All Library Policies

Development Committee Responsibilities

The Development Committee will plan and implement the fundraising program for the library.

The Development Committee will plan and implement the fundraising program for the library.

The Committee will:

  • Review the mission and goals of the Library Board of Trustees;
  • Develop a comprehensive development plan and strategy;
  • Submit the development plan to the Library Board of Trustees for annual review;
  • Participate actively in the selection of prospects, preparation for solicitations, cultivation and actual asking;
  • Develop plans and procedures to involve the entire Library Board of Trustees in fundraising;
  • Develop strategies for involvement and cultivation of major gift prospects;
  • Evaluate potential prospects for increased levels of contributions;
  • Solicit gifts at the various levels required for annual, special and planned giving programs;
  • Involve other Library Board members and volunteers in the cultivation and solicitation processes;
  • Develop a process to involve library staff in important aspects of fundraising.

Appropriate skills and characteristics for Development Committee

  • At least two members from the Library Board of Trustees, others from the community as needed
  • Library Director or designee will serve as staff liaison to the Committee
  • Members who are knowledgeable about the community
  • Those who are interested in financial matters and are comfortable discussing finances
  • Skills and experience needed within the committee:
    • Writing skills
    • Presentation skills
    • Successful experience raising money
    • Knowledge of tax and estate law
    • Interpersonal and listening skills
    • Planning
    • Financial planning
    • Fundraising management
    • Computer systems and data bases
    • Knowledge of and access to grant resources

 

April 10, 2003

Discretionary Investment Fund Policy

The Discretionary Investment Fund, established by the Board of Trustees January 20, 2000, contains monies that have not been restricted by donors for the Endowment or Building Expansion Funds and are not included in the Gifts and Memorials account

. Any unrestricted donor gifts may be deposited in this account as designated by the Board.

The Discretionary Investment Fund is a “board designated unrestricted fund.” This means the Board has designated these funds to be an investment account, which can be utilized, as the Board sees fit. At this time, the principal of this fund shall remain intact until the Board decides how it is to be used. Earnings of the fund may be applied to the operating budget.

The Discretionary Investment Fund will be invested and managed according to the Investment Policy of the Scarborough Public Library Corporation.

The Treasurer will review this policy annually and recommend revisions as necessary.


Approved March 16, 2000
Revised July 18, 2002

Endowment Fund Policy

The Endowment Fund is a “permanently restricted” fund. The principal in this fund shall remain permanently intact in perpetuity or until the occurrence of a specified event, or for a specified time as described in the terms of the endowment gift.

Sub-accounts may be included in this fund with interest tracked on a prorated basis. Only funds that are designated by the donor as being contributed specifically to the “endowment” fund may be placed in this fund.

Earnings from the Centennial Endowment Account within this Fund will be reinvested until a $1 million goal is reached (per Long-range Plan). When the Fund principal is $1 million, the earnings from the Fund will be available to supplement first, asset purchases, and secondly, the Library operating budget as deemed appropriate by the Board of Trustees at that time and pursuant to donor restrictions.

The Endowment Fund will be invested and managed according to the Investment Policy of the Scarborough Public Library Corporation.

The Treasurer will review this policy annually and recommend revisions as necessary.


Approved March 16, 2000

Executive Committee Responsibilities

The Executive Committee shall be responsible for organizational assistance to the Board of Trustees and when directed by the Board may act on behalf of the Board between meetings. The Committee shall complement the Board and 


improve the Board’s effectiveness. It shall not compete with or replace the authority of the full Board of Trustees.

The Committee will:

  • Review the agenda and make recommendations for Board consideration.
  • Assist the Board President in the ongoing review and implementation of the strategic plan.
  • Conform to the reporting standards of all Board Committees. Minutes of the Committee shall be recorded by the Board Secretary.

The Committee shall include:

  • Officers of the Board including President, Vice President, Secretary and Treasurer.
  • One additional member of the Board to be approved by the Board as a whole.
  • The Library Director.

Meetings shall be:

  • Called and chaired by the President of the Board.
  • Limited to one meeting per month unless authorized by the Board.

 

Exhibit and Display Policy

Policy Statement

The Scarborough Public Library welcomes exhibits and displays that will educate, inform or entertain the community. Community groups and individuals shall request space in the library for an exhibit or display in writing, detailing the scope and extent of the display.

