCL offers free wireless internet access (WiFi) for people to use with their own personal laptops and mobile devices. Use of the CCL’s WiFi service, either inside or immediately outside the CCL premises, signifies the user’s acceptance of all Global Resources policies.

Communication over a wireless network is not secure. The CCL assumes no responsibility for the privacy or safety of users’ equipment or data while connected to the CCL’s wireless network. The library highly recommends that all laptops and wireless devices have up-to-date anti-virus software, spyware protection, and a personal firewall installed while utilizing the library’s wireless network.

Custer County Library Website

In choosing websites to link to the CCL website, the CCL follows its materials selection policy (see page 3). Beyond this, the CCL is not responsible for the content of information on the Internet and does not endorse commercial products that advertise on webpages accessible through the CCL website or CCL social media pages.

WELCOMING ENVIRONMENT

Social Environment Policies

Trustees, employees and volunteers are committed to creating a welcoming environment at library locations as well as favorable perceptions of library services and programs throughout Custer County.

Trustees

Library trustees are appointed by the Custer County Commission to act as the governing body of the library. Bylaws of the Board of Trustees of the Custer County Library (Appendix A) regulate the authority of the Board and individual trustees.

The duties of the Board of Trustees are to supervise and annually review the performance of the Library Director; conduct open meetings on the schedule described in the Bylaws; enact and administer policies for the operation of the library; oversee the prudent expenditure of funds; and write, implement and evaluate progress of library strategic, marketing and technology plans.

The highest ethical standards guide CCL trustees in the performance of their duties and obligate them to avoid conflicts of interest; support the formal positions of the Board of Trustees; ensure the privacy of all library users; and, resist censorship of library materials by groups or individuals.

Employees

The first duty of all employees of the library is to serve the public.  Every library user is entitled to prompt, knowledgeable, respectful and courteous service. Employees are entitled to respect and courtesy in return.

The personnel policies and procedures specified in the Custer County Employee Handbook, adopted June 23, 2010, including updates and amendments as they occur, apply to all CCL employees.

The duties of each position are defined in position descriptions provided to each employee at the initiation of employment and reviewed annually thereafter on a schedule determined by Custer County. See Appendix G: Position Descriptions.

Volunteers and Friends of the Library

Volunteers and groups of volunteers such as Friends of the Library serve at the pleasure of the CCL Board of Trustees and under the direct supervision of the Library Director. Volunteers are members of the CCL staff and follow all policies and procedures governing staff behavior. The services of a volunteer may be terminated for non-compliance with CCL policies and rules.

Per SDCL 47-23-29, CCL volunteers are immune from civil liability for their acts or omissions committed on behalf of the CCL as long as they were acting in good faith and within the scope of their official duties and the damage or injury was not due to gross negligence or wanton misconduct.

Volunteers perform work without compensation. Custer County insures volunteers in case of accidental injury that occurs while at the library performing assigned volunteer duties.

Physical Environment Policies

Trustees, employees and volunteers create spaces that are clean, safe, convenient, accessible, attractive and pleasant and that enhance the reading, studying and researching experience for all library users.

Hours and Locations of Service

Library locations within Custer County are situated to bring library resources and services within convenient reach of all people in the county. Hours of service are designed to meet the needs of library users with varying time schedules to the maximum allowed by budget and staffing levels. See Appendix D: Contact Us.

Copier

The library provides a photocopy machine for library users’ convenience and to protect the library collection.  Copying of copyright-protected materials is prohibited except as allowed by Fair Use guidelines. The library has no responsibility for personal violations of copyright law. Non-circulating reference materials are copied for library users at no charge. A fee is charged for all other copies made in the library. See Appendix E: Loan Periods, Fees and Fines.

Displays, Exhibits and Bulletin Boards

To increase citizens’ access to community resources and to support the arts and humanities, the CCL offers display space, bulletin boards and webpage space to persons and non-profit organizations engaged in educational, cultural, intellectual or charitable activities, except as noted and with the following restrictions:

  • First preference is given to the promotion and display of library events and resources.
  • Prior approval must be obtained from the Library Director who gives consideration to items of interest, information and enlightenment to the community.
  • Posters, printed materials and webpage blogs promoting political events or candidates are not displayed or distributed.
  • Displays and sales by for-profit artists and writers are accepted at the discretion of the Library Director who decides if a specific piece may be displayed or promoted.
  • The library takes reasonable but not extraordinary measures to insure the safety of any exhibit or display placed in the library for public viewing but assumes no responsibility for damage or loss of exhibit or display items.

Conference and Meeting Rooms

The primary purpose of CCL conference and meeting rooms is to provide space for library functions, meetings and programs.  Food, drink, and moderate noise are permitted in Conference and Meeting Rooms.

These meeting rooms are made available for use to members of the public and local organizations on an equitable basis, regardless of the beliefs or affiliations of the persons or groups requesting its use. The library does not advocate or endorse the viewpoints expressed or supported by public users of the library meeting rooms. See Appendix C: Conference Room.

 

Security Policies

Personal information about library users is collected only when necessary for the operation of the library.

Confidentiality

All CCL records containing personally identifiable information are confidential. Information contained in them is not released except by court order or at the request of a parent or guardian of a child under eighteen. The CCL does not provide lists of cardholders to persons, organizations or agencies except in compliance with the law.

Section 215 of the PATRIOT Act of 2001 allows the Director of the FBI to apply for an Ex parte order to require libraries to produce materials pertaining to library users such as “books, records, papers, documents, and other items” that assist in investigations undertaken to protect against international terrorism. The CCL faces the dilemma of protecting the privacy of library users while responding to legitimate national security concerns. The CCL recognizes the confidentiality of records documenting information sought or received and materials consulted, borrowed or acquired by a library user but will comply with law enforcement when supplied with legal process, order, subpoena or warrant made in a court of competent jurisdiction. If the process, order, subpoena or order is not in proper form or if good cause has not been shown, records will not be released.

Privacy

Ordinary and prudent care is employed by the CCL to protect the privacy of library users. The CCL does not use forms of communication that publicly expose content of the library materials accessed by a user, his or her personal data, reference questions or computer browsing history.

The CCL avoids creating unnecessary records and safely discards records that are outdated. See Appendix H: Records Retention Schedule.

The CCL’s automated catalog search system and its circulation records are connected to an offsite vendor system, making them beyond the library’s control to keep private. Eradication of all personal information at these offsite locations cannot be guaranteed.

Safety Policies

The Custer County Library Emergency Operations Plan (Appendix K) provides the guidelines for handling disasters and emergencies in the main library. In addition, the following policies apply at all library locations.

