CROSS
MILLS PUBLIC LIBRARY HANDBOOK
History of the Cross' Mills Public Library
Mission Statement & General Objectives
Bylaws of Cross' Mills Public Library
Relative Duties and Responsibilities
Cross' Mills Public Library Board Orientation Program
Cross' Mills Public Library Long Range Plan
Materials Selection Policy
Cross' Mills Public Library Gift Policy
Cross' Mills Public Library Unattended Children Policy
Use of the Library
Use of the Library by Outside Groups
Cross' Mills Public Library Internet Access Policy
Threats and Violence
Sexual Harassment Policy
Technology Plan
Cross' Mills Public Library Personnel Policy
History
of the Cross' Mills Public Library
1913 to 1919
The Christian Endeavor Society of the Cross Mills Baptist Church voted
to establish a library and form a library association. They held a lawn party
and raised a sum of money. They purchased the “low hole” next to
the church where volunteer citizens filled and graded this area. The group
voted to name the new association “Cross’ Mills Public Library”,
its object to furnish a free library and reading room for the use of the residents
of the village of Cross Mills and vicinity. The Christian Endeavor society
deeded the land over to the association for the purpose. They had the grand
sum of $627.42. The building cost $515; team of oxen & labor, $19.00;
furnishing $38.50; and other costs (catalog cards, etc.) $54.55; bringing
the total cost to $627.05 and leaving a balance in the treasury of 47¢.
You had to be
over 12 years old to join the library and it cost $1.00 for a card. 500 books
were collected. The library was open 2 hours on Friday afternoons. The librarian’s
salary was $10/year. The first librarian was Mary Church from 19-13 to 1919.
Average circulation was 20 books a week. State contributions fluctuated from
$98.40 to $198.00, annually, usually around $123. The town gave $25/year.
1919
Bessie Cross (later Gavitt) became librarian (at $25/year). Town contribution
went up to $75.
1923
Library opened additional 1 evening a month for books and “quiet
games”, also reading aloud to the younger children. The average was 20
visitors an evening and circulation of 32 books (range 15-31 and 17-43 respectfully).
Electric lights were added at a cost of $35.
1926
Librarian’s salary went to $52/year.
1928
Some re-modeling to the back of the library and addition of a wood shed
and storage room.
1934
Children’s addition built in memory of Russell Sherman Bailey who
had died at the age of 6. It was suggested that “each member of the Colony
bring a new book to the library each Spring.
1936
Circulation had grown to 2,877 annually.
1942
New one-day circulation record – 114 books! (pretty equal to 1983,
although our one-day circulation is not one week’s circulation also.)
1948
Circulation fell during the post-war year – down to 1,211. Librarian’s
salary still $52/year.
1956
Circulation up to 1,704; book stock now 7,423 – one day circulation
was 120 books. Library still only open 2 hours on Friday afternoon.
1957
New book shelves added.
1959
Gas floor furnace installed (with 2 tanks of gas $83.00). Bessie Cross
Gavitt dies – after 40 years as librarian here, having been a Charter
Member and former treasurer of the Association.
1960
Lillian Grinnell becomes the 3rd person to be librarian at Cross' Mills
Public Library.
1961
Book Shelves are made over and repairs to the Children’s Room. An
electric heater is bought. Librarian’s salary goes to $70/year.
1962
Roof is shingled (cost $406.85). R.I. Foundation gives grant of $650 to
cover costs of new roof and adjusting shelves.
1964
Land is acquired next to the library. Until 1964 the town had given little
financial support: $25/yr until 1919 then $75/yr until 1927; FY28-33 town
gave nothing; FY34-55 $75/yr; FY56-63 $150; FY64-68 $500. By FY70 - $1 per
capita; this grew to $4 per capita in F77 and to $8 per capita FY84. This
figure is an inflated one however, since it is based on year-round population
of 4800; based on the Census figures of tax-base population (all tax paying
summer residents) of 7,794 our present per capita support is only $4.92.
1967 to 1968
A legacy from Grace Green Champlin provided the impetus for a building
fund drive. With the state’s approval and financial support, ground was
broken in may of 1968 for the $32,000 addition. The new library was planned
for 10,000 books and hoped to be adequate for 10 years.
1969
Lillian Grinnell retired and was succeeded by Meredith Anderson.
1974
First fully professionally trained libarian is hired, Ann Crawford, MLS;
Meredith Anderson leaves to pursue an accounting carrer.
to 1984
Since 1974 our book holdings have increased from just over 7,000 to 15,000.
