Policies

Untitled Document

Circulation Desk Policies & Guidelines
New Patron Registration:
  • Must have a picture I.D. and proof of a current address.
  • You may check out 5 books and 2 DVDs on your initial visit.
  • Must be a patron for 2 weeks to check out reference books and equipment.

New Juvenile Patron Registration:
  • Must be with a designated responsible party at time of registration
  • Responsible party must have a library card in good standing (Late fines of $5 or less and no outstanding overdue materials). If the Responsible Party does not have a library card, they must register
  • May check out 5 books on initial visit.
  • Juvenile Patrons may NOT check out equipment or DVDs.

Book Check Outs:
  • Patrons must be prepared to show photo identification at time of checkout. The library reserves the right to refuse checkout without proper identification.
  • Patrons must have a balance no greater than $5 to check out materials.
  • Materials that have another patron on the hold list may not be renewed
  • Materials cannot be checked out in someone else’s name that is not present.
  • Materials may be held for 3 business days.
  • After initial 5 books are returned, 30 items can be checked per borrower.
  • Books can be renewed as long as it is not on hold.
  • Books may be renewed via telephone, as long as the item is not on hold.

DVD Check Outs:
  • If a new patron, they are only to check out 2 DVDs, the first time.
  • Must be 16 years of age and have a valid driver’s license or photo identification.
  • DVDs cannot be checked out in someone else’s name that is not present.
  • May borrow DVDs for 7 days ~ up to 4 at a time.
  • DVDs may not be renewed over the phone. New releases will not be renewed.
  • Late fee of $1 per day for late DVDs.
  • Debit Cards/Credit cards are accepted for fees over $1.00.

Lost or Damaged Books/Materials

  • Materials lost or damaged beyond reasonable repair by patrons, or while in their care, must be paid for according to the latest replacement price. The Director will determine an estimate.

Phone Policy:

  • No public phone available
  • No children behind the circulation desk

Fax Policy:

  • All pages faxed or received cost $.50
  • Fax Machine is Employee Operated.

Copy Machine:

  • Copy machine is Employee Operated
  • Copies are $.10 a page
  • Color Copies are $.25

Patron Privacy:

  • At Taylor County Public Library, we take patron privacy very seriously. We will never give out any patron information over the phone such as your address, phone number, etc. We will also not divulge patron check-out information.
  • When registering, we keep your private information as quiet as possible.
  • Community room reservations are also private.
  • If you have any questions or concerns about patron privacy, please feel free to contact the library director.

Equipment Policy:

(Expensive items, must keep good records)
  • Must be 18 years of age and present photo ID at time of checkout.
  • Must have a registration in good standing for at least 2 weeks
  • Equipment is checked out for 2 days, 3 days if checked out on a Saturday
  • Reservation slip must be completed, and then clipped in the Equipment Notebook. Mark the dates it is checked out for in the Equipment Notebook.
  • When returned, equipment should be checked by a staff member, and then mark the slip as returned (complete or incomplete) and filed in appropriate binder.

Community Room Policy:

  • The community room is offered for civic group & club meetings (non-profit, open to the public) free of charge. It is also available for personal/private events, showers, parties and receptions if not previously booked for library activities. The reservation fee for private/closed events is $75.00 ($50.00 Reservation, $25.00 damage deposit). This fee will be charged upfront and must be submitted to hold the community room. After the event, if the room is left as agreed a $25.00 damage deposit will be refunded.
  • Must be reserved in advance. Patrons must sign a Community Room User Agreement, as well as a request to use the room (see binder).
  • Limited to 1 time per week, 3 hours per reservation

Interlibrary Loan

  • The library will provide Interlibrary Loan availability when appropriate. Materials are borrowed from other libraries and are due according to the date set by the lending library. Lost or damaged ILL materials may also carry a processing fee in addition to the replacement cost of the item.
  • Patrons must be established library card holders and in good standing.
  • Return postage will be charged to any customer failing to pick up requested ILL items.
Patron Code of Conduct Policy
Welcome to Taylor County Public Library. This Code of Conduct is intended to encourage behavior that support’s the library’s objective to provide the best possible resources in a warm, welcoming, safe environment. It is the responsibility of the library to ensure the safety of its patrons, visitors, and staff.

This Code of Conduct is posted in the library and copies are available at the Front Desk. Behavior becomes unacceptable when it interferes with the library objective, causes damage to buildings or equipment, or causes injury to oneself or others. Those willing to modify unacceptable behavior are always welcome to stay. Those unable to comply will be asked to leave and library privileges may be suspended.

Examples of Unacceptable Behavior include but are not limited to:
  • Offensive language, such as swearing, obscenities, ethnic slurs, etc.
  • Removing or attempting to remove materials, equipment, or property without proper checkout or other official authorization.
  • Damaging or defacing library materials, running and/or climbing within the library or playing with the artwork and/or displays is prohibited.
  • Any violation of federal or state laws or local ordinances. Theft, vandalism and mutilation of the library’s property are criminal offenses and may be prosecuted. The library reserves the right to inspect bags, briefcases, backpacks, and other such items when the staff has reason to believe this rule has been violated.
  • Carrying weapons by unauthorized personnel.
  • Failing to adhere to copyright laws.
  • Eating, drinking, smoking, and other tobacco products are prohibited except in authorized areas.
  • Leaving children under the age of 12 unattended is prohibited.
  • Harassment or threatening others either verbally or physically is prohibited.
  • Being in unauthorized areas of the library.
  • Loud, disruptive conversations are prohibited.
  • Use of facilities or equipment for solicitation or distribution of materials, without prior authorization is prohibited.
  • Use of bicycles, skates, or skateboards on premises is prohibited.
  • Library users must wear appropriate attire including shoes and shirts.
  • Patrons whose bodily hygiene is offensive so as to constitute a nuisance to other patrons may be asked to leave the library.
  • Loitering in the building or outside of the building is prohibited.
  • Sleeping or bathing in the building is prohibited.
  • Animals are not permitted in the building, with the exception of pre-approved animal programs or animals providing assistance to people with disabilities.
Collection Management Policy
The purpose of the Taylor County Public Library is to provide all individuals of the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time.

