Hannibal Free Public Library Policies
| Setting the Tax Rate | |
| Appropriate Use | Auditing |
| Bonding and Insurance | |
| Concealed Weapons | Investments |
| Code of Ethics | City Accounts |
| Disposal of Excess Property | Treasurer's Account |
| Procurement |
The
purpose of this policy is to insure an
orderly, peaceful and efficient use of
library meeting rooms and equipment so as to
accommodate and provide fair access to as
many groups and organizations as is
reasonably possible.
1.
Meeting
rooms of the Hannibal Free Public Library
shall be made available free of charge to
groups and organizations whose memberships
are composed primarily of residents of the
City of Hannibal.
An adult over the age of 18 must be
responsible and in attendance at meetings.
2.
Meetings
shall be open to the public.
3.
No
meeting shall cause undue interference with
the operation of the library.
Meetings shall not conflict with
library-sponsored programs and in the event
of such conflict the library program shall
receive priority.
4.
Organizations
shall be legal and non-profit: their purposes
and objectives must be in the public
interest.
The use of the meeting rooms shall not
result in financial gain for the organization
or its members.
5.
Applications
for the use of the meeting rooms shall be
made to the librarian or a designated library
staff member.
6.
Meeting
rooms may be reserved a maximum of six months
in advance of a public meeting.
Library-related programs shall receive
priority in scheduling.
7.
Under
normal circumstances a group may not book a
meeting room more than two times a month or
twelve times a year.
The Library shall determine any
exceptions based on the space available, the
time and day requested, and intervals between
meetings.
8.
There
shall be neither admission fees nor
collections. No monies will be
exchanged on library property.
Solicitations and the selling of
products or services are prohibited. The
Library may approve the sale of materials,
which would be suitable for the regular
library collection, at library-sponsored
programs and events.
9.
No
food or refreshments shall be served.
Smoking is prohibited. The Library may
serve refreshments at library-sponsored
events.
10.
Equipment
or furniture belonging to any group shall not
be stored in the library building without the
written permission of the library.
Space, staff, and activities of the
library will determine whether storage is
permitted.
The library will not assume
responsibility when materials, etc., are left
on the premises.
11.
Any
group desiring to use library owned equipment
in the meeting rooms must request such
equipment from the librarian or a designated
library staff member. Groups using such
equipment shall assume financial
responsibility for any damage to, or theft
of, equipment in their possession.
12.
Any
group using a meeting room is expected to
conduct its proceedings in a quiet, orderly
manner.
Groups using the room are responsible
for reasonable care of the room, and will be
held responsible for any damage and the
general condition of the room following use.
13.
Meetings
shall be held during hours when library staff
members are regularly on duty and shall be
finished in sufficient time to vacate the
building no later than closing time.
In the event that a meeting is
canceled, the library shall be notified so
that this space may be made available to
others.
14.
Meetings
held by outside groups are not programs
sponsored by the library.
Purposes, objectives or views of
groups using the meeting rooms shall not be
advertised in any way to suggest that they
are endorsed by the Hannibal Free Public
Library. Any publicity for the
meeting must include the statement “This is
not a program sponsored by the Hannibal Free
Public Library”.
Any telephone number on the publicity
must be that of the organization hosting the
meeting, not the library.
15.
The
Board of Trustees of the Hannibal Free Public
Library shall be the final authority in
granting or refusing permission for the use
of the meeting facilities.
16.
The
library reserves the right to refuse future
bookings to groups that fail to appear on
scheduled meeting dates or do not abide by
any of the above policies.
Adopted March 13, 2006
Appropriate Use of the Hannibal Free Public Library
The Hannibal Free Public Library will provide resources and information services that support and improve individual, family, and community life.
Introduction
The Revised Missouri Statutes [RsMo.} 182.230 (1986) provides that every library and reading room:
…shall be forever free to the use of the inhabitants of the city where located, always subject to such reasonable rules and regulations as a library board may adopt in order to render the use of the library and reading room of the greatest benefit to the greatest number. The board may exclude from the use of the library and reading room any and all persons who willfully violate such rules.