Health Situations and Emergencies

Due to situations of potentially infectious materials, library staff is not allowed to assist library users with personal care needs. In case of emergency, library staff keeps the sick or injured person comfortable and protected from needless disturbance until medical help is obtained. Because every case is unique, each staff member uses his or her judgment to do what is prudent and reasonable. No medication, including aspirin, is ever dispensed to the public.

Disruptive Library User

A library staff member who observes or receives complaints of inappropriate, disruptive, unsafe or illegal behavior by a library user exercises his or her judgment to address the situation. The staff member is empowered to remind the person of the CCL Rules of Conduct (Appendix I), ask him or her to leave the premises or call the police for assistance.

When a person is required to leave the premises or the police are called, the incident is reported to the Library Director. The Library Director may impose additional penalties, such as temporary or permanent suspension of library privileges.

The CCL Board of Trustees supports the actions of library staff to maintain a safe library environment and accepts responsibility if there are legal repercussions from the staff member’s good faith response to an incident.

Animals in the Library

For the comfort and safety of library users, all animals are prohibited from entering library facilities, with the exception of service animals, service animals in training, and animals featured in programs sponsored by the library.

 According to the Americans with Disabilities Act (ADA):

 Only dogs are recognized as service animals under Title II and III of the ADA.

  • A service animal is a dog that is individually trained to do work or perform tasks for a person with a disability.
  • State and local government entities must permit service animals to accompany people with disabilities in all areas where members of the public are allowed to go.
  • Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals.

Staff cannot ask about the person’s disability, require medical documentation, require a special identification card or training documentation for the dog, or ask that the dog demonstrate its ability to perform the work or task.  When it is not obvious what service an animal provides, library staff are only allowed to ask two questions:

  1. Is the dog a service animal required because of a disability?
  2. What work or task has the dog been trained to perform?

Allergies or fear of animals on the part of other library users are not valid reasons to deny access to people using service animals.  If such situations arise, staff should make reasonable efforts to accommodate both parties in different areas of the facility.

Staff may only ask that service animals be removed from the premises if:

  1. The dog is out of control, and the handler does not take effective action to control it.
  2. The dog is not housebroken.

When there is a legitimate reason to ask that a service animal be removed, staff must offer the person with the disability the opportunity to obtain library services without the animal’s presence.

DIVERSE COMMUNITY OF LIFE-LONG LEARNERS

Library User Policies

The Custer County Library is a tax-supported service available for use by residents and tax payers of Custer County, South Dakota. Visitors and non-residents may use the CCL under specific conditions.

Library Users

All library users, including resident and non-resident, adult and minor cardholders and visitors, must adhere to all CCL policies and rules while using CCL facilities, services and resources or attending library programs.

Valid Library Card

A valid Custer County resident library card is issued at no cost at the main library in Custer or the branch library in Hermosa when the applicant provides proof of identity and proof of residency or property ownership in Custer County.

  • A photo-identification is required for proof of identity of applicants over the age of 18. A passport, valid driver’s license from any state or a picture ID issued by a federal, state or tribal government are acceptable forms of identification.
  • The proof of residency may be a valid SD driver’s license, current rental agreement, cancelled utility bill, voter registration, a letter from an employer, a letter from a verified Custer County resident with whom the applicant is residing, or any other document that verifies the applicant’s physical location in Custer County. Proof of property ownership is established by showing a property deed, real estate tax assessment or receipt for payment of real estate taxes on property located in Custer County.

When the applicant is not a resident or property owner in Custer County, a one-year non-resident family library card is available for a fee. The annual fee is determined each year based on the per capita cost of library services in Custer County. See Appendix E: Loan Periods, Fees and Fines. All adult family members must provide one of the forms of photo-identification described above.

Persons under 18 years of age must have a parent or guardian’s signature to be eligible for a valid library card. The parent or guardian is the applicant on behalf of his or her child and thus is the person who provides the identification and proof of residency and is responsible for fees and fines attributed to that card.

Rules of Conduct

Library Rules of Conduct are outlined in Appendix I. However, because all persons are expected to conduct themselves in a manner that does not interfere with the legitimate use of the library by other people, situations not specifically described in the rules may still be addressed by library staff on a case by case basis.

Library Privileges

A library user who participates in misconduct or disruptive behavior is notified verbally and in writing when his or her library privileges have been limited. The length of time and type of limitation to be imposed is based on the total pattern of behavior and disruption to other persons’ reasonable enjoyment and use of the library. Library users’ privileges are limited for any of the following situations:

  • violation of one or more of the CCL policies, Rules of Conduct or Computer Use Rules;
  • accumulation of excessive fines and unpaid costs for damage to or loss of library materials;
  • damage to or misuse of library equipment; or
  • failure to provide required supervision of his or her child.

The limitation of library privileges includes one or more of the following restrictions:

  • exclusion from specific areas of the library, attendance at programs or use of specific items of equipment;
  • temporary or permanent suspension of a valid library card; or
  • temporary or permanent disbarment from the library premises.

Within two weeks of receiving written notification of limitation of library privileges, the cardholder may appeal the decision by contacting the Library Director in person or by telephone, email or letter. See the Appeal Policy and Procedures, page 17.

Diversity

CCL services, programs and collections are open to all persons and are not denied or abridged

  • based on gender or sexual orientation;
  • because of religious, racial, social, economic, or political identity; or,
  • due to mental or physical disability.

The CCL affirms its support of equal access for county residents with disabilities and the Americans with Disabilities Act. Requests for accommodation or dissatisfaction about accessibility may be presented in person, by mail, email or telephone to the Library Director who makes every effort to accommodate the person’s needs within the budgetary and space limitations of the CCL. The Library Director’s decision on how to manage accommodation may be appealed. See page 17.

When the CCL is unable to meet specific needs, the person is assisted to contact the South Dakota State Library which is directed by SD law to provide certain library services to South Dakota citizens with disabilities.

Library Users Under 18 years of Age

The CCL cannot assume the role of parent or the functions of parental authority. It is solely the responsibility of a child’s parent or guardian to guide his or her child’s use of library resources. The following policies are designed to assist parents and guardians to provide the supervision necessary in order for all library users to enjoy the library.

A parent, guardian or designated responsible caregiver must accompany a child under six and remain in the library during the child’s visit. Children over the age of six may use the library unattended for a reasonable period of time if they adhere to the Rules of Conduct (Appendix I).

However, to ensure successful participation for all children attending children’s programs, such as story time, library staff may require that a child over six is accompanied by a parent, guardian or designated caregiver.