The Collection Management Policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection.

The Library Bill of Rights and the Freedom to Read Statement have been endorsed by Taylor County Public Library and are a basis for this policy.

Selection:
  • Materials are selected based on reviews in professional journals or actual examination and evaluation of materials. The purchasing decision is based on:
  • Individual merit of each item
  • The item’s merit as it fits into the greater literary canon
  • Popular appeal and demand
  • Suitability of material for patrons
  • Existing library holdings, the library will make every effort to present all sides of controversial issues.
  • Budget
  • Format
  • Reviews

Textbooks:

The Library does not buy textbooks used by the local schools, colleges, or universities, as it is the responsibility of the libraries of those institutions to provide copies of these course materials to their students.

De-selection or Weeding:
Materials that no longer meet the needs of the community and no longer support the library’s collection will be withdrawn and disposed of in accordance with this Collection Management Policy. Doing so improves the quality of the collection and is proven to increase circulation by removing worn, outdated items.

Weeding Process:
The weeding procedure for the Taylor County Public Library Collection:
  • Identify items that are candidates for weeding. CREW method: Continuous Review, Evaluation and Weeding.
  • Identify items that are of value to the collection, recognizing older titles that are still important to the library collection.
  • Identify items that might be valuable. Internet resources such as Bibliofind and Alibris are to be used to determine the potential value of an older book.
  • After items are identified for removal, they are removed from the catalog program and the library tabs and markings are removed. Depending on the condition, materials will be given away for free, discarded, or placed in a library used book sale.

Censorship
The selection of library books and materials is predicated on the library patron's right to read, and similarly, his freedom from censorship by others. Many books are controversial and any given item may offend some persons. Selections for this Library will not, however, be made on the basis of anticipated approval or disapproval, but solely on the merits of the material in relation to the building of the collection and to serving the interests of the readers. This Library holds censorship to be a purely individual matter and declares that -- while anyone is free to reject for himself books and other materials of which he does not approve -- he cannot exercise this right to censorship to restrict the freedom of others.

With respect to the use and circulation of library materials by children, the decision as to what a minor may read is the responsibility of his parent or guardian. Selection will not be inhibited by the possibility that books may inadvertently come into the possession of minors.

Reconsideration of Material Request by Patron
Any patron who seriously requests reconsideration of materials should be given a "Request for Reconsideration of Library materials" form.

As soon as that form is completed by the patron, the Director shall evaluate the original reasons for the purchase and the book in question. The objections will be considered both in terms of the library's materials selection statement and the opinion of the various reviewing sources used in materials selection. The Director shall communicate his/her decision in writing, to the complainant.

If the complainant still feels that his objections have been met with inadequately, the matter will be placed before the Board of Trustees. The Director will provide each Board member with copies of the complaint, the Director's response, pertinent book reviews, and copies of the book being reconsidered (if enough can be borrowed). Each Board member shall notify the Director when he/she has finished reading the book and at the Board meeting after everyone is finished, the issue shall be put to a vote. Each Board member shall vote to retain or remove the book. Any member who is unable to attend that meeting, shall communicate his/her vote to the Chairman of the Board prior to that meeting. A simple majority will prevail. The Secretary of the Board will notify the complainant of its decision.
Fiscal Responsibility Policy
General Purpose
It is the policy of the Taylor County Public Library that public office not be used for personal gain, and that Board members and the Director are to remain objective in their duties and responsive to the needs of the public they serve. Accordingly, the Director and Board members must maintain the highest commitment to their responsibilities as stewards of the Library.

District Funds
The Taylor County Public Library Board defines all district funds as “Public Funds." This includes, but is not limited to, all sums actually received in cash or negotiable instruments from all sources, whether or not the money has ever been deposited into a Library account. Any money controlled by the Library, including gifts, fines, fees and all funds received from any source, are considered “public funds” and are governed by this policy.

Personal Use of District Assets
Neither the Director nor any Board member will use or permit the use of Library funds, vehicles, equipment, telephones, materials or property for their own personal benefit or profit. Neither the Director nor a Board member will ask or require a Library employee to perform services for the personal benefit or profit of a Board member or the Director. The Director and all Board members will safeguard Library property, equipment, moneys and assets against unauthorized use or removal, as well as from loss due to criminal act or breach of trust. Segregation of Fiscal Duties and Internal Controls
No one person should control or perform all key aspects of a transaction or financial event. Segregation of duties is an important internal control activity that helps detect errors in a timely manner and deters improper activities. Internal controls instituted by the Library will assist the board in maintaining adequate fiscal oversight of the expenditure of funds. The Taylor County Public Library shall institute a system of internal controls and a segregation of duties which meet or exceed the 32 guidelines outlined in the Kentucky Auditor of Public Accounts - Recommendations for Public and Nonprofit Boards (March 2010 revision). The adequacy of these guidelines and our compliance efforts should be reviewed after each audit and as otherwise needed. Procedures shall be modified to correct any deficiencies discovered during regular audits or at any other time. This document is available at: http://www.auditor.ky.gov/Public/Audit_Reports/Archive/2010BoardRecommendationsLetter3-4-10.pdf.

Policy Enforcement
All Library employees, the Director and Board members are bound by this policy.

Any alleged violation of this policy by Library staff shall be investigated by the Director. If actual violation is determined, the Director shall impose sanction appropriate to the degree of violation, up to and including termination. Any employee impacted by an action under this policy may appeal to the Board, as allowed by the district’s general employee policy.

Any alleged violation of this policy by the Director shall be investigated by the Board, or by a committee appointed by the Board for this purpose. If actual violation is determined, the Board shall impose sanction appropriate to the degree of violation, up to and including termination.

