All Library Policies

Policy on the Retention of Records

The Scarborough Public Library will retain records only as long as needed for efficient operation of the library taking into consideration:

  • Compliance with statutes
  • Accepted accounting procedures
  • Protection of the public’s assets including collections and equipment
  • Borrower Privacy Policy

Records may be held in print or in electronic formats on servers or storage media.

A records retention schedule shall be maintained and reviewed annually by library staff as part of the year end financial review. The schedule will include name of record, record format, length of retention, schedule for disposal or deletion, and appropriate disposal method.

Records that have reached the end of usefulness will be destroyed or disposed of in an appropriate manner to preserve confidentiality.

 

Reference:

  • Borrower Privacy Policy 9/18/03
  • Records Retention charts 9/2003

 


Adopted 10/16/03

Policy on Unattended Children

The Scarborough Public Library has as one of its goals to operate as a facility to assist children enjoy their visits to the library and to develop, through their visits, a love of books, reading and libraries.

However, children left unattended in the library are not safe. The staff cannot know if children are leaving the building or the grounds with parents or strangers. Unattended children often become anxious which may lead to behavior problems. The following policy has been adopted to clarify for parents, children, and the staff, the concern of the library for the well being of its patrons:

  1. Scarborough Public Library welcomes children to use the library services and encourages parents to enjoy the library with their child(ren).
  2. Children and young people are welcome at the library for any period during which they engage in appropriate activities which include: doing homework, reading, browsing for books or other library materials, researching, writing, thinking.
  3. The responsibility for the safety and behavior of children visiting the library rests with the parent / guardian or assigned chaperone, not with library personnel.
  4. Children under the age of ten may not be left in the library unattended nor may they be left at the library or on its grounds at closing time.
  5. Children under the age of ten are expected to be in the immediate presence of and under the control of the parent / guardian / chaperone who is responsible for supervising the safety and behavior of their child(ren) while in the library or on library grounds.
  6. Library staff has been charged by the Board of Trustees with the responsibility to enforce this policy. Use of the library may be denied for due cause.

Amended 2/20/98

Policy on Use of Meeting Room

Library related events have priority in use of this meeting space. The meeting room is available to non-profit and Scarborough-based civic organizations and youth groups, municipal departments, Town charter defined committees and Council

or School Board committees. These organizations may request donations from those attending the meeting.

Scarborough businesses may use the room to present programs of civic or cultural interest or for business meetings when no selling, solicitation or order taking occurs. No fee may be charged to attendees for these programs. 

Scheduling and Reservations

An application for use of the meeting room is available at the Library circulation desk or on the Library’s website. A completed application must be received before a booking is confirmed. Payment must be received prior to use of a room. Non-profit organizations must provide proof of their tax-exempt status to be considered for the lower rental fee. 

When booking time, groups should include time needed for set up and clean up. 

Because library activities have priority, regularly scheduled meetings are discouraged. The Library reserves the right to cancel a room reservation up to 8 weeks in advance of the date requested. 

An organization may cancel their room reservation at any time. However, refunds will be given only if a cancellation is received at least one week in advance of the booking date. 

An application may be rejected and previously granted permission may be withdrawn for violation of Library rules or conduct inconsistent with the policies of the library.

The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group's policies or beliefs by the Library staff or Board. 

Smoking 

Smoking is not permitted in the building or on library grounds. Groups are asked to share this information with attendees as Library staff will enforce the rule.

Accessibility

The room is accessible to persons with disabilities.

Availability

The meeting room is available at any time that does not conflict with library use. A member of the booking organization, who will be attending the meeting, must sign for a key to the room if it will be necessary for the group to lock or unlock the outside front door. The key will be available 24 hours in advance of the time booked.

Capacity

Suggested limit is 50 people. 

Charges 

Non-profit and Town-based civic organizations and youth groups or approved government agencies - $40.00 for a two hour period, $20.00 for each additional hour or fraction thereof.

Businesses and other organizations - $40.00 per hour or fraction thereof.

No charges apply to municipal departments, Town charter - defined committees and Town Council or School Board committees.

Equipment

Tables (8 - 3'x 6') and chairs are available. A small kitchen area includes a refrigerator and microwave oven. Use of audiovisual equipment must be arranged in advance with the room reservation. Projectors (digital projection unit, 16mm, Kodak Carousel slide, and overhead projectors) are available as well as DVD playback equipment. A flip chart stand is available but no paper or markers are supplied.