A  Video Agreement (Appendix J) signed by a child’s parent or guardian must be on file for a cardholder under 18 to borrow any video in any format (e.g., VHS, DVD, Blu-ray). In addition, cardholders under 17 may borrow films rated “R” by the Motion Picture Association of America only with signed and witnessed parental permission.

The CCL is not responsible for children without a ride home at closing time. Library staff assists the child to call home or calls the police for assistance.

Although reasonable safety precautions are taken on behalf of all library users, the CCL is not responsible for the actions of or harm to any library user, including children.

Also see Confidentiality, Computer Use, Valid Library Card and Program policies on pages 11, 6, 13 and 15 respectively.

Education Policies

Programs and educational services are planned interactions between library staff or library volunteers and participants for the purpose of encouraging and inspiring families and the community to read and learn together.

Programs

The CCL sponsors literacy, education, and enrichment programs for all ages of library users.  Examples of such programs include story-times, summer reading programs, book discussions, author presentations, technology training, DIY workshops, arts and crafts programs, and writing workshops.  The library offers Book-a-Librarian opportunities with library staff on an appointment basis to assist with technology and research needs. 

Program participation is not limited based on age, sex, race or any other element of diversity.  However, in some cases, the nature and success of a program requires a recommended age for attendance, especially programs intended for children and teens that are geared to their interests and developmental needs.

The sale of books or CDs by authors or performers as part of a library program is permitted when it is integral to the presentation. Presenters are encouraged to donate a copy of their work to the Library for possible inclusion in the CCL collection.

Unless indicated otherwise on the program sign-in sheet by a parent or guardian, participation of a child in a program implies consent for the publication of photographs taken during the program.

Test Proctoring

The CCL provides space in the library conference room for students to take tests. Direct in-room supervision is not provided.  Students are monitored through a window from a staff office.

It is the student’s responsibility to make sure that the Library receives the test and that the testing institution receives the returned test upon completion. The CCL does not keep copies of test materials.

Literacy

The CCL provides reading readiness, tutoring and adult literacy programs when appropriate volunteers are available and library users have requested assistance.

CONCLUSION

Interpretation Policies

Because written policies neither describe every possible situation nor prescribe the exact responses required and because the words used in writing policies have a variety of potential interpretations, additional clarification strategies are necessary. Also see Guiding Policies, page 1.

Appeal Policy and Procedures

1) The Library Director is empowered to render judgments in response to three situations:

  • the request by a Custer County resident to include or exclude a specific item (Challenged Material policy, page 4);
  • the request by a Custer County resident with a disability to have the library environment, materials or programs modified to enhance accessibility or accommodate his or her specific needs (Diversity policy, page 14); and,
  • reports about or observation of a specific library user behaving in ways contrary to the Custer County Library Policy, with special reference to the CCL Rules of Conduct (Appendix I) and Computer Use Rules (Appendix B).

2) After reviewing relevant information, the Library Director notifies the person involved about his or her decision

  • to include or exclude an item in the local collection;
  • to provide certain types of accommodation or accessibility; or,
  • to limit the library user’s library privileges.

3) The person involved has two weeks from the date of receiving notification to ask the Library Director to reconsider his or her decision. The Library Director will, within two weeks of the request, meet with the complainant to review the decision. If they are able to resolve the issues to their mutual satisfaction, no further action is necessary.

4) If the complainant is dissatisfied and chooses to appeal the Library Director’s decision further, the appeal is placed on the agenda of the next regularly scheduled meeting of the CCL Board of Trustees. The Library Director provides a copy of the letter sent and an oral synopsis of the meeting held with the complainant. The complainant presents his or her interpretation of the situation either through a written document or by talking to Trustees.

5) If necessary, the Board confers with the Custer County Attorney. When all fact-gathering has been completed, Trustees make a final decision on the appeal no later than their next regularly scheduled meeting.  Written notification of the final decision of the CCL Board of Trustees is sent to the complainant. Further appeals on the same issue are not considered.

Compliance with Other Governing Bodies

Laws, policies, rules and regulations enacted by the United States government, the State of South Dakota and Custer County take precedence when there is a conflict with the policies stated here. The CCL Board of Trustees advocate for change in local, state and federal laws when the application of a particular law breaches confidentiality of records, invades the privacy of library users, denies the freedom to read or results in censorship.

APPENDICES

Trustee Bylaws  

Adopted October 8, 2014      

Latest Review – September 13, 2017  

Article I – Name and Authorization

The organization shall be called “The Board of Trustees of the Custer County Library” existing by virtue of the provision of chapter 14-2 of the South Dakota Codified Laws and exercising the powers and authority and assuming the r

Article II – Meeting

The library board shall meet ten times each year on the second Wednesday of the month.  The time and place will be posted in the agenda in accordance with SDCL 1-25.  An annual meeting shall be held in the month of January.  Special meetings may be called by the chairman or upon the written request of three members for the transaction of business stated in the call for the meeting.

 Any action which is required to be taken, or which may be taken, at a meeting of the library board of trustees, may be taken by fax, mail, telephone, or email.  Such consent shall have the same force and effect as a vote in person at a regular board of trustees meeting.  The written responses to the action will be attached to the minutes of the immediately preceding meeting.  The minutes and attachments shall be reviewed, amended if necessary, and adopted at the following meeting.  Attendance at a meeting of the library board of trustees may be by electronic means.  Any member attending by electronic means shall be marked as present with his/her participation in discussions and votes having the same force and effect as attendance in person.

Voting abstentions shall be recorded by name in the minutes.

 Article III – Trustees

The board of trustees shall be composed of five competent members broadly representative of the population of Custer County.  The librarian and the board of trustees shall submit names of nominees to the Custer County Commissioners for confirmation.  Trustees shall serve staggered three year terms.  In the event any board member is unable to attend meetings regularly, the trustees shall submit a recommendation to the Custer County Commissioners for a replacement.  A board member shall serve no more than two consecutive terms of three years each.

  •  The highest ethical standards guide trustees in the performance of their duties and obligate them to:Avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, fellow trustees, or the library.
  • Disqualify themselves immediately when a conflict of interest or the appearance of one exists.
  • Distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the library, acknowledging the formal position of the board even if they personally disagree.
  • Respect the confidential nature of library business and the privacy of library patrons.
  • Avoid any form of board representation not authorized by the board.
  • Avoid the denigration of the library, library staff, and fellow trustees in any public arena.