In addition to books we also now own 128 filmstrips (for use within the library
only); over 700 circulating phonograph records; 195 circulating jig-saw puzzles;
20 games; and we receive over 70 periodicals. Our circulation has nearly doubled
(increasing 97.5%). We had 15,207 people come into the library last year,
an increase of 63.7% since FY77 when we began keeping this statistic. Our
public Hours have increased to 25 per week: offering a choice of 3 mornings,
2 afternoons and 2 evenings – Sundays and Holidays being the only days
we are not open. Our pre-school story hours have become very popular; during
the school-year we service children 2½ -4 years old in 4 different
groups; in the summer 3 & 4 year olds are registered. This past year we
held 165 such sessions with a total attendance of 1,400. In the summer we
expand our programming to cover all ages – offering story hours &/or
arts & crafts on a weekly basis to children up to Jr. High – in addition
to various weekly movie programs to attract patrons of all ages.
11/80
Joanne Melish appointed to Board / Planning Commission formed
1/81
User Survey mailed to town organizations
3/81
User Survey placed in library for patrons
5/81
First Fund Raiser for new addition BIKE-A-THON $374.68
6/81
Joint Committee with Historical Society re: new addition formed
8/81
WALK-A-THON $92.10 (rain)
10/81
Joint Committee recommendations to Board
11/81
Board approves $650 for Kevin Munroe’s preliminary plans and model
2/82
Needs Assessment completed. Joanne Melish resigns (still available as
on-call consultant)
3/82
Munroe’s plans presented to Board and approved
6/82
Munroe’s model presented to Board
7/82
Model accepted
8/82
Board met with Paul Bliss re: professional fund raising
9/82
501C3 case number received
12/82
Quilt raffle $1,945. Agreement with Historical Society for basement archives
at $100/yr for 10 years
1/83
Grant writings begin – 1st to RI Foundation
3/83
Librarian’s “gag order” formally lifted. Board amends By-Laws
to include a Town Council Liason appointment.
4/83
Clayton Goss appointed Chair, Fund Raising Campaign
5/83
Bill O’Mara appointed Chair, Building Committee
6/83
Campaign kick-off ($4,000 budget approved)
7/83
Monroe contract signed
8/83
Building Application to DSLS
11/83
Overflow books moved to basement. DSLS signs $133,500 contract. Town Council
needs to appoint a new liason.
3/84
Munroe presents building plans. Historical Society gives $10,000.
4/84
Munroe presents estimated costs $186,000 for construction
6/84
Line of Credit voted allowed at $225,000
7/84
Bill O’Mara dies
12/84
Champlin Foundations doubles our $50,000 request to $100,000 putting us
over our goal amount of $133,500 (Kimball gives $5,000)
3/85
Building Specifications reviewed and accepted by Board
4/85
Bids out & received back – all over estimate (by $29-117 thousand)
Ed Grimley’s low bid of $229,251 was accepted
5/85
Construction contract signed
6/85
Construction begins. Expected completion date Feb 86
7/85
Concrete poured. Cross' Mills Public Library begins purchasing own video
collection.
9/85
New roof on old library, extend completion date to Mar 86
10/85
Audio Cassette collection begun with Regional Sr. Citz. Grant monies and
grant from Chariho Lions Club
12/85
Library CLOSED for wall break through (all month)
3/86
Books moved from OLD to NEW area
6/86
NEW ADDITION DEDICATED on the 8th. Meeting room named CHAMPLIN ROOM, new
stack wing THE WILLIAM LINDSAY ROOM
9/86
Piano donated for the Champlin Room. Apple ][e, double disk drive, printer,
and AppleWorks purchased.
10/87
Phyllis Brown appointed as Town Council Liason Trustee (position having
been vacant since Nov 83)
7/88
Added Wed AM hours and Mon & Thu opening at 3 PM for increased hours
to 30/wk. Clerical staff budget increased.
9/88
2 yr old (with Lap) Story Hours begun. Grant request ($15,000) to finish
“new” basement.
10/88
Naragansett Library Director & Assistant speak at Board meeting re:
Town vs. Private Library
12/88
$15,000 received from Champlin Foundations
1/89
Music cassettes added to Cross' Mills Public Library collections
4/89
Formal Building Committee appointed for “new” basement finishing
5/89
Circulating Puppets added to Cross' Mills Public Library collection
7/89
Weekly Chess Class begun (Hank Moore volunteer instructor)
9/89
Annual Appeal letter mailed; purchases: video & periodicals carousels
and electric typewriter. South Kingstown President of Library Board of Trustees
visited Cross' Mills Public Library Board meeting to discuss Town vs. Private
12/89
Another $15,000 received from Champlin (as requested). New SIGN for Cross'
Mills Public Library & CHS installed. Kevin Munroe contracted for “new”
basement. Cross' Mills Public Library Staff mailed “Statement of Position
re: In-Equitable Salaries” to all board Trustees
2/90
Munroe presented preliminary drawings for “new” basement finishing.