Groups using DVDs must comply with U.S. Copyright laws and may not use tapes labeled for home use. Public Performance Rights (PPR) are the legal rights to publicly show a film or video (media). Public Performance Rights must be obtained for media to be viewed by groups in the Library. Showing media, whether borrowed from the Library or rented/purchased, to groups may be illegal and may place the Library at risk legally.

Library Wireless Network

A login and password are required to access the library wireless network and must be picked up before the meeting if the Library is open or with the key if the Library will be closed during the meeting. Refreshments Refreshments, except alcoholic beverages are permitted. A coffee maker is available. All other supplies must be furnished by the booking organization. Set up Groups are responsible for their own set up and take down. The tables are heavy and it is recommended that at least two people assist with the set up and clean up. 

Clean up 

Groups are responsible for straightening the room after each use. Please replace chairs, wipe off tables and replace those tables set up by your group. A vacuum is available if needed. 

All kitchen areas and refrigerator should be cleaned and food should be removed. Any kitchen utensils should be washed and returned to the cupboards. 

Turn off lights and check thermostat if it was adjusted.

The organization booking the room will be charged at the commercial rate for any additional cleaning required of carpets, upholstery or other surfaces as well as for damage to furnishings or
equipment.

 

Adopted 1/16/97, amended 1/16/03, 10/17/2013

Policy Statement Regarding Appropriate Library Behavior

It is the mission of the Scarborough Public Library to provide the community access to information, education and recreation.

It is the responsibility of the Scarborough Library to make information, services, and resources available to all patrons.

To ensure the ability of the Scarborough Library to fulfill its mission, no patron shall engage in behaviors prohibited by the rules of the Library Board of Trustees.

Library policy does not prohibit quiet conversation between patrons and/or staff or conversations required to carry on library programs or business. It is desirable to preserve a reasonably quiet atmosphere where library patrons may read, study and otherwise use the library without disturbance.

The library staff has been charged by the Board of Trustees with the responsibility to enforce these rules to ensure that the rights of all individuals to use the library are upheld.


10/1990

Scarborough Public Library Rules Related to Library Behavior

We desire to maintain a quiet space where library patrons may read, study, and otherwise use the library without disturbance.

Therefore, no patron will engage in behaviors prohibited by the Scarborough Public Library Rules Related to Library Behavior which have been approved by the Library Board of Trustees.

The library staff will enforce these rules to help ensure that all individuals can use and enjoy the Library.

While in the Library or on Library property, no person shall:

  1. Consume alcoholic beverages, smoke, vape or eat anywhere in public areas. Beverages may be consumed from securely capped beverage containers—except that no beverages are allowed at any public access computer or catalog lookup. Food and drink are permitted in the meeting room during authorized functions.
  2. Be under the influence of alcohol or drugs, or engage in any substance abuse;
  3. Engage in disruptive communication on a cell phone or similar device;
  4. Take photographs of any individual(s) without the individual’s prior permission;
  5. Damage, deface or misuse Library materials or facilities;
  6. Improperly remove Library materials or equipment;
  7. Engage in loud or boisterous conduct, or physical intimacy;
  8. Enter or remain in the building outside of public service hours or without permission, or enter non-public areas;
  9. Interfere with other Library patrons or staff through poor personal hygiene;
  10. Sleep in the Library;
  11. Bring animals into the Library, except those required for personal assistance or which are part of Library programming;
  12. Engage in conduct that interferes with use or enjoyment of the Library by others;
  13. Engage in conduct that disrupts Library programs;
  14. Use any Library materials or facility for purposes other than those for which such materials or facility are intended;
  15. Engage in abusive language or abusive behavior toward other patrons or Library staff;
  16. Violate any state or local law or ordinance while in the Library or on Library grounds;
  17. Solicit for any reason except as permitted by the Board of Trustees.

Library policy does not prohibit quiet conversation between patrons and/or staff or conversations required to carry on library programs or business.

Amended: June 17, 2004
Amended: February 19, 2009
Amended: January 19, 2017

Schedule of Fees

NON-RESIDENT FEE

The non-refundable cost of an annual non-resident borrower’s card is $60.00.
The non-refundable cost of a 3 month temporary resident borrower’s card is $20.00.

REPLACEMENT CARD COST

$3.00 - replacement cost for lost card. Because you are responsible for all materials checked out with your card, be sure to notify the library immediately if your card is ever lost or stolen.

CARD RENEWAL

Library cards expire annually and may be renewed. Temporary cards expire after 3 months and may be renewed once. All outstanding fines and fees must be paid to renew a card.