Trustees should follow these bylaws and their provisions as well as all library policies and rules.  If not compliant, a trustee may be asked to resign or may be removed from the board.  Further causes for removal include:

  • A felony conviction during term of service on the board.
  • A consistent pattern of behavior unbecoming a trustee (e.g. violent behavior).

Removal of a trustee for all of the above causes shall be accomplished as follows.  The chairman (or the vice-chair if the person to be removed is the chair) shall provide the trustee subject to removal written notice of the charge(s) at least seven days prior to the meeting on which the matter is scheduled.  This meeting may be a regularly scheduled meeting or a special meeting called at the written request of three members of the board and shall be held in Executive Session.  The trustee will have the opportunity to address the charges and plead his/her case.  If a majority of the board decides removal of the trustee is in the best interest of the library, the trustee may be asked to submit a written resignation.  If the trustee refuses to resign, a vote must be held in the board meeting outside of Executive Session and recorded in the minutes.  The letter of resignation or a letter recommending removal will be submitted to the Custer County Commission.

Article IV – Officers

Board officers shall be as follows:  chairman, vice-chairman and secretary.  The librarian shall serve as secretary of the board.  All other officers shall be elected from among the trustees by ballot at the annual meeting of the board.  Each officer shall serve a term of one year in such office and may be re-elected for one additional term.

The chairman of the board shall preside at all meetings, certify all actions approved by the board, authorized calls for any special meetings, and generally perform the duties of a presiding officer.

In the absence of the chairman, the vice-chairman shall perform all duties authorized for the chairman.  If the library board shall have direct charge of any funds, a treasurer shall be appointed by the board of trustees to take charge of such library funds, sign checks on the accounts on the board’s authorization and report at each meeting on the state of the funds.  Any expenditure exceeding $500.00 shall require the signature of a board member in addition.

Article V – Committees

Special committees for the study and investigation of special problems may be appointed by the chairman to serve until they have completed the work for which they were appointed.  A committee may consist of just one person if desirable.

Article VI – Quorum

A quorum for the transaction of business shall be a simple majority of the board members.

Article VII – Librarian

The librarian is selected by the board of trustees and serves as the board’s executive officer.  The librarian shall have sole charge of administering the library under the board’s direction and review and shall be responsible for employing and directing the staff and volunteers, for selecting library materials, for the care of the buildings and equipment, for the efficiency of the library’s service to the public, and for operating the library under the financial conditions set forth in the annual budget.  The librarian shall keep exact accounts of all moneys received or expended and shall report on such receipts and expenditures at each regular meeting of the board.  The librarian shall perform the duties of secretary of the library board and shall attend all board meetings except when her or his employment or salary is discussed.

Article VIII – Items of Business

The items of business at regular meetings shall be:

  • Roll Call
  • Approval of previous meeting’s minutes
  • Correspondence and communications
  • Report of Librarian
  • Financial report and approval of expenditures
  • Reports of committees
  • Unfinished business
  • New business
  • Adjournment

Article IX – Amendments

These bylaws may be amended by a simple majority vote of the members present at any regular board meeting that has a quorum, provided that the amendment was stated in the agenda.

                                                                                                                                              

APPENDIX B:  Computer Use Rules

Custer County Library

Computer Use Rules

  1. Computer use is free-of-charge, but donations are accepted.
  2. Minors must be able to read or be accompanied by a responsible caretaker. Parents and guardians are encouraged to discuss and monitor appropriate use and electronic information network safety with their children.
  3. Use is limited to 30 minutes on a first-come/first-served basis. If no one is waiting, an additional 30 minutes is allowed.
  4. Users must sign in at the desk before using a computer. No reservations in advance are permitted.
  5. No food or drink is permitted at any computer work station.
  6. If required, please ask library staff for assistance on how to operate the equipment. For instructions about specific programs, use the program’s FAQs or help menu.
  7. Current charges for printing pages are posted at the front desk.
  8. For privacy, please delete your temporary files when you exit programs and log-off all password-protected sites such as Facebook. Temporary files are automatically deleted at the end of the day. BE CAREFUL:  Other users are able to access your undeleted files for the rest of the day.
  9. Do not install your software or firmware on these computers.
  10. Computer privileges will be limited, suspended or revoked for spamming, hacking, introducing viruses, harassing others or damaging equipment. All library privileges will be revoked for use of a computer to visit obscene websites. For a complete statement of the Custer County Library computer policies and penalties for misuse, see the Policy manual at the front desk.
  11. The Custer County Library, its trustees, employees and agents assume no responsibility for any harm, loss or damage to the user’s data or for any damage or injury arising from invasion of privacy in his or her computer accounts or files.

 REMEMBER: These computers are shared. Please help maintain the safety of our community and make the library a pleasant place for everyone.

                                                                                                                                           

 

APPENDIX C: Conference Room

RESERVATION AND USAGE INFORMATION

  • Reservations may be made at the Custer County Library, located in the Custer County Courthouse Annex, during regular business hours.
  • Availability of the facility may be determined by phone (605-673-4803), but reservations will not be confirmed without the signed agreement and payment (if required).
  • County or non-profit organizations that qualify for use of the Conference Room without payment of rental fees are required to sign monthly agreements, as well as follow reservation and usage rules.
  • The key must be picked up during regular business hours prior to the event.
  • Return keys to the Custer County Library or deposit them in the library drop box.
  • Deposits will be returned at the beginning of the following month, after the building has been inspected, the key is returned, and all other rental/usage criteria has been met.
  • The renter is responsible for setting up his/her own meeting. They are also required to wash chairs and tables and place them on racks immediately after each use of the building or the deposit will be forfeited.
  • When you leave, TURN OFF ALL LIGHTS, close all inside doors – including kitchen and restrooms. The only lights to be left on are the security lights in the entryways.
  • LOCK ALL OUTSIDE DOORS!! Please check even those you may not have used. (Doors are locked/unlocked with Allen wrenches which are on a chain near each door.) Make sure they are closed securely.
  • Children must be monitored. For their safety, they should not be running in the halls or left unattended in other parts of the building.
  • The conference room is next to the library and other business offices. Therefore, we ask that you be respectful of noise and traffic in other parts of the building during regular business hours.
  • Please be advised that alcohol is not allowed on the premises.
  • Custer County is NOT RESPONSIBLE for items left in the building.

 

In case of problems contact: Jim Lyndoe, Custodial/Maintenance: 673-8117 (Work), 440-0472 (Cell), 673-8650 (Pager), 673-2690 (Home).