Any alleged violation by a Board member shall be investigated by the remaining Board members. If actual violation is determined, the Board may impose sanction as warranted, up to and including requesting the resignation of the Board member. At the option of the Board, and in accordance with KRS 65.007, the fiscal court may be requested to instigate removal proceedings for any Board member found in violation.

The Library District reserves the option of reporting any significant violation of this policy to appropriate law enforcement agencies for investigation and possible prosecution.
Genealogy and Local History Policy
Taylor County Public Library maintains a Genealogy Research Section that is available to the public. The purpose of this Genealogy Research Room Section is to preserve and promote the historic and cultural resources in our community in a useful manner.

Materials may be photocopied. The researcher is responsible for complying with the copyright law of the United States in making photocopies. Permission to publish or quote extensively from unpublished manuscripts or copyrighted works must be obtained from the copyright holder. It is the researcher's responsibility to secure that permission.

The Genealogy Collections are non-circulating and therefore to be used only within the Genealogy room.

This room includes these collections:
  • Local and area family history
  • Local Cemetery Records
  • Green/Taylor County and Campbellsville history
  • Civil war information
  • Church histories
  • Obituary records

A correspondence research service is available for long distance researchers. Library staff will answer requests for specific information that can be found in indexed materials, at up to thirty minutes per search. A written or e-mailed request is required that includes the full name of the individual to be searched, type of record, and approximate date. The exact date of death is required for an obituary. The fee for the service is $5.00, paid in advance, by a check made out to Taylor County Public Library.

Library staff is available to assist with use of the microfilm reader and provide access to materials. Staff is not responsible for conducting genealogy research.

Weeding is performed periodically to remove items that are available in another format, another local institution, or deemed not in correspondence with the goal of the collection.

Donations to the Genealogy Research Room are accepted in accordance to the Gifts and Appraisal Policy. Donated photocopies of Family Notebooks are free of charge.
Gifts and Appraisal Policy
The Taylor County Public Library is grateful for gifts, and its collection has been enriched by donations of materials as well as contributions.

The library accepts gifts with the understanding that materials which are useful to the library collection will be retained, and other items may either be sold in used book sales, or disposed of in whatever manner deemed appropriate.

In accepting a gift of materials the library reserves the privilege of deciding whether items donated should be added to the collection. Many books and other materials can be used but some cannot because:
  • The item is a duplicate of an item the library has
  • The item presents data which is available in another format or in another local institution
  • Item is outdated and not of circulating value to the library
  • Item is in poor condition
  • Interest in the material is not at a level that warrants the retention of the item

The library retains unconditional ownership of gift materials. Materials may be added or discarded without consulting the donor. Since the library is actively used, and sustains losses through theft, mutilation and wear, no guarantee can be made that any gift will be a permanent part of the collection.

Monetary gifts, bequests, and memorial contributions are welcome. Funds donated will be used to purchase items in accordance with the selection policy of the library. Acknowledgement for any items purchased with bequests and memorial or honorary contributions will be sent to the family of the person being recognized. Suggestions for subject areas or areas of interest are welcome and will be followed when possible.

Acceptance of donations of equipment, real estate, stock, artifacts, works of art, collections, etc. will be determined by the library board based on their suitability to the purposes and needs of the library, law, and regulations that govern the ownership of the gift, and the library’s ability to cover insurance and maintenance costs associated with the donation.

The library will not provide appraisal for gifts of books or materials which are accepted. The library will provide a receipt indicating that items were donated to Taylor County Public Library, to be completed by the donor. Gifts to the Taylor County Public Library may be deductible for income tax purposes; please consult your tax advisor.
COMPUTER USE POLICY
(When beginning a computer session, you have agreed to abide by this policy.)

Taylor County Public Library offers Internet access to any library visitor under the following provisions. Free Wireless access is also available.
  • Users must have a Taylor County Public Library account in good standing (fines of $5 or less and no overdue items) to use a computer. Exceptions will be made for out of town visitors on a case by case basis.
  • Usage is limited to one, 1 hour per session per day. Multiple sessions will be permitted under special circumstances.
  • If longer than the one hour is needed for Serious Computer Work, notify library staff and an extension of the one hour session may be granted.
  • Parents or guardians, not the library or its staff, are responsible for the Internet information selected and/or used by their children.
  • Your session may be monitored by library staff and can be terminated for any violation of the computer usage policy.
  • The Taylor County Public Library is not responsible for information that you may find offensive or inappropriate.

Patrons may not use the Internet for any unethical or illegal activity, included but not limited to:
  • Transmitting, receiving, or displaying of pornographic materials.
  • Use of harassing or obscene communications.
  • User must respect the legal protections of data, software, copyright, and license laws.
  • User may not use the library’s computers to make unauthorized entry into any other computer network or database.
  • Users are not permitted to delete, add to, or modify the installed hardware or software. Users are not allowed to perform any operation that would threaten computer security.

Due to the emerging nature of the Internet/Computer, service policies are subject to change without notice and at the library’s discretion. The library reserves the right to terminate a Patron’s access to the Internet/Computer for any violation of our Internet Access Policy. This current policy overrides any previous versions of the Computer Use Policy.

Computer Hours (no exceptions) :
Monday, Wednesday, & Friday // 9-5
Tuesday & Thursday // 9-6:30
Saturday // 9-3:30
Open Records Policy
Open Records Requests and Records Retention
The Taylor County Public Library is subject to the Kentucky Open Records Act (KRS 61.870-61.884) and certain requirements with regard to records retention.

Retained records
The Taylor County Public Library will maintain and retain its records in accordance with applicable laws and regulations. Unless otherwise provided by law, records may be retained or discarded according to the Records Retention Schedules as adopted by the State Archives and Records Commission.

