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.


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

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

Policy for the Evaluation of the Library Director

The Board of Trustees will evaluate the Library Director annually. The evaluation will contain the following steps, the first step beginning in January.

Step 1: All Board members will complete the evaluation form and forward the completed form to the Personnel Committee within three weeks.
Simultaneously, the Library Director will complete the same form as a self-evaluation. The Director’s self-evaluation will include a review of the current year’s goals and recommendations for the coming year.

Step 2: Once all forms are returned to the Personnel Committee, they will generate three documents.

  1. The Personnel Committee will collect all responses and make one compiled version.
  2. The Personnel Committee will compare the compiled Board responses to the Director’s self-evaluation and identify strengths and weaknesses.
  3. The Personnel Committee will write an executive summary outlining the Director’s strengths and weaknesses as identified in the evaluations.

Step 3: The three documents outlined in Step 2 will be presented to the Board of Trustees in Executive Session for discussion and comments.

Step 4: Personnel Committee will incorporate Board comments and suggestions as necessary in the documents.

Step 5: The Board President and at least one me mber of the Personnel Committee will present the evaluation to the Library Director. The Library Director will present any comments or concerns back to the Board in writing. These comments will be placed in his/her personnel file.

Step 6: The Library Director will revise next year’s goals as needed based on the discussion conducted in Step 5. Finalized goals will be provided to the Board of Trustees.

Step 7: A mid-year evaluation will be conducted in early July between the Board President, one or more Personnel Committee members and the Library Director. The purpose of this mid-year evaluation is two-fold. One purpose is to re-evaluate the appropriateness of the Library Director’s goals; the other purpose is to check the progress toward completion of the stated goals.