 Printable Request form

                                                                                                                                       

APPENDIX D: Contact Us

 

 

                                                                                                                                       

APPENDIX E: Loan Periods, Fees and Fines

Material Loan Periods and Fines

Material

Loan Period

Notes

Fines

Books/Audios

3 weeks

May renew 2 times if not reserved.

$.10/day

Unrestricted Reference

1 week

May renew 2 times if not reserved.

$.10/day

Videos

1 week

May Reserve

No renewals

$1/day

Magazines

1 week

 May renew 2 times

 

Vertical File/Pamphlets

1 week

 May renew 2 times

 

 

Other Services

Service

Notes

Fees

Non-Resident Library Card

May be used by immediate family members. Expires each year on sign-up anniversary

$25/year

Wi-Fi

Available 24/7.  No password required.

Free

Computer/Internet Use

Two 30-minute sessions per day.  More time allowed for work on applications, resumes, job searches, etc…

All desk-top computers are equipped with high-speed DSL.  One computer is connected to a scanner.

Free

Photocopier

Capable of reducing, enlarging, and printing duplex copies.  Limit of 100 copies.

B&W $.10/page.  Color $1/page

Printer

All desk-top computers are connected to both a laser printer and a color printer.  No wireless printers are available.

B&W $.10/page.  Color $1/page

Interlibrary Loan

Materials at least 6 months old may be borrowed from other libraries in the BHL Consortium or across the U. S.  Request forms are available at the front desk.

Free when borrowed from libraries on the courier. Otherwise

$3 donation per item to defray shipping costs.

Restricted Reference Materials

Ask at the front desk for photocopies from materials that cannot be loaned out.

Free

                                                                                                   

APPENDIX F: Materials Requests

Request to Include Material, a.k.a “Wish List”
Printable Form

Request to Exclude Material
Printable Form

Reservation Form
Printable Form

Interlibrary Loan Request
Printable Form

                                                                                                                                            

APPENDIX G:  Position Descriptions

Title: Library Director

General Description of Position: The Library Director is an exempt permanent full-time position [see Custer County Employee Handbook, p. 5] at the Custer County Library. The position requires working under the direction of the Library Board of Trustees, acting in an advisory capacity to the Board on programs and policies, and discharging the Board’s directives.  The Library Director is the chief administrative officer responsible for preparation of the annual budget request and for the expenditure of funds appropriated and for overseeing the day to day operations of the Custer County Library.  He/she has full responsibility for staff appointments, dismissals, and assignments of duties; for determining internal procedures and explaining policies; and for selection of books and other materials.  Other responsibilities include: public relations; increasing services of the library; and maintaining an efficient, organized library system.

Qualification: Bachelor’s Degree from an accredited institution and the willingness to complete the South Dakota Library Training Institute within seven years.

Requirements:

  1. Possession of, or be able to obtain within 60 days of hire, a valid South Dakota driver’s license;
  2. Capacity to lift and carry up to 30 pounds of library materials frequently and up to 50 pounds occasionally;
  3. Capability to push a loaded book truck and stand or sit for long periods of time;
  4. Advanced knowledge of the principles and practices of modern librarianship and information systems;
  5. Proficient in oral and written skills;
  6. Ability to comprehend complex written and oral instructions and interpret them to others;
  7. Ability to operate and direct the use of library computer systems;
  8. Familiar with general accounting principles and spread sheets; and
  9. Talent for fostering positive and harmonious relations among library employees, volunteers, patrons, trustees, other county departments and the community.

% of TIME                                                                   RESPONSIBILITIES

  35         Administrative Responsibilities:

  1. Assist the Custer County Library Board of Trustees to conduct community analyses in relation to library services.
  2. Recommend to the Custer County Library Board of Trustees policies for the operation of the library in accordance with the South Dakota code and Federal regulations and administer all policies adopted by the Board by implementing appropriate internal procedures and explaining them to staff and public;
  3. Prepare circulation, attendance, financial and director’s reports on current progress and activities;
  4. Administer the library system within the framework of the library’s goals, objectives, policies, and budget;
  5. Provide information on library issues to the Custer County Library Board of Trustees;
  6. Establish good working relationships with the county commissioners, the county attorney’s office and other community leaders with special reference to budget, policies and services;
  7. In cooperation with the Board and based on the long-range plan, formulate an annual budget that prioritizes library services and materials and states the funding needed to provide them;
  8. Accurately record and regularly report all library income and expenditures, programs and operations to the Custer County Library Board of Trustees;
  9. Review the maintenance program of the library building and grounds, maintain an up-to-date inventory of library property and materials and check insurance coverage annually;
  10. Prepare grant proposals to supplement funding of library services and programs
  11. Serve as Director of the Hermosa Library; and
  12. Serve as Registered Agent and Recording Secretary for the Custer County Library Foundation

  20          Personnel Responsibilities:

  1. Select, train and supervise library personnel and community library volunteers;
  2. Administer all aspects of the County’s and the library’s personnel policy and procedures;
  3. Coordinate clear communication among the staff, Board, County Commissioners and support groups; and,
  4. Encourage staff to maintain and upgrade their library skills and knowledge through continuing education opportunities, both for competence and upward mobility in their work.

   25         Professional Responsibilities:

  1. Attend professional meetings and workshops to maintain and increase professional librarian’s skills;
  2. Review and edit procedures to improve efficiency and effectiveness of operations;
  3. Maintain through selection and weeding an appropriate inventory of informational, cultural, and recreational materials in a variety of formats: books, periodicals, audio tapes, video tapes, compact disks, on-line databases, etc.;
  4. Coordinate and oversee all aspects of the organization and delivery of library services, including the hardware and software required in the delivery of information in electronic format; and,
  5. Actively participate in the South Dakota Library Network organization to optimize delivery of information to Custer County residents.

 _20_      Public Relations Responsibilities:

  1. Maintain library services in a friendly and inviting atmosphere;
  2. Supervise age-appropriate activities to foster a love of reading at all ages;
  3. Direct a sustained public relations campaign to promote and publicize the library in the community utilizing personal appearances, radio, television and newspaper coverage, display materials and special promotions; and,
  4. Study and actively support legislation to improve library services on local, state, and national levels.

 

 

 TITLE: LIBRARY ASSISTANT – Branch Director

 General Description of Position: Perform library duties as described here, with an emphasis on tasks 1, 2 and 3, for the Hermosa Library. Additional specific tasks that fulfill these duties will be assigned, as needed, by your supervisor, the Library Director. This is a Permanent Part-time position (see page 5, Custer County Employee Handbook) that includes evening hours.