Unattended Children – Policy adopted by Trustees
3/90
Weekly Chess Club (Wednesdays 7 PM, Hank Moore in charge, begun)
6/90
First issue of the CD CLAN database (called IMPACT), paid via a $3,775
Champlin Grant
9/90
Video Projector and VCR purchased
10/90
LOWER LEVEL (nee “new basement”) contracts out for bid. Estimate
$85,000 (1/2 to come via DSLS), includes vertical elevator and enlarged kitchenette
12/90
Third $15,000 received from Champlin (as requested)
1/91
Bid awarded $87,000 with minor changes to original specs, $5,000 received
from American Bicentennial Presidential Inaugural
3/91
Hired a Bookkeeper & a Grounds/Maintenance Independent Contractors
4/91
First meeting between Board and CLAN representatives
5/91
Closed the library to march/rally on the State House for restoration of
State Grant-in-Aid monies. (Champlin total $45,000 finally grew to $49,882.80
with interest.)
6/91
Lower Level completed, actual final cost $97,928.89 with DSLS reimbursing
$42,500. A party with dignitaries on the 8th to celebrate with a bronze plaque
dedicating the Lower Level “to our volunteers in appreciation of their
invaluable contributions to this library”
7/91
New all-time monthly high circulation of 8,230 items
8/91
Letter of Intent to join CLAN submitted and funding application to Champlin
Foundations
9/91
Cross' Mills Public Library is included in the Town’s Comprehensive
Plan. Old furnace enclsed by a fire retardant room ($985)
10/91
Outside sign lighting installed old basement lighting upgraded, and new
telephone instruments and a 2nd line added
11/91
Champlin approves $15,246 for CLAN start-up
1/92
Library closed 4 days for inventory. Installed air purifier.
2/92
CLAN on-line hardware on-site (Champlin Start-up Grant of $15,246) hook-up
awaits successful vender change over at central site.
3/92
IMPACT becomes QUAHOG (QUick Access HoldinGs), CLAN’s 2nd CD issue
of holdings through Oct ’91.
4/92
Another non-conclusive Board of Trustees discussion regarding turning
the library over to the town
6/92
New all-time annual high circulation of 59,361 items. Nikki Bruno &
Bucky Walsh do a dramatic reading as a fund raiser.
7/92
Data Conversion Grant of $9,600 awarded by the State (Federal Funds).
Grounds/Building Maintenance (20 hr/wk) becomes a regular staff position.
New policy of mailing the monthly reports to trustees with the next agenda
established, to begin Sep.
9/92
Gift of Granite Owl (thought to be the first public sculpture in Charlestown)
from carver Robert A Greene. CLAN telecommunications wiring installed. Library
closed 5 days for clerical clean-up. Established new loan period of 3 weeks
and new overdue fine struction.
11/92
Data inputting training complete and process begun.
12/92
Two Champlin Grants received, each $5,000, one for Reference materials
and the other for up-dating Juvenile non-fiction. Receipt of a donated PC
Jr with printer and software (to be made available to the public) housed on
Lower Level.
1/93
Six large charcoal mill drawings by Troy West on loan and in the Champlin
Room (six month stay, at least). Donation of $1,700 (to be matched), restricted
to Juvenile. Joint meeting with 4 of the 5 town council members, the Town
Administrator, and our regular Board of Trustee attendees. Pres. Scheidler
stated the council is a supportive body and interested in the betterment of
Charlestown. Charlie Beck stated they were impressed with the professional
info packet they had received from the library. Forrester Safford noted that
Cross' Mills Public Library is really the cultural center of Charlestown.
2/93
Letter received from the Town Administrator on behalf of the Town Budget
Commission
3/93
Council Liason stated the Town Council is interested in conducting a study
of the Library becoming part of the municipal government. Other Board members
agreed we need to address this subject in more detail.
4/93
Small Libraries Group Trustees Meeting at Hope Library was attended by
full Cross' Mills Public Library Board in lieu of regular business meeting.
6/93
Cross' Mills Public Library received the “Community Service Award”
from the Frank A. Olean Regional Center. Decision was made to move up to a
CPA auditor. Letters were exchanged between the Town Council President and
Cross' Mills Public Library Board of Trustees re various “agreements.”
7/93
New staff position “Assistant to the Director” (30 hrs/week)
incorporating all clerical duties, bookkeeping of operating funds (including
check writing), and adult programming (see job description for full detail).Cross'
Mills Public Library President and Director/Librarian met with Town Council
President and Town Administrator to clarify areas of mutual concern. Our auditor
recommended accounting changes re materials: capitalize the collection but
depreciate it over a 5-year period or expense the collection. Board decided
to capitalize and depreciate.
8/93
Received notice CMPL will be a 1/8 residue of the John H. Green estate,
estimated to be ca. $52,000 in mid-1994. The Arts & Crafts Festival went
from including a raffle fundraiser to an advertisers’ sponsor booklet.
Trustee Kathie Gibson accepted appointment as Chair of the Planning Committee
for the October 3 Open House 80th Birthday Party for the Library.
