Public Libraries of Saginaw Policy and Procedure Manual

Transcription

Policy and Procedures
Manual
1.02 INCLEMENT WEATHER
TO:
All Staff
FROM:
Trish Burns
DATE:
December 8, 2011
RE:
Inclement Weather
In the event of extremely bad weather, the Library may close or have a
delayed opening. If there is a closing in the morning, we will attempt to
contact the following radio stations and television channels to have them
announce it:
WSGW-AM
790
WGER-FM
106.3
WCEN-FM
94.5
WTLZ-FM
107.1
WIOG-FM
102.5
TV Channel 25
WEYI
WHNN-FM
96.1
WKCQ-FM
98.6
WHEELZ-FM 101.5 & 104.5
WKQZ-FM
93.3
TV Channel 12
TV Channel 5
WNEM
WJRT
If there is to be either a closing or a delayed opening, we will try to get
the announcement on the radio by 7:00 a.m. An all staff email will be
sent, an announcement will be posted on the library’s website, and a call
will also be made to branch heads who will record a message of the
delay or closing on their branch telephones. To access your library
email, go to https://mail.saginawlibrary.org. At the sign-in, enter your
entire email address and personal password.
If the weather becomes bad during the day, it is possible that the
libraries will close early. In this event, the Business Office will notify
each of the individual libraries.
Even though the Library will remain open through all but extremely
severe weather, staff are cautioned to not place themselves in danger to
come to work. If you feel that it is impossible for you to get to work, a
business day may be taken for weather emergency. Business days may
be taken in increments. If you have utilized your business days, a
vacation day may be used. If no business or vacation time is available,
the time off would be unpaid.
Staff in the Secretarial Union will follow the provisions of the Agreement,
Article XXVI, Section B.
1.03 PUBLIC LIBRARIES OF SAGINAW MEETING ROOM POLICY
By applying for use of the meeting room the sponsoring group acknowledges that its activity is
not sponsored by the Public Libraries of Saginaw and/or Saginaw Township and agrees that they
will not identify the above organizations as parties associated in any way with their group’s
activities in any of their literature or publicity.
Groups using the room agree to indemnify and hold harmless the Public Libraries of Saginaw
and/or Saginaw Township, its agents and representatives, from any and all suits, actions, claims
or demands of any character or nature arising out of or brought on account of any injuries or
damages sustained by any person as a consequence or result of use of the meeting room, its
furnishings or equipment.
WHO MAY USE THE MEETING ROOMS AND FOR WHAT PURPOSES? - The meeting rooms in
the Public Libraries of Saginaw are available without charge to non-profit organizations for cultural and civic
purposes, and for educational purposes, including those educational purposes which are religious or political in
nature. The rooms are not available for purely social occasions. Donations to the library for meeting room
use will be accepted.
FREQUENCY OF GROUP VISITS - Frequency of visits may be regulated by the library. School groups or
other groups wishing tours, library instruction, or other library services shall be bound by the rules outlined in
the Public Libraries of Saginaw Group Visit Policy (which can be provided by library staff upon request).
MEETING ROOM RULES - Program and meeting needs of the Library will take precedence
over meeting room use requests made by other community groups. The Library reserves the
right to withdraw permission for the use of any meeting room. A completed application must
be received by the library at least 48 hours prior to the meeting date requested.
The room must be vacated at least 15 minutes prior to closing of the building. In unusual
circumstances an organization may be approved to use the meeting room when the library is closed. Such
usage will be approved only by the Director or designee.
No admission fee is to be charged for meetings or exhibits. A nominal fee to cover cost of light refreshments,
expenses for a speaker, film rentals, etc. may be charged with approval by the Library. Sales or the
distribution of merchandise for sale will not be allowed.
Light refreshments may be served. The group must provide its own utensils for serving and preparation. The
group is also responsible for any licenses required to serve food. Alcoholic beverages may not be
served.
Meeting room set-up is the responsibility of the applicant. The room must be returned to its original
condition after use. The piano, where available, will be tuned once a year by the Library. If the group using the
room wishes to have the piano tuned specifically for their meeting, they will be responsible for paying a
Library-approved tuner.
The Library assumes no responsibility for any materials on display. Items to be displayed shall not be
taped or tacked to walls or moldings. The sponsoring group is responsible for supervision and
security. All groups using the room must be under adequate adult supervision, with an adult in attendance at
all times. The group must also assume responsibility for any necessary insurance for loss, fire and damage.
They will be billed for any damage to the room as a result of their use.
Please notify the library as soon as possible if you are unable to keep your reservation.
Approved 3/20/2003 by Library Board; Revision approved by Library Board 3-1-07; Revision approved by
Library Board 3-4-10; Revision approved by Library Board 10-6-11 – Revision approved by Board 2/7/2013
TODAY’S DATE _____________
DATE OF ROOM USE ____________
Please fill out this form completely. A new form must be filled out for each date of
usage. Thank you.
MEETING ROOM USE APPLICATION
ORGANIZATION ___________________________
PHONE____________________
CONTACT PERSON ____________________________________________________
ADDRESS ____________________________________________________________
PURPOSE OF MEETING_________________________________________________
START TIME_________ END TIME___________ # ATTENDING_________________
EQUIPMENT NEEDED___________________________________________________
WILL REFRESHMENTS BE SERVED?________WILL A FEE BE CHARGED?_______
IF YES, HOW MUCH AND FOR WHAT WILL THE FEE BE USED? ________________
BY SIGNING THIS FORM, THE APPLICANT ACKNOWLEDGES THAT HE OR SHE HAS READ
THE MEETING ROOM POLICY AND AGREES ON BEHALF OF THE ABOVE-NAMED
ORGANIZATION TO CONFORM TO ALL RULES, REGULATIONS AND RESPONSIBILITIES AS
SET FORTH IN THE PUBLIC LIBRARIES OF SAGINAW MEETING ROOM POLICY.
THE SPONSORING GROUP ALSO ACKNOWLEDGES THAT ITS ACTIVITY IS NOT SPONSORED
BY THE PUBLIC LIBRARIES OF SAGINAW AND/OR SAGINAW TOWNSHIP AND AGREES THAT
IT WILL NOT IDENTIFY THE ABOVE ORGANIZATIONS AS PARTIES ASSOCIATED IN ANY WAY
WITH THE GROUP’S ACTIVITIES IN ANY OF ITS LITERATURE OR PUBLICITY.
______________________________________________________
Signature
The above-named organization is______ is not______ authorized to use the meeting room
of the ____________________ library on the date, during the time, and for the purpose
specified in this application.
_______________________________________________________
Authorized Library Signature
MEETING ROOMS AVAILABLE:
Hoyt Public Library
Capacity: 75
505 Janes
755-9832
755-9829 Fax
Butman-Fish Library
Capacity: 80
1716 Hancock
799-9160
799-8149 Fax
Zauel Library
Capacity: 100
3100 N. Center
799-2771
799-1771 Fax
Ruth Brady Wickes Library
Capacity: 30
1713 Hess Street
752-3821
752-8685 Fax
Approved 3/20/2003 by Library Board; Revision approved by Library Board 3-1-07; Revision approved by
Library Board 3-4-10; Revision approved by Library Board 10-6-11
1.04 SMOKE FREE LIBRARIES
The Public Libraries of Saginaw is dedicated to providing a healthful,
comfortable, and productive work environment for our employees. Creation of
smoke-free workplaces will eliminate involuntary smoke or passive smoke
inhalation on the job for staff and patrons.
Smoking will be strictly prohibited within the Public Libraries of Saginaw. This
includes every area of all buildings. This policy will be in effect 24 hours a day,
seven days a week. This tobacco-free policy includes all library events and
activities within a library building.
Copies of this policy shall be distributed to all employees. “NO SMOKING” signs
shall be posted at all building entrances and throughout the building.
This policy is being announced six months in advance of implementation to
facilitate a smooth transition to a smoke-free workplace.
The success of this policy will depend upon the thoughtfulness, consideration,
and cooperation of smokers and nonsmokers. All employees share in the
responsibility for adhering to and enforcing the policy. Any problems should be
brought to the attention of the appropriate supervisor and handled through the
normal channels.
Approved 09/17/92 – PLS Library Board
1.05 PUBLIC USE OF LIBRARY PROPERTY POLICY
The public is allowed to use library property for collecting signatures on petitions, or
distributing literature. In order to inform individuals and organizations of the
procedures for use of the library for these activities, it is recommended, but not
required, that they inform the library manager of the date and time of their activity.
These activities may not be carried on inside library buildings.
The following rules shall be observed:

The activity shall not impede or interfere with library business or public access to
and use of library buildings, library sidewalks and parking lots.

It shall take place in an area designated by the library that is at least 25 feet
from the entrance(s).

The use of any amplification device, manual, electronic or otherwise, is strictly
prohibited.

Signs, chairs, tables or other objects may not be set up on library property.

Individuals distributing literature shall remove all discarded items from the
grounds at the conclusion of their activity.
Failure to comply with this policy will result in being asked to leave the premises.
Approved by Library Board June 5, 2008
1.06 CELL PHONE POLICY
For purposes of privacy and in consideration of other patrons, cell phone use is not
allowed in the library. Cell phones (and other portable communication devices, such
as beepers) should be turned off or set to “vibrate” before entering the library
building.
Persons should move their cell phone use (whether incoming or outgoing calls)
either outside the building, or to a designated area, such as the lobby.
Persons refusing to comply with this policy may be asked to leave the building.
Approved by Library Board 12/7/06
2.01 COLLECTION DEVELOPMENT POLICY
The Public Libraries of Saginaw is composed of a main library and four branches. The
Library system has a target population of 137,000 persons, and is a member of the
Valley Library Consortium and the Mideastern Michigan Library Cooperative. The Library
maintains an extensive collection of materials as an independent information resource
and also relies upon the interlibrary loan process to augment its holdings.
The materials housed in the Library primarily represent a working collection of
contemporary information resources. Books printed before the 20th century, items of
unusual format and binding, manuscripts, limited and first editions are not added to the
larger body of the Library’s holdings. Although there are selected examples of historical
or research collections, the Library’s materials are, in large part, intended for public use,
examination, and circulation. Although all facilities house a cross-section of information
resources, Hoyt Library houses the majority of the System’s reference and research
materials, historical collections, and the deposit of government documents.
I.
PURPOSE OF THE POLICY
The Public Libraries of Saginaw Collection Development Policy is intended to: a) enable
staff members to work with greater consistency toward the stated goals and objectives
of the Library; b) inform staff, patrons, administrators, Library Board members and the
public on the scope and character of existing collections and the plans for their
continued development; and c) provide guidelines which assist in the allocation of
funds to various departments in order to supplement and improve the holdings within
those agencies.
II. RESPONSIBILITY FOR COLLECTION DEVELOPMENT
The Collection Development Committee coordinates and supervises the selection,
acquisition, and withdrawal of all Library materials and is responsible for the growth and
maintenance of the Library’s collection.
Authority for approving the Collection
Development Policy resides with the Library Board of the Public Libraries of Saginaw.
Suggestions from the public for materials to be added to the collection are welcome at
all times, but will be considered within the guidelines of the collection development
policy. Works by local authors will be considered according to the same criteria as
other items.
III. CLIENTELE TO BE SERVED
A. ADULTS: Adults comprise the largest single group of public library users, and
the provision of informational, self-educational, and recreational library materials to this
group is of major importance to the Library. Special attention will be given to the needs
of the business community, parents, older citizens, and to the economically or
educationally disadvantaged.
B. PRESCHOOLERS: The Public Libraries of Saginaw has traditionally maintained
a high level of responsibility for preschool services. The Library continues to target this
age group in the interest of encouraging an appreciation of the Library’s resources
during the child’s formative years.
C. ELEMENTARY/SECONDARY SCHOOL STUDENTS: The Public Library will
respond to students’ broad informational, recreational, and cultural needs and will
encourage continuous use of the Public Library by collecting general materials which
may be supportive of school curricula.
D. COLLEGE/UNIVERSITY STUDENTS: The Library will cooperate with local
institutions of higher education to assure that the Public Library collection meets the
non-curricular needs of their student populations.
IV. SELECTION CRITERIA
The established criteria for selection, acquisition, duplication, reconsideration,
replacement, and withdrawal of materials for all age groups in all media formats
representing nonfiction are:
•
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•
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•
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•
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Potential Use
Public Demand
Literary Quality
Critical Reviews
Space Limitations
Local Or National Significance
Quality Of The Physical Format
Scarcity Of Material On The Subject
Contemporary And Permanent Value
Price And Budgetary Considerations
Comprehensiveness And Depth Of Treatment
Effectiveness Of The Medium To The Content
Reputation And Standards Of The Publisher
Importance Of The Subject Matter To The Collection
Clarity, Accuracy, Logic, Objectivity, And Readability
Availability Of The Material Elsewhere Through Loan
Clarity Of Index, Illustrations, And Table Of Contents
Authority, Skill, Competence, Reputation Of The Author
Additional criteria for selection, acquisition, duplication, reconsideration, replacement,
and withdrawal of materials for all age groups in all media formats representing fiction,
drama, poetry and other works of imagination might include:
ORIGINALITY OF PLOT DEVELOPMENT
STRENGTH OF CHARACTERIZATION
AUTHENTIC REFLECTION OF THE HUMAN EXPERIENCE
Librarians rely upon professional bibliographic tools in the discharge of their
responsibilities for collection maintenance. Some of the aids which utilize strict,
objective, standards of review and which may be consulted during a materials selection
decision are:
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BOOKLIST
THE HORN BOOK
SCHOOL LIBRARY JOURNAL
LIBRARY JOURNAL
PUBLISHER’S WEEKLY
BULLETIN OF THE CENTER FOR CHILDREN’S BOOKS
NEW YORK TIMES BOOK REVIEW
V. ADDITIONAL COLLECTION DEVELOPMENT CRITERIA
A. CHILDREN’S AND YOUNG ADULTS’ MATERIALS
Children’s and young adults’ materials are selected to include a wide variety of media
and presentation formats representing the needs of users at different ages and learning
levels. The library’s standard selection criteria are applied to these materials.
The library staff will recommend appropriate materials for children and adolescents.
However it is the responsibility of the parents or legal guardians to monitor their child’s
reading and use of library material.
B. COMPUTERIZED DATABASES AND ONLINE SERVICES
In an effort to provide access to information resources which are not available at the
Public Libraries of Saginaw, the Library subscribes to commercial online databases and
provides Internet resources.
C. FREEDOM OF INFORMATION
The Library believes in freedom of information for everyone. The Library encourages
the examination of diverse opinions; thus, many points of view are included in the
resource collection. Library staff will recommend a range of materials deemed
appropriate for specific user groups, and the Library and its staff assume no
responsibility for user response to the contents of Library resources.
D. CURRICULUM MATERIALS
School and academic libraries have primary responsibility for providing materials to their
students. The Public Libraries of Saginaw accepts responsibility for providing students
with supplementary reading and reference materials. Textbooks may be purchased for
the collection when they supply sole or primary source information. Textbooks are not
duplicated to meet the demands of specific schools or academic courses.
E. GIFTS AND DONATIONS
Gifts to the Library may consist of resource materials or funds for the purchase of those
materials. Funds may be given for acquiring items recommended by the Library staff or
for the purchase of specific items suggested by the donor which are within the selection
guidelines of the Library. When the Library receives a cash gift for the purchase of
materials, the selection will be made by a librarian in consultation with the donor.
Books purchased as gifts or memorials will be identified by a bookplate bearing the
name of the donor.
Gifts of materials from any donor must meet the same selection criteria as purchased
materials. If gifts of marginal intellectual or artifactual value are offered, processing
costs and available shelf space will be considered before the gift is accepted. The
Library does not provide materials value assessments for tax purposes. Gifts of
materials are subject to the following limitations:
• The Library retains unconditional ownership of all gifts.
• The Library makes the final decision on the use, display, housing, withdrawal,
or other disposition of all gifts.
F. GOVERNMENT PUBLICATIONS
The Library serves as a selective Federal Depository for government publications. The
array of government documents is considered a special collection; thus individual items
within the collection may not meet all of the general selection standards applied to
other sections of the Library’s collection.
G. LOCAL HISTORY AND GENEALOGY
The Library has a strong interest in genealogy and in local and state history; therefore,
it will seek to acquire materials about Saginaw, the state of Michigan and Michigan
authors for addition to its Historical and Genealogical Collection. Materials purchased
for this special collection may not conform to general Library selection criteria;
however, they will adhere to traditional standards of selection generally applied to
collections of local and regional history.
H. MICROFORMS
Microfilm is acquired to augment the newspaper collection, and to provide specialized
research materials not otherwise available. Selection within this category will normally
follow the criteria established for nonfiction and non-print materials.
I. NON-BOOK MATERIALS
The inclusion of non-book materials in the Library’s collection strengthens the Library’s
total holdings and grants access to information which may be unavailable in book form.
All items chosen within these information formats must meet standard selection criteria
approved by the Public Libraries of Saginaw.
Newspapers are selected to meet reference and research needs, to provide current
information, and to satisfy casual interest in current events.
Serials are publications issued in successive parts, with numbering or chronological
designation, and intended to be continued indefinitely. Magazines represent the largest
group of serials in the Library’s collection. Serials selection follows the same process as
the selection of all print materials.
Other non-book materials held by the Public Libraries of Saginaw include Blu-Ray,
DVDs, compact discs, multi-media kits, and materials which can be downloaded to the
user’s personal electronic devices. The selection of non-book materials is based upon
the same principles as those used for the selection of books. Additional criteria for
consideration include effectiveness of the medium to the message, artistry, quality of
color or sound, and equipment format.
J. SPECIAL COLLECTIONS
The Library maintains special collections of African Heritage, Hispanic Heritage, foreign
language, and large print materials.
VI. MAINTAINING THE COLLECTION
A. ACQUISITION
The Library normally acquires resource materials through approved jobbers and
subscription agents. Unusual items, materials purchased from private presses, special
collection materials, gifts, works of local significance, electronic media, and other
additions may be made through a variety of channels available to collection
development personnel.
B. CONSERVATION
With the exception of the Local History and Genealogy Collection, resources housed in
the Public Libraries of Saginaw represent a contemporary working collection rather than
a research collection; thus, the Library does not conduct extensive preservation and
restoration efforts. Staff members perform routine repairs on items which have not
been severely damaged. Materials which have been injured beyond easy repair may be
withdrawn.
C. DUPLICATION
The Collection Development Committee evaluates the need for duplication of materials.
In general, the Library attempts to weigh demand for duplication against the total
program of library services. The purchase of additional copies of material is governed
by a combination of demand and the perception of an item’s intrinsic or historical value
to the collection.
D. REPLACEMENT
The Library does not routinely replace all lost, damaged or worn items. The number of
copies in the collection, existing coverage of the subject field, contemporary material of
greater value, and public demand are all considered before a replacement purchase is
made.
E. WITHDRAWAL
Systematic removal of materials which are no longer useful is necessary in order to
maintain a current, accurate collection of information resources. Discarding materials
from the Library’s collection is selection in reverse; thus, many of the same criteria of
evaluation are utilized. Additional criteria which may also be applied are:
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ALTERED COLLECTION EMPHASES
INSUFFICIENT USE
IRREPARABLE DAMAGE
MISLEADING INFORMATION
OBSOLETE INFORMATION
• SPACE AVAILABILITY
Materials that are withdrawn from the collection will be so marked in a readily apparent
fashion and, thereafter, considered to be of no value to the Library system. Withdrawn
items will be sold or discarded.
VII. REVISION OF POLICY
This Collection Development Policy will be reviewed regularly to ensure that changes in
goals and objectives, needs of the public, professional trends and budgetary conditions
are reflected in its wording. The Public Libraries of Saginaw will attempt to coordinate
the Collection Development Policy with appropriate other libraries within the vicinity so
that, collectively, these agencies can provide maximum information services to the
citizens of Saginaw.
Approved by Library Board 11/21/96; Revision approved 11/21/02;Revision approved 2/7/13
LIBRARY BILL OF RIGHTS
The American Library Association affirms that all libraries are forums for information
and ideas, and that the following basic policies should guide their services:
1. Books and other library resources should be provided for the interest,
information, and enlightenment of all people of the community the library serves.
Materials should not be excluded because of the origin, background, or views of
those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view
on current and historical issues. Materials should not be proscribed or removed
because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to
provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting
abridgement of free expression and free access to ideas.
5. A person’s right to use a library should not be denied or abridged because of
origin, age, background, or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public
they serve should make such facilities available on an equitable basis, regardless
of the beliefs or affiliations of individuals or groups requesting their use.
Adopted June 18, 1948/Amended February 2, 1961, June 27, 1967, and January 23, 1980 by the ALA Council
3.01 CONFIDENTIALITY OF LIBRARY RECORDS POLICY
“The Library Privacy Act” (Act 455 of 1982 – State of Michigan) addresses the
confidentiality of library patron records and specifies that circulation records
which identify a patron as having requested or borrowed specific materials may
not be released without a court order. The Act further notes that the Freedom
of Information Act does not apply to requests for confidential patron records and
sets forth liability for unlawful release of such records.
The Library Board of the Public Libraries of Saginaw endorses the intent of the
“Library Privacy Act” and further specifies that patron records, addresses and
telephone numbers, and such information as to whether or not a person is
registered for a library card, are not to be released except upon a court order.
Although the Public Libraries of Saginaw makes every effort to protect your
privacy, under the federal USA Patriot ACT (Public Law 107-56), records of the
materials you borrow from this library or materials you use in this Library may be
obtained by federal agents. That federal law may also prohibit library workers
from informing you if federal agents have obtained records about you. Library
users are advised that the USA PATRIOT ACT is available at:
http://www.usdoj.gov.
All instances of requests for patron and/or circulation information should be
referred to the Director.
05/02/85 – Approved by PLS Library Board; Revision approved by Library Board
3/1/2007
3.02 LIBRARY PRIVACY ACT WITH ALA COMMENTARY
THE LIBRARY PRIVACY ACT
ACT 455 OF 1982
AN ACT to provide for the confidentiality of certain library records; and to provide for
the selection and use of library materials.
History: 1982, Act 455, Eff. Mar. 30, 1983.
The People of the State of Michigan enact:
397.601 Short title.
Sec. 1. This act shall be known and may be cited as “the library privacy act”.
397.601 Definitions
Sec. 2. As used in this act:
(a) “Library” includes a library which is established by the state; a county, city,
township, village, school district, or other local unit of government or
authority or combination of local units of governments and authorities; a
community college district; a college or university; or any private library open
to the public.
(b) “Library record” means a document, record, or other method of storing
information retained by a library that identifies a person as having requested
or obtained specific materials from a library. Library record does not include
non-identifying material that may be retained for the purpose of studying or
evaluating the circulation of library materials in general.
397.603 Library record not subject to disclosure requirements; release or disclosure of
library record without consent prohibited; exception; procedure and form of written
consent; hearing.
Sec. 3.
(1) A library record shall not be subject to the disclosure requirements of Act No.
442 of the Public Acts of 1976, as amended, being sections 15.231 to 15.246
of the Michigan Compiled Laws.
(2) Unless ordered by a court after giving the affected library notice of the
request and an opportunity to be heard thereon, a library or an employee or
agent of a library shall not release or disclose a library record or portion of a
library record to any person without the written consent of the person
identified in that record. The procedure and form of giving written consent
may be determined by the library.
(3) At a hearing conducted pursuant to subsection (2), a library may appear and
be represented by counsel.
397.604 Violation of 397.603; liability; civil action; damages; attorney fees and costs.
Sec.4.
A library or an agent or employee of a library which violates section 3 shall be
liable to the person identified in a record that is improperly released or disclosed.
The person identified may bring a civil action for actual damages or $250.00,
whichever is greater; reasonable attorney fees; and the costs of bringing the
action.
397.605 Selection and use of library materials.
Sec. 5.
(1) Except as otherwise provided by statute or by a regulation adopted by the
governing body of the library, the selection of library materials for inclusion in
a library’s collection shall be determined only by an employee of the library.
(2) Except as otherwise provided by law or by a regulation adopted by the
governing body of the library, the use of library materials shall be determined
only by an employee of the library.
CONFIDENTIALITY & COPING WITH LAW ENFORCEMENT INQUIRIES
GUIDELINES FOR THE LIBRARY ADMINISTRATOR
Visits to libraries by law enforcement agents, including FBI, state, county and municipal
police, have reached a high level of public awareness and concern, particularly as a
result of revelations about the FBI Library Awareness Program. Prompted by inquiries
about how to respond to visits by law enforcement officials, the ALA Intellectual
Freedom Committee developed the following guidelines. These guidelines should be
used with ALA’s Policy on Confidentiality of Library Records and Statement on
Professional Ethics to assist libraries and library employees in dealing with law
enforcement inquiries.
FUNDAMENTAL PRINCIPLES

Librarians’ professional ethics require that personally identifiable information
about library users be kept confidential. This principle is reflected in Article
III of the Code of Ethics which ALA adopted in 1981. Article III states:
“Librarians must protect each user’s right to privacy with respect to
information sought or received, and materials consulted, borrowed or
acquired.” This includes borrower registration information.