 % of TIME            DESCRIPTION

 __40_   1. Provide courteous patron services in a safe manner

  1. assist patrons, by phone and in person, to locate desired materials
  2. perform all aspects of computerized circulation in timely and accurate manner
  3. register new patrons and provide tour of library materials and equipment, as appropriate
  4. interpret and implement library policies and procedures and facilitate problem resolution

 __35_   2. Maintain quality and breadth of collection suitable for age, diversity and needs of local community

  1. accurately re-shelve, read, weed and clean collection on regular schedule
  2. maintain current shelf list, assist in suggesting and evaluating materials for acquisition and accept and evaluate donated materials
  3. perform all aspects of cataloging and preparing materials for circulation with efficiency and accuracy
  4. maintain a welcoming, organized and attractive environment for all segments of the collection

 __10_   3. Furnish information and technology services in a clear and concise manner

  1. answer telephone inquiries and use judgment to redirect calls when required
  2. teach patrons, and assist as necessary, to access on-line resources, including the library catalog, electronic books, electronic information and references, local community web resources, etc.
  3. assist patrons to access information through inter-library loans, as appropriate
  4. prepare electronic reports on circulation, money collected, computer usage, etc. as directed by supervisor

 __10_   4. Participate with the library team to enhance community outreach and literacy development

  1. help with room rentals, scheduling and over-seeing activities as directed
  2. facilitate showcase art shows
  3. assist, as appropriate, with literacy activities for all age levels, e.g., book club, pre-school story time, summer reading program, etc.
  4. recruit, train, coordinate and supervise volunteers and acknowledge their contribution

 ___5_   5. Perform other duties as assigned

 TITLE: LIBRARY ASSISTANT – Cataloging

 % of TIME                                                                   RESPONSIBILITIES

   45         1. Maintain quality and breadth of collection suitable for the needs of the local community

  1. perform all aspects of cataloging and preparing books for circulation with efficiency and accuracy
  2. train and coordinate library volunteers to assist with preparing and organizing library materials.
  3. accurately shelve books, read shelves, and wipe down the collection on a regular basis
  4. maintain a valid, up-to-date collection by assisting in weeding and selection of library materials
  5. evaluate donated materials to determine suitability to collection or inclusion in book sale
  6. maintain a welcoming, organized, and attractive library environment

   30         2. Provide courteous patron services in a safe manner

  1. perform all aspects of circulation in a timely and accurate manner
  2. register new patrons and provide an orientation of the library’s services
  3. assist patrons in locating desired materials
  4. record patron requests for materials currently unavailable
  5. interpret and implement library policies and procedures regarding overdue materials
  6. coordinate the borrowing and processing of materials through inter-library loans
  7. remind disruptive patrons of proper library behavior in a courteous manner

   10         3. Furnish information and technology services in a clear and concise manner.

  1. assist patrons in using library technology resources such as the automated library catalog, internet, wi-fi, scanners, and downloadable e-books and audio books
  2. answer telephone inquiries and use judgment to redirect calls when required
  3. prepare reports on overdue materials, circulation, fines, computer usage, etc. as directed
  4. maintain and upgrade information technology skills through continuing education opportunities
  5. record daily statistical information and provide a monthly and yearly report to be used by the Director to complete the State Annual Report

   10         4. Participate with the library team to enhance community outreach and literacy development

  1. assist with conference room scheduling and test proctoring as needed
  2. facilitate showcase art shows
  3. participate in county sponsored events as directed
  4. assist with literacy/entertainment activities for all age levels, e.g., book clubs, story time, the summer reading program, storytelling/music programs, etc.

    5           5. Perform other duties as assigned with a cooperative attitude

 TITLE:    LIBRARY ASSISTANT – Programming/Circulation

 General Description of Position: Perform library duties as described here, with an emphasis on task 1, for the Custer County Library. Additional specific tasks that fulfill these duties will be assigned, as needed, by your supervisor, the Library Director. This is a Non-exempt Permanent Full-time position (see page 5, Custer County Employee Handbook) that includes evening and weekend hours.

 % of TIME                                                                   RESPONSIBILITIES

   30         1. Participate with the library team to enhance community outreach and literacy development

  1. plan, promote, and lead literacy/entertainment activities for all age levels, e.g., book clubs, story time, the summer reading program, storytelling/music programs etc…,
  2. assist in maintaining the library’s website and social media sites,
  3. assist with conference room scheduling and test proctoring as needed,
  4. participate in county sponsored events as directed.

 25           3. Furnish information and technology services in a clear and concise manner.

  1. assist patrons in using library technology resources such as the automated library catalog, internet, Wi-Fi, scanners, electronic resources, and downloadable e-books and audio books,
  2. assist patrons with personal technology devices such as laptops, tablets, and smart phones,
  3. plan and lead technology education programs as needed by the community,
  4. answer telephone inquiries and use judgment to redirect calls when required,
  5. prepare reports on overdue materials, circulation, fines, computer usage, etc. as directed,
  6. maintain and upgrade information technology skills through continuing education opportunities,
  7. record daily statistical information to be used by the Director to complete the State Annual Report.

  25         2. Provide courteous patron services in a safe manner

  1. perform all aspects of circulation in a timely and accurate manner,
  2. register new patrons and provide an orientation of the library’s services,
  3. interpret and implement library policies and procedures regarding overdue materials,
  4. assist patrons in locating desired materials,
  5. record patron requests for materials currently unavailable,
  6. coordinate the borrowing and processing of materials through inter-library loans,
  7. remind disruptive patrons of proper library behavior in a courteous manner.

    15        3. Maintain quality and breadth of collection suitable for the needs of the local community

  1. assist in preparing materials for cataloging and circulation with efficiency and accuracy,
  2. maintain a valid, up-to-date collection by assisting in weeding, selection, and ordering of library materials,
  3. maintain a welcoming, organized, and attractive library environment
  4. evaluate donated materials to determine suitability to collection or inclusion in book sale
  5. train and coordinate library volunteers to assist with preparing and organizing library materials,
  6. accurately shelve books, read shelves, and wipe down the collection on a regular basis.