The Board of Trustees of the Hannibal Free Public Library welcomes visitors and encourages visitors to use the resources of the public library to meet their informational and recreational reading needs. The Board acknowledges that there are several appropriate uses for library facilities and that behavior suitable for some occasions and spaces within the library is not appropriate for others. The rules listed below, governing patron use of the Hannibal Free Public Library, attempt to assure a reasonable safe and pleasant environment for staff and patrons, to protect the right of the public to use library services and materials, and to protect library resources and facilities. These rules are intended to guide patrons and staff so that they may conduct themselves in a manner consistent with the purposes and functions of the Library and avoid affecting the appropriate use of the Library by fellow patrons. The Board of Trustees encourages children to use the Library. The safety and responsibility for the well being of those children, however, lies solely with the parent/guardian or assigned chaperon of those children, not with Library staff. These rules are intended to be illustrative rather than all-inclusive.
The Hannibal
Free Public Library Board of Trustees strives
to maintain safe and secure facilities for
public library service. The Library Board and
staff have the right and responsibility to
protect the safety of all library patrons and
to maintain order on library property, which
includes setting rules of behavior and
regulations for the use of library buildings.
These rules do not replace or preclude the
use of good judgment on the part of library
personnel in specific situations.
Regulations
Noise levels will be kept to a minimum within the library.
The library is a smoke-, tobacco- and drug-free environment.
Loitering is not permitted on library premises.
For safety and hygiene reasons, shirts and shoes must be worn at all times.
Skateboarding, rollerblading and roller-skating are not allowed on library property.
Illegal, threatening, harassing or disruptive behavior will not be tolerated on library premises.
Assistive animals are welcome, however no other animals are allowed in library buildings unless as a part of a library-sponsored event.
Weapons are not allowed on library property except on-duty law enforcement officials may carry them. Concealed firearms are prohibited on all property leased or owned by the library.
Solicitation of funds and sales of goods by the general public are not allowed on library property unless on behalf of the Library.
Food
and drink are not allowed in the library
except for containers with secure lids or
at library sponsored functions.
Food and drink are not allowed in
the Missouri Room or at computers.
Procedure
A patron or patrons in breach of the above
regulations may be approached by any staff
member of the library and asked to cease the
behavior.
If patron(s) refuses to cooperate, a staff
person will advise him or her that the
behavior must cease or he or she will be
asked to leave the library.
On the third warning, the patron or patrons
may be asked to leave the facilities and
grounds by a library staff member.
In some circumstances, including but not
limited to behavior of a harassing or
threatening nature, an individual may be
asked to leave the premises immediately.
As
an example: First Offense, Library
privileges will be revoked for one month. Second
Offense, Library privileges will be
revoked for another month. Repeat
Offenses, Library privileges will be
revoked for six months. The Library Director will
use discretion, attempting to maximize the
use of the library for all patrons, in
determining the length of time the person may
not use the library facility or a particular
library service, such as computers.
Repeated incidents of bad behavior or single
incidents of illegal behavior may result in
permanent banishment from library property.
The Library Director or his designate will
notify patrons whose library privileges have
been revoked by means of written
correspondence via certified mail to the
involved patron’s last know address.
Children
In The Library
Service to children is a major focus of the
library’s mission. Children are welcome to
use the library at any time it is open.
However, the library does not have a specific
responsibility to care for, or to watch out
for children left unattended in its
facilities. Parents are responsible for the
behavior of their children; teachers are
responsible for the conduct of their students
while they are in the library for a class
visit or tour.
Confidentiality
of Library Records
(Revised Statutes of Missouri 182.817)
The Board of Trustees of
the Hannibal Free Public Library recognizes
that all official papers, such as minutes of
board meetings, agendas, list of checks,
budgets, audits, and annual reports are
official documents and public papers and will
be made available for inspection to any
citizen at a reasonable time upon a
reasonable request.
The Board of Trustees of
the Hannibal Free Public Library recognizes
any document, record, or other method of
storing information retained, received, or
generated by the Library that identifies a
person or persons having requested, used, or
borrowed library material to be confidential.