9/93
$1000 bequeathed by Sarah Browning. Acknowledgment of necessity to relocate
Arts & Crafts Festival for Aug 94.
11/93
Pre-budget Conference planned for Town Administrator, Town Council, Town
Budget Commission, Board of Trustees, Director/Librarian, Children’s
Program Director, Assistant to the Director. [Council was unavailable, but
the others attended and appreciated the tour of the facility.] Town Budget
Commission made known their needs for supporting data and representation at
their workshop to discuss CMPL’s forthcoming budget request. Choice of
new Samick Piano purchase was approved (funding from Quinn/Cellar families
and the Freedom Forum.
12/93
President had our accountant write to Town Council explaining our total
equity (to stop rumors that we had funds in excess of $600,000).
1/94
Began online circulation with CLAN. Arts & Crafts Festival new location
to be Ninigret Park. Joined R.I. Interlocal Risk Management Trust as our insurers.
3/94
President of Board wrote a fully explanatory budget letter to the Town
Council regarding our funding request.
4/94
“Piano Sampler” formal inauguration of new Samick Piano
5/94
Parking lot and driveway improvements begun. Budget petition fails at
FTM (due in no small part to distribution of misinformation – see document
filed preceding June 21, 1994 agenda).
Fiscal 95
Wages and salary budget line remained the same with rates of pay increased
per schedule resulting in the loss of about 700 staff hours. Story hours not
to be held for 10 weeks during the winter, nor any other public programming
for the Champlin Room during that time. Remaining funds from the John H. Green
estate received and added to the Library’s Endowment Fund. Library budget
workshop adopted a 3-year plan for restoration of staff hours as well as a
full parity plan for the Director/Librarian’s salary. Champlin Grants
received for climate control and a new photocopier and electrical upgrade.
Our lawyer/trustee gave the results of her legal research regarding trustee
responsibilities (see Jan 95 minutes). Upgrades of the building continue,
and we added an electronic People Counter. Contention between Library and
Town Budget Commission continues (see news clippings preceding April minutes).
The Town Council seems more pleased with the Library and mentioned us in the
Spring issue of their Pipeline. An 18 foot Sea Ox (boat) was donated as a
fund raiser.
Fiscal 96
Board decided Arts & Crafts Festival did not survive the move to Ninigret
Park and would not be held in 96. New Trustee Handbooks arrived from DSLS.
The Sea Ox sold to the highest bidder @ $6,050. A Wednesday “Brown Bag
Lunch” to “Get to Know Your Community” was begun by the Board
in January when they increased public hours to 35 per week. Then in March
hours were again increased to 37 per week. Air conditioning units were installed
(excluding Lower Level). Formerly referred to as the advertisers’ sponsor
booklet, the “Program Sponsors” booklet remained a major fund raiser.
The Wednesday Brown Bag Lunch had not met with great success and was discontinued
in May. Irrevocable Endowment Fund, to be managed by the Washington Trust
Company, was established.
Fiscal 97
Governor removed DSLS from a cabinet post and moved it to the Department
of Administration under the new name of OLIS [Office of Library and Information
Services]. In July CMPL public hours increased to 40 per week without adding
any additional staff hours. ALTA (American Library Trustee Association) Publication
No. 9, “A Questionnaire to Evaluate Your Library and Library Board”
and their No. 6 “Evaluating the Library Director” were distributed
by President Colby with the request that each Trustee complete the questionnaire
and read the other publication in preparation for further Board action. A
new position, “Librarian,” was created and a new part time MLS hired
to fill it. Patrons’ questionnaire was conducted via our Newsletter and
responded to by over 200, with only 10 being critical in any way.
Fiscal 98
See Cross’ Mills Public Library Handbook for the most recently revised
and adopted By Laws, plans, and policies of the Library…this is an on-going
process. The R.I. Interlocal Risk Management Trust is very helpful for non-library-specific
policies, mostly in regard to liabilities and an annual safety walk-through.
General upkeep and improvement of the library physical plant and grounds is
also an on-going process. The Champlin Foundations continue their strong support
of capital funding, and Eagle Scouts continue to be a source of volunteer
labor for specific projects. The report of the Library’s Budget Committee
re Proposed Budget F99 was the most comprehensive ever submitted and included
full detail as well as a section titled “Calculation and Linkage of Revenues
and Expenditures” (see following Nov 97 minutes). The Town Budget Commission
complimented us for the inclusion of this document with our budget request.
State legislators have begun to seriously address the necessary increase in
state funding to libraries as required in RIGL 29-6-2; such increases are
gratefully added to the Library’s revenues. A full report from the Public
Relations Aide/Library Technician can be found following the Agenda for 20
Jan 98. A donation of stocks valued at $4200 was made by Susannah Brown for
the Endowment Fund. A visit by Dorothy Frechette from OLIS was scheduled to
discuss space utilization; her emphasis was on balancing aesthetics and functionality.