    5           5. Perform other duties as assigned with a cooperative attitude

 TITLE: LIBRARY ASSISTANT – Circulation

 % of TIME                                                                   RESPONSIBILITIES

   55         1. Provide courteous patron services in a safe manner

  1. perform all aspects of circulation in a timely and accurate manner
  2. register new patrons and provide an orientation of the library’s services
  3. assist patrons in locating desired materials
  4. record patron requests for materials currently unavailable
  5. interpret and implement library policies and procedures regarding overdue materials
  6. coordinate the borrowing and processing of materials through inter-library loans
  7. remind disruptive patrons of proper library behavior in a courteous manner

   20         2. Maintain quality and breadth of collection suitable for the needs of the local community

  1. assist in preparing materials for cataloging and circulation with efficiency and accuracy
  2. train and coordinate library volunteers to assist with preparing and organizing library materials.
  3. accurately shelve books, read shelves, and wipe down the collection on a regular basis
  4. maintain a valid, up-to-date collection by assisting in weeding and selection of library materials
  5. evaluate donated materials to determine suitability to collection or inclusion in book sale
  6. maintain a welcoming, organized, and attractive library environment

   10         4. Furnish information and technology services in a clear and concise manner.

  1. assist patrons in using library technology resources such as the automated library catalog, internet, Wi-Fi, scanners, and downloadable e-books and audio books
  2. answer telephone inquiries and use judgment to redirect calls when required
  3. prepare reports on overdue materials, circulation, fines, computer usage, etc. as directed
  4. maintain and upgrade information technology skills through continuing education opportunities
  5. record daily statistical information to be used by the Director to complete the State Annual Report

   20         4. Participate with the library team to enhance community outreach and literacy development

  1. assist with conference room scheduling and test proctoring as needed
  2. facilitate showcase art shows
  3. participate in county sponsored events as directed
  4. assist, as appropriate, with literacy/entertainment activities for all age leves, e.g., book clubs, story-time, the summer reading program, storytelling/music programs, etc…

    5           5. Perform other duties as assigned with a cooperative attitude

 TITLE: LIBRARY ASSISTANT – Relief

 General Description of Position: Perform library duties as described here, with an emphasis on task 1, for the Custer or Hermosa Libraries. Additional specific tasks that fulfill these duties will be assigned, as needed, by your supervisor, the Library Director or his/her designee. This is a Temporary Part-time position (see page 5, Custer County Employee Handbook) that includes evening and weekend hours.

 % of TIME            DESCRIPTION

 __70_   1. Provide courteous patron services in a safe manner

  1. assist patrons, by phone and in person, to locate desired materials
  2. perform all aspects of computerized circulation in timely and accurate manner
  3. register new patrons and provide tour of library materials and equipment, as appropriate
  4. interpret and implement library policies and procedures and facilitate problem resolution

 __10_   2. Maintain quality and breadth of collection suitable for age, diversity and needs of local community

  1. accurately re-shelve, read, weed and clean collection on regular schedule
  2. maintain current shelf list, assist in suggesting and evaluating materials for acquisition and accept and evaluate donated materials
  3. perform all aspects of cataloging and preparing materials for circulation with efficiency and accuracy
  4. maintain a welcoming, organized and attractive environment for all segments of the collection

 __10_   3. Furnish information and technology services in a clear and concise manner

  1. answer telephone inquiries and use judgment to redirect calls when required
  2. teach patrons, and assist as necessary, to access on-line resources, including the library catalog, electronic books, electronic information and references, local community web resources, etc.
  3. assist patrons to access information through inter-library loans, as appropriate
  4. prepare electronic reports on circulation, money collected, computer usage, etc. as directed by supervisor

___5_   4. Participate with the library team to enhance community outreach and literacy development

  1. help with room rentals, scheduling and over-seeing activities as directed
  2. facilitate showcase art shows
  3. assist, as appropriate, with literacy activities for all age levels, e.g., book club, pre-school story time, summer reading program, etc.
  4. recruit, train, coordinate and supervise volunteers and acknowledge their contribution

 ___5_   5. Perform other duties as assigned

                                                                                                                                             

APPENDIX H:  Records Retention Schedule

Custer County Library

Records Retention Schedule

Open to Public

Retain Permanent:

  • Annual reports to Custer County Commission and South Dakota State Library
  • Minutes of the Board of Trustees
  • Committee reports and minutes of Friends of the Library or ad hoc committees
  • CCL Foundation formation documents, meeting minutes and all required federal and state reports
  • Formal legal opinions concerning the CCL
  • Published news, stories and legal announcements about the CCL

 Retain Current:

  • Bylaws of the CCL Board of Trustees
  • CCL Policy and Procedures
  • CCL resource card catalogs
  • CCL property inventories

 Retain for Five Years:

  • CCL Foundation investment records (held by Secretary/Treasurer)
  • Grant files, provided all state and federal audits have been conducted and released and all litigation, claims or audit findings have been resolved
  • Litigation records of closed cases involving the CCL, after all appeals have been exhausted

Miscellaneous retention periods:

  • Ledger sheets, bank statements and petty cash records retain one year in office, then three years in storage
  • Board of Trustees’ agendas retain for current calendar year and one completed year
  • Conference room rental agreement retain for one year unless in dispute
  • CCL news releases and announcements retain for one year
  • Monthly statistical reports to Board of Trustees retain until incorporated in annual report

For Administrative Use Only

Retain Current in Library Automation Software:

  • Library shelf list
  • Resource card catalogs
  • Patron registration index
  • Patron fine records

 Retain for One Year:

  • Employment applications and resumes of unsuccessful candidates
  • Interlibrary loan records

 Retained in Auditor’s Office According to SD State Schedule:

  • Budgets filed with County Commission
  • Expenditure budget records
  • Audit reports
  • Personnel files and personnel time cards

                                                                                                                                             

APPENDIX I:  Rules of Conduct

Custer County Library

Rules of Conduct

 

Your cooperation is needed to make the Custer County Library a place where all people can have a pleasant library experience. Library employees are required to remind you of these rules when necessary.

CLEAN AND QUIET PLACE

Smoking, sleeping and loud conversations are not allowed in the library. Eating and drinking are permitted in designated areas only.

Reasonable personal hygiene is expected. Unpleasant body odor or heavy perfume is unacceptable.

Cell phones may be used in the foyer or outside. While in the library, please turn your phone off or set it to vibrate.

SAFETY

Children under six years of age must be supervised by a parent, guardian or designated responsible caretaker.

Keep track of your personal property. The library is not responsible for any lost or stolen items.

Firearms and other weapons are not permitted in the library.

Pets are not permitted in the library.

PROPER BEHAVIOR

Courtesy and respect for others are expected.

Shoes and suitable attire must be worn at all times.

Verbal abuse and obscene language are not tolerated.

Viewing sexually explicit material is forbidden on all library property.

LEGAL ACTIVITIES

Political campaign materials and activities are not permitted in the library.

Commercial activities are not allowed except for specific occasions designated by the Library Director.

Illegal activity of any kind is prohibited.

ENFORCEMENT

If you are unable to follow these rules, you must leave the library. For repeated violations, your library privileges will be limited, suspended or revoked.