Public records
Not all records of the Taylor County Public Library will necessarily be “public records” under the Open Records Act, and even some public records are exempt from operation of the Act. "Public record" generally means all books, papers, maps, photographs, cards, tapes, discs, diskettes, records, or other documentary materials prepared, owned, used, in the possession of, or retained by the Library. It does not include any records owned by a private person or corporation that are in the possession of the Library or one of its employees.

Requests for records
The Taylor County Public Library Director (or designee) acts as Custodian for all of the Library’s public records. Any person may request to inspect or receive copies of the Library’s non-exempt public records. All requests to view or copy the Library’s public records pursuant to the Kentucky Open Records Act must be made in writing and must contain the requester’s name and signature. All Open Records Requests must be submitted via U.S. Mail, facsimile transmission, or hand delivery. Emailed Open Records Requests will not be honored. Open Records Requests should be directed to the attention of the Library’s Director. If a requester is requesting to be provided with copies of non-exempt public records, they must provide a sufficiently precise description of the documents they are seeking so as to allow the Director to readily identify them.

Response
The Taylor County Public Library has three business days in which to respond to an Open Records Request. This time begins to run the next business day after the request is received. The response to an Open Record Request may: (1) grant the request, (2) deny the request, (3) explain that there will be a delay in responding to the request; or any combination thereof. To the extent a request is granted, the response will provide a timeframe when the requested non-exempt public documents may be inspected in person, or will inform the requester of the applicable copying charge and postage fee required to be paid before copies of the non-exempt public documents may be provided. To the extent a request is denied, the response will provide the legal cause for the denial. To the extent the full response to a request is delayed, the initial response will give a detailed explanation of the cause for any delay and an estimate of when a complete response may be expected.

Copies
To the extent a request is granted, copies of the responsive non-exempt public records requested may be provided at a cost of $0.10 per page, along with any applicable postage costs, all of which must be pre-paid by the requester. Requests for specialized or non-standard copies (e.g. color or oversized copies) will be provided at the cost incurred by the Library to produce them. The Taylor County Public Library may also recover costs associated with staff time expended in responding to a request made for a commercial purpose. Non-public or exempt information may be redacted as appropriate from copies of otherwise non-exempt public records provided.

On site examination of records
To the extent a request is granted, individuals requesting to review records will be allowed to schedule a time to conduct on-site inspection of non-exempt public records during the regular hours of the Taylor County Public Library. An on-site inspection may be required by the Library if the request is not precise in nature or if the requester resides or maintains his or her principle place of business within Taylor County. Public records must be inspected in the location set by the Library. During their inspection, a requester may copy non-exempt public records (at their own cost), but may not remove, alter or add to documents provided for review. The Library is responsible for protecting the security of public records in its custody, and may require that a staff member be present during any inspection or copying of its public records.

Denial of request
Certain public records are exempt from inspection under the Open Records Act. Circulation and Library use records for individual patrons are exempt from inspection, and requests to inspect or receive copies of these records will be denied, as will a request to inspect or receive copies of any other records which either are not public or which are exempt under the Act. Under certain circumstances, the Library may find that a request would create an unreasonable burden to comply with, and may deny such a request for that reason. Requests that the Library believes are intended to disrupt its essential functions will also be denied. Reasons that a request may be deemed unduly burdensome for compliance, or which may be disruptive to the Library may include time and expense involved in retrieving and duplicating the records, or in the type and nature of the request. To the extent a request is denied, the Library will provide the legal basis for the denial to the requester.


NOTICE

ADMINISTRATIVE REGULATIONS GOVERNING INSPECTION OF THE PUBLIC RECORDS OF THE
Taylor County Public Library
1316 East Broadway Street, Campbellsville, KY 42718
Pursuant to KRS 61.870 to 61.884, the public is notified that, as provided herein, the public records of the above named Agency of the Commonwealth of Kentucky are open for inspection by any person on written application to Julia Turpin (Director), official custodian of the public records of the Taylor County Public Library during regular business hours. Application forms for the inspection of the public records of this agency will be furnished upon request to any person by an employee in this office. Assistance in completing the application form will be provided by an employee on request.
Applicants for the inspection of public records shall be advised of the availability of the records requested for inspection, and shall be notified in writing not later than three (3) working days after receipt of an application for inspection, of any reason the records requested are not available for public inspection.
Copies of written material in the public records of this agency shall be furnished to any person requesting them on payment of a fee of ten (10) cents a page; copies of nonwritten records (photographs, maps, material stored in computer files or libraries, etc.) shall be furnished on request, on payment of a charge equal to the actual cost of producing copies of such records by the most economic process not likely to damage or alter the record.

(Library Board President)
May 14, 2012

***See libarian for OPEN RECORDS REQUEST TO INSPECT PUBLIC RECORDS form.***
Programming Policy
All programs sponsored by the Taylor County Public Library should meet the following criteria to ensure quality:
  • Offers information best transmitted in groups
  • Introduces a range of library services
  • Enhances the use of the library’s collection
  • Improves access to information for targeted audiences
  • Encourages positive community cooperation and support
  • Provides Entertainment

In addition to the above criteria, we will consider attendance, appropriateness of subject to the audience, circulation in subject area of the program, and comments from the public and library staff in determining whether or not the program was worthwhile.

Every attempt will be made to accommodate all who wish to attend a program. However, when safety or the success of a program requires it, attendance may be limited. When limits must be established, attendance will be determined on a first come, first served basis, either with advanced registration or at the door.

The library does not offer programs of a purely commercial nature. Library programs must have a special educational, informational, or cultural value to the community. Examples of programs that would be considered of a commercial nature include but are not limited to presentations offered for free but with the intention of soliciting future business.

Professional performers and presenters that reflect specialized or unique expertise may be hired for Library programs; performers and presenters will not be excluded from consideration because of their origin, background, or views, or because of possible controversy. Library Staff who present programs do so as part of their regular job and are not hired as outside contractors for programming.