All state library associations have adopted the “Statement on Professional
Ethics”, which includes the Code of Ethics.

Moreover, as of February 7, 1989, such library records are protected by state
law in 38 states and the District of Columbia, and by attorneys-general
opinions in two additional states.

Confidential records should not be made available to any agency of state,
federal or local government or any other person (outside the minimum
necessary access by library staff), unless a court order requiring disclosure
has been entered by a court of competent jurisdiction, after a showing of
good cause by the person or agency requesting the records.
GENERAL GUIDELINES
Confidentiality of library records is a basic principle of librarianship. As a matter of
policy or procedure, the library administrator should insure that:
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The library staff and governing board are familiar with the ALA Policy on
Confidentiality.
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The library staff and governing board are familiar with the state’s library
confidentiality statute (or attorney general’s opinion) if one exists.
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The library adopts a policy on confidentiality.
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The library consults legal counsel to make counsel aware of these guidelines.
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The staff is familiar with the “specific guidelines” which follow.
SPECIFIC GUIDELINES
LIBRARY PROCEDURES AFFECT CONFIDENTIALITY
Law enforcement visits aside, be aware that library operating procedures have
an impact on confidentiality. The following are recommendations to bring library
procedures into compliance with ALA’s Statement on Professional Ethics and
Policy on Confidentiality, and internal library confidentiality policies.
Confidentiality statutes vary from state to state, but these suggestions may also
assist in compliance with the requirements of such statutes: For example,

Avoid unnecessary records.
written record.
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Check with your local governing body to see if the city, county, school board,
or other agencies set a time limit on record keeping, then determine what it
should be for the library, and destroy records as soon as possible.
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If your library uses names on borrower cards, consider using numbers or
blacking out the names.
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Be aware of information on public view owing to library procedure; e.g.,
overdue notices or filled-request notices mailed on postcards, names of
patrons with overdues posted by the circulation desk, or titles of interlibrary
loan or reserve requests provided over the telephone to family members.
Think twice before committing a name to a
LAW ENFORCEMENT VISITS
Recommended steps to take when law enforcement agents visit:

If a library staff person is approached by a law enforcement agent requesting
information on a library user, he/she should immediately ask for identification
and refer the agent to the library administrator or responsible officer of the
institution.

The library administrator should explain the library’s policy or, if lacking an
internal one, ALA’s confidentiality policy, and the state confidentiality law
where applicable. Most important, the library administrator should state that
personally identifiable information about library users is not available under
any circumstances, except when a proper court order has been presented.

In response to appeals to patriotism (e.g., “a good American wants to help
us”), explain that as patriotic, good citizens, library administrators and library
staff value First Amendment freedoms and the corresponding privacy rights
of library users.

Compliance with FBI requests made without a warrant or court order is
strictly voluntary. The library administrator must stress to agents that
maintaining professional ethics and complying with state law are principles
which are not “voluntarily” surrendered.

It is illegal to lie to a federal law enforcement officer. Without a court order,
however, the FBI has no independent authority to compel cooperation with
an investigation or to require answers to questions (other than name and
address of the person to whom the agent is speaking). The best thing to say
to an agent who has asked for confidential information is, “I’m sorry, but my
professional ethics (and state law where applicable) prohibit me from
responding to your request.”

Notify the American Library Association’s Office for Intellectual Freedom (312944-6780 or 1-800-545-2433) 50 East Huron Street, Chicago, IL 60611.
PROCEDURE
The library administrator should:

Meet with the law enforcement agent and a library colleague in the library.

Be cordial, and explain that libraries support the work of law enforcement
agencies and their ethical standards are not intended to be obstructionist;
rather, affirm the importance of confidentiality of personally identifiable
information in the context of First Amendment rights. Should an agent be
persistent, state again that information is disclosed only subject to a proper
court order, and that the library’s governing body firmly supports this policy,
and terminate the interview.

Report any threats or coercion to legal counsel. Repeated visits by law
enforcement agents who have been informed that records will be released
only upon receipt of a proper court order may constitute harassment or other
grounds for legal action. Seek the advice of legal counsel on whether relief
from such action should be requested from the appropriate court.

Immediately refer any subpoena received to the appropriate legal officer for
review. If there is any defect in the subpoena, including its form, the manner
in which it was served upon the library, the breadth of its request for
documents, or insufficient evidence that a showing of good cause has been
made to a court, legal counsel will advise on the proper manner to resist the
subpoena.

Repeat the entire process, should the party requesting the information be
required to submit a new subpoena.

Through legal counsel, insist that any defects in the subpoena be cured
before records are released. Insist that the subpoena be limited strictly to
require release of only specifically identified records or documents.

Together with the library’s legal counsel, review any information which may
be produced in response to such a subpoena prior to the release of the
information. Construe the subpoena strictly and exclude any information
which is arguably not covered by a proper subpoena.

Ask the court, if disclosure is required, for an order that any information
produced be kept strictly confidential and that it be used only for the limited
purpose of the particular case at hand. Ask that access to it be restricted to
the agents working on the case. Sometimes these terms may be agreed to
informally by the party seeking the information, but even if such an
agreement is reached, ALA strongly recommends that this agreement be
entered as a formal order of the court. If there is such a formal order,
anyone breaking the terms of the protective order might be subject to a
sanction for contempt of court.

Keep in mind that a polite but firm response is the best way to deflect
attempts at persuasion, coercion or misguided appeals to patriotism. When a
law enforcement officer realizes that he/she simply will not succeed by such
methods, most likely he/she will abandon the effort and take the appropriate
course of action by proving to the proper court that he/she has good cause to
receive access to such confidential information.

Be prepared to communicate with local news media. Develop a public
information statement which may be distributed to interested members of the
public and law enforcement officers detailing the principles behind
confidentiality. Such a statement should include an explanation of the chilling
effect on First Amendment rights which public access to personally
identifiable information about library users would cause. Emphasize that the
First Amendment protections of free speech and a free press guarantee the
corresponding freedom to read what is written, hear what is spoken, and
view other forms of expression. The protection of privacy preserves these
rights.
An individual’s reading habits cannot be equated with his or her character or beliefs.
The First Amendment does not apply only to pre-approved or popular beliefs. The First
Amendment guarantees the right to hold and espouse unpopular beliefs and ideas. The
First Amendment protects dissent.
The First Amendment protects against the
imposition of a state or community-approved orthodoxy as well as an enforced
conformity of expression and belief. The First Amendment protects all Americans’ rights
to read and view information and decide for themselves their points of view and
opinions.
The freedom to read and to consider all types of information without fear of
government or community reprisal or ostracism is crucial to the preservation of a free
democratic society. The freedom to read fosters and encourages responsible citizenship
and open debate in the marketplace of ideas.
The library is a central resource where information and differing points of view are
available. Library users must be free to use the library, its resources and services
without government interference.
ENDNOTES
(1) Usually, a motion for a protective order, or to suppress or quash the subpoena, is
the vehicle used to resist. A showing of good cause is normally made in a hearing
on such a motion, and the court hearing such a motion will decide whether good
cause exists for the subpoena or if it is defective, and will then decide whether or
not the library must comply. Be aware that some states require the unsuccessful
party on a motion for a protective order or to quash a subpoena to pay the costs for
responding to and hearing such a motion. Check with legal counsel on this issue as
well.
(2) Legal counsel should draft the particular protective language, and the library
administrator should review it to be sure it adequately protects the information to be
produced.
01/23/89
3.03 PRIVACY LAW CLARIFICATION GUIDELINE
When an adult comes in with a library card to check on his/her delinquency, ask if
it is their card. If it is not their card, you cannot give any information out. Tell them
you need to talk to the person that the card belongs to.
If the guardian comes in and wants to know what their child has checked out, you
can have them fill out the “Release of Minor Child’s Library Record Form.” This
release form allows the parent/guardian access to the child’s library records. This
information will be noted in the child’s library record under the NOTE 1 line.
If they don’t fill out the form, the only information you can give the parent/guardian
is the number of materials their child checked out, the due date, and cost.
On the phone you don’t know if you are talking to the patron or not so just use your
judgement.
Approved by Administrative Council 07/18/2007 3.04 FREEDOM OF INFORMATION ACT REQUEST POLICY
The Public Libraries of Saginaw recognizes and supports the public’s right to information regarding the
affairs of the library.
Requests
The Public Libraries of Saginaw is committed to complying with requests for library records in
accordance with the provisions of the Michigan Freedom of Information Act (FOIA), MCL 15.231 et. Seq.
FOIA requests should be submitted in writing to:
Director/FOIA Coordinator
Public Libraries of Saginaw
Administrative Office
505 Janes Avenue
Saginaw, MI 48607
Requests should be as specific as possible in order to assist the library in identifying and locating
requested records in an efficient manner. The FOIA request must be dated and signed by the requestor,
along with contact information such as phone number and/or email address, in case clarification is
needed by the FOIA Coordinator. The library may charge a reasonable fee for the actual costs; not to
exceed $1.00 per page for copies, $25.00 per hour for retrieval of information, and an attorney fee if
required for examination and review.
Responses
In accordance with Michigan law, the requester will receive a response within 5 business days which will
do one of the following:
● provide copy(ies) of the requested record(s);
● provide written notification of a 10 day extension in response time;
● deny the request if the requested record(s) is/are exempted under MCL 15.231 et. Seq.;
● or a combination of the above.
FOIA Coordinator
The library’s Freedom of Information Act Coordinator is the Library Director or his/her designee.
FOIA Appeals
Denial of a request by the Library’s FOIA Coordinator may be appealed to the Public Libraries of
Saginaw’s Board of Trustees by forwarding the request with a written notice stating ‘appeal’ and the
reasons why the denial should be reversed. This can be sent to:
Chairperson, Public Libraries of Saginaw Board of Trustees
Administrative Office
505 Janes Avenue
Saginaw, MI 48607
You also have an alternative right to seek judicial review of the denial of your request as provided under
Section 10 of the Freedom of Information Act, MCL 15.240.
Approved by Library Board 3‐3‐11 3.05 FREEDOM OF INFORMATION ACT PUBLIC INFORMATION REQUEST FORM
NO.____________
DATE________________________
TIME________________________
A REQUEST WAS RECEIVED FOR MATERIAL
FROM____________________________ EMAIL_______________________
ADDRESS_____________________________________________________
PHONE____________________
REQUEST:
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________
RECEIVED BY_________________
DISPOSITION:
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________
TOTAL CHARGES:_____________________________
(To be filled in and signed by person handling request)
____________________________
Signed
The library may charge a reasonable fee for the actual costs; not to exceed
$1.00 per page for copies, $25.00 per hour for retrieval of information, and an
attorney fee if required for examination and review.
Approved by Library Board 3‐3‐11 3.06 FREEDOM OF INFORMATION ACT DENIAL OF REQUEST FOR INFORMATION
TO: ________________________
You are hereby notified that your request of _________________ (date) has been
denied because the information requested is exempt from disclosure pursuant to Section
13 of the Freedom of Information Act (MCL 15.243(1) for the following reasons:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Under Michigan law, you may commence an action in the Circuit Court to compel
disclosure of public records (Freedom of Information Act, Section 10, MCL 15.240). We
have attached a copy of the Freedom of Information Act for a full explanation of your
right to seek judicial review under section 10.
__________________________________
Name and Title of Person Denying Request
______________
Date
Approved by Library Board 3‐3‐11 4.01 GIFT BOOK & MATERIALS POLICY
The Public Libraries of Saginaw encourages gifts of books, periodicals, records, videos, cassettes, CDs
and other materials which will be useful to the Library and which will increase the scope of its collections.
The Library’s policy is that no materials will be accessioned as gifts that would not be approved for
inclusion through normal selection procedures.
The Library accepts gifts with the understanding that the items not needed will be disposed of in
whatever manner the Library deems best – by giving them to other libraries or institutions, by
exchanging them for other materials of equal value which the Library needs, or by selling them to
purchase needed materials. The Library may donate materials to the Friends of the Public Libraries of
Saginaw to be sold in Friends-sponsored book sales that benefit the Library. All gifts are considered
permanent and cannot be returned.
The Library generally cannot accept gifts with specific stipulations, such as keeping a private library intact
as a collection. The Library reserves the right to integrate gifts with other materials on the same subject,
so that all collections are organized and classified according to library standards for the best public
service.
The Library will issue a Gift Receipt for the number of items received at the time of donation. The donor
is requested to furnish a count of the items. Estimates of fair market value for income tax purposes are
the responsibility of the donor.
For more information, contact the Business Office, Public Libraries of Saginaw, 505 Janes St., Saginaw,
MI 48607, or 989-755-9833.
GIFT BOOK & MATERIALS RECEIPT
NAME
ADDRESS
CITY
STATE
ZIP
TELEPHONE
I HEREBY DONATE THE FOLLOWING ITEMS TO THE PUBLIC LIBRARIES OF SAGINAW
SUBJECT TO ITS GIFT POLICY:
HARDCOVER BOOKS
PAPERBACKS
PERIODICALS (ISSUES)
OTHER (PLEASE SPECIFY)
SIGNATURE
THE PUBLIC LIBRARIES OF SAGINAW GRATEFULLY ACKNOWLEDGES THIS GIFT OF
MATERIALS TO SUPPLEMENT THE COLLECTIONS AND ENHANCE SERVICE TO THE
PUBLIC.
RECEIVED BY
BRANCH
02/18/93 – Approved by PLS Library Board
DATE
4.02 GIFT BOOK AND MATERIALS RECEIPT PROCEDURE
This form is to be used as a receipt for the donation of materials to the library.
1. According to Internal Revenue Service (IRS) regulations, persons
wishing to receive credit for non-cash contributions must receive a
written receipt from the charitable organization. The library’s receipt
serves this purpose.
People wishing to know more information on IRS written record
keeping requirements and assigning “fair market value” to their
donation can be referred to the following IRS publications online at
www.irs.gov/publications.
IRS Publication 526
IRS Publication 561
“Charitable Contributions”
“Determining the Value of
Donated Property”
If people are donating rare or unusual materials to the library, it is
recommended that they get them appraised. (The library does not
provide values for donated materials.)
2. Please fill in the form completely, giving all the information that is
required.
3. Give the person donating the materials the original copy.
4. Keep a copy for library records. Copies should be kept on file at each
branch and retained for seven years.
Revised 7/23/2007
4.03 RECEIVING AND ALLOCATING GIFTS OF MONEY PROCEDURE
Donations for materials will be handled with the funds being deposited in the
Revenue account for the specified library branch.
In the event that donations are made for items other than library materials, the
Department Head must notify the Director, in writing, with the donation
attached. The notification should include the following information:
Name and Address of Donor
Amount of Donation
Donor’s Request for Disbursement of Donation
Department Head’s Request for Disbursement of Donation
In all instances, funds will be listed as Revenue under “Miscellaneous Income”.
The expenditure amount will be reflected in the total budgeted for a specific line
item.
01/15/90, Revised 7/2007
4.04 SPONSORSHIP POLICY
The Public Libraries of Saginaw (hereinafter referred to as “the Library”) actively solicits
and encourages the business community, service clubs, and other organizations to
become sponsors of Library events, programs and services, which will benefit the public
it serves.
Scope
A sponsorship is defined as a mutually beneficial exchange, whereby the sponsor
receives a benefit of reciprocal value in return for providing cash and/or products and
services in kind to the Library.
Conditions of Sponsorship Acceptance
1.
The Library reserves the right to refuse any sponsorship opportunity, which is
deemed to be inappropriate or unsuitable to the advancement of the mission and
objectives of the Library.
2.
The Library will not entertain sponsorship opportunities with companies or
organizations involved in the following products or activities:
 Primarily involved with tobacco related products
 Pornography
 Discriminates on any grounds or stereotypes, discredits or demeans any
group or groups of people
 That promotes alcohol at venues geared primarily toward children and/or
youth
3.
The sponsor must have no impact on the policies and practices of the Library,
such as on materials selection or purchasing.
4.
Where a sponsorship agreement limits the Library’s ability to enter into other
sponsorships, such an agreement must clearly define the nature and extent of
the exclusivity, and the time frame over which the exclusivity is to be granted.
5.
Sponsorship does not imply endorsement of products by the Library.
6.
Any public use of the Library logo must be approved by the library director.
7.
Sponsorships cannot be made conditional on Library performance outcomes.
Sponsorship Agreements
Sponsorship agreements of $10,000 or more must be confirmed by a written
Sponsorship Agreement signed by both parties. The Sponsorship Agreement will outline
the benefits, roles and responsibilities, fees, duration and other agreed terms of the
sponsorship agreement.
Sponsor Recognition
Sponsors shall be provided with a level of recognition commensurate with their
contribution. Recognition shall be in conjunction with, but not limited to, the programs or
services that are supported by the sponsor.
Official receipts will not be issued to sponsors for their contribution to the Library.
Sponsor Termination
The Library Board reserves the right to terminate an existing sponsorship should
conditions arise that result in conflicts with this policy, or that result in the sponsorship
no longer supporting the best interests of the Library.
4.05 LIBRARY CONTRIBUTIONS POLICY
The Public Libraries of Saginaw (hereinafter referred to as “the Library”) welcomes and
encourages gifts from individuals, groups, foundations and corporations, for the purpose of
enhancing the services that the library provides.
Scope of Policy
For income tax purposes, a gift or donation is defined as a voluntary transfer of property to the
Library, made without the expectation that any benefit will accrue to the donor or anyone
designated by the donor. The scope of this policy includes gifts of:
1. Money
2. Equipment
3. In-kind gifts or services
4. Property of significant value, such as real estate or securities
5. Planned gifts, such as willed donations, bequests or endowments.
Donation Acceptance
The Library shall analyze proposed gifts or donations, and shall accept those which they feel will
cost-effectively fit the mission and objectives of the Library.
Where applicable, the Library may require the donor to have his/her property appraised at
his/her expense before the Library will make a decision as to whether or not to accept the
donor’s property as a donation.
The Library reserves the right to use the donation in the best interest of the Library, and shall
make decisions regarding the investment, disposition and/or eventual disposal of all donations.
If donations to the library are designated, they will be deposited in the proper accounts and used
according to the donor’s wishes. If donations have no purpose designated, they will be
deposited in the Saginaw Public Libraries Foundation.
Donor Records
The Library shall maintain donor records, the contents of which shall remain confidential unless
the donor agrees otherwise.
Official Receipts
Official receipts will be issued to donors for income tax purposes for monetary donations which
exceed $10.00.
Official receipts will be issued for in-kind donations, provided that the value of the donation
exceeds $10.00, and the donor provides a written appraisal of the donation’s worth.
Donors are advised to check with their financial advisors about tax benefits.
Donor Recognition
The Library shall give formal acknowledgement or recognition to the donor, which is
commensurate with the value of the donation. No donor shall be recognized, either internally or
publicly, without his/her consent.
Library Legacy Society: The Library Legacy Society recognizes the generosity of individuals
who, during their lifetimes, include the Library, the Saginaw Public Libraries Foundation or the
Hoyt Trust in their will or estate plan. These gifts may include a bequest, an insurance gift, an
annuity, a trust or other planned giving arrangements.
Memorial/Honorary Contributions: Contributions donated in memory or in honor of an individual
(or organization) will be recognized in the name of that individual or organization.
Donor Bill of Rights
The Public Libraries of Saginaw Board adheres to the Donor Bill of Rights that was created by
the Giving Institute: Leading Consultants to Non-Profits, Association for Healthcare Philanthropy
(AHP), the Association of Fundraising Professionals (AFP), and the Council for Advancement
and Support of Education (CASE).
Philanthropy is based on voluntary action for the common good. It is a tradition of giving and
sharing that is primary to the quality of life. To ensure that philanthropy merits the respect and
trust of the general public, and that donors and prospective donors can have full confidence in
the nonprofit organizations and causes they are asked to support, we declare that all donors
have these rights:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
To be informed of the organization's mission, of the way the organization intends to use
donated resources, and of its capacity to use donations effectively for their intended
purposes.
To be informed of the identity of those serving on the organization's governing board,
and to expect the board to exercise prudent judgment in its stewardship responsibilities.
To have access to the organization's most recent financial statements.
To be assured their gifts will be used for the purposes for which they were given.
To receive appropriate acknowledgement and recognition.
To be assured that information about their donation is handled with respect and with
confidentiality to the extent provided by law.
To expect that all relationships with individuals representing organizations of interest to
the donor will be professional in nature.
To be informed whether those seeking donations are volunteers, employees of the
organization or hired solicitors.
To have the opportunity for their names to be deleted from mailing lists that an
organization may intend to share.
To feel free to ask questions when making a donation and to receive prompt, truthful
and forthright answers.
Approved by Library Board 11/1/07; Revision approved by Library Board 2/2/2012
4.06 MEMORIAL/HONORARY DONATIONS PROCEDURE
Branch Responsibilities
1. Each branch needs to keep a Memorial/Honorary donations notebook or
card file.
2. When a patron donates money in honor or memory of someone, fill out
the attached form as completely as possible.
3. Keep one copy of the form at the branch.
4. Send the original with the money to the Business Office, and a copy to
Technical Services.
5. Order the materials, filling out the on-line form as completely as possible
and send it to Technical Services with your materials order printout.
Instructions for doing so are attached to this procedure.
6. When the materials come in, make a note of the materials purchased in
the notebook or card file.
Business Office Responsibilities
1. The Business Office is responsible for sending out thank you and
acknowledgement letters for all donations.
2. If a contribution comes directly to the Business Office, they need to notify
the Branch Head in writing so that materials can be purchased.
3. Information is entered into the Business Office Donor Database and a
copy of thank you/acknowledgement letter will be kept on file.
Technical Service Department Responsibilities
1. The Technical Services Department is responsible for entering BIB
information in the Acquisitions Database.
2. When the material comes in, Technical Services staff will type a donation
bookplate and plate the material.
Sample form is attached
Approved by Administrative Council on 03/11/99; Revision 11/14/07
MEMORIAL/HONORARY DONATIONS CHECK BRANCH: BUTMAN‐FISH CLAYTOR HOYT GENEALOGY DONOR INFORMATION: WICKES ZAUEL DATE: __________________________
DONATION AMOUNT: $ ____________
(PLEASE PRINT CLEARLY) NAME: ____________________________________________________________________________
ADDRESS: __________________________________________________________________________
CITY/ST/ZIP: ________________________________________________________________________
PHONE NUMBER: ___________________________________________________________________
 TO HONOR or  IN MEMORY OF: (PLEASE PRINT CLEARLY) NAME: _____________________________________________________________________________
ADDRESS: __________________________________________________________________________
SEND ACKNOWLEDGEMENT TO: (PLEASE PRINT CLEARLY) NAME: __________________________________________________________________________
ADDRESS: ________________________________________________________________________
CITY/ST/ZIP: ______________________________________________________________________
RELATIONSHIP (if known): ___________________________________________________________
Subject to consider for purchase (such as travel, sports, biography). (PLEASE PRINT CLEARLY) If ordering multiple titles, you may substitute with printouts from Amazon or B & T Title Source. PO# _________________________ ORDER DATE: _________________ AUTHOR: _________________________________________________
TITLE: ____________________________________________________
PUB: ________________________ ISBN: _____________________________________________________
PUB DATE: ___________________ BOOKPLATE:  Yes  No COST: $ _____________________ # COPIES: ____________________ RUSH REFERENCE GENEALOGY  MICHIGAN ROOM  OTHER ________________
08/07
Please provide one copy to each department: BUSINESS OFFICE, BRANCH, & TECH. SERVICES 4.07 BOOKKEEPING PROCEDURE FOR DONATIONS
Throughout the year, donations to Hoyt Main and branch libraries will be placed
in their individual revenue contribution accounts. Funds will be expended from
each branch’s 325 Disbursement for Donations expenditure accounts. At year
end, we will make adjustments to these accounts to carry actual receipt amounts
over to the Deferred Revenue Accounts.
All other donations to the Public Libraries of Saginaw, in general, including
Summer Reading Program, will be placed in the Miscellaneous account.
01/15/90, Revised 11/2007
4.08 ARCHIVAL DONATION POLICY & RECEIPT
The Local History and Genealogy archival collection accepts donations of original
photographs, postcards and maps of Saginaw County, records on area businesses and
organizations, family collections, and other rare, historical artifacts and manuscripts
dealing with the history of Saginaw County. The items in the Local History and
Genealogy archives are organized, cataloged and maintained in an environmentally
safe area so that they will be preserved for posterity. Archival items are available with
advance notice to researchers age 18 and older and must be viewed in the Local
History and Genealogy department.
The Local History and Genealogy department accepts donations for its archival
collection without limitations and stipulations, and may display, reproduce, loan,
integrate materials on the same subject, or dispose of archival property at the Library’s
discretion.
DONOR NAME: ________________________________________________________
ADDRESS: ____________________________________________________________
CITY: ____________________________ STATE: ________ ZIP CODE __________
TELEPHONE # _____________________E-MAIL: ____________________________
DESCRIPTION OF ARCHIVAL DONATION:
I have the sole ownership of the personal property described above and I am donating
this personal property to the Public Libraries of Saginaw, Local History & Genealogy
Collection. I irrevocably and unconditionally give this property to the Public Libraries of
Saginaw. All rights, title and interest, including any copyrights, trademarks or related
interest that I have is to be used by the Public Libraries of Saginaw, Local History &
Genealogy Collection.
I hereby donate the archival item/s described above to the Public Libraries of Saginaw,
Local History and Genealogy Archival Collection subject to its donation policy:
_________________________________________
Donor Signature
_________________________
Date of Donation
_________________________________________________________
Signature of authorized Public Libraries of Saginaw staff
Policy reviewed by PLOS Legal Counsel. Policy approved by Library Board 9-1-2011
5.01 FIRE EMERGENCY PROCEDURE
In the event of fire, the following procedures should be followed:
1. Call 911
2. Make the following announcement several times over the
building-wide intercom system.
This is an emergency. We must evacuate the
building. Please use the exit nearest you at
this time.
In the event that the intercom system is not operational, notify each department
that a fire exists in the building and that evacuation must begin immediately.
3. At this point, each staff member should check his/her
department to make sure everyone has cleared the area
according to the following building assignments:
Genealogy - Michigan History Area, Genealogy Area, Staff Room, Old Doc. Area,
& Back Basement.
Circulation - Auditorium, Fiction Room, Circ. Area, Mezzanine Meeting Room, &
New Doc. Area.
Reference - Ref. Room, Basement Ref. Area, & Old Tech. Attic.
Children’s -
Children’s Room, Children’s Office & Shelving Area.
Tech. Service/Business Office -
Tech. Services & Business Office, 600 & 700
Shelving Areas.
Adult Staff Only – not pages – are to engage in checking the building.
DO NOT ENTER ANY AREA OF THE BUILDING WHICH PRESENTS A LIFE
THREATENING SITUATION.
Close all doors if possible when leaving an area.
4. Multipurpose dry chemical fire extinguishers are located
throughout the building (see diagram). If the fire is small and
can be contained easily, use them. The extinguishers are rated
effective for use on ordinary combustibles, flammable liquids,
and electrical equipment.
MEMO: FIRE DETECTION EQUIPMENT
New Fire protection equipment, consisting of zoned smoke detection devices has
been installed at the main library. Additional bells have been installed and they
are activated by either the smoke detectors or by the three new pull alarm
stations.
Pull alarms are located:
1. By the back door near the time clock
2. At the circulation desk
3. In the basement just outside the gov. docs.
These pull alarms will set off the bells and notify Audio Central of a fire condition.
The zone indicator board is located behind the circulation desk and is designed
to tell you where the fire is. The building is divided into the following zones.
1.
2.
3.
4.
5.
6.
Basement – west (includes 1st floor men’s room)
Basement – central
Basement – east
First Floor – west (includes staff room area)
First Floor – central
First Floor – east (includes tech. attic)
Red lights on the board indicate either an alarm or a trouble condition. If a
trouble condition is indicated on the board, Audio Central should be notified.
Closing procedure remains about the same. Leave by the children’s room and
make sure all six doors by the office are closed.
04/05/82
5.02 TORNADO EMERGENCY PROCEDURE
TORNADO WATCH – Tornadoes and severe thunderstorms are possible.
TORNADO WARNING – Tornado detected; take shelter immediately.
City sirens are only activated for a tornado warning or during enemy attack.
During a tornado warning, advise patrons to take shelter in the building until the
warning is over. This should be done over the intercom system, if possible. You
may not prevent people from leaving the building during a tornado warning. You
may only advise against such action. The safest location in the building during a
tornado warning would be the lowest level away from windows, doors, and
outside walls unless the outside walls are protected by earth.
At the Hoyt Main Library, the designated shelter area would be the basement
area outside the genealogy room. Everyone should be instructed to remain low
and stay in the center of the room.
Each building should contain a radio which could be used during severe weather
conditions.
07/28/82
5.03 EMERGENCY EVACUATION PROCEDURE
If it is determined that an emergency evacuation is necessary, the person
making the determination is responsible for seeing that the following steps are
taken:
1. Call 911
2. Make the following announcement several times over the
building-wide intercom system.
This is an emergency. We must evacuate the
building. Please use the exit nearest you at
this time.
3. Call the Business Office
In the event that the intercom system is not operational, notify each department
that an emergency exists in the building and that evacuation must begin
immediately. The security guard’s job is to see that the public exits the building
safely.
4. At this point, each staff member should check his/her
department to make sure everyone has cleared the area.
Staff should proceed immediately to the nearest exit. Do not go back to your
work area to retrieve personal belongings. Make sure to close all doors if
possible when leaving an area.
After exiting by closest exit, staff should meet in the following designated areas:
Hoyt: The parking lot directly across from the front entrance.
Butman-Fish: The corner of N. Charles and Hancock.
Claytor: The East end of the parking lot on Syracuse.
Wickes: The North end of the parking lot.
Zauel: The Southwest corner of the parking lot.
Adult Staff Only – not pages – are to engage in checking the building.
DO NOT ENTER ANY AREA OF THE BUILDING THAT PRESENTS A LIFE
THREATENING SITUATION.
Close all doors if possible when leaving an area.
Administration feels that the safety of the staff and patrons is paramount. Staff
should use their own judgment and any of these steps may be altered if deemed
necessary.
Approved by Administrative Council on 12/28/01
5.04 SHOTS FIRED PROCEDURE
If you hear shots fired outside in the immediate vicinity of the library and feel that you
are in danger, follow the directions below in the order in which they are listed.
· Immediately lock all entrances to the building.
· Inform staff and patrons to move away from windows and take cover.
· Call 911 and inform them shots are being fired.
It is important to secure the building first before calling for help – if an armed person
gets into the building after an altercation it could turn into a hostage situation.
Use your judgment when opening the building back up. If the situation warrants waiting
until police arrive, go ahead and do that. If it is clearly a situation where the shooter is
no longer in the vicinity, go ahead and open back up.
Approved by Administrative Council 8/2/2006
6.01 DRUG FREE WORKPLACE POLICY
The Public Libraries of Saginaw has established a Drug-Free Workplace policy in
response to requirements of the federal Drug-Free Workplace Act of 1988 for
federal grant recipients.
1. It is the intention of the Public Libraries of Saginaw to maintain a drug-free
workplace for its employees.
2. The Public Libraries of Saginaw will provide a drug free awareness program
that will inform employees about the dangers of workplace drug abuse; the
Public Libraries of Saginaw’s policy of maintaining a drug free workplace; the
availability of drug counseling, rehabilitation, and other assistance programs;
and the penalties that may be imposed for drug abuse violations.
Conscientious efforts to seek help through counseling, rehabilitation, or
similar programs will not jeopardize any employee’s job and will not be noted
in a personnel record.
3. It is prohibited for employees to unlawfully manufacture, distribute, dispense,
possess, or use a controlled substance on Public Libraries of Saginaw
premises or while conducting library business off library premises. Any
criminal conviction for drug-related activity in the workplace must be reported
to the Director no later than five days after conviction.
4. The Public Libraries of Saginaw will notify the federal contacting or granting
agency from which federal assistance is received, of any criminal convictions
of employees for illegal drug activity in the workplace. This notice must be
provided within ten days after notice of such a conviction.
5. The Public Libraries of Saginaw will impose disciplinary action within 30 days
after the date of any notification of conviction. An employee who is convicted
for illegal drug activity may be subject to discipline up to and including
dismissal, and may be required to seek professional help and/or to participate
in an alcohol and/or drug abuse program as a condition of further
employment. In addition, because of the potential for abuse of these
substances, unauthorized possession, use, sale, or delivery of controlled
substances, on or off library premises while conducting library business may
subject the employee to discipline up to and including dismissal.
09/17/92 – Approved by Library Board
6.02 INTERNAL PROMOTIONS AND SALARY INCREASES & EXTERIOR HIRING
AND STARTING SALARY POLICY
Salary changes for internal promotions
Upon receipt of a promotion to a higher scale, internal candidates are placed on
the new scale at the lowest step which represents an annual salary greater than
the annual salary the candidate received before the promotion. This practice
generally has allowed the candidate several chances to receive step increases on
an annual basis once he or she has demonstrated the ability to perform the
newly acquired job responsibilities at an adequate level. This practice has
safeguarded the Library’s best interest in terms of providing ongoing incentives
to employees to perform at higher levels.
Starting salary for outside hiring
The Director has been allowed to hire outside candidates, placing them within
the existing pay scale for the vacant position at the step the Director deems
appropriate. Leaving the determination of the step to the discretion of the
Director has several necessary advantages. It allows the Director the ability to
negotiate with prospective candidates. It also allows the Director necessary
flexibility to make an offer, when necessary, which is more in keeping with the
demand of the current labor market.
Both policies reflect the existing and ongoing practice of the Library.
11/91
6.03 Health Insurance Portability and Accountability Act (HIPAA) Compliance Policy The Public Libraries of Saginaw has adopted a policy that protects the privacy and confidentiality of protected health information (PHI) whenever it is used by company representatives. The private and confidential use of such information will be the responsibility of all individuals with job duties requiring access to PHI in the course of their jobs. PHI refers to individually identifiable health information received by the library’s group health plans and/or received by a health care provider, health plan or health care clearinghouse that relates to past or present health of an individual or for payment of health care claims. PHI information includes medical conditions, health status, claims experience, medical histories, physical examinations, genetic information and evidence of disability. Any questions or issues regarding PHI should be presented to the Human Resources Manager for resolution. Annually or as necessary, the library performs enrollment, changes in enrollment and payroll deductions, provides assistance in claims problem resolution and explanation of benefits issues, and assists in coordination of benefits with other providers. Some or all of these activities may require the use or transmission of PHI. Thus, all information related to these processes will be maintained in confidence and employees will not disclose PHI from these processes for employment‐related actions, except as provided by administrative procedures. General rules follow: 