OLIS sent their Vol. 1, #1 Trustee Communique (planned to be a quarterly publication).
Fiscal 99
New salary scale adopted. New Employee Evaluations adopted. Audit FY 97
completed. New position created (replacing Assistant to the Director). The
title is a slash one since it is unlikely anyone but S. Mackenzie would have
all of these skills now being used to benefit our Library: “Director
of Finance & Human Resources/Adult Programming & Services.” Trustee
participated in the Coalition of Library Advocates (COLA) Focus Groups “What
do you want from your library?” A monthly book discussion group was begun
and continued with great success on the first Thursday of each month from
1:00 – 2:30 p.m. The Town Budget Commission visited the Library in January.
CMPL received certificates of Appreciation from the Charlestown Historical
Society and the US Coast Guard Auxiliary. COLA and OLIS contracted for a new
statewide Library Study; Trustees and Director/Librarian participated in public
feedback. OLIS has begun the process of revising the State Standards for Public
Libraries; Director/Librarian serves on the committee. CMPL cooperated with
the Town Memorial Day Parade Committee on an educational art/poetry/essay
contest for South County students in grades K-12. The parade and contests
were publicly acclaimed successful. CMPL became one of the 6 QUEST sites and
planning partners for this exciting new project in South County’s Greenways
(see Chariho Times page 4A 6 May 99.) The Board of Trustees presented a Certificate
“in highest commendation, in grateful appreciation of 25 years of continuous
and meritorious service” to Director/Librarian Ann Crawford at a surprise
party held by the Board and staff.
Fiscal 00
Once again the Rhode Island Foundations awarded CMPL their ADDD Challenge
Grant. This year we received $936 from them for our successful completion
of Annual Appeal fundraising during F99. The Fiscal 98 Financial Review Report
was received/accepted and filed with Town Hall. Interior decoration was greatly
improved during the year thanks to grants from the Champlin Foundations. Most
of the year was spent on a full revision of our Personnel Manual/Policy, with
hopes of its full adoption early in FY2001. Peachtree Accounting continues
to be a work-in-progress, our treasurer has high expectations for it also
to be completed early in FY2001. The State Legislature and Governor have arrived
at the 25% reimbursement $ figure (2 years previous Town tax contribution).
The Resource Sharing line has been merged into the G-I-A (with an agreement
that no library will receive less than the combined total had been). This
appears to mean that CMPL will remain at $39,288 for probably the next 3 years.
The Display Case is being used with great success for rotating collections
loaned by several interested library users. Most Policies were reviewed and
brought up to date, as were the By-Laws. The Freedom Forum funded the moving
and site preparation of a John Paull Cabin, donated by Douglas Randall III,
to library land ($2500). Trustee George Carter, accepted an award for Jonathan
Hazard from the Rhode Island Heritage Hall of Fame to be permanently displayed
at the library. The D/L was nominated, appointed by the Governor, and confirmed
by the RI Senate to serve a 3 year term representing small libraries on The
Rhode Island Library Board.
Fiscal 01
Phlamingo Philanthropy (a phund raiser for the Endowment Fund dreamed
up by our Treasurer, Evelyn Smith) brought the library lots of good public
relations, phun, $4,242, and recognition from COLA (Coalition of Library Advocates)
and a $100 award. The Annual Appeal raised $12,723 from 247 donors meeting
the RI Foundations ADDD Challenge for another $700. Our outside signs were
refurbished this year, picture molding was installed in the Champlin Room,
and the installation of new window shades throughout the library was completed.
The monumental revamping of our Personnel Manual, now Personnel Policy, was
completed with congratulations going to VP Peter Herstein for his prodigious
effort. All other policies were reviewed and only the ByLaws and Orientation
Program remain to be completed. New "Minimum Standards for RI Public
Libraries" were adopted by The Library Board of Rhode Island this year.
Cox Cable connected Cross' Mills Public Library in the Champlin Room. The
library enjoyed a URI graduate library school student, Jessica Smith, doing
a "Field Experience" here for the Fall Semester. Cross' Mills Public
Library joined the 21st Century with Board notification/minutes/agenda now
being handled via e-mail. The Denison Pequotsepos Nature Center donated a
handsome conference table to the library. We continue to enjoy cooperation
with the Boy Scouts and their Eagle Projects, thanks to the coordination through
Tom Tetzner. For the third year the library oversaw the Art/Poetry/Essay Contest
with the Memorial Day Committee. The South County Conservancy and the library
share a "fuzzy boundary" and conversation has begun regarding cooperatively
maintaining the area. Errors were found during the Budget Workshops with the
previous years' Salary Ranges - these were all corrected by the Treasurer
and necessary adjustments made for FY01 salaried employees (D/L and DFHR).
It was noted by the President that the Master Gardeners have truly outdone
themselves with the School House garden and our day lilies - everyone agreed.