All Library programs are open to the public. Specific adult programs are limited to attendees that are age 18 and older. The Library’s philosophy of open access to information and ideas extends to Library programming, and the library does not knowingly discriminate through its programming. Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by participants, and program topics, speakers and resources are not excluded from programs because of possible controversy.

The Library welcomes expressions of opinion from customers concerning programming. If a customer questions a library program, he/she should first address the concern with a Library staff member. Patrons who wish to continue their request for review of Library programs may submit the Request for Review form. Requests for review of programs will be considered in the same manner as requests for reconsideration of library materials as outlined in the Library’s Collection Development Policy.
BYLAWS of the TAYLOR COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
Article I. Name and Authority
The name of this board is the Taylor Public Library Board of Trustees, hereinafter referred to as “the Board.” The Taylor Public Library, hereinafter referred to as “the Library,” is located in Taylor County, Kentucky and is special purpose district and a tax-supported institution established in accordance with Kentucky Revised Statute 173.710 and has as its legal basis the library laws of the Commonwealth of Kentucky.

Article II. Purpose
The Board shall govern the operations of the Library as specified herein and with such power and authority to perform those acts, tasks, and functions described herein and permitted or required by the library laws of the Commonwealth of Kentucky to establish, equip and maintain library services and do all things necessary to provide efficient library services in and for the citizens of Taylor County.

Article III. Membership
Section 1. The membership of this board shall consist of five members in accordance with KRS173.730.
Section 2. Trustees are considered to be qualified to serve after they have been appointed by the appointing authority and have taken an oath of office.
Section 3. The members of the Board shall not receive compensation for their services per KRS173.740.
Section 4. Absence of a member from four (4) regular monthly board meetings during a term year shall be considered to be an automatic resignation from the Board per KRS 173.730.
Section 5. Vacancies on the Board will be filled as specified in KRS 173.730 and according to the recruitment policy adopted by this board.
Section 6. Beginning on 7/1/2013, each new trustee appointed to the Board shall become certified through KDLA’s Trustee Certification Program. Once certified, the Trustee will complete the required number of Contact Hours to maintain his/her certification.
Trustees who began their service prior to 7/1/2013 will be exempt from this requirement.

Article IV. Terms
Section 1. Trustee terms shall begin on March 1st of the year of his/her appointment.
Section 2. Trustees shall serve a term of four (4) years unless they are removed or resign.
Section 3. Trustees may serve two (2) consecutive terms, after which they may not succeed themselves or be re-appointed earlier than 12 months after the end of their last service.
Section 4. Members continue to serve until their successors are appointed and qualified.
Section 5. When a member resigns, a successor will be designated by the appointing authority to fulfill the remainder of member’s term. Article V. Duties of Members
It is the duty of the Board of Trustees to “establish, equip and maintain libraries and do all things necessary to provide efficient library service”. To accomplish this, the Board of Trustees shall:
Employ a competent and qualified library director.
Attend board meetings regularly and ensure that accurate records are kept on file at the Library in accordance with retention schedules.
Approve the annual budget and ensure that adequate funds are provided to finance the approved budget.
Approve and have exclusive control of the expenditure of all moneys collected, donated or appropriated for funding the Library program.
Determine and adopt policies to govern the operation and programs of the Library, reviewing them regularly and revising them as necessary.
Understand the programs and services of the library in relation to community needs and plan for future direction of library services, programs, technology, and facilities.
Be informed about local, state, and federal laws pertaining to libraries; actively advocate for library legislation that will improve library programs and services.
Develop relationships with other public officials and boards and maintain vital public relations; actively participate in a planned public relations program.
Cooperate and consult with the Kentucky Department for Libraries and Archives in the development of library services.
Attend regional and state trustee meetings and workshops; affiliate with appropriate professional organizations. [KPLA, KLTRT, KY Library Friends, ALA, PLA, ALTAFF]
Continue to expand knowledge of public library standards and trends by reading, attending meetings and workshops, visiting other libraries, and participating in the Trustee Certification Program.

Article VI. Officers
Section 1. Officers shall be as follows: President, Vice President, Secretary, and Treasurer as allowed per KRS 173.735.
Section 2. Officers are elected for a term of two years and continue to serve until their successors are duly elected. Officers are permitted to succeed themselves in office.
Section 3 In the event of resignation or incapacity of the president, the vice president shall become president for the unexpired portion of the term. Vacancies in offices other than president shall be filled for the unexpired term by a vote at the next regular meeting after the vacancy occurs.
Section 4. Any officer may resign from office at any time by giving written notice to the President or Secretary. Such resignation shall be effective when the notice is delivered unless the notice specifies a future date; and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
Section 5. Any officer may be removed by a board action in which there is a majority vote of the entire board whenever in its judgment the best interests of the Library would be served thereby.

Article VII. Election of Officers
Section 1. Officers shall be elected biennially from the appointed trustees at the first meeting of the new term year in the even numbered years.
Section 2. A nominating committee, appointed by the Board president, shall present a slate of officers at the first meeting of the new term year. Other nominations may be made from the floor after the nominating committee has reported but before final action is taken.
Section 3. A vote is taken and upon a majority vote of a quorum of the board the new officers begin immediately to fulfill the duties of the office to which they have been elected.