Disclosures that do not qualify as PHI‐related disclosures include: disclosure of PHI to the individual to whom the PHI belongs, requests by providers for treatment and/or payment, disclosures requested to be made to authorized parties by the PHI holder, disclosures to government agencies for reporting or enforcement purposes, disclosures to workers’ compensation providers and those authorized by the workers’ compensation providers. Information regarding whether an individual is covered by a plan for claims purposes may be disclosed. Information external to the health plan is not considered PHI if the information is being furnished for claims processing purposes involving workers’ compensation and/or short‐ or long‐ term disability and medical information received to verify ADA or FMLA status. Personnel records and disclosures of PHI will be maintained for a period of six years as required by federal law, unless a state law requires a longer retention period. Records that have been maintained for the maximum interval will be destroyed in a manner to ensure that such data is not compromised in the future in accordance with the library record destruction policy. Approved by Library Board May 6, 2010 6.09 REFERENCES ON EMPLOYEES GUIDELINE
Written requests for references on current or former employees will not be
provided unless the employee has given the Library permission, in writing, to do
so. All requests, etc., shall be forwarded to the Business Office.
07/28/81
6.11 POLICY ON LIBRARY SUBSTITUTES
PURPOSE OF SUBSTITUTES
Substitutes are used to cover public service area positions in the event that regular staff
members are absent because of illness, vacation, or other approved leave. In the event of such
absence, all attempts must be made to fill the void with existing staff before requesting a
substitute. Substitutes may be used in non-public service areas with the approval of the Library
Director.
QUALIFICATIONS, HIRING, TERMINATION
Two levels of positions, clerical and library assistant, can be filled by substitute employees.
Qualifications are the same as set forth in the hiring of full time and part time clerical and library
assistant personnel.
The Substitute Coordinator is responsible for the initial hiring of substitute employees.
Interviews and testing are conducted by the Substitute Coordinator and the Human Resources
Manager. Other staff members may be asked to assist.
Substitutes are required to work at all branches of the Public Libraries of Saginaw. They are not
hired to work at one specific branch or department.
Staff members working 20 hours or less per week who wish to be considered for substitute
positions are required to apply, interview, test and complete substitute training.
The following meetings are mandatory for all substitutes:
Orientation
Training sessions
Review sessions
Staff Day
Annual appraisal
Required workshops, seminars, and meetings called by the Substitute Coordinator
Failure to attend these sessions/meetings without explicit approval by the Substitute
Coordinator may result in termination.
Substitutes are subject to the disciplinary process as set forth in the Substitute Handbook.
Substitutes may be terminated at will at the discretion of the Library Director or the Substitute
Coordinator. Those substitute employees wishing to terminate employment with the Public
Libraries of Saginaw should notify the Substitute Coordinator or a designee at least 14 days
prior to their termination date so there can be an orderly transition involving their employment.
SALARIES
The hourly rate for new substitutes is set by the Library Board annually. Future increases are
based on any increases approved by the Library Board.
Substitutes will be paid for mandatory meetings and training sessions.
Deductions for Social Security and Medicare taxes are taken from each paycheck. The
percentage of tax and the amount of salary taxable is established by the Federal Government
and are subject to change.
In addition to Federal and State Income Tax, City of Saginaw tax is deducted at the resident or
non-resident rate.
HOURS OF WORK
There are no guaranteed hours.
A substitute covers only necessary hours of an employee on leave and should under no
circumstances work more than 56 hours per pay period for the Public Libraries of Saginaw.
A fifteen minute break may be allowed if a substitute works for more than 3 hours, but the break
is given at the discretion of the staff member in charge and only if conditions allow it.
The minimum number of hours a substitute can be called in to work is 1 hour.
LEAVES OF ABSENCE
A substitute can request a leave of absence from the sub pool calling list if he or she will be
unavailable to work for more than one week at a time. Requests must be submitted to the
Substitute Coordinator.
Additionally, substitutes will be required to give the Substitute Coordinator eight weeks advance
notice of a leave of absence during a major holiday.
SUBSTITUTE TRAINING
Substitute training is conducted by staff members of the Public Libraries of Saginaw. The
training sessions must be completed in full in order for trainees to be added to the substitute
pool. In the event that staff members conducting the training sessions determine the Substitute
Trainee to be unable to perform the necessary functions of the work, the Substitute Coordinator
will be notified. At the discretion of the Substitute Coordinator, the Substitute Trainee’s
employment may be terminated at any point during the training period.
Branch Heads and Department Supervisors may recommend a substitute for review training by
submitting the substitute’s name to the Substitute Coordinator with the suggestion that the
person be scheduled for review training. The Substitute Coordinator will make arrangements for
any necessary review training sessions.
EVALUATIONS
Substitutes receive an evaluation after 90 days and annually thereafter. The evaluation process
is outlined in detail in the Substitute Handbook.
PRIVILEGES
After successfully completing one year of service, the following privileges are granted to clerical
and library assistant substitutes:




Circulation status changed to Staff.
Material check-out fees waived.
Late materials fees waived. Damaged materials fees or unreturned fees must be paid.
Books and other materials may be purchased at library discounted price if available.
Approved by Library Board 7/26/98; Amended: 9/1/92, 9/95, 1/98, 10/98, 11/99 Library Board Approved Revised Policy 3-3-11
6.13 SCHEDULING WHEN SUBSTITUTES ARE NOT AVAILABLE
For safety reasons, two staff members must be in the building at all times the building
is open to the public. Two staff members can include an adult staff member and a
page.
The Branch Head or Person in Charge will exhaust all avenues to cover the schedule
with their own staff, including working a split, coming in on hours not regularly
scheduled, etc.
If that is not possible, the Branch Head or Person in Charge will contact other Branch
Heads to see if any staff is available to cover.
If regular public service staff is not available, the Branch Head or Person in Charge will
call the Business Office and see if any Business Office staff can cover.
If no staff is available anywhere within the system, a determination will be made by the
Branch Head or Person in Charge and Library Director to close the building.
Business Office or Reference Department Staff Responsibilities
After the Business Office or Reference Department Staff member has found out
when staff back-up is needed, he/she should take the following steps:
1. Check to see if there are staff members of any classification
at Hoyt who are working “off desk” and who could go to the
branch and cover all or part of the needed staffing.
2. Check with Butman-Fish, Zauel, Claytor or Wickes to see if
they have staff members available.
3. Reduce “on desk” staffing at Hoyt for a period of an hour or
two to cover branch staffing needs (for example: have
Reference cover Children’s; have only 1 Circulation clerk).
4. Contact one of the following to discuss the situation and
determine whether the branch or a department at Hoyt
should close.
Head of Hoyt
Person in Charge at Hoyt
Library Director
Branch Staff/Branch Head (or Designee) Responsibilities
1. Branch staff members are requested to notify the Branch Head (or Designee)
as soon as possible that they will not be working their scheduled hours. This
may involve contacting the Branch Head at home prior to the branch’s
opening.
2. When the Business Office is not open (such as on Saturdays or Sundays) the
Branch Head is responsible for calling the substitute list to see if a substitute
is available. This may involve calling substitutes from home prior to the
branch’s opening.
3. The Branch Head, if faced with a situation where there will be less than two
staff members in a building, should notify the Business Office or Reference
Department as soon as possible, preferably by 8:15 a.m. Monday – Saturday.
3/93
6.14 POLICY AGAINST SEXUAL HARASSMENT
All employees have the right to work in an environment free from
intimidation and harassment, including freedom from sexual harassment. The
Library prohibits sexual harassment of its employees in any form. Such conduct
may result in disciplinary action up to and including dismissal. Specifically, no
supervisor shall threaten or insinuate, either explicitly or implicitly, that an
employee's submission to or rejection of sexual advances will in any way
influence any personnel decision regarding that employee's employment,
evaluation, wages, advancement, assigned duties, shifts, or any other condition
of employment or career development.
Other sexually harassing conduct in the work place, whether physical or
verbal, committed by supervisors or non-supervisory personnel, is also
prohibited. This includes sexual harassment through offensive sexual flirtation,
advances, propositions, graphic or verbal commentary of a sexual nature, or any
other abuse of a sexual nature.
If you feel you are being harassed by another employee, whether or not a
supervisor, you should, in appropriate circumstances, report such conduct to the
Director of the Public Libraries of Saginaw. If this is not appropriate, employees
are urged to seek the assistance of the Chairperson of the Personnel Committee
of the Library Board of the Public Libraries of Saginaw.
Where investigation
confirms the allegations, appropriate corrective action will be taken.
Approved 04/92 by the Library Board of the Public Libraries of Saginaw
6.15 EMPLOYEE DANGEROUS WEAPONS POLICY
In order to ensure a safe environment for employees and library users, the Public
Libraries of Saginaw prohibits staff from wearing, transporting, or storing firearms or
other dangerous weapons in library facilities, on library property or while conducting
library business. Any employee in possession of a firearm or other weapon within our
facilities/property or while otherwise fulfilling job responsibilities will face disciplinary
action up to and including termination. Possession of a valid concealed weapons permit
authorized by the State of Michigan is not an exemption under this policy.
This policy also applies to library events or social functions that are held off library
premises. The prohibition of dangerous weapons on library property or at library
functions is a proactive step towards reducing the risk that injury or death will occur not
only intentionally but also through accidental, inexpert, or improper use of weapons.
For the purposes of this policy, a dangerous weapon is any device designed to produce
death or serious bodily injury. Dangerous weapons include but are not limited to:
Firearms, whether loaded or unloaded
Pellet, flare, tranquilizer, stun, spear and dart guns
Knives with a blade larger than that of a folding pocket knife
Switchblades
Daggers
Striking instruments including clubs, truncheons, blackjacks, metal knuckles
and sap gloves
Martial arts weapons including nunchakus, tonfas, staffs and throwing stars
Bow and arrow combinations
Explosive devices including hand grenades, bombs, black powder, smokeless
powder, percussion caps, friction primers, pyrotechnic fuses, fireworks or
firecrackers
The definition of deadly weapons under this policy does not include devices such as
commercially available aerosol dispensers of nonlethal chemical irritants, pocket knives,
or general tools not designated as weapons.
APPROVED 09/20/01 by Library Board; Revision approved by Board 12/6/12
6.16 NEPOTISM POLICY
In order to ensure fair and equal treatment for all employees of the Public Libraries
of Saginaw, we are establishing the following Nepotism Policy.
No family member of any staff may be employed to work in the same branch as
any other family member. Transfers will not be allowed if they would result in
family members working in the same branch.
No family member of any Board of Trustee member may be employed to work in
the Public Libraries of Saginaw. The purpose of this restriction is to avoid any
conflicts of interest by Board of Trustee members.
“Family member” is defined to include spouse, children, parents, step-parents,
grandparents, grandchildren, brothers, sisters, aunts, uncles, nieces, nephews
and all in-laws, step-children and step-brothers and step-sisters. This would also
include other relatives who may be living in the employee’s household.
This will apply to all new hires effective after the enactment date of this policy.
6-2-05
6.17 SOCIAL SECURITY NUMBER PRIVACY POLICY
The Public Libraries of Saginaw, in order to properly secure and protect employee
social security number/identification information, holds all employees that use or
have access to any employee’s social security number to the highest degree of
confidentiality. With the exception of administrative use in the ordinary course of
business (such as identifying an individual related to an account, providing health
insurance or retirement benefits, or investigating an individual’s criminal history)
employees are prohibited from accessing, viewing, or using other employees’
social security information. Only authorized personnel may access records or
documents that contain employee social security number and identification
information.
Any employee that accesses social security data without authorization or for illegal
purposes shall be disciplined up to and including discharge, and, if illegal intent is
determined, referred to authorities for possible criminal prosecution.
All documents and records containing social security numbers and information will
be kept in a secure environment with access by authorized personnel only. All
documents containing social security numbers and information will be shredded
before disposal.
8/4/05
6.18 WORKPLACE VIOLENCE POLICY
The Public Libraries of Saginaw provides a safe workplace for all
employees and patrons. To ensure a safe environment and to reduce
the risk of violence, all employees should review and understand all
provisions of this policy.
The Library will not tolerate acts of violence committed by or against
employees or patrons while on Library property or while performing
Library business at any location.
This list of behaviors, while not inclusive, provides examples of
conduct that is prohibited:









Robbery
Aggression toward or destruction of property
Physical or verbal aggression toward employees, employer,
patrons, vendors, or other members of the public
Threat/Harassment/Intimidation in any form
Intimate or Domestic Violence
Stalking
Hate Crimes/Terrorism
Sexual Assault/Rape
Sabotage
Duty to Report Procedure





It is the duty of any employee who experiences, witnesses, or
is aware of any potentially dangerous situation to report it
immediately to a supervisor or administration using the most
expedient method.
If there is uncertainty as to whether a situation constitutes
violent or threatening behavior, the concerned individual is
encouraged to discuss the matter with a supervisor or
administration.
An incident report form should be completed for every
incident even if it is not determined at the time that the
incident absolutely qualifies as a violent incident under the
policy.
Reports can be made anonymously and all reported incidents
will be investigated within 5 working days.
Investigations will be conducted by the Human Resources
Manager or the Head of Hoyt if the HR Manager is
unavailable.
Supervisors, managers, and staff in charge should monitor their
respective work place and immediately intervene and report any
suspected behavior even if the person or persons engaged in the
conduct are not their subordinates, or they have not received a
complaint.
Under no circumstances should an employee confront an armed
or dangerous individual. If staff believes there is an immediate
danger, the police should be notified by calling 911.
Administrative Response






Reports or incidents warranting confidentiality will be handled
appropriately and information will be disclosed to others only
on a need-to-know basis.
All parties involved in a situation will be interviewed and the
results of investigations will be discussed with them.
The Library will actively intervene at any indication of a
possibly hostile or violent situation.
No employee will be subjected to criticism, reprisal, retaliation
or disciplinary action for good faith reporting pursuant to this
policy.
After investigation, any employee determined to have
committed violent acts will be subject to disciplinary action,
up to and including termination.
Non-employees engaged in violent acts on Library property
will be banned from all buildings and grounds, reported to the
proper authorities and prosecuted to the fullest extent of the
law.
See also:
Policy Against Sexual Harassment – 6.14
Workplace Dangerous Weapons Policy – 6.15
7.01 PUBLIC LIBRARIES OF SAGINAW DISCIPLINARY PROCESS
The Public Libraries of Saginaw has earned a fine reputation in Saginaw for the
quality of its service to the public. This reputation can only be continued with the
support and dedication of all employees.
Every employee has a personal responsibility to perform their duties to the best
of their abilities. Cooperation, courtesy and respect in dealing with the public will build
harmony and contribute to our continual success both individually and collectively.
Every organization must have standards of conduct to define acceptable
behavior and provide proper direction for its employees. The following process will be
used in a manner that ensures the dignity of the employee and strives toward a positive
resolution of any problems that occur.
Procedures
Incidents of misconduct or improper behavior by an employee affect an
employee’s job and the library’s service to the public. An incident of misconduct or
improper behavior may be resolved by verbal counseling as determined by an
employee’s supervisor. If an incident is of a more serious nature, then the supervisor
will use the following disciplinary procedures. All reprimands and other disciplinary
actions, both written and oral, shall be recorded on the Disciplinary Form. Copies
will be provided to the employee and the Administrative Office for inclusion in the
employee’s personnel file.
1.
Oral Reprimand. The supervisor will review the problem with the employee and
advise the employee that she/he is receiving an oral reprimand for the incident. The
issuance of this reprimand will be recorded by the supervisor showing the reason for the
reprimand and the date it was issued.
2.
Written Reprimand. A written reprimand will be issued if the employee has
previously received oral reprimands for the same or similar problems or if the supervisor
determines that the incident would justify a written reprimand. A written reprimand will
state the reason for the reprimand and the date it was issued.
3.
Suspension. Suspensions will be given to employees who have previously
received a written reprimand or reprimands for the same or similar incidents or if the
conduct is serious enough to justify suspension as determined by the Director or his/her
designee. Suspension shall be without pay. A suspension will be noted in writing
showing the reason for the suspension and the date the suspension was issued. If the
suspension was for a specified period of time, then the time period will be so noted.
4.
Termination. Termination for misconduct at work will only be made at the
direction of the Director. An employee’s termination will be in writing showing the
reason for the termination and the date the termination is effective.
Steps in the disciplinary process may be bypassed or repeated as deemed
appropriate by the supervisor and/or Director or his/her designee.
8/99
PUBLIC LIBRARIES OF SAGINAW
DISCIPLINARY FORM
**This form is to be used in conjunction with the Public Libraries of Saginaw
Disciplinary Process.**
EMPLOYEE'S NAME
BRANCH/DEPT.
POSITION
DATE OF REPORT
PERSONS PRESENT AT CONFERENCE
DISCIPLINARY ACTION:
I.
ORAL REPRIMAND
II.
WRITTEN REPRIMAND
III.
SUSPENSION
IV.
TERMINATION
SUBJECT OF CONFERENCE:
SUPERVISOR'S COMMENTS:
RECOMMENDATIONS/EXPECTATIONS:
SUPERVISOR'S SIGNATURE
DATE
I understand that this Disciplinary Form will be entered into my Personnel
File, and I have received a copy of this report.
I have read this report. I understand my signature does not necessarily
mean that I agree with it. I understand that I may reply to this report in writing
within five (5) working days of the date of this report.
EMPLOYEE'S SIGNATURE
DATE
SUGGESTED FOLLOW UP DATE
DIRECTOR'S OR DESIGNEE'S SIGNATURE
DATE
8.01 BANKRUPTCY PROCEDURE
When we receive a Bankruptcy Filing form from the Courts follow the procedure
listed below:
1. Check the automated system under the debtors name or I.D.
2. Make a print out of the patrons delinquencies.
3. Clear the delinquencies (fines and books).
4. Check the books out to missing.
5. Check the Credit Bureau sheets and clear the patron off the sheet.
6. Staple the print out with the Bankruptcy Filing form.
7. Send all forms to the Business Office.
8. Will pursue at $500.00.
8.02 CASH RECEIPTS POLICY AND PROCEDURE
The policy and procedure for all cash receipts taken at the circulation desk (fines, fees, etc.) at
any branch will be as follows:
1.
All receipts will be rung up on the cash register.
2.
Each receipt rung will be coded with a number to indicate what the payment was for.
EXAMPLE
CODE #
1
2
3
4
5
6
7
9
PAYMENT TYPE
Book fines
Copy machines
Lost & paid
Concessions (Videos, etc.)
Non-resident fees
Genealogy
Telefax
Used book sales
3.
The funds from the coin box on all coin box operated machines will be emptied daily and
rung up immediately using the # code indicating copy machine.
4.
At the beginning of each shift at the circulation desk one person will be assigned
responsibility for all register receipts during that shift.
5.
At the end of each shift:
6.
A.
The cash register will be cleared of funds by the person assigned and the register
tape will be put in an envelope with all receipts over the starting cash amount.
At the end of each day, the person responsible for the cash register must run a
detail report from the credit card machine for the entire day’s totals. This report
is to be included with the cash receipts for all credit card transactions.
B.
Starting cash will be turned over to and counted by the person responsible for
the next shift.
C.
The person assigned responsibility for the cash register for the shift will count the
cash taken in for the shift and write the amount at the bottom of the cash
register tape (even if no money is received during the shift).
D.
The register tape will be initialed by the person responsible for the cash register
for the shift and turned over to the person charged with the responsibility of
holding funds at the branch.
The person charged with holding funds at each branch shall:
A.
Examine each shift envelope from the previous day by counting the money in
each shift envelope and comparing the total funds with the matching register
tape.
7.
8.
B.
Bring immediately to the attention of the Branch or Department head any
discrepancy between actual cash and the register tape total of more than $5.00.
C.
Write the amount of actual cash received on each register tape and initial, even if
the tape total is zero.
D.
Log daily the amount of cash received by payment code # and total cash in the
receipts book. (Any miscellaneous shortage or overage between actual cash and
the register tape will be adjusted to the fines column and noted on the tape.)
E.
Every Monday after reconciling and logging receipts for the week, draw a total
line in the receipts book for each payment code # and total cash received.
F.
Every Monday prepare a cash receipts report using the totals from the receipt
register, even if no money was received for the week.
G.
Every Monday count weekly receipts and assure the total received agrees with
the receipts book and receipts report.
H.
Present the weekly cash register tapes, receipt book, and receipt report to the
Branch or Department head for approval, even if no money was received for the
week.
I.
Safely store the weeks' cash register tapes filed by month for future review and
audit.
J.
After approval by the Branch or Department head, forward to the Business Office
the weekly receipts and receipt report on Wednesday of each week.
The Department or Branch Head shall:
A.
Review, check accuracy of, and initial the weekly receipt report, receipt book,
and cash register tapes before the cash and receipt report are sent to the
Business Office, even if no money is received for the week.
B.
Keep a file of all cash receipt reports returned by the Business Office.
C.
Report to the Business Office any irregularities, excessive shortages or
overages, or consistent shortages or overages by the same cash register
operator upon detection.
The person in the Business Office responsible for depositing weekly cash receipts will:
A.
Count all funds received and assure the total agrees to the receipt report.
B.
Initial the cash receipt report and write on it the number of the cash receipt slip
issued for the receipt.
C.
Return the receipt report to the Department or Branch Head.
D.
Deposit all funds in the bank promptly.
02/98; Revised by Administrative Council 3/17/12
MEMO
Date:
June 3, 1982
To:
All Staff
From:
Robert Machinski, Director
Re:
PERSONAL CHECKS and PETTY CASH, I.O.U.’s
As a result of recent auditing and accounting practices, the following procedures
are in effect IMMEDIATELY:
1. No personal checks may be cashed from library funds, petty cash, fines,
fees, etc.
2. No I.O.U.’s are to be used to “borrow” from any library funds – petty
cash, fines, fees, etc.
3. If petty cash is used, the receipt must be turned in for its use before the
end of the day.
8.04 PROCEDURE FOR PRINTING CHARGES
We are pleased to offer printing services to our patrons. Due to the high cost of
printing, we must charge a fee. This minimal fee will assist us in recovering the
high costs of replacement cartridges and printer maintenance and allow us to
continue to provide this high demand service to all of our library patrons who
choose to use it.
The cost to the patron for printing each page will be $.15 per page.
Money collected from printing will be entered into the cash register under
concessions.
We are not actually charging for paper, we are charging for printing. Patrons
may use their own supplies on a limited basis (resume paper, labels, etc.), but
the printing charge will still apply.
Approved by Administrative Council 05/06/98; Revision Approved 11/20/13
8.05 INFORMATIONAL VIDEOS PROCEDURE
Effective June 1, all non-feature films will be rental free. They will retain the
same loan period and the same overdue fee. Each library will have their film
media marked with a tab saying “Free Rental” and will have a $.10 a day
overdue fee.
Please make sure that when you are checking these out you let the patron know
there is still a $.10 a day overdue fee.
Approved by Administrative Council – 05/10/95
8.06 POLICY FOR CHECK-OUT PERIODS
Library materials will have a three week due date and a renewal
period of three weeks. Patrons can renew each item one time only
either at the library branch, by phone or on the website, provided the
item is not on reserve for another patron. Patrons who request
vacation loans can have their due date period extended up to 60
days.
The only exceptions to the three week due date will be for adult and
juvenile videos and DVDs, which will be checked out for three days
and cannot be renewed.
8.08 TELEFACSIMILE EQUIPMENT POLICY
1.
The cost to send and receive fax transmissions is $2.00 per page. The patron
must know the number to whom the material is to be sent.
2.
Monies received will be rung up on the cash register under number 7 and a
receipt from the fax machine or the cash register will be given to the patron.
3.
Fax transmissions must be complete before closing.
4.
The Public Libraries of Saginaw does not take responsibility for a fax that is sent
to the library on the behalf of a patron.
Approved 6-1-06 by the Library Board
8.09 PROCEDURE FOR HANDLING PATRON CONCERNS ABOUT LIBRARY MATERIALS
1. If a patron expresses concern about library materials to any staff member, they should be
asked to talk with the branch head or senior person in charge.
2. If at all possible, meet in an office or non-public place.
3. Listen respectfully to the patron’s comments and respond to his or her concerns.
Don’t offer an opinion on the work, but talk about the principles of intellectual freedom
and having a library collection which represents all points of view.
4. If you and the patron cannot reach consensus, offer him or her the opportunity to fill out
the attached form.
5. Once a form is received, the Collection Development Committee (Materials Selection
Committee) will consider the patron’s comments, and the patron will receive a written
response from the director within 30 days.
CONCERNS ABOUT LIBRARY MATERIALS
TITLE_____________________________________________________________________
AUTHOR__________________________________________________________________
PUBLISHER__________________________________BOOK____OTHER MATERIAL_____
YOUR NAME________________________________________________________________
ADDRESS__________________________________________________________________
CITY________________STATE____ZIP_________TELEPHONE______________________
1.
What do you object to in the work? (Please be specific. Cite sections.)
2.
Did you read, listen to or view the entire work?________What parts?
3.
What other materials on this topic would you recommend that the library consider for
purchase?
Signature_______________________________________________Date___________
8.10 PROCEDURE FOR PAYMENT WITH A CHECK
PROCEDURE FOR PAYMENT WITH A CHECK
1. Please ask to see the driver’s license and the patron’s library card.
2. Make sure you write on the check the driver’s license number and
the patron’s barcode.
3. If no phone number is listed on the check, please ask for the
number and write it on the check.
4. Make sure the check is written out correctly.
Circ. 3/1/00
8.11 PROCEDURE FOR PATRON’S CHECKS RETURNED BY THE BANK
When the Head of circulation receives the check from the business office, she
will do the following:
1. Go into the patron’s record and add a Block using the misc. fees. Type
the following information:
 Patron’s check (number) was returned for NSF.
 A $10.00 fee is attached to the amount due.
 Money order, cash or credit card required. SGH/RAR.
 Head of Circulation keeps a copy of the returned check.
2. Under amount put the amount of check plus the fee.
3/1/00 / circ.; Revised 11/26/13 circ.
9.01 EMPLOYEE INJURY GUIDELINE
This is a reminder of procedures to follow in the event of a work-related injury or illness.
We continue to use the services of Covenant Occupational Health for medical treatment.
It is located near Covenant-Cooper Hospital and has other locations available for
treatment during evening and weekend hours.
The Worker’s Disability Compensation Act of 1969 allows the Library to require that, for
all work-related illnesses and/or injuries, an employee obtain medical treatment from
Library-appointed physicians and facilities. Please be advised that all Public Libraries of
Saginaw employees who require any medical treatment for injuries and/or illnesses, if
such injuries and/or illnesses are work-related, will be required to seek medical attention
from Library-appointed physicians and agencies only. This policy does not apply to
serious injuries that may require immediate hospitalization and/or emergency
treatment. In emergency situations, a supervisor would be expected to make a
judgment. However, follow-up on any emergency treatment should be secured from
Library doctor(s), and not from the attending physician or from a personal physician.
All employees must use medical assistance provided by Library-appointed doctors and/or
facilities for the first ten (10) days of treatment after the inception of medical care. Any
treatment outside that provided by Library-appointed doctors during the first ten (10)
days is not normally eligible for compensation.
The Library-approved medical facility is:
Covenant Occupational Health
Covenant HealthCare Irving
600 Irving Avenue
Saginaw, Michigan 48602
(On Irving just west of N. Michigan)
Hours are:
Mon., Tues, & Fri. – 8:00 - 5:00
Wed. & Thurs – 8 to 8
(989) 583-6130
Covenant – Mackinaw
5400 Mackinaw Rd., Suite 1100
Saginaw, MI 48604
Mon.-Fri. – 8 to 5
(989) 583-5040
Covenant Medical Center Cooper
Emergency Room
700 Cooper
Saginaw, MI 48602
After hours and on weekends
(989) 583-6121
In the event there is a special medical problem regarding treatment by the Librarydesignated physician(s) or facility, individual employees should contact the Business
Office.
Any treatment other than that provided by the Library during the first ten (10) days is
not eligible for compensation. After the first ten (10) days of treatment, written notice
by the employee must be given to Administration stating the employee’s intention to
treat with another medical facility.
Please read these instructions carefully. They will give you directions on exactly what to
do in the event of a work-related injury. If you do not follow these procedures, you may
be responsible for any expenses you incur.
IMPORTANT MESSAGE ON WORK-RELATED INJURIES
What happens if you are injured in the regular pursuit of your duties on the job?
What happens, to a great extent, is your responsibility. Your protection depends on
following proper procedures. We hope you’ll never have to follow these procedures, but
you should know what is required in the event you are injured on the job.
FIRST, be sure to report your injury to your supervisor IMMEDIATELY. This is a key
factor, because waiting to see if there are any complications can cause you problems
later on. When you report the injury, be sure to work with your supervisor to fill out the
Employer’s Basic Report of Injury form (BWC Form 100), which is available on the
intranet under forms or from your supervisor. This should be done for any work-related
injury or illness, whether you feel you need medical help or not. This form must be in
the Business Office within 24 hours (it may be faxed and the original sent in deliveries).
Make sure the form is signed and filled out completely. If you have any questions,
please call the Business Office.
SECOND, in the event of an emergency, and if hospital treatment is necessary, either
you or your supervisor must notify the Business Office so that the hospital or other
facility can be informed. Please call the Business Office at 755-9833. If there is no one
in the Business Office to assist you, your immediate supervisor or another member of
supervision must be notified in advance.
THIRD, if an employee must see a doctor, he/she must call the Business Office and
have an appointment made with the Library-appointed medical facility. This includes
follow-up visits for any treatment. For example, if you need stitches removed following
emergency treatment at a hospital, an employee should not see their own doctor, but
should call the Business Office regarding an appointment to see the Library doctor.
Before any hospital work of a non-emergency nature is done, it must be approved, in
advance, by Accident Fund Insurance Company and the Library, working in cooperation
with your physician.
FOURTH, we have arranged with Covenant to have any billing sent to Accident Fund for
payment, but in the event you receive a bill, it should be sent directly to the Business
Office. This is your responsibility.
FIFTH, any days missed from work due to your injury must be reported to the Business
Office immediately. Anyone returning to work following an absence due to a workrelated injury must have a doctor’s release to return to work.
Remember, what happens is largely up to you. If you have any questions regarding
Worker’s Disability, please contact the Human Resources Manager in the Business Office
at 755-9833.
Legitimate Worker’s Disability claims are an obligation of the Library. Each of us,
however, also has an obligation to ensure that any false claims are not honored. Please
inform your supervisor should you suspect any possible false claims or if you should be
aware of any potentially unsafe conditions on the work site.
January 2011
9.02 INCIDENT REPORT GUIDELINES
The attached Incident Report Form replaces the Non-Employee Injury Report.
Please keep them on file. The following is an attempt to answer some common
questions concerning the report.
WHEN IS THERE A NEED TO FILL OUT THIS REPORT?
In general, an Incident Report Form should be filled out whenever a patron is
injured on library premises or an individual (non-employee) sustains an injury
involving an employee or volunteer who is in the course of carrying out workrelated responsibilities. An Incident Report Form should also be filled out when
damage is incurred to an individual’s personal property and an employee or
volunteer who is in the course of carrying out work-related responsibilities is
involved. If you are uncertain whether injury or damage has been incurred it is
best to fill out a report.
WHO SIGNS THE REPORT?
The report should be signed by the Department or Branch Head in charge of the
area and the employee or volunteer involved in the accident/injury. In their
absence, the report should be signed by the person the Department or Branch
Head left in charge.
WHERE DOES THE REPORT GO?
The original copy of the completed report should be sent to the Library Business
Office. A photocopy should be retained by the Department or Branch Head in
charge of the area, employee or volunteer involved in the accident/injury.
WHAT ELSE NEEDS TO BE DONE?
In the case of a serious accident/injury call the Library Business Office. In a
situation such as this it is important that information is relayed to the Human
Resources Manager or Director, so that the Insurance Company can be notified
as soon as possible. If a severe accident or injury occurs, the police or medical
assistance may be called if staff feels it is warranted.
Inform your staff not to discuss the accident/injury with anyone unless they have
been cleared through the Library Business Office.
10/27/88, revised 5/15/01, revised 5/21/04
10.01 GIVING CARDS AND FLOWERS PROCEDURE
These are guidelines for the Library’s Business Office to sent cards and flowers to
current Library staff and Library Commission members.
ILLNESS
SEND A GET WELL CARD: when a staff of Library Commission
member has been ill for more than one week.
BEREAVEMENT
SEND A SYMPATHY CARD: when an immediate family member
of a staff person or Library Commissioner dies.
“Immediate family” would be defined as it is in the Personnel
Handbook: father, mother, sons, daughter, step-parent, stepchildren,
brother,
sister,
husband,
wife,
grandparents,
grandchildren, father-in-law, mother-in-law, son-in-law, daughterin-law, brother-in-law, sister-in-law, aunt uncle, nephew, niece and
relatives living in the same household.
SEND A MODERATELY-PRICED PLANTER OR FLOWER
ARRANGEMENT: to the funeral home when a staff member or
Library Commissioner dies.
IF POSSIBLE: when a Library Commissioner, staff member or the
immediate family of a staff member dies, the Library Director (or
designee) and staff member'’ Department Head (or designee) will
pay a visit to the funeral home representing the Public Libraries of
Saginaw.
This policy would govern only the cards and flowers that are being sent out by
the Public Libraries of Saginaw as an institution. Branch and Department Heads
would be responsible for notifying the Library Director’s secretary when these
events occur. Individual branches and departments would still be able to collect
money from staff and make other arrangements that they feel are appropriate.
Approved 10/23/96 by Administrative Council
10.02 GUIDELINES FOR PROVIDING A GIFT FROM THE LIBRARY BOARD AND
THE PUBLIC LIBRARIES OF SAGINAW TO RETIRING EMPLOYEES WHO
ARE LEAVING, AFTER 10 YEARS OR MORE OF SERVICE
It is the responsibility of the Branch Head or Department Head along with the Human
Resources Department to make arrangements for the retiree’s evening dinner and gifts.
The Library will pay for the following:
Corsage or boutonniere
Retiree’s meal
Decorative cake
The Library will buy and present a plaque or other employee recognition gift costing up
to $100. The following wording will be on the plaque, if selected:
NAME
UPON YOUR RETIREMENT
IN APPRECIATION FOR
XX YEARS OF SERVICE
19XX – 20XX
LIBRARY BOARD
(PLOS LOGO DISPLAYED ON PLAQUE)
PLAQUE GUIDELINES: 7 x 9 BRASS MOUNTED ON WOOD (walnut, maple or oak).
A collection may also be taken by branch or department heads towards a staff gift to
give to the employee.
3-3-05
10.03 GUIDELINES FOR PROVIDING A GIFT FROM THE LIBRARY BOARD AND
THE PUBLIC LIBRARIES OF SAGINAW TO EMPLOYEES WHO ARE
LEAVING AFTER 10 YEARS OR MORE OF SERVICE & ARE IN GOOD
STANDING AT THE TIME OF SEPARATION
It is the responsibility of the employee’s supervisor, Branch Head or Human Resources
Department to make arrangements for a party, refreshments and the purchase of the
employee recognition gift.
The Library will pay for the following:
Decorative cake
Pop, coffee or punch
A party may be held at the employee’s branch, or any other agreed upon location.
The Library will buy and present a plaque, or other employee recognition gift, costing up to
$75. The following wording will be on the plaque, if selected:
NAME
IN APPRECIATION FOR
XX YEARS OF SERVICE
19XX – 20XX
LIBRARY BOARD
(PLOS LOGO DISPLAYED ON PLAQUE)
PLAQUE GUIDELINES: 5 x 7 BRASS MOUNTED ON WOOD (walnut, maple or oak).
A collection may also be taken by branch or department heads towards a staff gift to give
to the employee.
3-3-05
11.01 BOOKS BY MAIL FOR THE HOMEBOUND POLICY
Through the Books by Mail service, the library mails materials, free of charge, to anyone
in our legal service area who is homebound and cannot come to the library due to
disability or prolonged illness.
The library’s legal service area includes the City of Saginaw, Blumfield Township, Buena
Vista Township, Carrollton Township, James Township, Kochville Township, Saginaw
Township, Tittabawassee Township, the City of Zilwaukee and Zilwaukee Township.
(These are highlighted on the statistical category sheets in the Circulation Department.)
In order to receive the service, Books by Mail patrons must have valid library cards with
no overdue materials or fines. If someone who wishes to receive the service does not
have a library card, circulation staff will register the patron over the telephone. The
card will be mailed to them. Once the library card is received, the patron can use it to
request that materials be mailed to him or her.
Up to five items will be mailed at one time. Books, new books, talking books and other
non-fee items can be mailed. Other items may be included with the approval of the
Branch Head.
Books by Mail patrons are responsible for returning the items to library. We also
request that the mailer be returned to the library with the books, but no charges are
incurred if the mailer is not returned.
Books by Mail patrons are responsible for lost materials and any fines or other charges
that are incurred.
Please note: The Library of Michigan Service for the Blind and Physically Handicapped
provides free Braille books, talking books and recorded magazines for individuals who
are unable to read or use normal printed materials as a result of blindness, visual
disability or physical limitations. All branches have applications for this free service
from the Library of Michigan.
BOOKS BY MAIL REQUEST PROCEDURE
The library staff member who selects the materials to mail to the Books by Mail patron
will request the patron’s library card number and confirm that there are no overdue
fines or other blocks on the patron’s record. The materials will be checked out to the
patron and mailed as quickly as normal library procedures allow.
EXAMPLE LETTER
Dear Books by Mail Patron,
Your new library card is enclosed. We hope that you will enjoy using the library’s Books
by Mail service. Please have your library card handy when you call to request materials.
The library staff member will ask you for your card number, which is printed on the
front of your library card.
A few tips about using the Books by Mail service:

You may request books, talking books or other non-fee items. Up to five items will
be mailed at one time. Library staff members are always happy to suggest
materials which you might enjoy.

You are responsible for returning the materials to the library by the date that they
are due.

You are responsible for any overdue fines or other library charges incurred while
using this service.
If you have any questions about using the Books by Mail service, please call any branch
of the Public Libraries of Saginaw.
Hoyt Library
Butman-Fish Library
989/755-0904 989/799-9160
Claytor Library
989/753-5591
Wickes Library
989/752-3821
Zauel Library
989-799-2771
We look forward to serving you.
Sincerely,
Staff
Revised procedure adopted by Administrative Council 02/20/97; Revised Policy
approved by Library Board 9-1-2011
11.02 CLASS VISITS AND TOURS GUIDELINES
A guide for the staff of the Public Libraries of Saginaw in handling class visits and
tours:
1.
Requests for (or a combination of):
A.
B.
C.
D.
E.
Library tours
Instruction in how to use the library or any library tools
Visits to select books
Story periods
Study visits
should be referred to the department serving the age group indicated.
2.
One class of 20 – 35 children may be handled at a time for instruction or
book selecting. More than one class may visit the library at the same time
for tours, if the staff to conduct the separate tours is available.
3.
All class visits for tours or instruction must be arranged for ahead of time.
Classes visiting to select books are urged to make previous arrangements;
as classes visiting without previous arrangements may select books only if
no other class is visiting at that time.
4.
At least a one week notice is requested prior to a class visit so that proper
staffing and other related arrangements may be made.
5.
Teachers of classes visiting for library instruction should be urged to give
the students an assignment, prior to their visit, which will require using
the aspects of library use covered in the instruction period.
6.
Teachers are urged to pick up registration cards for those children not
already registered and, it is hoped, these registrations will be brought to
the library one day prior to the visit so that the library cards may be made
ready for the day of the visit.
11.03 GROUP VISIT POLICY
The staff of the Public Libraries of Saginaw is happy to provide library tours,
library instruction, storytimes and other programs for school classes or other
groups that visit. We are happy to accommodate groups who wish to check out
materials or use the library for research for a project. We ask that groups who
use the library follow these guidelines:
1. Groups must contact the library in advance to schedule a visit. This
allows the library adequate time to schedule additional staff to meet the
needs of the group and other library users.
2. Each group is expected to provide adequate adult supervision and
guidance.
3. A visit of no more than one hour is recommended for groups.
4. Please arrive promptly at the scheduled time of your visit.
5. If you need to cancel your group visit, please contact the library staff as
soon as possible. We often schedule extra staff to make sure group
visits go smoothly.
6. The Group Leader must contact the library prior to the library visit to
make arrangements for obtaining library cards for group members.
Thank you for complying with the policy. With your help, a library visit can be a
rewarding and worthwhile experience for all.
For more information, please contact any library branch.
Butman-Fish Library
799-9160
Claytor Library
753-5591
Wickes Library
752-3821
Hoyt Public Library
755-9826
Zauel Library
799-2771
www.saginawlibrary.org
Approved by Administrative Council 2/15/95, revised 12/20/00; Revision
approved by Library Board 3-1-07; Revised 5/08, Approved by Library Board
June 5, 2008.
11.04 POLICY ON OUTREACH PROGRAMS
MISSION OF THE LIBRARY AND PURPOSE OF THIS POLICY
The mission of the Public Libraries of Saginaw is “to educate, enrich, entertain
and encourage reading and lifelong learning.” In keeping with that stated
mission, this policy is intended to guide the outreach activities of the Library; and
it provides criteria for use in determining the nature and number of the library’s
outreach efforts.
1. The Public Libraries of Saginaw are open to all persons and outreach
efforts by the Library should be directed towards the widest possible
audience. Limited membership functions do not support the mission and
purpose of the Library. While remaining mindful of necessary restrictions
of classrooms and other similar gatherings, the Library’s outreach efforts
will seek to serve open attendance functions whenever possible.
2. Events which occur outside of the geographic zone of interest of the
Library will receive low priority. The Library is most interested in serving
residents of the school district of Saginaw, Saginaw Township, and other
contractual townships.
3. It is important that the Library receive maximum benefit from its
investment of personnel, materials, and time. It is expected that in
printed or broadcast publicity the Public Libraries of Saginaw will receive
mention commensurate with its involvement in the program.
4. All Library personnel perform duties in addition to those assumed in
outreach activities. In order to assure maximum internal scheduling
efficiency, program requests should be received at least two weeks in
advance of the program date. Requests received after the two week
advance notice deadline will receive minimum priority.
The Policy on Outreach Programs is intended to guide employee decisions
regarding outreach activities; it should not be used as the final arbiter in matters
involving library outreach.
Approved by the Library Board on 01/21/88; Revised Policy approved by Library
Board 9-1-2011
11.05 VOLUNTEER POLICY
The Public Libraries of Saginaw recognizes and appreciates citizen participation.
The Library provides volunteer opportunities to residents of the legal service area
and will provide training and supervision to each person chosen as a Library
volunteer. Volunteers are identified as persons who regularly perform duties or
tasks for the Library without wages or benefits.
1.
Volunteers must complete a volunteer application form and be
age 14 or older. Volunteers under age 18 must have written
permission from their parent or legal guardian and must
provide a valid work permit before starting any volunteer
duties.
2.
Volunteers will be accepted as needs arise. Submission of the
volunteer application does not guarantee acceptance as a
volunteer.
3.
Volunteers will not take the place of paid staff. Volunteers will
be expected to set, and adhere to, a schedule with the
supervisor where they are assigned.
4.
Volunteers are recognized by the public as representatives of
the Library and shall be guided by the same work and behavior
code as employees. Volunteers will wear an identification
badge when volunteering at the Library.
5.
Volunteer applicants will sign a liability waiver.
Approved by the Library Board 5/4/06; Revision approved by Library Board
11/6/08
Public Libraries of Saginaw Library Volunteer Application
Name
Phone
Address
City
E-mail
Zip Code
Birth Date
The Public Libraries of Saginaw performs background checks on all volunteers who are 18 years and older.
Are you under the age of 14?  Yes  No
 Male  Female
Are you under the age of 18?  Yes  No
If under age 18, volunteer must present a valid
work permit before starting any volunteer duties.
Have you ever been convicted of a misdemeanor or felony?
 Yes  No If yes, explain:
Give any information or experience that you believe is important for us to know about you.
What would be the amount of volunteer time you would like to give each week?
Previous employers – give name of company, address, telephone number and position held:
Please check  location(s) you can volunteer at.

 Butman-Fish  Claytor  Hoyt  Wickes
 Zauel
Authorization: I authorize the Public Libraries of Saginaw to investigate the statements I have made in this application, including
records of former employers. I authorize such sources to release this information without liability for damages incurred for giving
it. I further waive any written notice of the release of such records that may be required by state or federal law.
Waiver of Liability: The undersigned hereby waives, releases and discharges the Public Libraries of Saginaw and its
respective agents, officials, insurers, lessees, employers, and representatives from all liability for death, illness, personal
injury, or damage to property suffered by the undersigned in connection with any and all activities engaged in
connection with performing volunteer duties for the Public Libraries of Saginaw.
Signature of volunteer
Date
I am the parent/guardian of ____________________________________________and I give this written
permission for ____________________________________________to be a volunteer at the Public Libraries of
Saginaw and I accept and agree to the requirements set forth in the Public Libraries of Saginaw Volunteer Application.
Parent/Guardian
Date
11/2008
Volunteer Guidelines
The Public Libraries of Saginaw recognizes and appreciates citizen participation. The library
provides volunteer opportunities to residents of the legal service area and will provide training
and supervision to each person chosen as a Library volunteer. Volunteers are identified as
persons who regularly perform duties or tasks for the Library without wages or benefits.
1.
Volunteers must complete a volunteer application form and be age 14 or
older. Volunteers under age 18 must have written permission from their
parent or legal guardian to volunteer for the Library.
2. Volunteers will be accepted as needs arise. Submission of the volunteer
application does not guarantee acceptance as a volunteer.
3. Volunteers will not take the place of paid staff. Volunteers will be expected
to set, and adhere to, a schedule with the supervisor where they are
assigned.
4. Volunteers are recognized by the public as representatives of the Library
and shall be guided by the same work and behavior code as employees.
Volunteers will wear an identification badge when volunteering at the
Library.
5. Volunteer applicants will sign a liability waiver.
11/6/08
Volunteer Background Check Form
A COPY OF A VALID GOVERNMENT ISSUED PHOTO IDENTIFICATION MUST BE ATTACHED TO
COMPLETE THIS FORM.
NAME:
_____ DATE:
Last
First
___
M.I.
OTHER NAME(S) USED:
___
Or Maiden Name
ADDRESS:
___
Number & Street
HOME PHONE:
DATE OF BIRTH:
City
State
Zip
___ BUS. PHONE:
___
SS #:
___
Have you ever been convicted of or pled guilty to any misdemeanor or felony: Yes □
No □
If yes, describe each in full including date(s):
____ ___
___
________
___________________________________________________________
___
As a condition of volunteering, I give permission to the Public Libraries of Saginaw to conduct a background
check on me, which may include a review of sex offender registries, child abuse and criminal history records. I
understand that my position is conditional upon the library receiving no inappropriate information on my
background. I hereby release and agree to hold harmless from liability the Public Libraries of Saginaw, the
officers, employees and volunteers thereof, or any other person or organization that may provide such
information. I also understand that, regardless of previous appointments, the Public Libraries is not obligated
to appoint me to a volunteer position. I understand that I am subject to removal from my volunteer position
for violation of library policies or falsification or omission from this form.
Applicant Signature:
Date:
____________
11/08
11.06 GUIDELINES FOR ADVERTISING IN COMMUNITY PUBLICATIONS
The Public Libraries of Saginaw gets numerous requests to advertise in community
publications such as high school yearbooks, events brochures and anniversary booklets.
Because the library is a tax-supported institution, very few of these requests are
granted.
Please refer all requests to the Director.
Decisions are made to advertise according to the following guidelines:
1. We will advertise in a publication that has a significant distribution over
a period of time, so that PLOS receives significant public relations value.
Example: Chamber of Commerce directory
2. We will advertise in special event publications if the library system is participating
in the event, or we have a significant partnership with the organization.
Examples:
Cinco de Mayo parade booklet
First Ward Community Center Anniversary Booklet
3. We do not advertise in high school yearbooks or in school sporting event
booklets. There are too many schools in our service area to support them
equally.
4. Staff members are encouraged to participate on an individual basis in fundraising
events such as bowl-a-thons or walk-a-thons. The library system does not make
donations to these events.
11.07 POLICY ON BULLETIN BOARDS, DISPLAY CASES AND PAMPHLET DISTRIBUTION
Library bulletin boards, display cases and pamphlet racks are available for the posting
and distribution of materials for community information, cultural enrichment and
educational purposes. The following guidelines apply:
1. Items for pamphlet racks and bulletin boards must be approved by the library
staff.
2. Due to space limitations, the library reserves the right to limit the size, number of
items and length of time displayed.
3. Posting or distributing items does not imply endorsement by the library.
4. Materials can be displayed or distributed in order of their priority:
a.
b.
c.
d.
Library services
City, School District and other local government announcements
Events of general community interest
Non-profit organization and local service club information, including
fundraising and other events that are open to the public.
5. The following materials are not accepted for display or distribution:
a. Commercial announcements
b. Partisan political or religious material
c. Personal announcements or greetings to an individual. (Missing persons
announcements can be displayed.)
6. Displays of general interest that educate and enrich the community are
welcomed in each library building. Permission to display the items and scheduling
the display must be arranged in advance with the branch or department
manager. The Display Case Release Form must also be filled out.
Approved by AC 10/16/02; Approved by Library Board 11/21/02
11.08 ADA COMPLIANCE POLICY
The Public Libraries of Saginaw seeks to make its services, facilities, programs and
materials as accessible as possible to the public, including those who have disabilities,
through the following methods:
SERVICES: Provision of services to all users is made possible through the use of the
Michigan Relay system, Books by Mail program, Text Telephone, closed circuit TV for
enlarging text and images, telephones with volume amplifiers, a Kurzweil Reader,
written communication and other adaptive technologies.
The World Wide Web Consortium’s Web Accessibility Initiative (WAI) has published
Web Content Accessibility Guidelines (WCAG) to help authors create content that is
accessible to people with disabilities. The Public Libraries of Saginaw strives to make
Web content accessible to people with disabilities by adhering to these guidelines. Web
content includes the text, images and forms included on our website
The Public Libraries of Saginaw will continue to assess new technologies which may be
of assistance to our patrons.
FACILITIES: All branches of the Public Libraries of Saginaw strive to comply with ADA
building requirements. Parking lots have clearly marked van accessible parking spaces
in correct proportion to the total number of spaces available.
PROGRAMS: With two weeks advance notice, the Public Libraries of Saginaw will
provide necessary, reasonable auxiliary aids and services to individuals with disabilities.
MATERIALS: Library collections include items in a number of formats, including but not
limited to, print books, audio-recorded books and large print materials. All branches
have online access to information regarding the Michigan Network of Libraries for the
Blind and Physically Handicapped.
ACCESSIBILITY CONCERNS PROCEDURE: People who wish to request
accommodation other than that provided for public programs or those wishing to
express a concern about accessibility at any branch of the Public Libraries of Saginaw
have access to a three part procedure.
Step One: Request for accommodation and/or concerns about accessibility can be
presented in person, by mail, or email, or over the phone. Such requests should be
addressed to the Library Director. The Director, after review, will determine if the
requested accommodation can be provided. In regard to any concerns a Library Patron
may have, the Director will review those concerns and will try to resolve them informally
with the Patron.
Approved by Library Board 8-5-10
Step Two: If resolution of a request for accommodation or a concern by a Patron
cannot be resolved at Step One, the Patron may present a written request using an
Accessibility Concerns form. Assistance in completing this form will be provided by
Library personnel if needed. The completed Accessibility Concerns form will be
reviewed by the Library Director who will give a written response to the Patron within 14
calendar days from the date of submission of the Accessibility Concerns form to the
Director.
Step Three: If the matter is not resolved at Step Two, the Patron will have seven (7)
calendar days to appeal the matter the Library Board. On receipt of the written appeal
from the Patron, the Library Board will review the matter at its next regularly scheduled
meeting. The decision of the Library Board will be the final response to the Patron’s
concern or requested accommodation by the Library. If the Patron is not satisfied with
the Library’s final response, the Patron may pursue other courses of action as described
in the Americans With Disability Act and its related regulations.
Accessibility Concerns Form
1. Please describe your disability:
2. Please state the accommodation you are requesting:
3. If you have concerns regarding the accessibility to use the Library’s facilities, please
state your specific concerns:
4. Please set forth any suggestions as to how the accessibility problems can be
corrected.
Name______________________________________________________________________
Address____________________________________________________________________
Home Phone______________________________ Cell Phone________________________
Date_____________________ Signature _________________________________________
Please see the attached policy which sets forth the procedure that will be followed in
addressing your request for accommodations or concerns.
Send the completed form to:
Library Director
505 Janes Avenue
Saginaw, MI 48607
Fax Number 989-755-9828
Date received:________________________________
12.01 INTERNET USE POLICY
INTERNET USE POLICY
The Public Libraries of Saginaw is pleased to make access to the resources of the Internet
available within the context of the library’s mission. Our mission is to educate, enrich,
entertain, encourage reading and lifelong learning. The Internet offers unprecedented
access to information of all varieties. The Internet expands the resources that the library
can offer the community that otherwise may not be available. Bear in mind, the Internet
is unregulated and does allow access to information that may be out-of-date, inaccurate,
or offensive.
The Public Libraries of Saginaw assumes no responsibility for any direct or indirect
damages arising from the use of its connection to Internet services. The library is not
responsible for the accuracy of information found on the Internet.
It is prohibited to use this station for illegal or criminal purposes or to seek access into
unauthorized areas. Infringement of copyright is prohibited. Materials retrieved or
utilized electronically will be provided constitutional protections in accordance with
applicable law.
It is also prohibited for minors (individuals under 18 years of age) to receive or view
obscene or sexually explicit matter as defined by Michigan PA 212 of 2000. Parents or
guardians of minors are responsible for monitoring material accessed by minors. All
computers in the children’s areas of the library are filtered. However, because minors
may gain unfiltered access to the Internet by purposefully avoiding established library
procedures, the parent or legal guardian is responsible for monitoring Internet use by
his/her children.
Internet users must be aware that images or text displayed on the Internet terminals’
screens may be inadvertently viewed by other people in the course of their normal
business at the library. Because exposing unwilling library users or staff to sexually
explicit images or text can be interpreted as offensive behavior, the library reserves the
right to ask users to clear the screen of such images or text. The library staff member on
duty will determine whether any images or text should be removed. Intentionally causing
any library staff or users to view sexually explicit images or text, failure to clear a screen
upon request or returning to the same or similar screen following a request will be
considered a violation of the Public Libraries of Saginaw’s Internet policy.
Inappropriate use may result in the loss of computer privileges.
Users of this station must adhere to these guidelines.
.
Revised and Adopted by the Library Board 9/21/00, 9/19/02, 3/2/06
12.02 GUIDELINES FOR MONITORING USE OF THE PUBLIC COMPUTERS
1. Public computers should be monitored periodically by staff members assigned to
do so by the branch head.
2. The library staff member on duty has the discretion to request that users clear
their screens of sexually explicit images in accordance with the Internet Use Policy.
3. Any library staff member that is aware of a violation of the Internet Use Policy is
expected to act promptly, either individually or in consultation with another staff
member.
4. All situations should be dealt with in a low-key, non judgmental manner using
the script below as a guideline.
5. If the patron refuses to cooperate, this could result in a loss of computer
privileges and removal from the building. Employees should refer the situation to
their supervisor and follow the guidelines in the serious incident policy as needed.
Script
Excuse me. What is currently on this screen is not allowed under library policy.
Please switch to another site right away.
07/98
Revised Guidelines approved by Administrative Council 11/15/2006; Revised by
Administrative Council 2-10
12.03 PUBLIC COMPUTER USE GUIDELINES
1. Personal computer users are expected to use the computer independently.
2. A valid Public Libraries of Saginaw library card is required for all adult computer
use.
3. The computers will be available for use by the public during regular library hours.
They will be turned off approximately 15 minutes before closing, similar to other
machines and equipment.
4. Library computer workstations in the Children’s Department are intended for use
by children 12 and under. Adults and teens may use these workstations only when
assisting children in this younger age range. Patrons must be 18 or older to use an
unfiltered computer.
5. If you install your personal programs or data on the hard drive, these programs
will be deleted daily. Save files to your own device.
6. The Library charges a nominal fee for printing. If you bring paper or
labels from home, the print fee applies.
Revised and Approved by Administrative Council 15/15/95, 08/05/93, 08/98, 11/06,
3/07, 04/12
12.04 Procedure for Dispersal of Computer Equipment/Parts

Offer Zauel Memorial Library the old computers for a small price.

PCs and printers would trickle through the PLOS city branches, then to
Zauel, then to the staff sale, then to the public sale.
Staff and Public Sale:

Computer equipment no longer used by staff or public will be placed in
storage and marked as such in the inventory.

Automation staff will determine which of the items in storage are no
longer usable in the system and can be offered in the sale.

Automation staff will ‘clean out’ each PC of personal or organizational
information, and decide which software will be left to be sold on each
computer.