Fiscal 02
Once again our ADDD Challenge Grant from Rhode Island Foundation was met.
We raised $12,067 which then realized another $600 from RIF. However, due
to the 11 September 01 disasters, we did not follow-through on any Phlamingo
Philanthropy activities for this year. August set two records: a new high
for August circulation figures - up 664 items / 9.3%; and for the first time
ever August circulation was higher than July. The annual circulation was higher
than the previous 3 years, but still well below Fiscal Years 98, 96, 92, or
the record year of F97. Summer Reading Programs report can be read with the
October Board minutes along with the announcement of Gretchen Hanley's resignation.
A search for a new Librarian was conducted and Ray Brennan was hired for the
position. Champlin Foundations granted a total of $10,689 for PC upgrade;
purchase and installation of a remote visual oversight system for our Lower
Level; six additional wooden chairs for the Periodicals Room; five replacement
folding tables for the Champlin Room; and replacement of our front doors.
All five projects were completed in record time (before the end of February).
An agreement was made with South County Conservancy to establish "co-operative
management" of the trails between the library, the pond, and US Rt.1
and not worry about our "fuzzy boundary" since we both support passive
use of the area. The deed restrictions that involve the Cross Mills Baptist
Church and the library continue to be studied. Once again the issue of private
vs municipal is an agenda item for Board discussion which will continue into
next year. The restoration of the John Paull Cabin is ongoing with noticeable
progress. The Anita Arnfield remainder legacy ($16,172) will be used to convert
our fund-raising year to a calendar year instead of a fiscal year. The Board
voted to raise the copy fees to 15 cents per copy and the overdue videos fine
to $2 per video per day effective 1 Jan 02. Policies and By-Laws were reviewed
and some changes were made. The entire Handbook is now available to the public
via our Home Page on the Web - many thanks to our expert volunteer David Brigada
for this large undertaking. Our 56K telcom line was improved to a fracT-1
so we are now faster than ever. P.Herstein and T.Denfeld attended an OLIS
workshop on fund-raising - their report follows the February minutes. P.Herstein
and E.Smith attended the Town Future Planning Meeting held in March - they
felt it was positive networking. We began e-mailing the approved Board Minutes
to the Town Clerk for the Town Council per the suggestion of Council President.
All in all this has been a difficult year…accidents and illnesses, both
Staff and Trustees, as well as the inevitable changes with goings and comings
of old and new, again both Staff and Trustees. We end FY02 with 7 Trustees.
Mission
Statement & General Objectives
The Cross' Mills Public Library services a unique population. Charlestown
has a winter-resident population of approximately 7,900; a summer-resident
group consisting of at least 3,000; and an unpredictable number of summer
visitors. In this rapidly growing community, the library must meet the changing
informational and recreational needs of diverse groups. The library will continue
to serve as a focal point in the community, providing cultural and informational
programs that touch every age group from pre-school children to senior citizens.
While a public library neither promotes nor endorses particular beliefs or
views, it does provide resources which individuals may examine freely in order
to make their own decisions. Our mission is to educate, enrich, and enlighten
our patrons.
Board Approved 17 Apr 01
GENERAL OBJECTIVES
The Board of Trustees sets a general policy of providing a center of reliable
information and resources for the education, development and entertainment
of individuals within the community. The objectives are:
1. To serve as
the public library of the Town of Charlestown.
2. To maintain compliance with the current "Minimum Standards for Rhode
Island Public Libraries."
3. To provide opportunities for continuing education for children, young people,
and adults, hoping to interest the non-reader as well as the reader.
4. To provide appropriate services to meet the changing interests and needs
of the community.
Board Approved 17 Apr 01
ARTICLE I:
NAME AND LOCATION
The name
of this body shall be: CROSS' MILLS PUBLIC LIBRARY. The location of the principal
office of the corporation shall be in the town of Charlestown, Rhode Island.
ARTICLE II:
OBJECTIVE
To serve the residents of Charlestown and vicinity with excellent, free library services.
ARTICLE III:
MEMBERSHIP
Any person to whom a Cooperating Libraries Automated Network (CLAN) card has been issued with Cross' Mills Public Library(CMPL) as the primary agency is a member of the Cross' Mills Public Library. All adult members are entitled to vote for the election of Trustees at the Annual Meeting.
ARTICLE IV:
BOARD OF TRUSTEES
Section 1.
The Board of Trustees of the Cross' Mills Public Library shall consist
of not more than eleven (11) adult members, who shall be elected or appointed
in accordance with Section 2, which follows.
Section 2.
a. Not more than ten (10) members of the Board of Trustees shall be elected
at the Annual Meeting, to staggered 3-year terms, upon the affirmative vote
of a majority of those present and voting. Board members' tenure shall be
limited to no more than three (3) consecutive 3-year terms.
b. One member may be the Town Council Liaison, who shall have been appointed by the Charlestown Town Council. The Town Council Liaison shall be a full voting member of the Board of Trustees.