Exhibition and Display Spaces

Lobby area - the open space between the Circulation Desk and the Information Center.

Display case - locked case with adjustable shelves.

Adult or children’s areas - shelving and ceiling hooks.

Types of Exhibitions

Works of professional artists, crafts people, community groups and students with an emphasis on those from Scarborough and the surrounding community.

Historical or other artifacts that are educational or may otherwise complement collections of the Library.

Informational material from town and state agencies, schools and non-profits who wish to publicize their organization or activities.

Selection Criteria

Each application will be reviewed according to the following criteria:

  1. Vitality and originality.
  2. Quality of implementation.
  3. Suitability of physical form.
  4. Historical significance or representation of emerging trend.
  5. Community interests and needs.
  6. Relation to past/future Library exhibits and programs to ensure a variety of techniques, subjects or mediums and an integrated overall program of activities.
  7. Availability of space.

Additionally, because exhibits are seen by anyone who walks into the Library - both children and adults who may have various degrees of sophistication, the exhibit must meet what is generally known as a “standard acceptable to the community.”

Application Procedures

Application for exhibits and displays must be made through the Reference Desk except requests from Scarborough schools. Schools will apply through the Children’s Desk.

A representative portfolio of the body of work and resume of the exhibitor may be requested for review.

The Library Staff shall accept or reject material offered for display based on the selection criteria and standards.

Scheduling Procedures

Exhibits will normally be scheduled for a period not exceeding one month. Exceptions must be approved by the Library Director.

Publicity

The Library may assume the responsibility for publicizing exhibits. If the exhibitor contributes to the public relations effort, the Library reserves the right to review any publicity material prepared by the exhibitor before release.

Installation and Removal

It is the responsibility of the exhibitor to set up and remove the exhibit on the designated dates and to provide all necessary equipment. The exhibitor will also provide at the time of installation, a list of pieces in the exhibit.

The Library shall have the final decision on the content and arrangement of all exhibits. Every item must meet the Library’s standard of value and quality and the Library reserves the right to reject any part of an exhibit or to change the manner of display.

Sale of Exhibit Materials

The Library will not engage in the sale of any items on exhibit. All inquiries will be referred to the exhibitor who is responsible for providing Library staff with information on how such inquiries should be routed.

Insurance and Liability

The Library does not provide any insurance coverage for exhibited materials.

All exhibitors must agree to hold the Scarborough Public Library harmless from liability in case of theft, vandalism, fire or any other loss or damage to the exhibited materials. If the exhibitor desires insurance, they must arrange for it at their own expense.

The Library will not provide storage for the property of organizations or individuals displaying in the Library.

The exhibitor may be held liable for repairs to the Library which are the direct result of the exhibit.

Policy Changes

The Board of Trustees reserves the right to make changes in this policy as it deems advisable and may cancel or withdraw permission for use of the Library facilities when in its opinion, such action is advisable.

 


Adopted 04/15/99

Finance Committee Responsibilities

The Finance Committee shall oversee the financial operations of the Corporation.

The Finance Committee shall oversee the financial operations of the Corporation.

The Committee will:

  • Review financial procedures and policies annually and make recommendations to the board for change as needed;
  • Review with the Director the assumptions made in the annual budget and request information as appropriate;
  • Coordinate activities with other committees as needed when those activities may impact budget projections or planning, for example changes in benefits or personnel;
  • Prepare with staff assistance, the annual operating budget and present to the Board for consideration following the time frame in the “Perpetual Calendar” and by the Town of Scarborough;
  • Make recommendations to the board for adjustments to the budget as needed within a fiscal year;
  • Represent the Board at all workshops and meetings with the town as requested during budget deliberations or at other times when financial discussions may occur;
  • Arrange for the annual independent review of the corporation’s internal controls, financial records and reports;
  • Review the annual audit report and address any comments made by auditors;
  • Provide the Board with information and education regarding its fiduciary responsibilities;
  • Select a representative from the Committee to serve on the Investment Committee;
  • Review insurance coverage for adequacy.

Appropriate skills and characteristics for Finance Committee

  • ƒAt least three Trustees one of whom shall be the Treasurer.
  • Those with a background in accounting, banking or business.
  • The Library Director will be the staff liaison and will facilitate communication with the bookkeeper and auditor.