Article VIII. Duties of Officers
Section 1. The President of the Board shall:
  • Oversee the preparation of the meeting agenda
  • Perform the duties of a presiding officer at all meetings;
  • Appoint all committees and may serve as an ex-officio member at any committee meeting;
  • Execute all documents authorized by the Board;
  • Sign the approved payment voucher at each meeting, authorizing payment of bills;
  • Authorize calls for special meetings;
Section 2. The Vice-President of the Board shall:
  • perform all the duties and assume all the responsibilities of the President in his/her absence at a regular or special meeting of the Board.
Section 3. The Secretary of the Board shall:
  • Oversee the recording and safekeeping of a true and accurate account of all proceedings of the board meetings, including records of attendance of Board members;
  • Minutes of all meetings shall, at a minimum, indicate members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken. Minutes may be revised and/or approved only at the Board of Trustees’ regular monthly meeting.
  • Sign the minutes and the disbursement voucher after approval at the Board meeting;
  • Issue notices of all regular meetings and special meetings;
  • Notify any trustee who has missed three (3) regular monthly meetings in any one year of his/her term;
  • Notify any trustee of his/her automatic resignation upon missing four (4) regular monthly meetings in any one year of his/her term;
  • Write official letters of the board and keep these filed with official library records;
  • Perform all the duties and assume all the responsibilities of the President in his/her absence and in the absence of the Vice-President at a regular or special meeting of the Board.
  • The library director or a member of the staff may be designated by the Board to perform the recording and safekeeping duties of the Board’s official records.
Section 4. The Treasurer shall:
  • Be bonded as required per KRS 173.755(5).
  • Be in charge of the library funds, income, securities and obligations;
  • See that proper records are kept, showing receipts and disbursements of the Board, with vouchers in support thereof;
  • Provide a financial report for each regular meeting of the Board;
  • Sign checks issued to cover the disbursements on the authorization of the Board, as one of the two required signatures;
  • Report at each meeting on the state of the funds;
  • Provide advice and recommendations regarding the Library’s Income and Disbursements Policies and its Investment Policies.

Article IX. Fiscal Year
The Fiscal Year shall commence July 1st and close June 30th.

Article X. Meetings
All Board meetings and all committee meetings will be held in compliance with Kentucky’s Open Meetings Act (KRS 61.805-61.850).
Section 1. Regular Meetings
  • The Board of Trustees will meet monthly at a regular meeting time and place as mutually agreed upon by the members of the Board.
Section 2. Special Meetings
  • Special meetings may be called by the President, or in his or her absence by the vice- president, at the request of any board member or the Director.
  • The agenda for a special meeting will be posted at least 24 hours before the meeting at the location of the special meeting and at the Library’s headquarters if different from the location of the meeting.
Section 3. Notification
  • Notice of all meetings shall be given by the Secretary or designee to all members at least 1 day (24 hours) before the meeting with an agenda for the meeting.
  • Meeting agendas and notices shall indicate the time, date and place of the meeting; and indicate all subject matters intended for consideration at the meeting.
  • Dates, times, and locations of all meetings shall be posted in the Library’s paper of record at least once each year.
Section 4. Order of Business
  • Call to order
  • Review of Agenda
  • Invitation for Public Comment
  • Revision/Approval of Minutes of previous meeting
  • Approval of payment vouchers and financial report
  • Committee Reports (as necessary)
  • Library Director’s Report/ Staff Reports
  • Unfinished Business
  • New Business
  • Announcement of next meeting date, time, and location
  • Adjournment
Section 5.
  • The current edition of Robert’s Rules of Order will be used in conducting all meetings of the Board.

Article XI. Quorum and Voting

Section 1. Quorum
  • A quorum for the transaction of business shall consist of three members of the Board.
Section 2. Voting
  • Each member of the Board shall be entitled to one vote, irrespective of office held, on all matters brought for a vote during a regular or special meeting in which said member is present and providing a quorum is present at the time. No voting shall be done by proxy.
  • An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action before the Board.
  • If the quorum consists of three members of the Board, their vote upon any official business brought before them must be unanimous.
  • The President may vote upon and may move to second a proposal before the Board.

Article XII. Duties of the Library Director

Section 1. The library director shall be considered the executive officer of the Board and shall:
  • Have sole charge for the administration of the Library;
  • Be held responsible for:
    • the care of the building and equipment;
    • the efficiency of the Library’s service to the public;
    • the operation of the Library under the financial conditions set forth in the annual budget;
    • the hiring, supervision, and evaluation of all library personnel;
    • the certification, continuing education, and development of staff members;
    • attending professional meetings and library workshops;
  • Oversee the selection and purchase of books, library materials and other necessary supplies;
  • Attend all board meetings and report on the progress of the Library;
  • Determine and recommend needed policies for Board action;
  • Draw up the agenda, in consultation with the president, for board meetings.

Article XIII. Committees

Section 1. Special committees for the study or investigation of special projects may be appointed by the President, with the approval of the Board, to serve until the final report of the work for which they were appointed has been completed and presented at a regular board meeting.
Section 2. No committee shall have other than advisory powers. All committee reports and/or recommendations shall be submitted to the board at a regular board meeting.
Section 3. Committees may have citizen members, as deemed appropriate for their purpose by the Board.

Article XIV. Expulsion of Members

Section 1. Only the appointing authority may remove a library board trustee from his/her office according to KRS 65.007 for inefficiency, neglect of duty, malfeasance or conflict of interest.
Section 2. Should a situation arise that may require removal of a member, the Board will seek legal advice for assistance in handling this matter.

Article XV. Policies

Section 1. In addition to operating in accordance with these Bylaws and the laws of the Commonwealth of Kentucky, the Board shall adopt policies, plans, rules, and regulations to govern its operations, and may affirm policies, plans, rules and regulations proposed by the Library Director for the management and administration of the Library.
Section 2. All of these policies, plans, rules, and regulations shall be compiled and organized in a manual to be distributed to all new board members.
Section 3. Changes to these policies, plans, rules, and regulations may be amended or changed by a majority vote of members present at the meeting which a quorum is present when the amendments and/or changes are brought to a vote.

Article XVI. Amendments to Bylaws
Section 1. All members shall be furnished a written copy of the proposed changes and/or amendments at least thirty-five days prior to any official vote on said proposed changes and/or amendments.
Section 2. Any changes and/or amendments to the official bylaws shall be read at two consecutive meetings of the Board, said meetings to be regular meetings held in accordance with the provision of the bylaws presently in effect.
Section 3. These bylaws may be amended upon the second reading of the change and/or amendments in any regular meeting of the Board, with a quorum present, by a unanimous vote of the members present, provided the amendment was stated in the call of the meeting and provided it is in compliance with the other provisions of this Article.