Each item to be sold will be tested to make sure it works (items no longer
in working order will be disposed of and so marked in the inventory).

A sheet will be placed on each piece of equipment, stating software,
operating system, etc.

Equipment will be priced by the Automation Department personnel. The
price will also placed on the accompanying equipment sheet.

Inventory tags will be removed and saved in order to update the inventory
with equipment sold or disposed of.

Dates, times and place of the sale will be arranged; the staff sale being
held prior to the public sale.

At least one automation staff member will be present during the actual
sale.

Proceeds from the sale will be given to the Friends of the Public Libraries
of Saginaw.

Items not sold will be disposed of or donated.
Disclaimer:
Equipment is sold “as is”. No returns will be accepted. The PLOS staff will not
be available for assistance if problems develop with equipment.
Procedure for Dispersal of Computer Equipment 06/01
12.06 STAFF COMPUTER USE POLICY
The Public Libraries of Saginaw provides computers, e-mail and network/Internet
access to employees to support them in the performance of their jobs. Computers and
software provided by the Library are intended for official business purposes. Occasional
personal use of computers, e-mail and the Internet is permissible so long as such use
does not interfere with access by other staff, interfere with performance of job duties
and does not violate Library policies.
Copyright Protection
Library employees are prohibited from making or using illegal copies of software or
illegally downloading files that are protected by copyright.
Computer Systems and Networks
Library employees are not permitted to install any software or hardware on library
computer equipment, systems and networks. The Information Technology Department
should be contacted for all hardware and software installations.
E-Mail
Library employees should respond to staff and public e-mail inquiries promptly and
professionally.
Library employees must take care that their personal statements are not
misrepresented as official library positions.
Non-business e-mail messages become the property of the Library and are subject to
the same conditions as Library e-mail.
Social Networking
The Public Libraries of Saginaw understands the value of keeping up with technology.
With this understanding comes a responsibility as well. Social networking in the form of
Twitter, Facebook, MySpace and other blogs or social networking sites can be a useful
tool or a distraction from duties. Please respect the following guidelines when using
these sites.
Library employees are expected to remain respectful of the Library, its employees,
patrons, vendors and services. Personal posts should not contain material that is
obscene, crude, slanderous, hostile, discriminatory, or embarrassing to another
employee or the Library. Employees should not engage in activity that reflects or may
reflect negatively on the Library, its employees or patrons.
Use of Library logos or trademarks is prohibited.
Social media activities should not interfere with work commitments.
You are required to use a personal email account (not your Library email account) when
using social media for personal use. To protect your own account and information, you
are strongly encouraged to make your profile private.
Security and Privacy
Library employees should take care not to intentionally or unintentionally disclose their
personal library system passwords to anyone, however all passwords must be on file
with the IT staff. The IT Department must be notified when an employee changes their
password.
While the Library respects the privacy of employees, the right to individual privacy does
not extend to the use of Library-provided equipment or networks. Any item created on a
library computer or sent through the network is considered to be the property of the
library.
The Library may monitor Internet use, examine files or read e-mail at any time when
authorized by the Library Director or court order.
Prohibitions
Library employees are not permitted to use computers, the Internet, or E-mail for illegal
activities or offensive purposes, which include, but are not limited to the following:
In a manner that is disruptive of Library operations, that adversely affects the Library’s
public image, that is harmful to employee morale, or may create a hostile work
environment;
For the display or transmission of sexually explicit images and messages;
For the display or transmission of ethnic slurs, racial epithets, or any message that is
harassing or disparaging of others based on their race, national origin, gender, sexual
orientation, age, disability or religious or political beliefs;
To pursue any unlawful activity or to defame any person.
Violations
Violation of this policy may result in disciplinary action up to and including termination
and/or legal action if warranted.
Approved by Library board 3/1/07, Revision approved by Library Board 6/4/09
12.07 COMPUTER HACKING POLICY
Hacking is defined as the intentional, unauthorized use, or attempts to
circumvent or bypass security mechanisms of an information system or
network. Personal computers are provided by the Public Libraries of
Saginaw to allow the public and the staff access to the Internet. The
Internet Use Policy (12.01) and Public Use Microcomputer Guidelines
(12.03) cover the average use of personal computers.
Hacking is a criminal offense and will not be tolerated. Should any law
enforcement agency approach the Public Libraries of Saginaw about a
hacking incident originating from the Public Libraries of Saginaw, full
compliance will be given to any investigation within the limits of the law
The patron who has been caught trying to hack into any system will lose
all Internet privileges for one year. A staff member will write up an incident
report which will be given to the Branch Head who will forward a copy to
the business office. In the event of a second incident of hacking, Internet
privileges will be lost and will not be restored.
Because the integrity of computer networks and systems is of the utmost
importance, only employees working in the IT department are authorized
to make changes that affect the operations of library computer networks
and systems such as loading system databases, adding servers or deleting
programs and databases. There are no exceptions. Employees who
violate this rule will face a punishment in accordance with established
library policies.
Approved by A/C 12/06
13.02 PAYROLL REPORTING GUIDELINES
UPDATED GUIDELINES FOR REPORTING PAYROLL
The following guidelines are written to assist in the preparation of the bi-weekly payroll.
Please review them and refer to them when you have any questions about payroll
reporting.
General Rules for Payroll Reports
1. Part-time professional employees will now be reported on the same payroll form as
full-time professional and full and part-time secretarial employees. Though they will
no longer be required to punch in with a time card, supervisors will need to keep a
schedule of hours worked. New payroll forms will be sent whenever there are
changes in staff. Keep the original to make copies for future payrolls.
2. Pages and substitutes will still punch a time card, and you will continue to report
their hours on a separate form as in the past. New forms will be sent to you before
each payroll is due.
3. Effective July 1, 1997, the bi-weekly pay period for all employees will be Saturday
through Friday, and payroll will be reported to the Business Office every other
Monday morning rather than Friday. For example, the pay period will end on a
Friday, and you will be reporting all hours worked, including the Saturday two weeks
prior through Friday for all employees, including part-time professional, page, and
substitute employees.
4. Part-time professionals and secretaries have their normal number of hours listed in
parentheses after their name. If they have not missed any time, simply write that
number in the “hours present” column. If someone is absent, insert the number of
hours present and the number of hours absent in the “hours absent” column.
Under “date and reason for absence”, write the date of each individual absence, the
number of hours of each absence, and the reason (vacation, sick, etc.). A sample
form is attached. If any hours are to be unpaid, please indicate also.
5. Absence and comp time cards may be filled out by the employee or supervisor at
the supervisor’s discretion. The absence card should indicate the date and number
of hours missed by the employee. It may include more than one date if absence
was for the same reason. Samples are attached for your information. Comp time
cards must show the date and number of hours earned as well as the reason, and
must be filled out for all comp time earned. Comp time cards should be
accompanied by an absence card showing when the corresponding time off was
taken and when the comp time was earned. See attached samples.
6. Full-time employees are considered to be working 80 hours. When a full-time employee misses a
full day, report it as 8 hours absent even though it may only have been a 7 hour day. For partial
days absent, report the exact number of hours missed.
7. Time may be reported down to the quarter hour, but not less. For example: June 16 - 3.25
hours - illness.
8. For pages and substitutes, report only total time worked. There is no need to include the date
and number of hours worked each date on the form.
9. On payroll Mondays, payroll sheets (faxed or originals) should be received in the Business Office
so that the payroll process can begin as close to 9:00 a.m. as possible, unless you are notified
otherwise. Always include the name and phone number of a contact person so payroll questions
can be answered promptly.
10. Send original payroll forms along with completed absence and comp time cards in deliveries on
payroll day. A copy of your bi-weekly schedule showing dates and times employees have worked
must also be turned in. Keep in mind that the payroll report and schedule must agree.
13.03 SUNDAY SERVICE COMPENSATION GUIDELINES
1) Public Libraries of Saginaw staff * (excluding substitutes and pages) may be
required to work up to 3 Sundays, and for every 4 hours of work will receive
6 hours of compensatory time for their first three Sundays of work during
that fiscal year.
2) After the required 3 Sundays, staff who choose to request to be considered
for Sunday service scheduling will have the option of 6 hours compensatory
time for 4 hours of Sunday work, or 4 hours of pay at time and one half.
3) Staff, when needed, can be required to work more than three Sundays a year
when deemed necessary by the director. When this occurs, staff will have
the same option as noted in #2 to choose compensatory time off or pay for
hours worked.
4) All substitutes ** and pages will receive straight time pay for Sunday service.
5) In coming years the Public Libraries of Saginaw reserves the right to change
its Sunday Service compensation to simple 1 1/2 time pay for all "staff" and
eliminate the use of compensatory time.
* Staff would be considered any person who works regularly scheduled hours for PLOS and is
not a substitute or page or contractual service person.
** Anyone who works substitute hours for PLOS, but is also a regular PLOS staff member will be
considered PLOS staff in regards to Sunday service.
Approved by Library Board of the Public Libraries of Saginaw – 09/17/92
14.01 FIXED ASSET INVENTORY PROCEDURE
The Administrative Assistant for Purchasing and Library Finance will receive all
furniture and equipment. Upon receipt of the invoice, the she will complete an
inventory card with pertinent information on the furniture/equipment received.
She will assign an inventory tag number and add the new purchase to the
database. The inventory tag will be forwarded to the Automation Specialist who
will physically tag the equipment.
All furniture and equipment with a cost of $100.00 or more receives an inventory
tag number. Zauel, being a contractual library, is only assigned inventory tag
numbers on grant purchases.
The Administrative Assistant will maintain accurate records of all inventory tag
numbers. Branch/Department Heads are required to submit Equipment Transfer
Forms to the Administrative Assistant any time furniture/equipment is moved,
transferred or discarded from their departments or buildings.
The Administrative Assistant will print out reports from the equipment inventory
database and will forward copies of the inventory data to the Branch/Department
heads who will assign personnel to physically check the inventory during the
month of December each year.
The Branch/Department Head will initial each tag number listed on the inventory
record as each item is accounted for. Any discrepancies found during the
inventory check should be noted and initialed by the Branch/Department Head.
The initialed reports are to be returned to the Administrative Assistant within 30
days. The Administrative Assistant will work with the Department/Branch Heads
to resolve any discrepancies found in the inventory check and will file a written
copy of any unresolved discrepancies with the Director.
Once every two years the Administrative Assistant will contact the
Branch/Department Head for an inventory spot inspection, at which time a staff
member assigned by the Department or Branch Head will be responsible for
locating inventory items as requested by the Administrative Assistant. The
Administrative Assistant will file a written report of any unresolved discrepancies
resulting from the spot inspection with the Director.
02/20/95
14.02 FRIENDS GROUP PURCHASES PROCEDURE
Department/Branch Head issues Request for Purchase Order (RPO) clearly
stating on the RPO that the Friends groups will pay for purchase. RPO is sent to
Purchasing secretary.
Purchasing secretary will issue P.O. “Funds to be provided and payment to be
made by Friends group” will be typed in place of the account number.
Purchasing secretary will mail P.O. to the vendor.
Purchasing secretary will send 2 copies of the invoice to the Department/Branch
Head.
Department/Branch Head will give copy of the invoice to their Friends group.
The Friends group will issue a check made out to the VENDOR (NOT THE PUBLIC
LIBRARIES OF SAGINAW) and give to the Department/Branch Head.
Department/Branch Head will be responsible for collecting the check from the
Friends group in a timely manner and returning it to the Purchasing secretary.
The Purchasing secretary will be responsible for mailing the check to the vendor.
A copy of the invoice and check will be filed in the invoice file.
Inventory tags will be assigned and applied by the Purchasing secretary if called
for.
04/22/93
14.03 PETTY CASH FUND POLICY
Each branch will maintain a petty cash fund from which purchases may be made.
Each branch should keep a daily report of income and out-go.
At the end of each month a report of expenditures and their categories should be
made to the business office.
A check will be made to reimburse your petty cash fund to the level which has
been set.
Heading for expenditures:
Books, pamphlets
Periodicals, newspaper
Maintenance supplies
Supplies
Postage
Miscellaneous
Headings for receipts:
Fines
Book lost or damaged
Refunds
14.04 PURCHASING PROCEDURE
1. Department/Branch Head submits purchase request to Business Office.
2. Request is reviewed in terms of the following:
A. Do we need it? If so, do we need it now?
B. Was it budgeted? If so, is there a sufficient account balance to pay for
it?
C. What about the price? Other vendors? Quantity and quality needed?
If there are questions, the request is reviewed by the Library Director
and requestor.
3. Purchase Order is then prepared and amount of order is encumbered.
4. Purchase Order must be signed by the Library Director or designee before it
is issued – this document also indicates the budget for this account plus
amount expended and encumbered year to date. Copy of the P.O. is sent to
the Department/Branch Head.
5. After item is ordered, received, invoices checked – the invoices must be
approved by the Library Director for payment.
6. Checks are drawn for payment.
7. List of checks approved by the Library Board.
8. Treasurer signs checks, followed by the Library Director’s signature.
10/05/82
14.05 SPENDING AND BIDDING LIMITS FOR NON-MATERIAL PURCHASES
The Director may expend up to $1,000 on any unbudgeted item without specific
approval of the Library Board.
For purchases over $5,000, comparative quotes will be gathered on an informal
basis.
Formal bids will be advertised for individual items costing over $15,000.
Approved 09/95 by the Library Board of the Public Libraries of Saginaw
14.06 INVESTMENT POLICY
1.
PURPOSE
It is the policy of the Public Libraries of Saginaw to invest its funds in a
manner which will provide the highest investment return with the maximum
security, while meeting the daily cash flow needs of the Library and
complying with all state statutes governing the investment of public funds.
2.
SCOPE
This Investment Policy applies to all the investment activities of the Library
except for its employee pension funds and its employee deferred
compensation funds which are organized and administered separately. The
assets, subject to this policy, are accounted for in the various funds and
trusts of the Library and include the general fund and any new fund
established by the Library.
3.
OBJECTIVES
Funds of the Library will be invested in accordance with Michigan Public Act
20 of the Public Acts of 1943, as amended, and in accordance with the
following objectives in order of priority:
Safety – Safety of principal is the foremost objective of the Library’s
investment program. Each investment transaction shall seek to first ensure
that capital losses are avoided whether they be from defaults or erosion of
market value.
Diversification – The investments shall be diversified to eliminate the risk
of loss resulting from over-concentration in a specific maturity, individual
financial institution(s) or a specific class of securities. Diversification
strategies shall be determined and revised by the Investment Officer from
time to time to meet diversification objectives (to reduce overall portfolio
risks while attaining market average rates of return).
Liquidity – The Library Investment Portfolio will remain sufficiently liquid to
enable the Library to meet all operating requirements which might be
reasonably anticipated. Investment maturities for operating funds shall be
scheduled to coincide with projected cash flow needs, taking into account
large routine expenditures as well as considering sizable blocks of
anticipated revenue.
Return on Investment – The Investment Portfolio of the Library shall be
designed with the objective of obtaining a rate of return throughout the
budgetary and economic cycles, taking into account the investment risk
constraints and the cash flow characteristics of the portfolio.
4.
DELEGATION OF AUTHORITY
The Treasurer or designee shall act as Investment Officer of the Public
Libraries of Saginaw and is responsible for investment decisions and
activities. The Library Director shall develop and maintain written
administrative procedures for the operation of the investment program,
consistent with the Investment Policy. Such procedures shall include explicit
delegation of authority to persons responsible for investment transactions.
No person may engage in investment transactions except as provided under
the terms of this policy and the administrative procedures established by the
Library Director. The Library Director shall also establish a system of
controls to regulate the activities of subordinate officials and shall be
responsible for all transactions undertaken.
5.
AUTHORIZED INSTRUMENTS
In accordance with Michigan Public Act 20 of the Public Acts of 1943, as
amended, the surplus funds of the Public Libraries of Saginaw may be
invested as follows:
(a) Bonds, securities, and other obligations of the United States or an agency or
instrumentality of the United States in which the principal and interest is fully
guaranteed by the United States. This subdivision shall include securities
issued or guaranteed by the Government National Mortgage Association.
(b) Certificates of deposit, savings accounts, deposit accounts, or depository
receipts of a bank which is a member of the Federal Deposit Insurance
Corporation or a savings and loan association which is a member of the
Federal Savings and Loan Insurance Corporation or a credit union which is
insured by the National Credit Union Administration, but only if the bank,
savings and loan association, or credit union meets all criteria as a depository
of public funds contained in state law.
(c) Commercial paper rated at the time of purchase within the highest
classification by not less than two standard rating services and that matures
not more than 270 days after the date of purchase. Not more than 50% of
any fund may be invested in commercial paper at any time.
(d) United States governmental or federal agency obligation repurchase
agreements.
(e) Bankers’ acceptances of United States banks.
(f) Mutual funds registered under the Investment Company Act of 1940, with
authority to purchase only investment vehicles that are legal for direct
investment by the Library. This authorization is limited to securities whose
intention is to maintain a net asset value of $1.00 per share.
Please see Appendix A for definitions of the stated investment
instruments.
6.
SAFEKEEPING AND CUSTODY
The Treasurer or designee shall recommend financial institutions for
approval for the safekeeping of Library funds based on an evaluation of the
performance and solvency of the institution, as well as past performance in
exercising due care and prudence in managing the custody of Library funds
held in trust, if applicable.
The Treasurer or designee may elect to have certificates and other evidence
of investments held by a financial institution, provided that the financial
institution presents to the Treasurer or designee sufficient documentation
and acknowledgment of the investment instruments held on behalf of the
Library.
In determining safekeeping and custody qualifications, financial institutions
must document a minimum capital requirement of at least $50,000,000 and
at least five years operation. All financial institutions shall be pre-qualified
by supplying the following:

Audited financial statements

Proof of FDIC insurance

Proof of state registration, and

Certification of having read, understood and agreed to comply with the Public
Libraries of Saginaw Investment Policy.
All brokers/dealers shall be pre-qualified by supplying the following:

Audited financial statements

Proof of National Association of Securities Dealers certification

Proof of SIPC insurance

Proof of state registration, and

Certification of having read, understood and agreed to comply with the Public
Libraries of Saginaw Investment Policy.
The Treasurer or designee shall annually examine the financial condition and
registrations of qualified financial institutions and brokers/dealers by
obtaining annual updates of the information listed above.
7.
MONITORING AND ADJUSTING THE PORTFOLIO
The Treasurer or designee shall assure that the contents of the portfolio, the
available markets and the relative values of competing instruments are
routinely monitored and that the portfolio is adjusted accordingly.
8.
PRUDENCE
The standard of prudence to be applied by the Investment Officer shall be
the “prudent investor” rule, which states:
“Investments shall be made with judgment and care, under circumstances
then prevailing, which persons of prudence, discretion and intelligence
exercise in the management of their own affairs, not for speculation, but for
investment, considering the probable safety of their capital as well as the
probable income to be derived.”
The Investment Officer shall report within two (2) weeks of discovery any
deviation from expected performance of individual securities, and take
appropriate action to control further adverse impact.
9.
APPROVED DEPOSITORIES
The Library Board approves the following financial institutions as depositories
of Library funds:
Citizens Banking Corporation
First of America Bank
Great Lakes National Bank
Standard Federal Bank
Michigan National Bank
Bank One
Team One Credit Union
Wolverine Bank
10. STATEMENT OF ETHICS
The Treasurer and any designee shall refrain from personal business activity
that could conflict with the proper execution and management of Library
investments, or that could impair the Treasurer or designee’s ability to make
impartial investment decisions.
11. REPORTING
The Treasurer or designee shall assure that a quarterly report is prepared
showing all interest-bearing activities, including the name of the financial
institution, type of investment, anticipated yield and the date of maturity.
Within 120 days of the end of the fiscal year, the Treasurer or designee shall
assure that an annual report is prepared and given to the Library Board
concerning the investment of the funds.
12. INVESTMENT POLICY ADOPTION
The Library’s Investment Policy shall be adopted by resolution of the Library
Board. The Policy shall be reviewed annually by the Finance Committee and
any modification made thereto must be approved by the Library Board.
13. EFFECTIVE DATE
This Policy shall become effective on October 16, 1998, the day following
adoption by the Library Board.
_____________________________________
Joan Brownell, Secretary
_________________
Date
Resolution adopted by the Library Board on 10/15/98
CERTIFICATION
I hereby certify that I have received the Investment Policy of the Public Libraries
of Saginaw, have personally read the Investment Policy of the Public Libraries of
Saginaw and agree with the terms of the Investment Policy regarding the buying
or selling of securities. We also pledge to exercise due diligence in informing you
of all foreseeable risks associated with financial transactions conducted with our
firm.
_________________________________________________________________
Name of Institution
_________________________________________________________________
Address
_________________________________________________________________
Authorized Official & Title
____________________________
Signature
___________
Date
APPENDIX A
Description of Investments which comply with the requirements of Public Act 20
of 1943, as amended (MCL 129.91).
US Treasury Bills – Obligations of the United States Government sold at a
discount from par with a specific maturity date up to a maximum maturity of
one year. Available in minimum denominations of $10,000 and increments of
$5,000 thereafter, interest is discounted and calculated using actual number
of days on a 360-day year.
US Treasury Notes – Obligations of the United States Government, bearing
interest payable at six-month intervals until maturity. Maturities are from one
to ten years. Denominations, after a minimum of $5,000, are in $1,000
multiples.
US Treasury Bonds – Similar to notes except original maturities are ten years
and longer. Interest is generally payable on February and August 15 or May
and November 15, comparable to US Treasury Notes.
US Treasury STRIPS – Separate Trading of Registered Interest and Principal of
Securities.
TINTS – Treasury Interest Securities
PRINS or STRIP Ps – Treasury Principal Securities
CUBES – Coupons Under Book Entry System
US Government Agency Obligations – Obligations issued by various
independent federal agencies which are separate corporate entities and which
are not direct obligations of the United States Government.
Certificate of Deposit (CD) – Is a receipt of funds deposited in a financial
institution for a specified period at a specified rate of interest. A negotiable
receipt may be in bearer or registered form and can be traded in the
secondary market. A non-negotiable receipt is always registered and has no
secondary market. Denominations can be any agreed amount, and interest is
normally calculated using actual number of days on a 360-day year.
However, each financial institution’s calculations vary, and the investor should
ask to avoid misunderstanding.
Savings Deposit Receipt – A non-negotiable receipt evidencing a deposit with
interest to be paid at a stated rate. Maturity may be fixed, but normally is
subject to presentation by the depositor for payment. The amounts may be
small or large but Federal Regulations will regulate the interest rate to be
paid. This instrument is somewhat outdated due to popularity of regular
passbook and statement savings accounts with daily interest.
Savings Account – A deposit evidenced by a passbook or monthly statement.
Entries are made for each deposit and withdrawal and interest is paid in
accordance with the policy of the financial institution. It is often used to
accumulate small amounts of funds until a larger, higher-yielding investment
can be made.
Commercial Paper – Short term unsecured debt obligation issued by a bank
holding company, finance company, utility or industrial company to raise
short term cash.
Repurchase Agreement – Is not a security but a contractual arrangement
between a financial institution or dealer and an investor. The agreement
normally can run for one to thirty days, but some can go longer. The
investor puts up his funds for a certain number of days at a stated yield. In
return, he takes title to a given block of securities as collateral. At maturity,
the securities are returned and the funds repaid plus interest. Usual amounts
are $500,000 or more, but some repurchase agreements can be smaller.
Interest is calculated the same as certificates of deposit. Extreme caution
should be exercised to obtain an undivided interest in the securities under
repurchase agreement. Furthermore, if the securities are held for you in
safekeeping, they should be held in a customer-segregated safekeeping
account, preferably by a third party. The securities under repurchase
agreement should also be “Marked-to-Market” meaning that the value of the
securities should be maintained during the entire life of the agreement at
levels equal to or greater than the amount advanced for the agreement.
Bankers’ Acceptance – A negotiable time draft or bill of exchange drawn on
and accepted by a commercial bank. Acceptance of the draft irrevocably
obligates the bank to pay the bearer the face amount of the draft at maturity.
Bankers’ acceptances are usually created to finance the import and export of
goods, the shipment of goods within the United States and the storage of
readily marketable staple commodities. Bankers’ acceptances are sold at a
discount from par similar to US Treasury Bills, and, since an acceptance is
tied to a specific loan transaction, the amount and maturity of the acceptance
are fixed.
Investment Pools – Those investment pools organized under the authority of
the Urban Cooperation Act of 1967, 1967 (Ex Sess) PA 7 (MCL 124.501 to
124.512), the Surplus Funds Investment Pool Act, 1982 PA 367 (129.111 to
129.118) and the Local Government Investment Pool Act, 1985 PA 121, (MCL
129.141 to 129.150). Those pools are managed by contractual agreement
contained in the interlocal agreement, banks and a county treasurer,
respectively. All of the pools are limited to investments described in section 1
(1) (a) through (g).
14.07 CREDIT CARD POLICY
CREDIT CARD POLICY
RESOLUTION 99-3, JUNE 17, 1999
(Amended by approval of Library Board November 18, 1999; March 16, 2000;
May 17, 2001; May 15, 2003, and May 5, 2011
WHEREAS, the Public Libraries of Saginaw wishes to obtain credit cards to speed and
enhance the ordering of Library materials and services; and
WHEREAS, Public Act 266 of 1995 requires that local units of government adopt a
credit card policy by resolution;
NOW THEREFORE BE IT RESOLVED that the Public Libraries of Saginaw hereby
adopts the following Credit Card Policy:
1.
The Payroll and Investment Manager shall be responsible for the issuance,
accounting, monitoring and retrieval of the Library credit cards and for
overseeing compliance with this Credit Card Policy. The Payroll and
Investment Manager shall not be an authorized user of the Library credit
cards.
2.
The total combined authorized credit limit of all Library credit cards shall
not exceed $20,000.
3.
The credit cards shall be used only by an employee (named in this policy) of
the Public Libraries of Saginaw and shall be used only for the purchase of
goods or services for the official business of the Public Libraries of
Saginaw.
4.
The request for use of a credit card by an employee of the Public Libraries
of Saginaw requires pre-approval by the Library Director or his designee
and must be accompanied by a purchase order number.
5.
An employee using a Library credit card is responsible for the protection
and custody of the card and shall immediately notify the Public Libraries of
Saginaw if the card is lost or stolen.
6.
The credit cards shall be kept in a locked cabinet in the Business Office and
shall be returned to that office immediately after each use.
7.
An employee using a Library credit card must submit a Credit Card
Purchase Form showing an itemized list of goods or services purchased with
the card, the cost of purchase, name of purchaser, date of purchase and
purpose of purchase to the Business Office.
8.
The balance due shall be paid within not more than thirty (30) days of the
initial credit card statement date.
9.
Unauthorized use of a Library credit card by any employee may be cause for
dismissal and/or the employee may be held responsible for the payment of
unauthorized purchases.
Authorized Users of the Library Credit Card:
Administrative Library Assistant
Head of Technical Services
Purchase & Accounts Payable Manager
Library Director
Marketing & Public Relations Rep.
Building Maintenance Technician
AYES:____________________________________________________________
________________________________________________________________________
NAYS:__________________________________________________________________
________________________________________________________________________
RESOLUTION DECLARED ADOPTED.
________________________
Ralph Martin
Secretary, Library Board
I hereby certify that the foregoing is a true and complete copy of a resolution adopted by
the Library Board of the Public Libraries of Saginaw, County of Saginaw, State of
Michigan, at a regular meeting held on May 5, 2011; and that said meeting was
conducted and public notice of said meeting was given pursuant to and in full compliance
with the Open Meetings Act, being Act 267, Public Acts of Michigan, 1976, as amended,
and that the minutes of said meeting were kept and will be or have been made available
as required by said Open Meetings Act.
_________________________
Ralph Martin
Secretary, Library Board
14.08 POLICY FOR ACCEPTANCE OF PAYMENTS VIA FINANCIAL TRANSACTION DEVICES
The Library is authorized by the Board of Trustees and adopts this policy pursuant to MCL
129.221 et seq to accept payment of any and all fees and other funds due to the Library
via an electronic funds transfer card, a credit card, or a debit card (collectively “approved
financial transaction devices”). The Director of the Library is responsible for determining
any additional types of financial transaction devices that may be accepted by the Library.
The types of fees that may be paid to the Library via an approved financial transaction
device include but are not limited to donations, fees due to the Library, and tax and
related payments to the Library.
The Director is responsible for accounting, monitoring, and overseeing compliance with
this policy. Payments to the Library via approved financial transaction devices shall be
subject to the current Library payment procedures and internal controls.
14.09 POLICY FOR PAYMENT OF LIBRARY FUNDS VIA ELECTRONIC FUNDS TRANSFER
TRANSACTIONS
The Library Board of Trustees adopts this policy pursuant to MCL 124.301 et seq. The
Director is designated by the Board of Trustees as the Electronic Transactions Officer
(ETO) for the Library. As the ETO, the Director is authorized to enter into automated
clearing house (ACH) arrangements and ACH transactions.
For purpose of this policy:
 An “ACH arrangement” means an agreement between the originator of the ACH
transaction and the receiver of the ACH transaction.
 An “ACH transaction” means an electronic payment, debit, or credit transfer processed
through an ACH.





ACH transactions of the Library include without limitation automated direct deposits of
payroll funds to Library employees who elect this method of payment, payment of State
and Federal payroll taxes and other payroll related obligations such as retirement
payments, flexible spending arrangements, and insurance premiums. ACH
arrangements and ACH transactions are subject to current Library purchasing, receiving
and payment procedures and internal controls to monitor the use of ACH transactions
made by the Library. Such procedures and internal controls shall include:
Documentation as to the goods or services purchased, the cost of the goods or
services, the date of payment, and the departments serviced by the payment.
Invoices subject to payment pursuant to an ACH transaction shall be approved by the
ETO prior to payment, or by his designee as authorized by other Library policies or
procedures.
ACH documentation required by this policy shall be contained in the electronic general
ledger software system of the Library.
Unauthorized approval of ACH arrangements or ACH transactions will be handled on a
case-by-case basis. Disciplinary measures may include termination of employment or
services and prosecution up to the maximum allowed under current law.
15.01 NAME TAG POLICY
1. Each permanent staff member (clerical staff, librarians, subs) will be given
one personalized name tag.
2. Staff will wear the tag at all times in their buildings. Name tags will be worn
above the waist on a shirt, blouse, jacket, sweater, dress, etc. in such a
manner that the tag is easily visible from the front.
3. Each building will have a supply of generic name tags with the title STAFF on
them. Staff members must wear these if they have forgotten their
personalized name tag.
4. Pages will also have a supply of name tags with the title LIBRARY PAGE on
them available at each branch to wear while they are at work.
5. The first name tag will be no cost to the staff. If a staff member needs to
replace a lost name tag, they will pay for one-half of the cost.
6. Subs will be given a personalized name tag after completing the sub training.
During training, they will wear a generic STAFF name tag.
7. The Human Resources Manager is responsible for ordering new and
replacement name tags.
Approved on 12/16/93 by the Library Board of the Public Libraries of Saginaw
Revised policy approved by the Board 5/5/2011
15.02 RECOGNITION PINS AND GIFT CERTIFICATES
Public Libraries of Saginaw lapel pins will be given to all staff in recognition of
years of service for 10, 15, 20 and 25 years, based on date of hire, according to
the following schedule.
10 years
Bronze pin
15 years
Bronze pin with 2 pt. real garnet
20 years
Bronze pin with 2 pt. real emerald
25 years
Bronze pin with 2 pt. real diamond
The library will give gift certificates to all staff in recognition of years of service
for 30, 35, 40, 45 and 50 years of service, based on date of hire, according to
the following schedule. The gift certificates will be for a store or restaurant of
the employee’s choice.
30 years
$60 gift certificate
35 years
40 years
45 years
50 years
The pins and gift certificates will be awarded once yearly during the library’s
Staff Day.
The pins are manufactured by Josten’s, Inc. 148 East Broadway, Owatonna,
Minnesota 55060. 1-800-854-7464. They have the die for the Hoyt Public
Library logo on file.
Approved by Administrative Council 10/23/96, revised 4-11-01
16.01 PROCEDURE FOR DEALING WITH CHILDREN IN THE LIBRARY DURING SCHOOL
HOURS
Approach in this manner:
1. Are you here with an adult? (If they are present with a responsible adult, i.e.,
parent, grandparent, -cease conversation)
2. What school do you attend?
3. Why aren’t you in school today?
4. What is your name? (first and last)
If they say they are suspended or there is no school, contact the school for verification.
If it has been verified that the student is suspended from school, the student may not
use the computers until regular after-school hours. The student may stay in the library
and read.
If the student is supposed to be in school, they should be asked to leave. Calling the
numbers below will allow staff to report the student:

For Bridgeport schools, call 777-1770 –Superintendent’s office.

For Buena Vista schools, call 755-2184, ext. 1027. They will contact appropriate
school.

For Carrollton schools, call 753-3433, ext. 462.

For the Saginaw City schools, call the school first, and then if necessary the
Supervisor of Student Services, 399-6567.