 

 

April 10, 2003

Material Selection Policy

A. Purpose of materials selection policy

The purpose of the Scarborough Public Library materials selection policy is twofold:

  1. To provide guidelines for the staff in their roles as selectors. 
  2. To acquaint the general public with the scope of the collection and with the principles of selection used to acquire library materials.

B.  Selection objectives

Materials selection is carried out to support the Library’s mission “to provide access to a broad and deep collection and high-quality services that promote lifelong learning in a welcoming, community-centered facility.”  Scarborough Public Library recognizes the diversity of its users and potential users, and makes materials selections accordingly, striving, in general, for breadth rather than depth. In addition to providing information on a wide variety of subjects, the Library makes an effort to collect material which represents varied points of view on topics which are open to interpretation. While students at all levels are an important part of the Library’s clientele, and many of the materials acquired may be useful to them in their courses of study, it is not the aim of the Library to meet all of their research needs or to serve as a substitute for the libraries at local academic institutions. Likewise, library materials are not intended to support professional activity or take the place of a professional library but rather to provide information adequate for the interested layperson.

C.  Responsibility for selection

The Board has delegated the responsibility for material selection to the professional staff, who are responsible for the day-to-day development of the collection.

D.  Selection criteria

Materials in all formats are selected according to the following general criteria:

  1. Patron demand or interest.
  2. Need/relationship to other material in the collection.
  3. Quality (including accuracy, authority, and currency, in the case of non-fiction; production quality, in the case of audiovisual material; quality of illustration and reproduction in the case of picture books and art books, etc.)
  4. Appropriateness of format
  5. Cost
  6. Access, including quality and availability of indexing, especially for periodicals
  7. Licensing restrictions
  8. Professional judgment

E.  Selection aids

Because it is not possible to personally view/listen to/read the large number of books and audiovisual materials published annually, selectors rely on reviews, lists of award winners, and standard bibliographies to guide them in their selections. Reviews found in professional and general periodicals and in regional newspapers are the primary tools used to determine the degree to which a particular title meets the selection criteria. While every reasonable effort is made to find one or more reviews of all titles added to the collection, items for which no review is available may be acquired if there is significant public demand or a strong need due to scarcity of material in the subject area.

F.  Controversial materials

Materials on controversial issues that present only one side of a question or are written in a violent, sensational, or inflammatory manner will ordinarily not be selected. Obscene books and periodicals, which are lewd with deliberate intent, shall not be selected for the Library. However, no book shall be judged for exclusion by taking single passages out of context and basing exclusion of that book on such passages. The Library Director stands ready to review individual decisions upon written request.

G.  Affirmation of Intellectual Freedom

The Scarborough Public Library values a free and inquiring society, and affirms its support of the Library Bill of Rights, Free Access to Libraries for Minors, the Freedom to Read Statement, and M.S.R.A. 27 § 121 Confidentiality of library records.  Parents or legal guardians have sole responsibility for the use of materials by their minor children.

The selection of materials for the Library’s collection will not be inhibited by the possibility that materials may come into the possession of children.

H.  Procedure for handling objections to material

When a patron objects to a particular item, the objection shall be made in writing using the “Request for Reconsideration of Material” form. The request will be reviewed in keeping with the Appeal of Library Action or Administrative Decision Policy.

I.  Gifts of materials

Gifts of library materials are subject to the same selection criteria as material which is being considered for purchase (see above). The Library’s professional staff reserves the right to refuse to accept and/or to dispose of, in any way it chooses, items which do not meet these criteria.  Likewise, gifts will be shelved, classified, and circulated using the same criteria applied to purchased materials. In keeping with the Library’s general policy on gifts, any special stipulations on the part of the donor must be acceptable to the Board of Trustees.

Gifts of money for memorial books or other library material are also administered at the discretion of the professional staff. While donors are welcome to specify subject areas for their donations to be spent on, the selection of specific titles remains the responsibility of staff members. An effort is made to purchase books of lasting value as memorials; however, the Library retains the right to remove memorials from the collection when deemed appropriate due to poor condition, lack of patron interest, inaccuracy of the information contained in them, or any other standard rationales for de-acquisition.