Article XVII. Review of Bylaws

Section 1. The bylaws will be reviewed annually at the January meeting. The date of review of the bylaws shall be affixed to the bylaws for audit as well as indicating the action in the minutes.

Motion made by __________________ , seconded by________________, that the bylaws as set forth herein, be adopted and declared by the President to be the official Bylaws of the Taylor Public Library Board of Trustees. Resulting Vote: ____ Yes, ____ No. Done this day, the ______ day of _____________, _____.
Copyright Policy
The Copyright Law of the U.S. (Title 17 U.S. Code) governs the making of photocopies or other reproduction of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One if these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement. Responsibility for possible copyright infringement lies solely with the user and the Taylor County Public Library District disclaims any responsibility or liability resulting there from. The person using this equipment is liable for any infringement.
Displays Policy
Display space is available in the library for educational, artistic, and cultural materials that promote interest in the use of books, library materials, and information. Preference will be given to exhibits that are timely and of general interest. The library director may reject any exhibit or display that does not fit with the mission of the library or that is not neat and presented in an attractive manner.

Display Rules and Regulations:
  • Arrangements for exhibits must be made in advance with the library director.
  • Displays that focus on a public issue (including elections and political issues) must include information about major aspects of differing points of view.
  • Displays that are solely commercial in content are not appropriate.
  • Placement of exhibits must be mutually agreeable to both the library and the exhibitor, and should in no way interfere with normal operation of the library.
  • Labels for exhibit items must be neat and legible.
  • Displays are presented for no longer than one month, but generally will be displayed for 2 weeks.
  • Displays must be suitable for all patrons. Items of a suggestive nature are prohibited.

The library will take reasonable care to ensure the safety and security of all items displayed.
If display items are not retrieved within 1 week of being notified, the library reserves the right to dispose of the items as it deems necessary.

The library provides a public bulletin board for patrons to post announcements. The content of the postings will be regulated by library staff and any postings that are deemed inappropriate will be removed.

The library does not necessarily espouse the views of any group wishing to post announcements for coming events. Announcements may be posted for no more than four weeks for any non-library event.
Internet and Computer User Policy - Child Safety & Privacy Issues
The Internet as an information source enables Taylor County Public Library staff and patrons find a wide array of information from sources not available any other way. It allows access to ideas, information and commentary from around the globe. It is, however, and unregulated medium with a highly diverse user population. It is possible that individuals might access information they personally find offensive or disturbing. Individual users must accept responsibility for determining the suitability of the content for themselves and their children. No pictures should be viewed, downloaded or sent that can be construed as offensive to other library patrons. Anyone over 15 years of age and under 18 years of age must have a parental/guardian permission form on file in order to use the library computers unattended. Minors under 15 years of age must be accompanied by and parent/guardian.

Sources of information on the Internet do not always provide accurate, complete, or current information. As with any material provided by the Library, the users must take responsibility in questioning the validity of the information found.

Uses that compromise the safety and security of minors when using e-mail, chat rooms and other forms of direct electronic communications: Minors under the age of 17: Giving others private information about one’s self or others, including credit card numbers and social security numbers; arranging a face to face meeting with someone one has “met” on the computer network or Internet without a parent’s permission.

Uses that violate confidentiality of information as affirmed in several Kentucky Attorney General Opinions, Kentucky law recognizes the confidentiality of library records. Personally identifiable information about users, including minors, will not be disclosed or used in any way, except to law enforcement authorities as provided in the law. Users should be aware, however, that due to the technical difficulties involved in providing absolute security, transactions and files could become public.

Some of the Internet computers also contain other reference services. Patrons may be asked to move to a different computer if the staff or another patron needs to access some of the programs specific to a particular computer.

All Library computer equipment and software must be used as installed. Users are not permitted to delete, add to, or modify the installed hardware or software.
  • Users may not install or download any software.
  • Users may not use the Library’s computers to make unauthorized entry into another computer or network.
  • Users may not disrupt or interfere with other computers or network users, services, or equipment.
  • Users must respect the legal protections of data and software provided by the copyright and license law.
  • Users may not use any library workstation for any illegal or criminal purpose.

Although library staff is able to offer searching suggestions and answer some questions, they cannot provide in-depth training on Internet and personal computer use. Some staff members have extensive knowledge of the Internet; for others it is a new experience. Because of scheduling, staff that is knowledgeable about the Internet may not always be available for immediate help, but can be scheduled ahead of time.

The use of the computer shall be limited to 1 hour when others are waiting. After the first hour, if another person needs to use the computer they will have first priority for its use. Another hour is not automatically booked by signing up again.
Public Surveillance Policy
The State of Kentucky defines a video surveillance record is a recording used to document the activities in public areas of local government facilities such as the Taylor County Public Library.  The cameras usually run 24 hours a day and record all activities in specific areas. These records are used in case there is destruction of property, breaking and entering, or other unlawful acts. These cameras may be located in areas such as lobbies, kitchens, control rooms, libraries, hallways, entrances, offices and any where the public has access. These recordings are used as a security measure in the identification of persons who cause disturbances or violate laws.

As far as the confidentiality and retention of these records (according to Amye Bensenhaver, Open Records/Open Meetings expert of the Office of the Attorney General):
  • These recordings are open records and must be released to any persons making a request for them under the open records act (§61.870 - 61.884).  The possible presence of children in these videos is immaterial; they are still subject to release to any person making a valid request. 
  • A library policy stating that these records would not be released would be invalid, as it would be a violation of the Open Records Act.  Failure to release the video records in response to an Open Records request would be a violation of that law.
  • These records are listed in the Local Government Records Retention Schedule and must be maintained for at least a period of 30 days (if no litigation is pending).
  • If these records are used in litigation they must be maintained for a period of 10 years.  After this period the records may be destroyed or reused.
Library Sponsorship Policy
The Taylor County Public Library welcomes sponsorship from local business, corporations, families, and individuals. The aim of sponsorship is to obtain funding or in-kind support to provide services and equipment that may not otherwise be available. The Board believes that libraries play an essential role in the quality of life of our citizens, and in this important function, the Library should be supported through public funding. Therefore, sponsorship revenue should only be used to fund additional, optional services or new, "start up" services.