The Library shall not divulge such
information to anyone other than the borrower
or his legal representative or guardian.
Such records shall not be made
available to any agency of state, federal, or
local government except pursuant to such
process, order, or subpoena as may be
authorized under the authority of, and
pursuant to, federal, state, or local law
relating to civil, criminal, or
administrative discovery procedures or
legislative investigatory power.
Upon receipt of such
process, order or subpoena, consultation
shall be made with the library's attorney to
determine if such process, order, or subpoena
is in good form and if there is a showing of
good cause for its issuance.
If the process, order,
or subpoena is not in proper form or if good
cause has not been shown, insistence shall be
made that such defects be cured before any
patron records are released.
(The legal process requiring the
production of circulation records shall
ordinarily be in the form of subpoena duces
tecum (bring your records), requiring the
librarian to attend court or the taking of
his deposition and may require him to bring
along designated circulation records.)
The Hannibal Free Public
Library Director will handle all requests for
patron records if he/she is available. In the absence of the
Director, all requests shall be referred to
the City Attorney.
All requests for patron records (with
or without legal action or documentation)
shall be reported to the Hannibal Free Public
Library Director and the Board of Trustees.
The Library shall resist
the issuance or enforcement of any such
process, order, or subpoena until such time
as a proper showing of good cause has been
made in a court of competent jurisdiction.
Adopted April 14, 2003
No person who has
been issued a concealed carry endorsement by
the Missouri director of revenue under
Section 571.094 RSMo or who has been issued a
valid permit or endorsement to carry
concealed firearms issued by another state or
political subdivision of another state,
shall, by authority of that endorsement or
permit, be allowed to carry a concealed
firearm or to openly carry a firearm in any
building owned by the Hannibal Free Public
Library.
Copies of this policy or signs shall be
posted at each entrance of a building owned
by the Hannibal Free Public Library stating
that carrying of firearms is prohibited.
Any person violating this section may be
denied entrance to the building or ordered to
leave the building. Any Library employee
violating this section may be disciplined. No
other penalty shall be imposed for a
violation of this section.
No person who has been issued a certificate
of qualification which allows the person to
carry a concealed firearm before the director
of revenue begins issuing concealed carry
endorsements in July, 2004, shall, by
authority of that certificate, be allowed to
carry a concealed firearm or to openly carry
a firearm in any building owned by the
Hannibal Free Public Library.
Adopted
November 10, 2003
Affirmed March 8, 2004
Code of Ethics, Public Disclosure
Section
1. Declaration of Policy The
proper and ethical operation of the Hannibal
Free Public Library requires that officials
and employees be independent, impartial and
responsible to the people; that decisions and
public policy be made in the proper channels
of the governmental structure; that public
office not be used for personal gain; and
that the public have confidence in the
integrity of the Library's operation.
In recognition of these goals, there
is hereby established a policy for disclosure
by certain officials and employees of private
financial or other interests in matters
affecting the Library.
Section
2. Conflicts of Interest
Members of the Board of Trustees having a
substantial personal or private interest, as
defined by state law, in any policy, or
decision made by the Board shall disclose
within the Board minutes the nature of the
member's interest and shall be disqualified
from voting on any matters relating to this
interest.
Section
3. Disclosure Reports The
following information shall be included as a
public record of the Library:
Each transaction in
excess of five hundred dollars ($500) during
the calendar year between a Trustee, Library
Director, or Assistant Library Director,
including any persons related within the
first degree by consanguinity or affinity to
such persons, and the Library, excluding
compensation received as any employee, or
payment of any fine, tax, fee or penalty due
the Library, and other than transfers for no
consideration to the Library.
This shall include the dates and
identities of the parties to the
transactions.
Each transaction in
excess of five hundred dollars ($500) during
the calendar year between any business entity
in which such individuals have a substantial
interest and the Library excluding any
payment of tax, fee or penalty due to the
Library or payment for providing utility
service to the Library, and other than
transfers for no consideration to the
Library.
This shall include the dates and
identities of the parties in the
transactions.