When necessary, the police will be called to assist with the enforcement of these rules.

Adopted by the Custer County Library Board of Trustees on November 14, 2018

                                                                                                                                             

APPENDIX J:  Video Agreement

 

Custer County Library

Video Agreement

 

A video agreement must be on file for cardholders to check out video materials in any format.

The undersigned understand and agree to adhere to the following policies governing the use of all video materials.

  • No more than two videos may be checked out to a household at a given time.
  • Videos may not be reserved or renewed.
  • Videos are limited to a one-week loan period.
  • A fine of $2.00 per day per video will be assessed for late return.
  • Lost materials will result in a charge based on replacement cost and a $5 processing fee.

Printable Form

                                                                                                                                             

APPENDIX K:  Emergency Operations Plan

Custer County Library

Emergency Operation Plan

 

The Custer County Library is located at 447 Crook Street in the City of Custer.  The library is part of the Custer County Annex and, as such, shares the facility with the Custer County Extension Office and the Cuter County Health Nurse.  In addition to these offices, a multi-purpose room with kitchen is available and used for various activities.

The library is located in the southwest portion of the building parallel to Crook Street.  Main exits used are via the north door to the rear of the building, the west door which is the main entry off of Crook Street, a door on the east side which provides access off of Mt. Rushmore Road, and the main library entrance accessed by a sidewalk from the parking lot on the west side of the building.   Alternative exits exist through 4 sliding glass doors: the extreme southwest corner of the facility, north of the main entry door, and 2 on either side and to the south of the main entry doors of the Annex building.

 Hours of the Library are as follows:

  • Monday, Tuesday, Thursday, and Friday 11:00 a.m. – 5:30 p.m.
  • Wednesday   3:00 – 7:00 p.m.
  • Saturday      10:00 a.m. – 3:00 p.m.

 On duty staffing patterns, hours of work and contact numbers include

Doris Ann Mertz:  Monday – Friday

  • Home phone 605-673-2065
  • Work phone 605-673-4803
  • Cell phone 605-517-2020

Janice Stalder:  Monday – Friday, 3 hrs. on weekend          

  • Home phone   605-673-5057
  • Work phone 605-673-4803
  • Cell phone 605-517-2983

Mary Richards:  Monday, Tuesday, Thursday, Friday

  • Home phone 605-673-5231
  • Work phone 605-673-4803
  • Cell phone 605-517-0755

Thea Teasley Tuesday — Saturday   

  • Work phone 605-673-4803
  • Cell phone 314-409-4313

All of the above are keyholders for the library.

In case of:

FIRE

  • Library official will determine from escape routes available the safest route of evacuation out of the building
  • An accountability assessment will be done quickly prior to leaving the building
  • All occupants of the library will be directed to the evacuation point chosen
  • All occupants will be directed to the closest suitable location
  • Evacuation of the library will be initiated with the library official being the last to leave to assure accountability
  • All doors will be closed on the way out of the building
  • Upon arrival at the closest suitable location, accountability will be verified
  • A call to 911 will be initiated as soon as possible
  • At this time, a detailed accountability with names and phone numbers will be conducted and relayed to the Custer County Law Enforcement (673-8146)
  • Release of any minor children will be made only to a parent or a guardian

MEDICAL

  • Library official will initiate a call to 911 immediately
  • 911 caller will keep the line open until medical assistance arrives
  • Patient will be monitored during this time
  • If needed, an AED is available in the main hallway near the South Door
  • If applicable, move any other occupants of the building away from the patient
  • If the patient is conscious, inquire of any past history
  • Relay any information gathered
  • Instruct 911 call taker of the most direct access route into the library (this will be a route that facilitates a litter)
  • After medical personnel arrive, document the incident and inform a supervisor (county official) of the occurrence

STORMS

  • Any storm occurrence will have to be evaluated on an individual basis
  • Given the construction of the building, sheltering-in-place will probably be the most viable option
  • Unless otherwise specified by law enforcement or other emergency personnel, it will be the responsibility of the senior library personnel on scene to make the determination if the occupants of the library need to be moved to another location. If this step is deemed necessary, follow FIRE Procedures
  • In the event of a severe storm or tornado, move all persons in the library to the Community Room : see attached map
  • Provide for all accountability functions as outlined in FIRE procedures
  • Make sure that the person in charge takes a form of communication (cell phone) to the Community Room
  • Make sure all interior and external doors are secured
  • Establish communications with Dispatch Center (673-8176)
  • Wait for assistance in moving evacuees back after the “all clear” signal
  • If any person leaves prior to this step, take down all pertinent information (name, address, phone number) and relay the information to the Dispatch Center

BOMB THREATS AND GENERAL EVACUATIONS

  • Follow FIRE Procedures

INTOXICATED PERSONS, IRATE CUSTOMERS or ACTIVE SHOOTERS

  • On duty senior library official will take charge
  • Politely ask the party to leave
  • Immediately place a 911 phone call
  • If the individual leaves the library, establish a lock down procedure until authorities arrive
  • If possible, isolate all other occupants from the offensive party
  • If the party becomes combative, evacuate the building and proceed to the school to make the 911 call
  • Document all incidents
  • Library staff shall attend Active Shooter training provided by Custer County and respond to threats using the tactics recommended in the training.

 THEFT

To protect the investment of library materials, staff persons may request patrons leaving the library to open bookbags, backpacks, briefcases, or other large containers to make sure all library books were charged to the patron.  If staff believes that, due to the large volume of materials and/or value of materials, theft was intended, the Custer County Sheriff’s department will be notified (673-8146).

Vandalism of library materials, equipment or furniture, as well as property on display in the library, will also be reported to the Custer County Sheriff’s Department. (673-8146).

Daily precautions are taken to prevent break-ins or robberies.

  • Larger amounts of cash are kept in a separate locked cash drawer, keeping minimal amounts in the cash drawer at the desk. The desk cash drawer is locked if only one person is working the library and away from the desk area.
  • Staff is not to discuss cash levels or security procedures outside of work.
  • Staff is asked to be alert for suspicious persons loitering on or near the library or invasive in the desk work area.

If an employee should encounter a theft or robbery:

  • Remain calm and avoid action that might incite the thief to act violently. Do not try to apprehend the thief.
  • From a safe distance, call Custer County Sheriff’s Department (911 or 673-8146) to report the incident
  • Take names, addresses, and telephone numbers of anyone who is witness to the robbery, theft, or vandalism so that they can be contacted later by the Custer County Sheriff’s Department