J.  Patron recommendations

Every effort is made to accommodate patron recommendations, especially those which reflect popular interests or a gap in our collections. However, the decision to acquire material is at the discretion of the professional staff, who retain the right to not purchase requested material if it does not meet the selection criteria outlined in this policy. Availability in the Minerva consortium or other Maine libraries may also be considered.

K.  Collection maintenance: weeding, replacement and bindery decisions

Weeding (de-acquisition) and replacement activities, like selection decisions, are based on the overall goals and mission of the Library, and are intended to keep the collection vibrant and useful. Weeding should be ongoing and based on multiple considerations, including condition, accuracy, past use, and perceived current or future interest. Weeding decisions will not be based on controversy about the material in question or its creators. Retention commitments from other Maine libraries will also factor into the decision to weed materials.

 

Appendices

  1. Intellectual Freedom Statement
  2. Library Bill of Rights
  3. Freedom to Read Statement
  4. Free Access to Libraries for Minors
  5. M.S.R.A. 27 § 121 Confidentiality of library records
  6. Request for Reconsideration of Materials form

 

Adopted 2/20/97
Revised 6/15/17

Nominating Committee Responsibilities

The Nominating Committee shall be responsible for presenting nominations of successor Trustees and officers, coordinating board development and continuing education and conducting an annual self-assessment.

The Nominating Committee shall be responsible for presenting nominations of successor Trustees and officers, coordinating board development and continuing education and conducting an annual self-assessment.

The Committee will:

  • Assess the board’s current composition and identify the talents, skills, experience and personal qualities the board needs to function smoothly and effectively at the current stage of the library’s life cycle;
  • Prepare recruitment plan based on assessment and term rotations;
  • Review “Trustee Duties and Responsibilities”;
  • Identify and cultivate prospective members and maintain a list of names for committee consideration;
  • Screen candidates on prospect list and meet with selected candidates to gather information from the candidate and provide information about the organization.
  • Present, in writing, the committee’s recommendation to the full board at least thirty days before or at the regular meeting prior to the meeting at which a decision will be made by the Board;
  • Following board approval, provide contact information to the board chair who issues the formal invitation;
  • Conduct orientation and match new member with experienced member of board;
  • Recommend continuing education and training for board and conduct regular self-assessment of board’s performance both collective and individual;
  • Recommend replacement trustees to fill unexpired terms.

Appropriate skills and characteristics for Nominating committee

  • At least three trustees.
  • Those who are knowledgeable about the organization, have extensive contacts in the community and know where to find the best prospective board members.
  • The Library Director will be the staff liaison, provide advice and administrative support.


April 10, 2003

Personnel Committee Responsibilities

The Personnel Committee shall advise the Board of Trustees on matters pertaining to personnel administration, staffing and benefits.

The Personnel Committee shall advise the Board of Trustees on matters pertaining to personnel administration, staffing and benefits.

The Committee will:

  • Provide overall policy guidance for personnel matters in the library;
  • Review personnel policies once every three years or more often as needed;
  • Submit for approval, recommendations on personnel policy matters to the Board of Trustees;
  • Provide policy advice to the Library Director, when requested, in the areas of employee relations, benefits, training, compensation, recruitment, and retention;
  • Review staff job descriptions once every three years;
  • Review wage and salary ranges and benefits once every three years;
  • Identify, with the Director, changes that may have fiscal implications and report to the Finance Committee regarding these impacts.

Appropriate skills and characteristics for Personnel Committee

  • At least three trustees.
  • Those with a background in human resources, law, insurance.
  • The Library Director or designee will serve as staff liaison to this committee.
  • All participants must ensure matters discussed within this Committee remain confidential.

 

April 10, 2003

Policy for Religious Holidays

The Board of Trustees of the Scarborough Public Library believes that the library, as an institution, should not celebrate with ceremony or festivity any holiday with religious origins in order to be sensitive to the beliefs of all.

It is in keeping with the mission of the library to permit informational programs and provide materials on topics of public interest, and to serve as a forum for the discussion of these topics.

This policy would be interpreted to include programs which explore historic, intellectual, musical or other cultural aspects of religions or religious ideas. It permits the display of library materials about timely and relevant religious topics.

 

Adopted 11/16/95

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