Guiding Principles
The following principles will guide the Taylor County Public Library in the solicitation and acceptance of gifts, grants, or other support to enhance or develop library programs and services:
  • All gifts, grants, and/or support must further the Library’s mission, goals, objectives and priorities. They must not drive the Library’s agenda or priorities.
  • All gifts, grants, and/or support not compromise equity of access to Library services. Sponsorship agreements must not give unfair advantage to, or cause discrimination against, any sectors of the community.
  • All gifts, grants, and/or support must protect the principle of intellectual freedom. Sponsors may not direct the selection of collections or require endorsement of any products or services.
  • All gifts, grants, and/or support must ensure the confidentiality of user records. The Library will not sell or provide access to Library records in exchange for gifts or support.
  • All gifts, grants, and/or support must leave open the opportunity for other actual or potential donors to have similar opportunities to provide support to the Library.
  • Gifts of books or other Library materials will be accepted in accordance with the terms outlined in the Library’s Gifts and Appraisal policy.

Recognition and Acknowledgement
The Library will ensure that each sponsor receives acknowledgement, and to the degree that the donor is willing, public recognition. The following guidelines will be used in providing acknowledgement to and recognition of sponsors:
    • A letter of acknowledgement for gifts of money and in-kind support will be sent to all sponsors and a copy will be placed on file.
    • Any special recognition agreements will be stipulated in the letter.
    • Public acknowledgement of sponsorship in the Library’s promotional materials will normally be restricted to a statement of the sponsor's name and a display of logo. Standards controlling the size format and location of such acknowledgment will be developed by the appropriate staff person to ensure both consistency and quality of appearance. Such acknowledgement will not take precedence or have prominence over the library's own logo or promotional material.
    • For gifts and/or sponsorships valued at over $500, the Library may submit a press release to local newspapers and/or publish an article regarding the sponsorship in their own newsletter if the sponsor is willing.
    • Acknowledgement of sponsorship may also take the following forms at the Library’s discretion:
      • Launch of a special program or media campaign to announce the gift.
      • Include sponsor's name on promotional materials.
      • Small standardized plaques may be placed on donated furniture or equipment.
      • Library bookplates will be placed on donated items.
      • In all cases, the type and scope of donor recognition required by the donor will be weighed against the benefit to the Library.

  • Approval
    All gifts, grants or in-kind support given with special requirements must be approved by the Director. The solicitation of gifts, grants, or in-kind support by library staff or Friends of the Library must receive prior approval of the Director.

    Authority for Implementation
    The library reserves the right to make decisions regarding the implementation of each grant, gift, or offer of in-kind support. Purchasing decisions, including type of equipment, materials, furnishings, and other components of a gift will reside with Library management. All details as to design of programs and allocation of resources will also reside with Library management. The Library reserves the right to deny partnerships or sponsorships for any reason and to end these arrangements at any time if, in the opinion of the Director, the services or image of the Library warrant such action.
    Unattended Child Policy
    The Taylor County Public Library, the Board of Trustees, and its staff are concerned for the wellbeing of this community’s children and cannot be held responsible for incidents, accidents, or other liabilities arising from the actions of unattended children.

    The responsibility for the safety and behavior of children in the Library rests with the parent/caregiver and not with Library staff. Library staff cannot be responsible for children who are unattended or demonstrating inappropriate behavior. Children who exhibit inappropriate behavior may be asked to leave the Library. If the child is unable to leave the Library without an adult, he/she should not be in the Library without an adult.

    If a child is found to be unattended, Library staff will attempt to locate the parent/caregiver in the Library and inform him/her of the Unattended Child Policy. If the parent/caregiver cannot be located, Library staff will contact the Campbellsville Police Department to assist the child.

    The following guidelines will be followed concerning the care and behavior of children:
    • Children under the age of 8 must have a parent/caregiver in the immediate vicinity of (and in visual contact with) the child. The parent/caregiver must be at least 14 years old.
    • If a child under the age of 8 is found unattended, Library staff will attempt to locate the parent/caregiver in the Library and inform him/her of the Unattended Child policy. If the parent/caregiver cannot be found, Library staff will contact the Campbellsville Police Department. If a child under the age of 8 violates the Library’s Code of Conduct, the child and the parent/caregiver will be informed of the policy. If inappropriate behavior continues, the child and parent/caregiver may be asked to leave the Library.
    • Children ages 8 to 10 must have a parent/caregiver in the Library. Children who exhibit inappropriate behavior may be asked to leave the Library. If a child ages 8 to 10 is not able to leave the Library without an adult, he/she should not be in the Library alone.
    • Children ages 11 and up may use the Library unattended. However, the parent/caregiver is still responsible for the behavior and the wellbeing of the child. The child is expected to follow the Library’s Code of Conduct policy and may be asked to leave the Library if he/she exhibits inappropriate behavior. The Library assumes no responsibility for the whereabouts of an unattended child who has been asked to leave Library property.
    • Teenagers are considered adult users. However, they are the legal responsibility of their parent/legal guardian and should have an emergency contact available.

    In any situation involving the safety of children, and specifically whenever the parent/caregiver or police are contacted, staff will complete an Incident Report.

    Contact

    Address //

    1316 East Broadway
    Campbellsville, KY 42718
    Phone // 270.465.2562
    Fax // 270.465.8026
    E-mail // info@tcplibrary.org

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