OVERDUE FINES

Adult Materials:
25¢ - per item per day fine
Maximum fine per item – $10.00

Children's Materials:
25¢ - per item per day fine
Maximum fine per item – $10.00

Interlibrary loan materials will be billed according to the policy of the loaning library.

LOST, DAMAGED, OR DESTROYED MATERIALS

Patrons will be charged for materials that are lost, destroyed, or damaged beyond repair.  The amount will equal the current replacement cost of the item(s).
If the replacement cost cannot be determined the following fee schedule will be applied.

Category Replacement Cost
Adult Fiction 25.00
Adult Non-fiction 40.00
Adult Trade Paperback 17.00
Adult Mass Market Paperback 8.00
Children's Picture Books 22.00
Children’s Fiction and Beginning Readers 17.00
Children's Non-fiction 27.00
Children's Trade Paperback 17.00
Children's Book & Cassette/CD Kit 17.00
Children's Board Book 6.00
Children's Mass Market Paperback 6.00
Magazine 4.00
Audio Cassette (each cassette, book or music) 10.00 or set price*
Music CD 17.00 or set price*
Audiobook CD (per disc) 10.00 or set price*
Video Cassette 15.00 or set price*
DVD 25.00 or set price*
Processing Fee 10.00


*Items with multiple parts: When individual parts cannot be replaced, the borrower will be charged the replacement cost for the entire set.

NOTE: Valuable or rare items with a list value greater than 150% of the scheduled cost (see above) will be billed at list. Items that are out-of-print, but not deemed to be rare or valuable, will be billed at the scheduled cost , with the understanding that the library will make a good-faith effort to determine a fair cost. At the librarian's discretion, a patron may replace a lost item with an exact duplicate of title and edition. An additional $10 processing fee will also be charged.

DAMAGED MATERIALS

$3.50 each, minimum if the item can be repaired or mended in-house.

INTERLIBRARY LOAN MATERIALS

All fees charged by loaning libraries will be passed on to the patron (late, damage, loss, etc.).

ACCUMULATED FINES AND FEES

A borrower whose debt exceeds $5.00 will be prohibited from borrowing materials until the fine is paid or sufficiently reduced.

RETURNED CHECKS

The Scarborough Public Library participates in the Cumberland County District Attorney's Check Enforcement Program. There is a $75 charge on all returned checks plus amount of check plus any bank fees.

COLLECTION SERVICE

If an account is referred to a collection service for retention of library materials, the card holder will pay any collection costs incurred in cluding reasonable attorney's fees, filing fees and court costs if the matter is referred for prosecution. A person who knowingly fails to comply with the library policies concerning the return of materials may also be charged with a Class D crime. Source: Title 17-A: Maine Criminal Code Chapter 15 §360.


Adopted: 6/15/2006

Selection Policy

The purpose of the Scarborough Public Library materials selection policy to provide guidelines for the staff in their roles as selectors, and to acquaint the general public with the scope of the collection and with the principles of selection used to acquire library materials.

A. Purpose of 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 in such a way as to support the library’s mission as “a community based informational, educational, and recreational facility providing the diverse citizenry of Scarborough with superior service and the opportunity for life-long learning”. 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 while many of the materials acquired may be useful to them in their courses of study, it is not the aim of this 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 responsibility for the selection of materials legally rests with the Board of Trustees of the Library. The Board in turn delegates this responsibility to the professional staff, which becomes 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 audio-visual 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 in the case of periodicals.
  7. Professional judgment 

Additional considerations pertaining to the videotape collection are addressed in the Scarborough Public Library Video Guidelines

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.

E. Policy on controversial materials

Materials on controversial issues th at 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 admitted to the library. However, no book shall be judged for exclusion by taking single passages out of context and basing condemnation of that book on such passages. 

Since it is possible to make a mistake in applying these principles, the Head Librarian stands ready to review individual decisions upon written request. Such materials will then be reconsidered by the Librarian and the Board.

F. Policy on 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 specifictitles 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 of the standard rationales for de-acquisition.

G. Policy on 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 meet the selection criteria outlined in this document.

H. Collection maintenance: weeding, replacement and bindery decisions

Weeding and replacement activities, like selection decisions, are based on the overall goals and mission of the library, and are intended to keep the collection alive 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 authors.