Section 3.
Except for the Town Council Liaison, vacancies on the Board of Trustees
shall be filled by majority vote of the Trustees present at any regular meeting,
to serve until the next Annual Meeting, where the balance of the term will
be filled by election.
Section 4.
The Director/Librarian shall serve as the Clerk of the Board of Trustees,
and shall be responsible for the posting of meeting notices, the preparation
of meeting agendas, distribution of information to the Board members, and
the recording of the minutes of all meetings of the Board, except for any
portion(s) thereof designated as an executive session by the Board, from which
the Cross' Mills Public Library Director/Librarian and/or the Cross' Mills
Public Library staff and/or the public are excluded. The Director/Librarian
may assign staff to assist in the fulfillment of these duties.
Section 5.
All members of the Board shall serve without compensation.
Section 6.
Board members may be removed by majority vote of the Trustees present
at any regular or special meeting for which due notice has been given.
ARTICLE V:
POWERS AND DUTIES OF THE TRUSTEES
Section 1.
Powers:
a. The Trustees shall be the legal guardians and custodians of the Library
and shall provide suitable quarters for it.
b. The Trustees may aquire and/or dispose of library property, including real estate or financial assets, in the course of operating the Library.
c. The Trustees shall appoint a Director/Librarian and fix the compensation according the Library's salary schedule, and may terminate such appointment in accordance with established personnel policy guidelines.
d. The Trustees shall authorize any expenditure of library funds other than those for the normal day-to-day operation of the Library. No debt, grant request, or contract shall be entered into unless authorized by a resolution of the Trustees. The Trustees must approve any written contract, or execution and delivery of any instrument in the name of and on behalf of the Library.
e. The Trustees may fill a vacancy occurring on the Board of Trustees, as provided in Article IV.
Section 2.
Duties:
a. The primary responsibility of all Trustees is to be committed to the
growth and development of library services in the community.
b. All Trustees are to be advocates for library service. Trustees should join and participate in state, regional, and national library associations and attend meetings and workshops related to their duties.
c. Trustees should attend all meetings of the Cross' Mills Public Library Board of Trustees.
d. In consultation with the Director/Librarian, the Trustees shall determine and adopt written statements of objectives and policies to govern the operation and direction of the Library, and shall review them annually.
e. The Trustees shall present the financial needs of the Library to the municipal governing body.
f. Trustees shall recruit library members to serve on the Board of Trustees.
ARTICLE VI:
OFFICERS
Section 1.
The officers of the Library shall be:
a. President
b. Vice President
c. Secretary
d. Treasurer
Section 2.
a. Officers shall be elected by the Trustees at the organizational meeting
following the Annual Meeting, for a term of 1 year, upon affirmative vote
by a majority of those present.
b. Officers shall serve no more than five consecutive years in any single office.
c. A vacancy occurring in the office of President shall be filled by the Vice President for the unexpired term. Vacancies occurring in any office except that of the President may be filled for the unexpired term by appointment of the President.
ARTICLE VII:
DUTIES OF OFFICERS
Section 1.
President
a. The President shall preside at meetings of the Trustees. This officer
or designee shall represent the Library in any dealings with other organizations
or governmental agencies. In the event of the absence or incapacity of the
Treasurer, all powers of the Treasurer shall be exercised by the President.
b. The President is the official spokesperson for the Board of Trustees in all dealings with the Director/Librarian.
Section 2.
Vice President
The Vice President shall perform all the duties of the President in the
event of the absence or incapacity of the President. In the event of a vacancy
occurring in the office of President, the Vice President shall automatically
assume the office of President for the balance of the term.
Section 3.
Secretary
The Secretary or designee shall oversee the maintenance of all Trustee
records, which shall remain permanently on file in the Library building; handle
Trustee correspondence, and perform such other duties as requested by the
Board.
Section 4.
Treasurer
The Treasurer or designee shall receive all monies due and have custody
of all monies belonging to the Library, and shall deposit same in Board-approved
accounts/securities held in the name of the Library. The Treasurer or designee
shall generate an accurate record of Library income and disbursements and
shall make a report at each regular and annual meeting. The Treasurer shall
be bonded as may be required.
ARTICLE VIII:
COMMITTEES
Section 1. Standing Committees
The following Standing Committees shall be organized on a permanent basis
and chaired by a member of the Board of Trustees: Building/Grounds, Public
Relations, and Ways and Means.
Section 2.
Special Committees
Special committees may be formed from time to time as found necessary, for
a specified term and specified purpose. The Chairs shall report to the Trustees
at regular or special meetings as requested.
Section 3.