For all Saginaw Township schools – Call the Officer-Police Liaison @ 399-8037.
NOTE: Michigan's Compulsory School Attendance Law
This law states that "every parent, guardian, or other person in this state having control and
charge of a child from the age of 6 to the child's 16th birthday, shall send that child to the public
schools during the entire school year" (MCL 380.1561, Section 1561[1]).
Reviewed by Administrative Council April 2010
16.02 DISTURBANCES IN THE LIBRARY It is the right of our patrons to enjoy a library facility that is orderly and reasonably quiet. It is the responsibility of the staff to foster and maintain an attitude in the building that makes it pleasant and agreeable for patrons to visit the building. It is the further responsibility of the staff to maintain order in their respective buildings and to take action against any patron who is disobeying any listed library rule. In keeping with the above, the Public Libraries of Saginaw has requested that our attorneys provide an opinion as to what steps we can and should take to maintain order in the buildings. It is the opinion of our attorney that library staff has the right to employ reasonable force to maintain order in the building and that our patrons have a right to a building that has a trouble‐
free atmosphere. The Public Libraries of Saginaw Rules of Conduct is located in Section 16.04 of this manual. Please review the rules and be familiar with them. When a patron is seen or reported disobeying a stated rule, an IMMEDIATE verbal request will be made that the patron stop the offending behavior. If the behavior continues, the patron will be asked to leave. If after a request the patron does not leave, the police may be called. If the patron is a child, the person in charge, may, at their discretion, call the child’s parent in lieu of the police. After warnings, if the disturbing behavior continues, patrons may have their library privileges and use of the building suspended. Suspension of library privileges is based on the seriousness of the particular infraction of rules and may exceed the guidelines below: First suspension up to 3 months Second suspension up to 6 months Third suspension up to 1 year Every attempt should be made to identify the patron who has been asked to leave. Try to get positive identification. A list should be kept in each library of those patrons who have been asked to leave for causing disturbances. Approved by Administrative Council April 2010 16.03 MATERIALS SECURITY SYSTEM PROCEDURE
The purpose of our security system is to protect library materials. Staff who set off the
system alarm will be asked to follow the same procedure as outlined below for patrons.
In the event that the security system alarm is set off, it is important for all library staff
members to be consistent in their handling of patrons. Staff should follow these
procedures:
1. When the alarm sounds, make a polite verbal request that the patron return to
the desk. Say, “Did you forget to check out some library materials? Would you
please return to the desk?”
2. When the patron returns to the desk, politely ask them to check through their
materials to see if they have any Library materials that were not checked out.
3. If they locate an item that has not been checked out, politely offer to check it
out through the automated system. If the patron does not have a library card,
offer to make one for them based on our regular library policies.
4. If a patron says that he/she doesn’t have any materials, ask the patron to walk
through the security gates without their bags, backpacks, etc. If materials are
found to be in their bags, backpacks, etc., politely ask them to check the
materials out.
5. If the patron says that he/she doesn’t have any materials and if he/she will not
return to the desk, if you feel it’s appropriate, call security or a person in charge
of the building. At no time do we want you to risk your personal safety.
Approved by Library Commission, Saginaw Township Board and Bridgeport Public
Library Board 1985. Revised 2008, Renamed a Procedure. Approved by A/C 3-5-08,
Revised by A/C 4-10
NOTICE TO ALL USERS OF THE
The Library is a place for reading, studying,
participating in scheduled programs or meetings,
and using or checking out
library materials and equipment.
We ask your cooperation in maintaining a safe
environment in which all library users can enjoy
library resources, services, and facilities.
Our Rules of Conduct are posted for the comfort and
protection of all who use the library.
Library rules will be firmly, but courteously enforced
by library staff and security.
Our Mission Statement:
Educate, Enrich, Entertain,
Encourage Reading and Lifelong Learning
16.04
RULES OF CONDUCT
Patrons shall not interfere with the use of the library by other patrons, nor interfere with staff’s
performance of their duties.
Patrons must follow the instructions of library staff and security personnel.
Disorderly conduct of any kind, fighting, threatening or disruptive behavior, using loud voices, obscene
or offensive words or gestures is not allowed.
Unlawful possession of firearms, knives, or weapons of any kind is banned. All bags, backpacks, purses,
briefcases, and any other personal belongings may be subject to inspection by library or security
personnel.
Intentionally damaging, destroying, or stealing library property or a patron’s or employee’s personal
property is not allowed.
No loitering; persons not using the library for its stated purpose will be asked to leave.
Alcohol and illegal drugs are not allowed on library property and grounds. Persons under the influence
of alcohol or illegal drugs will be asked to leave.
Smoking and any other use of tobacco is prohibited on library property and grounds.
All children age 6 or younger must be attended to and adequately supervised by a responsible adult or
adolescent of at least 14 years of age.
Persons with special needs, when necessary, shall be assisted or accompanied by a responsible adult.
Misuse of public restrooms, bathing, shaving or changing of clothes is prohibited. Library materials may
not be taken into public restrooms.
Food is not allowed in the library. Drinks in closed containers may be allowed in some areas of the
library.
Use of cell phones and other electronic devices that are disruptive to library users are not allowed in
the library.
Patrons whose bodily hygiene is so offensive that it creates a nuisance to library users may be required
to leave the library.
Sleeping, putting feet, legs, or head on library furniture is prohibited.
Appropriate attire, including shirt and shoes, must be worn at all times.
Persons violating the laws of the State of Michigan, or of local ordinances, or the Rules of
Conduct, and the Policies of the Public Libraries of Saginaw are subject to suspension or loss of
library privileges. Suspension of any type applies to all five branches of the Public Libraries of
Saginaw. Persons may appeal a suspension by contacting the library director in writing within
five business days.
Approved by Library Board 3‐4‐10 16.05 BUILDING SECURITY POLICY
KEYS
All regularly scheduled staff other than pages will be issued keys to the staff door of the
building in which they are assigned to work. If the staff member works in a department
that is typically kept locked (e.g. Technical Services), they will also be issued a key to
that department. Keys are issued for staff use only. They should not be given to
others, and must not be duplicated.
AUDIO CENTRAL ALARMS
In the event that a staff member on the Audio Central list receives a call to go to the
Library to check on an alarm, the following process should be followed:
1. When Audio Central calls, ask if their runner has been to the building and has tried
to re-set the alarm.
2. If the runner has been to the building and has not been able to find the problem, go
to the building, but stress that a runner or the police must meet you there or you
cannot go into the building. Let them know how long it will take you to get to the
building; or set a time to meet the runner there.
3. If the runner has not been to the building, ask Audio Central to dispatch a runner
and ask them to call you back and let you know whether the problem was resolved.
If the problem was not resolved, go back to Step #2 above.
4. If Audio Central has no runner available, ask that the police meet you at the
building, and give Audio Central a time to have them meet you.
5. If neither an Audio Central runner or the police are available to meet you at the
building, let Audio Central know that you cannot enter the building alone and give
them approval to leave the building unmonitored for the rest of the night.
6. In all instances, report the incident to the Business Office the next working morning.
In the event that staff are called after hours because an alarm was not turned on at
closing time, the staff member called will be responsible for returning to the building to
set the alarm. If the staff member wishes to have an Audio Central escort into the
building in this instance, the timing will be set at the convenience of the Audio Central
staff and the Library staff member must make themselves available.
Approved by the Library Commission 11/16/89; Revised by A/C – Approved by Library
Board 6-3-10
16.06 SERIOUS PATRON INCIDENT PROCEDURE
If a disruption of a violent nature occurs, and you feel there is imminent danger
to yourself or others, or if a weapon is visible:
1. The staff member noticing the problem should immediately call 911, then
contact the security guard and the person in charge of the building. Let
the staff person at the circulation desk know where the problem is (so
they can direct the police).
2. If immediate intervention is needed and the security guard is present he
or she and the person in charge of the building should try to protect the
safety of the patrons or staff member until the police arrive.
3. If the security guard is not present the staff should work with the staff
member in charge of the building to defuse the situation until the police
arrive, keeping in mind that safety of patrons and staff is most important.
4. Staff must fill out an incident report form as soon as they can, and fax a
copy to the business office. They must let a supervisor know, and call the
business office to inform them of the incident also. The form is available
on the intranet under “Incident Report Form.”
In no way should staff or security guard put themselves in any unnecessary
danger. Police should be called to handle serious incidents.
IF THERE IS PERCEIVED DANGER IT IS OUR RESPONSIBILITY TO CALL THE
POLICE IMMEDIATELY.
Security procedure file 04/29/98; Reviewed by Administrative Council 4-10
16.07 PLOS ARMED PATRONS POLICY
Open Carry:
The right of citizens in Michigan to Open Carry a handgun or long gun in PLOS libraries has
been found to be legal by the Michigan Court of Appeals.
Open Carry means that the firearm is clearly visible to the casual observer. If the firearm is
covered by clothing it is considered to be concealed. The weapon then falls under the
Concealed Weapons Laws. This is not legal unless the person carrying the weapon has a valid
Concealed Pistols license (CPL)
Openly carried weapons are now allowed in PLOS libraries for anyone 18 years old or older.
(This includes handguns & long guns) but this does not include knives, swords, nun chucks,
martial arts weapons etc. Those items are still not allowed.
Handguns are to be holstered and long guns (shotgun or rifle) must be on a sling and carried on
the shoulder at all times. Should the patron remove the weapon from the holster or from the
shoulder this would be considered brandishing the weapon. Call 911.
Should a person enter the library with a handgun, look them over closely. Be sure you can give
a good description of them and the weapon should that be needed later.
Do not approach the person. Try to keep an eye on them while they are in the library.
Keep a close watch of other patrons to insure that the armed patron is not approached or
bothered by other patrons. Keep other patrons calm. If needed explain that this is not a
violation of the law.
Concealed Weapons:
Should a patron be seen with a handgun which is allegedly concealed, (beneath a coat or other
garment) but is or was visible to you or another person, this person may or may not be
licensed to carry a concealed weapon. 911 should be called to check the person for the proper
documentation.
Knives & other non-firearm weapons:
Any patron entering the property with a knife other than a legal folding pocket knife with a blade
of 3 inches or less or other weapon of a non- firearm nature should be advised to leave the
property immediately. If they fail to comply, call 911.
16.08 UNATTENDED CHILDREN POLICY
All children age 6 or younger shall, at all times, be attended and adequately
supervised by a responsible adult or adolescent of 14 years or older. Children
from the age of 7 years and older may use the library unattended subject to the
rules and regulations of the Public Libraries of Saginaw.
While the library strives to maintain a welcoming and comfortable atmosphere,
library staff does not provide babysitting services and is not responsible for the
supervision of children. If children are not using the library for any of its
intended purposes, or are violating library rules and regulations, they will be
asked to leave. If this should occur, and the children cannot return home for
any reason, the library reserves the right to contact the police.
Procedure for Dealing with a Child Left Unattended
1. Any unattended child found frightened or crying in the library should be
comforted by staff and reunited with the parent or caregiver. Walk
around the library with the child and look for the person who is
responsible for the child.
2. Page the caregiver using his/her name if known. If no name is available,
describe the child’s physical appearance. When the caregiver is located,
explain politely but firmly the library policy on unattended children.
3. If the caregiver is not found in the building, a staff member should stay
with the child in a public area until the caregiver can be located through
searching the database, phone book, etc. Call the caregiver, inform
him/her of the library’s concern for the child’s safety and request that the
caregiver pick up the child.
4. Staff members should not take the child out of the building unless the
child is being turned over to the police.
5. If the caregiver cannot be located and the library is closing, two staff
members will remain with the child and dial 911. When the officer
arrives, the child will then be turned over to the police. Staff members
will fill out an incident report form and send it to the business office.
6. Under no circumstances will library staff or security guards transport or
take the child away from the library building.
Approved by Library Board – 08/19/93,
Revised & Approved by Library Board 12/20/01; Reviewed by A/C 4-10, Attached
Memo Deleted from Policy
16.11 DESTRUCTION/SHREDDING OF DOCUMENTS
It is the purpose of this procedure to provide destruction/shredding of documents and
records containing confidential information for the protection of staff and patrons of the
Public Libraries of Saginaw.
Within the guidelines of both the library board, director, auditor, and branch/department
managers, the following types of confidential information will be shredded upon disposal:
All documents containing any personal information. Example: old emergency contact
forms.
Invoices
Purchase orders
Bank statements
Requests for purchase orders
Patron related documents containing names and addresses
Friends membership lists
Long term financial spreadsheets
Draft copies of memos, letters, minutes, reports, etc. that are not the most recent copies
Library card applications
Computer training sign up lists
Staff lists
Payroll or AP checks after 7 years
And in general:
Any payroll information containing a name
Anything containing a social security number
Anything containing a name and date of birth
Anything containing a credit card number
Anything with medical information
Any personnel information attached to a name or containing sensitive information
Security procedure file 09/08/03; Reviewed by Administrative Council 4-10
17.01 PROFESSIONAL DUES AND SERVICE CLUBS POLICY
SERVICE CLUBS
The library will pay the membership fees for the Director to participate in local
service clubs. The fees for any other employee must be specifically approved by
the Library Director.
PROFESSIONAL DUES
The library will pay the membership fees for the Director to participate in the
American Library Association, Michigan Library Association and other related
organizations assuming the fees are reasonable and membership is of direct
value to the library.
Effective December 1, 2005, the Library will pay for ALA or MLA dues for all
Administrative Council members. Payment will be up to $150.00 per year. Any
additional memberships will be the responsibility of the employee.
Approved 03/19/81, revised-08/04/98, revised 12/01/05, Approved by
Administrative Council 12/7/05
17.02 STAFF INVOLVEMENT OUTSIDE THE LIBRARY PROCEDURE
Library staff members are encouraged to become involved in the affairs of the
professional library associations, state and national. When this involvement
includes committee, workshop and/or officer assignments that will normally
require release time for the activities, the Library Director should be consulted
prior to the acceptance of the responsibilities.
Community involvement of library staff members is also important, giving
substance to the library in the community. Membership and participation in
service clubs, civic activities, and organizations such as the AAUW, League of
Women Voters, historical and other cultural groups is encouraged.
When a staff member represents the library by speaking to, acting as a
consultant to, or accepting positions in community groups that reflect directly on
the library or requiring release time from the work schedule, the Library Director
should be consulted concerning the degree of this involvement.
As all release time from the work schedule has an effect on the other staff
members, on scheduling and may affect the library budget, the library
administrator has an interest in the staff’s involvement and its implications in the
library operation.
17.03 POLICY ON TRAINING AND TRAVEL
Rationale
We believe it is important to encourage employees in their professional development
and provide adequate training for good public service and to fulfill the library’s mission.
To this purpose, the staff shall have the opportunity to attend conferences, seminars,
continuing education opportunities, or other training sessions appropriate to their
position within the library. The staff member’s supervisor will carefully review each
request and approve them as deemed necessary. All staff members are expected to
attend Staff Day when it is held, as well as other mandatory training pertinent to their
position.
Mandatory Training
Professional, para-professional, and clerical staff of the library are required to complete
four hours of training annually. Mandatory training sessions may also be established by
the Library Director.
Staff Day
Staff Day is a bi-annual event. It is an opportunity for all library personnel to get
together to experience a library related educational presentation. All library branches
are closed on this day. All library staff members, except pages, are expected to attend
Staff Day. Regular library staff must take compensatory time off during the current pay
period if Staff Day falls on their day off according to arrangements approved by their
supervisors. Staff who work solely as substitutes will be paid for attending Staff Day.
Continuing Education/Conferences/Optional Training
Opportunities for training include: local, state and national library workshops;
workshops or conferences by other organizations that directly relate to the employee’s
job; video conferences and web-based training and local, state and national library
conferences.
Travel requests should be filed at least 30 days in advance of the proposed training if
library pre-payment is required, or a minimum of 10 days before the proposed training.
If requests are filed late, the employee may be asked to pay for the training and be
reimbursed upon submitting a receipt.
The library reserves the right to evaluate each request for training based on its
individual merits. The following criteria shall be used in assessing the requests:
1.
The training topic is directly related to the staff member’s present position and set of
responsibilities.
2.
The cost of the training opportunity is comparable to other similar opportunities.
3.
The training opportunity is sponsored by an organization that is cognizant of, and
responsive to, library concerns and procedures.
4.
The staff member has personal membership in the sponsoring organization.
5.
The staff member serves on a committee or has some other leadership role in the
sponsoring organization.
6.
The number of training opportunities granted to a staff member does not unnecessarily
interfere with the daily demands of the person’s assigned responsibilities.
7.
The staff member’s absence from the library does not interfere with the ongoing
operation of the branch or department.
All requests for training must be approved by the employee’s supervisor and the
Director.
Reimbursement for Training and Travel Expenses
The employee shall be reimbursed for expenses when training and/or travel have been
authorized by the Director and the employee’s supervisor.
Transportation expenses shall be reimbursable at the approved rate when the
employee’s personal automobile is used. Carpooling is required if more than one
employee is attending a session.
Tolls, taxi fares, parking charges, lodging and other direct expenses must be itemized
with receipts before being approved for reimbursement.
Meals will be reimbursed according to the Schedule for Per Diem Allowance. Costs for
banquets at workshops or conferences that are paid at the time an employee registers
must be deducted from the Per Diem Allowance.
Expenses for attendance at specialized training deemed necessary to the library
system’s operations will be reimbursed in full as authorized by the Library Director.
Expense limits for optional training or workshops will be set at the time that the
employee registers.
Conference/Convention Reimbursement
Prior to each conference, the Director is authorized to set limits on the total amount of
reimbursement paid for each staff member attending. Staff members can request this
information prior to registering.
Schedule for Per Diem Allowance
For Partial Days Spent Out of Town
TIME OF DEPARTURE
PER DIEM ALLOWANCE
Before 7:00 a.m.
Before 12:00 p.m.
Before 6:00 p.m.
After 6:00 p.m.
$35.00 (breakfast, lunch & dinner)
$27.50 (lunch & dinner)
$17.50 (dinner)
$0
TIME OF RETURN
PER DIEM ALLOWANCE
After 6:00 p.m.
After 12:00 p.m.
After 8:00 a.m.
Before 8:00 a.m.
$35.00 (breakfast, lunch & dinner)
$17.50 (breakfast & lunch)
$7.50 (breakfast)
$0
GUIDELINES FOR WORKSHOP & CONFERENCE REIMBURSEMENT
1.
Overnight lodging expenses will be authorized if a workshop/conference is two or
more days and/or for the night prior to the event if the location is more than 100
miles from Saginaw and if it begins before 9:00 a.m. and/or ends after 6:00 p.m.
2.
A library staff member’s involvement in committees and other leadership roles in
professional library associations will be considered when authorizing expenses for
conferences.
3.
General reimbursement rates are:
 Registration and up to $300 for the Michigan Library Association
conference.
 Registration and up to $750 for American Library Association and Public
Library Association conferences.
4.
Staff will be required to share rooms to cut down on expenses.
5.
Unless attendance is deemed mandatory by the Library Director, attendance at
professional conferences is considered voluntary. If an employee asks to attend a
professional conference or other type of training, the employee does not earn
compensatory time if the event falls on their time off.
Approved by Library Board January 3, 2013
17.04 MEDIA RELATIONS GUIDELINES
The Public Libraries of Saginaw maintains a central information center and a person responsible
for the coordination of public information to maintain proactive media relations. The Director has
primary responsibility for media relations.
1. Releasing Information: The Director and the Marketing and PR Coordinator are
responsible for ensuring that library information released to the news media is accurate
and distributed in a timely manner. They are responsible for coordinating responses to
media inquiries and promoting library services/ programs through the media.
2. Library Spokespersons: The Library Board President and the Director are official
spokespersons for the Public Libraries of Saginaw.
3. Requests for Interviews: The Director should be notified of all media requests for
interviews as soon as possible. She will evaluate the request and authorize the staff
member who received the request to do the interview or determine who else is best
qualified to do the interview.
Whenever possible, requests for media interviews about library services will be
answered by a Branch or Department Head or a library staff member who is responsible
for providing those services.
All requests for interviews will be handled on a timely basis.
Unscheduled Interviews: Contact the Director or the Library’s Business Office for
advice and support.
The Branch Head, Department Head or library staff member in charge of the building will
be responsible for working with the media personnel. If the issue is not controversial,
the staff member may give interviews or answer the reporter’s questions as needed.
Notify the Director/Business Office if an interview has been given.
4. Emergency Situations: In emergency situations, every effort should be made to have
the Library Director, Branch Head, Department Head, or staff member in charge of the
building respond to the media.
Work
Home/Cell
Trish Burns, Director
755-9833
450-8281
Business Office
755-9833
5. Record Keeping: The Library’s Business office staff is responsible for keeping a clip
file of library related stories in print and electronic formats (if available) and copies of
news releases.
PUBLIC RELATIONS TECHNIQUES
•
Nothing is ever “off the record.”
•
Be proactive and plan your message to the media.
•
Remember that you are acting as a library spokesperson. Do not make
negative comments about library staff, users, or services, and do not
offer personal opinions.
•
Know the message you want to get across and make those positive
points first in a clear, brief statement. Prioritize your message. Three to
five main points generally make a strong focused interview.
•
If possible, have printed backup materials available to give to the
reporter with background information – for example a brochure, flyer or
press release, written statistics, etc.
•
Use good examples or stories to illustrate your message, but be
careful of breaching the confidentiality of library users in any way.
•
Think about some controversial questions or issues that might come
up and how you might handle them.
•
Be human. Show the interviewer that you care and are genuinely
interested and concerned about the public that we serve.
•
Answer questions that relate to your professional responsibilities with
the library. If questions go beyond that scope, tactfully let the reporter
know that you will need to have someone else respond to that
question. Contact the Business Office for further help.
•
Stay cheerful, calm, and positive. Remember-people are interested in
what you have to say. You are the local expert.
17.06 MILEAGE REIMBURSEMENT
The Library Board passed a motion to tie the reimbursement for mileage incurred
for approved library travel to the State of Michigan approved rate. If it comes to
your attention that the State of Michigan rate has changed, please notify the
business office with this information. The mileage rate will be checked annually
on April 1st.
Approved by Library Board on 06/29/95
17.07 STAFF TRAINING REPORT POLICY
All staff members who attend workshops or conferences are expected to turn in
a brief written report to their supervisor and to the library Business Office. The
report should cover:
a.
b.
c.
d.
Name of Event
Date
Presenter(s)
Sponsoring organization
The employee should write a paragraph or two on the usefulness of the training,
any ideas or techniques that can be shared with other employees and how the
employee plans to use the training to improve his or her job performance.
The form should be typed or word-processed.
Employees are also requested to discuss the training they received at staff
meetings or on an informal basis with other staff members so that everyone can
benefit.
This policy does not apply to inservice education sessions sponsored by our
library system.
STAFF TRAINING REPORT
Employee’s Name___________________________________________________
Name of Training___________________________________________________
Sponsoring Organization____________________________ Date_____________
INSTRUCTIONS: Please write a paragraph or two on the usefulness of the
training, any ideas or techniques that can be shared with other employees and
how you plan to use the training to improve your job performance. Form should
be typed or word-processed. Turn in one copy to your supervisor and one copy
to the Business Office.
7/01
17.08
1.
LIBRARY BOARD ORIENTATION AND EDUCATION POLICY
New library Board members will participate in an orientation program before they assume
their Board responsibilities. It will include the following topics:
General Library Board Responsibilities
Tour of all library facilities
Description of library services
Role of the Library of Michigan, library cooperatives and the Valley Library Consortium
The Board’s role as policy makers, rather than policy implementers
The Board committee structure and meeting schedule
Policies
Policies that apply specifically to the Board, such as the By-laws, Conflict of Interest
Guidelines and Code of Ethics
Fiscal
Library funding structure, and the Board’s responsibility for fiscal oversight
Legal
District library governance
Information on the Open Meeting Act, the Library Privacy Act, and the Children’s
Internet Protection Act
2.
New library Board members will be invited to attend the Board of Trustees Workshop, if
available, either in person or online within a year of appointment.
3.
Each library Board member will receive a copy of the library’s Policy and Procedure
manual.
4.
Half-day educational sessions will be held for the Board at least once every three years.
5.
Each library Board member will receive a copy of the Michigan Library Trustee Manual.
17.09 CONFLICT OF INTEREST POLICY (Public Libraries of Saginaw)
The Directors, Officers and Employees of the Public Libraries of Saginaw shall avoid the appearance or
actuality of private benefit to persons who are in a position of substantial authority. When an actual
or potential conflict of interest arises, this policy shall direct the decision of the governing body. This
policy is intended to supplement but not replace state laws governing conflicts of interest in nonprofit
charitable corporations.
An Interested Person is a director, principal officer, or member of a committee with board delegated
powers, who has a direct or indirect Financial Interest, as defined below.
A person has a Financial Interest if the person has, directly or indirectly, through business, investment or
family (blood or marriage):
1.
An ownership or investment interest in any entity with which the organization has a transaction
or arrangement, or
2.
A compensation arrangement with the organization or with any entity or individual with which
the organization has a transaction or arrangement, or
3.
A potential ownership or investment interest in, or compensation arrangement with, any entity
or individual with which the organization is negotiating a transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial in
nature.
Not every Financial Interest creates an actionable conflict of interest. A Financial Interest is a conflict of
interest only if the board or committee decides that a conflict exists.
PROCEDURE:
In the event that a director, principal officer or members of a committee with board delegated powers
has a direct or indirect Financial Interest in a transaction or arrangement, the following procedure shall
be used:
1.
Duty to Disclose. The interested person shall disclose the existence of his or her financial
interest and be given the opportunity to disclose all material facts to the directors and members
of committees with board delegated powers considering the proposed transaction or
agreement.
2.
Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and
all material facts, the interested person shall leave the board or committee meeting while the
potential conflict of interest is discussed and voted on. The remaining board or committee
members shall decide if a conflict of interest exists.
3.
Procedures for Addressing the Conflict of Interest. If the board or committee members
determine that a conflict of interest exists, the interested person shall leave the meeting during
the discussion of, and the vote on, the transaction or arrangement that involves the conflict of
interest.
a.
The President or committee chairperson shall, if appropriate, appoint a disinterested
person or committee to investigate alternatives to the proposed transaction or
arrangement.
b.
After exercising due diligence, the board or committee shall determine whether the
organization can obtain a more advantageous transaction or arrangement with
reasonable efforts from a person or entity that would not give rise to a conflict of
interest.
c.
If a more advantageous transaction or arrangement is not reasonably attainable, the
board or committee shall determine by a majority vote of disinterested directors
whether the transaction or arrangement is in the organization’s best interest and is fair
and reasonable to the organization, and shall make its decision as to whether to enter
into the transaction or arrangement in conformity with such determination.
4. Violations of the Conflict of Interest Policy. If the board or committee has reasonable cause to
believe that an Interested Person has failed to disclose actual or possible conflicts of interest, it shall
inform the person of the basis for such belief and afford the person an opportunity to explain the
alleged failure to disclose. If, after hearing the response and making such further investigation as
may be warranted in the circumstances, the board or committee determines that the person has in
fact failed to adequately disclose an actual or possible conflict of interest, it shall take appropriate
disciplinary and corrective action, up to and including removal from the Board.
5. Minutes. The minutes of the board and all committees with board-delegated powers shall contain:
a.
The names of persons who disclosed or were found to have a Financial Interest, the
nature of the financial interest, any action taken to determine whether a conflict of
interest was present, and the board’s or committee’s decision as to whether a conflict
of interest in fact existed.
b.
The names of the persons who were present for discussions and votes relating to the
transaction or arrangement, the content of the discussion, including any alternatives to
the proposed transaction or arrangement, and a record of any votes taken in connection
therewith.
SPECIAL PROCEDURES FOR COMPENSATION ISSUES:
1.
A voting member of the board of directors who receives compensation, directly or indirectly,
from the organization for services is precluded from voting on matters pertaining to his/her
compensation.
2.
A voting member of any committee whose jurisdiction includes compensation matters and who
receives compensation, directly or indirectly, from the organization for services is precluded
from voting on matters pertaining to that member’s compensation.
3.
Persons who receive compensation, directly or indirectly, from the organization, whether as
employees or independent contractors, are precluded from membership on any committee
whose jurisdiction includes compensation matters. No person, either individually or collectively,
is prohibited from providing information to any committee regarding compensation.
ANNUAL COMPLIANCE STATEMENTS:
Each director, principal officer and member of a committee with board delegated powers shall annually
sign a statement which affirms that such person:
1.
Has received a copy of the conflict of interest policy,
2.
Has read and understands the policy,
3.
Has agreed to comply with the policy, and
4.
Understands that the organization is a charitable organization and that in order to maintain its
federal tax-exemption status it must engage primarily in activities which accomplish one or
more of its tax-exempt purposes.
PERIODIC REVIEWS:
To ensure that the organization operates in a manner consistent with its charitable purposes and that it
does not engage in activities that could jeopardize its status as an organization exempt from federal
income tax, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the
following subjects:
1.
Whether compensation arrangements and benefits are reasonable and the result of arm’slength bargaining.
2.
Whether provider services result in inurement or impermissible private benefit.
Whether partnership and joint venture arrangements and arrangements conform to written
policies, are properly recorded, reflect reasonable payments for goods and services, further the
organization’s charitable purposes and do not result in inurement or impermissible private
benefit.
3.
Whether agreements with other providers, employees, and third party entities further the
benefit.
USE OF OUTSIDE EXPERTS:
In conducting the periodic reviews, the organization may, but need not, use outside advisors. If outside
experts are used, their use shall not relieve the board of its responsibility for ensuring that periodic
reviews are conducted.
Disclosure of Interest Statement
Please initial in the space at the end of Item A or complete Item B, whichever is appropriate, then
complete Item C, and sign, date and return the statement.
A. I am not aware of any relationship or interest or situation involving a member of my family or myself
that might result in, or give the appearance of being, a conflict of interest between that family
member or me on one hand and the Public Libraries of Saginaw on the other.
B. The following are relationships, interests or situations involving me or a member of my family that I
consider might result in, or appear to be, an actual, apparent or potential conflict of interest
between such family members or myself on one hand and the Public Libraries of Saginaw on the
other.
For-profit corporate directorships, positions and employment with: ___________________
Nonprofit trusteeships or positions: ______________________________________
Memberships in the following organizations: _______________________________
Contracts, business activities and investments with or in the following organizations:
Other relationships and activities: _________________________________________
C. My primary business or occupation at this time is: ____________________________
I have read and understand the Conflict of Interest Policy and agree to be bound to it. I will promptly
inform the President of any material change that develops in the information given in this statement.
Signature ______________________________
Date __________________________
17.10 CONFLICT OF INTEREST POLICY (Saginaw Public Libraries Foundation)
The Directors, Officers and Employees of the Saginaw Public Libraries Foundation shall avoid the
appearance or actuality of private benefit to persons who are in a position of substantial authority.
When an actual or potential conflict of interest arises, this policy shall direct the decision of the
governing body. This policy is intended to supplement but not replace state laws governing conflicts
of interest in nonprofit charitable corporations.
An Interested Person is a director, principal officer, or member of a committee with board delegated
powers, who has a direct or indirect Financial Interest, as defined below.
A person has a Financial Interest if the person has, directly or indirectly, through business, investment or
family (blood or marriage):
1.
An ownership or investment interest in any entity with which the organization has a transaction
or arrangement, or
2.
A compensation arrangement with the organization or with any entity or individual with which
the organization has a transaction or arrangement, or
3.
A potential ownership or investment interest in, or compensation arrangement with, any entity
or individual with which the organization is negotiating a transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial in
nature.
Not every Financial Interest creates an actionable conflict of interest. A Financial Interest is a conflict of
interest only if the board or committee decides that a conflict exists.
PROCEDURE:
In the event that a director, principal officer or members of a committee with board delegated powers
has a direct or indirect Financial Interest in a transaction or arrangement, the following procedure shall
be used:
1.
Duty to Disclose. The interested person shall disclose the existence of his or her financial
interest and be given the opportunity to disclose all material facts to the directors and members
of committees with board delegated powers considering the proposed transaction or
agreement.
2.
Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and
all material facts, the interested person shall leave the board or committee meeting while the
potential conflict of interest is discussed and voted on. The remaining board or committee
members shall decide if a conflict of interest exists.
3.
Procedures for Addressing the Conflict of Interest. If the board or committee members
determine that a conflict of interest exists, the interested person shall leave the meeting during
the discussion of, and the vote on, the transaction or arrangement that involves the conflict of
interest.
a.
The President or committee chairperson shall, if appropriate, appoint a disinterested
person or committee to investigate alternatives to the proposed transaction or
arrangement.
b.
After exercising due diligence, the board or committee shall determine whether the
organization can obtain a more advantageous transaction or arrangement with
reasonable efforts from a person or entity that would not give rise to a conflict of
interest.
c.
If a more advantageous transaction or arrangement is not reasonably attainable, the
board or committee shall determine by a majority vote of disinterested directors
whether the transaction or arrangement is in the organization’s best interest and is fair
and reasonable to the organization, and shall make its decision as to whether to enter
into the transaction or arrangement in conformity with such determination.
4. Violations of the Conflict of Interest Policy. If the board or committee has reasonable cause to
believe that an Interested Person has failed to disclose actual or possible conflicts of interest, it shall
inform the person of the basis for such belief and afford the person an opportunity to explain the
alleged failure to disclose. If, after hearing the response and making such further investigation as
may be warranted in the circumstances, the board or committee determines that the person has in
fact failed to adequately disclose an actual or possible conflict of interest, it shall take appropriate
disciplinary and corrective action, up to and including removal from the Board.
5. Minutes. The minutes of the board and all committees with board-delegated powers shall contain:
a.
The names of persons who disclosed or were found to have a Financial Interest, the
nature of the financial interest, any action taken to determine whether a conflict of
interest was present, and the board’s or committee’s decision as to whether a conflict
of interest in fact existed.
b.
The names of the persons who were present for discussions and votes relating to the
transaction or arrangement, the content of the discussion, including any alternatives to
the proposed transaction or arrangement, and a record of any votes taken in connection
therewith.
SPECIAL PROCEDURES FOR COMPENSATION ISSUES:
1.
A voting member of the board of directors who receives compensation, directly or indirectly,
from the organization for services is precluded from voting on matters pertaining to his/her
compensation.
2.
A voting member of any committee whose jurisdiction includes compensation matters and who
receives compensation, directly or indirectly, from the organization for services is precluded
from voting on matters pertaining to that member’s compensation.
3.
Persons who receive compensation, directly or indirectly, from the organization, whether as
employees or independent contractors, are precluded from membership on any committee
whose jurisdiction includes compensation matters. No person, either individually or collectively,
is prohibited from providing information to any committee regarding compensation.
ANNUAL COMPLIANCE STATEMENTS:
Each director, principal officer and member of a committee with board delegated powers shall annually
sign a statement which affirms that such person:
1.
Has received a copy of the conflict of interest policy,
2.
Has read and understands the policy,
3.
Has agreed to comply with the policy, and
4.
Understands that the organization is a charitable organization and that in order to maintain its
federal tax-exemption status it must engage primarily in activities which accomplish one or
more of its tax-exempt purposes.
PERIODIC REVIEWS:
To ensure that the organization operates in a manner consistent with its charitable purposes and that it
does not engage in activities that could jeopardize its status as an organization exempt from federal
income tax, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the
following subjects:
1.
Whether compensation arrangements and benefits are reasonable and the result of arm’slength bargaining.
2.
Whether provider services result in inurement or impermissible private benefit.
Whether partnership and joint venture arrangements and arrangements conform to written
policies, are properly recorded, reflect reasonable payments for goods and services, further the
benefit.
3.
Whether agreements with other providers, employees, and third party entities further the
benefit.
USE OF OUTSIDE EXPERTS:
In conducting the periodic reviews, the organization may, but need not, use outside advisors. If outside
experts are used, their use shall not relieve the board of its responsibility for ensuring that periodic
reviews are conducted.
SAGINAW PUBLIC LIBRARIES FOUNDATION
Disclosure of Interest Statement
Please initial in the space at the end of Item A or complete Item B, whichever is appropriate, then
complete Item C, and sign, date and return the statement.
A. I am not aware of any relationship or interest or situation involving a member of my family or myself
that might result in, or give the appearance of being, a conflict of interest between that family
member or me on one hand and the Saginaw Public Libraries Foundation on the other.
B. The following are relationships, interests or situations involving me or a member of my family that I
consider might result in, or appear to be, an actual, apparent or potential conflict of interest
between such family members or myself on one hand and the Saginaw Public Libraries Foundation
on the other.
For-profit corporate directorships, positions and employment with: ___________________
Nonprofit trusteeships or positions: ______________________________________
Memberships in the following organizations: _______________________________
Contracts, business activities and investments with or in the following organizations:
Other relationships and activities: _________________________________________
C. My primary business or occupation at this time is: ____________________________
I have read and understand the Conflict of Interest Policy and agree to be bound to it. I will promptly
inform the President of any material change that develops in the information given in this statement.
Signature ______________________________
Date __________________________

Public Libraries of Saginaw Policy and Procedure Manual

Transcription

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