Appendices
1. Intellectual freedom statement
2. Library bill of rights

 

Adopted 2/20/97

Strategic Plan, 2012-2015

This Stategic Plan attempts to systematically translate the library's Mission, Vision and Value Statements into broadly defined, but measurable, goals and objectives.

Scarborough Public Library
Strategic Plan 2012-2015
Strategic Priorities

  1. Improve access to services and collections
    1. Examine policies and procedures related to services
    2. Examine policies and procedures related to use of services
    3. Examine policies and procedures related to use of facilities
    4. Review selection, purchasing and processing procedures for fastest delivery to the user
    5. Support excellence in customer relations
    6. Increase means for patrons’ access to collections and services
    7. Identify barriers to patrons’ access to collections and services
    8. Make a plan to reduce barriers
    9. Implement plan to reduce barriers
  2. Provide materials in formats that respond to the wishes of the community
    1. Examine policies and procedures related to acquisition of collections
    2. Determine current formats through measurement of existing collections and identifying what’s missing
    3. Acquire materials commensurate with demand 
  3. Evaluate facilities and technologies to support services
    1. Review existing facilities evaluations
    2. Identify current deficiencies
    3. Develop scope and schedule for correction of deficiencies
    4. Maintain and upgrade technologies to support the best user experience and to improve staff efficiency
    5. Provide safe, healthy and esthetically pleasing environment
  4. Provide exceptional programming that meets the interests and needs of the community
    1. Identify barriers and strategies for overcoming these barriers
    2. Identify and engage partners for success
    3. Identify trends and opportunities for future services
  5. Promote Awareness and Use of the Library
    1. Create comprehensive marketing plan
    2. Review role of staff in ongoing promotion
    3. Articulate Library’s role in the community
  6. Maximize Resources
    1. Identify resources and gaps
    2. Increase fundraising and development activities: Planned Giving Campaign 
    3. Develop partnerships especially those that are mutually beneficial to all participants 
    4. Conduct a “return on investment” analysis 
  7. Review internal organizational structure
    1. Align job descriptions and duties with organization’s goals 
    2. Review best practices for services and design staff training program 
    3. Create succession plan for key staff
    4. Review strategic intent statements: mission, vision, values, goals 

 

EXECUTIVE SUMMARY
STRATEGIC PLAN
SCARBOROUGH PUBLIC LIBRARY
PROCESS OVERVIEW

PROCESS OVERVIEW

The Strategic Planners, an ad hoc committee of the Library Board of Trustees and the Library Director, began to meet weekly in November, 2011 to develop a plan for library operation for the future. The plan was expected to cover a period extending three years but the committee chose not to fix the duration to encourage discussion of a longer view of five to ten years as well. The process was to include a review of the community, consideration of current and emerging library trends, recognition of the library’ strengths and weaknesses, identification of our “stakeholder”, and feedback opportunities through focus groups, surveys and conversations with users and non-­‐users.

In the first months of meetings, the committee read materials on library and technology trends. It reviewed statistical summaries from the Census and reports of library use. The Library staff was surveyed for opinions on current and future services and how they see their role in the organization’s mission.

The committee members identified stakeholders in the Library’s success and met with groups from the community to learn what current services and features are most valued. Focus group participants were also asked to suggest improvements and changes that might strengthen the library’s role in the community. Participants were selected based on their affiliation with a stakeholder group and were not necessarily active library users. Facilitation was provided by Karen Martin, Communications Director for SEDCO.

A series of surveys gathered information from library users. These electronic surveys were distributed through the Library’s website and to email addresses of library card holders. Parents of story time attendees were surveyed during their visit about their experience with youth services. Additional surveys similar to the online survey were offered to other visitors during the same period. The Youth Services Librarian also interviewed middle school students to collect their perspective on library services.

The Board of Trustees reviewed the existing Vision and Mission statements. A new Vision Statement and the Library’s first Values Statement were added to the existing Mission Statement. They were aided in this discussion by Dana Morris-­‐Jones and John Shorb of the Delphi Group. The Board also conducted a SWOT (strength, weaknesses, opportunities and threats) exercise.

Again, using the results of all of the data gathered, a list of themes was created. These became the basis for the seven Strategic Priorities. The Priorities were divided among the Board Committees and the Library Staff. These groups developed their assigned areas into a Work Plan with Goals reflecting the Priorities. The Plan includes objectives, or active statements, and assigns responsibility for completion, a time frame, resources needed, and measurement criteria. The time frame for the Work Plan is 2012-­‐2015.