The Library Director or
Assistant Librarian also shall disclose by
May 1 for the previous calendar year the
following information:
1. The name and address of each of the employers of such person from whom income of one thousand dollars ($1,000) or more was received during the year covered by the statement.
2. The name and address of each sole proprietorship that is owned; the name, address and the general nature of the business conducted of each general partnership and joint venture in which the individual was a partner or participant; the name and address of each partner or co-participant for each partnership or joint venture unless such names and addresses are filed by the partnership or joint venture with the Secretary of State; the name, address and general nature of the business conducted of any closely held corporation or limited partnership in which the person owned ten percent or more of any class of the outstanding stock or limited partnership units; and the name of any publicly traded corporation or limited partnership that is listed on a regulated stock exchange or automated quotation system in which the person owned two percent or more of any class of outstanding stock, limited partnership units or other equity interest.
3. The name and address
of each corporation for which such person
served in the capacity of a director,
officer, or receiver.
Section
4. Filing of Reports The report
form provided by the Missouri Ethics
Commission shall be filed annually by the
Library Director as a representative of the
Board of Trustees, Hannibal Free Public
Library.
Such reports will be
made available at the office of the Library
for public inspection and copying during
normal business hours.
The Library shall retain reports for
five years.
Section
5. Definitions
First degree of consanguinity or
affinity includes father, mother, spouse, son
or daughter by virtue of a blood relationship
or marriage.
Substantial interest is
ownership by the individual, his or her
spouse, or dependent children, either
singularly or collectively of ten percent or
more of any business entity or an interest
having a value of ten thousand dollars
($10,000) or more, or the receipt of a
salary, gratuity, or other compensation of
five thousand dollars ($5,000 or more from
any individual, partnership, organization, or
association within any calendar year.
Section
6. Force and Effect This policy
shall be in full force and effect from and
after the date of its passage and approval
and shall remain in effect until amended or
repealed by the Board of Trustees, Hannibal
Free Public Library.
Adopted May 5, 2003
The Hannibal Free Public Library normally disposes of excess property in the same manner as the City of Hannibal. Office supplies, discarded printed materials, and other everyday items are placed in the trash or recycled. Items that might have some value are placed in the City of Hannibal auction. The Board of Trustees has the authority to designate other means of disposing of items on a case-by-case or policy basis, i.e., online auctions, sealed bids.
Library staff insures that privacy issues are considered when disposing of property.
The Hannibal Free Public Library follows the procurement guidelines in the Ordinance Amending Section 9.13 of the Charter of the City of Hannibal, revised annually. The Library shall favor local businesses when practical.
The State of Missouri solicits bids for many services. The Missouri State Library, the MOREnet statewide Internet service provider, the Missouri Library Network Cooperation, and other library cooperatives use similar procedures. The Missouri State Agency for Surplus Property makes surplus state property available. The Hannibal Free Public Library may utilize the state bid list and similar services without re-bidding purchases.
The Hannibal Free Public Library, as a corporate body and subdivision of the State of Missouri, certifies a tax rate in a manner prescribed by the Revised Statutes of Missouri.
The Hannibal Free Public Library is audited annually as a part of the City of Hannibal audit. A copy of the Library's portion of the audit is sent to the State Auditor. The Library makes auditing documents available for inspection by the public.
The Hannibal Free Public Library maintains liability insurance and an errors and omissions policy on its board and staff. The Library purchases a bond for the Board Treasurer.
The Hannibal Free Public Library will invest and manage all accounts according to the provisions of the Revised Statutes of Missouri, RsMO182 or other laws as appropriate.
Accounts in excess of amounts federally insured, shall be collateralized.
The Hannibal Free Public Library maintains an account at City Hall sufficient to pay all current obligations. Monies not needed within a period of two to three months are transferred to the Treasurer's Account for investment. The monies from the Treasurer's Account are transferred to City Hall to meet obligations as necessary.
The Hannibal Free Public Library contracts with a local trustee department to manage the funds in the Treasurer's Account. The management of the account shall be bid at least every five years.