ACKNOWLEDGEMENTS

The Scarborough Public Library Board of Trustees wishes to thank the Committee members who demonstrated their intelligence, creativity, loyalty, and persistence.
The Strategic Planning Committee: Nancy Kelleher, Co-Chair, Anne Janak, Co‐Chair, Susan Trent, Patsy Wiggins, Kevin Carbin, Emily Read, Nancy Crowell, Library Director

The Committee is grateful to:

Library Director, Nancy Crowell, for her guidance throughout the process. She scheduled the meetings, provided the committee with outside resources
and examples, skillfully took notes at the Focus Group meetings, and provided motivation to the group.

Focus Group Moderator: Karen Martin, Communications Manager for SEDCO

Consultants: Dana Morris-Jones and John Shorb, The Delphi Group Library 

Department Heads: Susan Winch, Joshua Tiffany, Catherine Morrison, Louise Capizzo, and Nancy Crowell, Director.

Library Staff: Gail Dobriko, Karen Spak, Denise Menard, Leo Salvato, Jr, Joshua Meyer, Joshua Tiffany, Emma Gibbon, Lauren Isele, Brenda Birkner, Christie Stuntz, Celeste Shinay, Marilyn Taylor, Linda Herrick, Susan Karam, Mary Porada, Jeffrey Ertman.

Focus Groups:

Town Council, February 15, 2012: Jim Benedict, Jessica Holbrook, Judy Roy, Carol Rancourt, Tom Hall, Town Manager.

Business, March 2, 2012: Stu Axelrod, Casella Waste; Jim Elkins, Career Planning Services; Guy Gledhill, Real Estate Broker, RE/MAX; Norm Forgey, Maine Day Trips; Jim Damicis, Camoine Associates; Karen Martin, SEDCO.

Education, March 8, 2012: Barbara Merritt, Christine Koch, Peggy Wallace, Martha Whitton, Karen Rand, Joyce Wheeler, Monique Culbertson, Patrick Reagan, John Thurlow.

Senior Services, March 16, 2012: Mary Celia O’Neil, Hospice of Southern Maine; Ken Libby, Maudie Libby, Senior citizens; Debbie DiDominicus, Southern Maine Agency on Aging; Debbie Jones, Scarborough

Community Services; Ginny Ketch, Piper Shores; Joe Giacomantonio, Scarborough Police Department.

Friends of the Library, March 23, 2012: Beth Bellemere, Pat Buttner, Jim Czimbal, Bert Follansbee, Maurissa Guibord, Lee Jones, Jack Kelley, Casey McKeown, Deb Pierce, Sybil Riemenschneider, Marjorie Rosenbaum, Bob Lynn

General Public, March 30, 2012: Bruce Gullifer, Scarborough Community Services; Rich Spies, Tilson Technology; Stan Gawron, Gawron Turgeon Architects; Dick Cervizzi, former library attorney; Tim Byrne, Tim Byrne Photography; Bud Hanson, Community Volunteer.

And our thanks to the hundreds of people who completed our surveys.

Technology Committee Responsibilities

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Technology Committee shall advise the Board of Trustees on matters pertaining to Information Systems policies and planning.

The Committee will:

  • Provide overall guidance for Library information systems policies and long range planning;
  • Review information systems policies and state and federal mandated Technology Plan once every year or more often as needed;
  • Submit for approval recommendations on information systems policy matters to the Board of Trustees;
  • Provide advice to the Personnel Committee, when requested, in the areas of benefits, training, compensation, recruitment, and retention of information systems staff;
  • Provide advice to the Personnel Committee, when requested on information systems staff job descriptions;
  • Identify technology related changes that may have financial implications and report to the Finance Committee regarding these impacts.

Appropriate skills and characteristics for Technology Committee

  • At least one trustee.
  • Those with experience in areas such as transfer of information, management of networks, hardware acquisition and maintenance, software acquisition, end-user support and training.
  • The Library Assistant Director will serve as staff liaison to this committee.

 

July 31, 2003

 

Tobacco Policy

In accordance with the provisions of the Workplace Smoking Act of 1985 and M.R.S.A.

1541–1545 enacted by PL 1993, Chapter 342 and effective January 1, 1994, Scarborough Public Library prohibits smoking and the use of  smokeless tobacco products in the Library and anywhere on Library property. There is no area of the Library or Library property designated as a tobacco use area.

This policy applies to all employees, library users, guests, and other visitors.

An employee who violates this policy may be subject to disciplinary action.

 

Adopted : 09/16/2010

Pages