Chairs of Committees
a. Chairs of Standing Committees shall be appointed by the President,
subject to confirmation by the Board, at an organizational meeting when officers
are elected or upon the occurrence of a vacancy.
b. Chairs of Special Committees shall be appointed by the President at the time of the forming of the committees.
c. Chairs of both Standing and Special committees shall be authorized to recruit and appoint working members of their respective committees from among the Library's active members and the community at large.
Section 4.
Nominating Committee
a. The President shall appoint the Chair and the Trustees shall choose
two other members of the Board to form the Nominating Committee. This Committee
shall be formed not less than two months before the Annual Meeting or whenever
a vacancy, other than Town Council Liaison, occurs within the Board of Trustees.
b. The Nominating Committee shall present the names of candidates for the Trustees to be elected at the Annual Meeting in that year and the names of candidates for Officers to be elected at the Organizational Meeting.
c. The Nominating Committee shall post vacancies, review applications, and publish election results.
ARTICLE IX:
MEETINGS
Section 1. Annual Meeting
The Annual Meeting shall be held on the third Tuesday in July at 7:00
p.m. at the Library or a place to be designated.
Section 2.
Regular Meetings
Regular meetings of the Trustees shall be held on the third Tuesday of
each month at 7:00 p.m. at the Library or a place to be designated. The regular
monthly meeting may be re-scheduled as circumstances require.
Section 3.
Quorum
A quorum for the transaction of business shall consist of at least three
(3) members of the Board at least two (2) of whom shall be officers.
Section 4.
Conduct of Meetings
Meetings shall be conducted according to the latest revision of Robert's
Rules of Order.
Section 5.
Special Meetings
Special Meetings may be called by the President or upon the request of
three (3) members of the Board. At least two (2) days notice of such meetings
shall be given to all members of the Board.
Section 6.
Executive Sessions
An Executive Session is to be considered a sub-set of a meeting from which
the Cross' Mills Public Library Director/Librarian and/or the Cross' Mills
Public Library staff and/or the public are excluded.
Section 7.
Motions
Any motion brought before the Trustees, when seconded, shall be approved
or disapproved by a simple majority of the Trustees present.
ARTICLE X:
AMENDMENT OF BYLAWS
These bylaws may be amended at any regular meeting of the Trustees by a vote
of two-thirds of those present, notice of which, including the proposed amendments,
shall have been given by written notice at least a week before the regular
meeting.
-- Board Approved 20 Nov 01
Relative
Duties and Responsibilities
Of the Board of Trustees
1 Employ a qualified and competent Director/Librarian (MLS).
2 Determine and adopt written policies to govern the operation and
direction of the library.
3 Determine the purposes of the library and seek adequate funds to
carry ouyt these purposes.
4 Know the program and needs of the library in relation to the community
and keep abreast of the standards and library trends.
5 Establish, support, and participate in a planned public relations
program.
6 Prepare an annual budget for the library in consultation with the
Librarian and give a current report of expenditures against the budget at
each meeting.
7 Know local and state laws; actively support library legislation in
the state and nation.
8 Establish among library policies those dealing with book and material
selection.
9 Attend all board meetings and see that accurate records of the secretary,
treasurer, Librarian, and other written committee reports are kept on file
at the library.
10 Attend regional, state, and national (when financially possible)
trustee meetings and workshops, and affiliate with the appropriate professional
organizations.
11 Be aware of the services of the Office of Library & Information
Services.
12 Submit an annual report to the Town Council with the library budget
request.
Of the Director/Librarian
1 Act as technical advisor to the Board; recommend needed policies
for Board action; employ all personnel and supervise their work.
2 Carry out the policies of the library as adopted by the Board.
3 Implement the purposes as determined by the Board and suggest to
the Board plans for extending the library's services.
4 Prepare regular reports embodying the library's current progress
and future needs.
5 Maintain an active program of public relations.
6 Assist in the preparation of the annual budget.
7 Know local and state laws; actively support library legislation in
the state and nation.
8 Select and order all books and other library materials.
9 Attend all board meetings.
10 Affiliate with the state and national professional organizations
and attend professional meetings and workshops.
11 Make use of the services and consultants of the Office of Library
& Information Services.
12 Report regularly to the Board and prepare reports as required by
the Office of Library & Information Services.
Cross' Mills
Public Library BOARD approved 8/21/01
Board of Trustees Orientation Program
The coming of a new trustee offers an ideal opportunity to hold an orientation-not just for one, but for all. All Board members can use the review of their functions, the Library's current condition, and the anticipated programs and problems in order that all Board members will be able more efficiently and effectively to perform their duties.
Upon election or appointment, the new Board member shall be furnished a copy of the following:
- Bylaws, including
goals and objectives
- All written policies, including trustee responsibilities and duties
- History of the Library
- List of current trustees with titles, addresses, and phone numbers
- List of current personnel with titles and pay scales
- Current budget
- Most recent annual report
- Previous 3 months minutes
- An in-service program will be held for the new member(s), conducted by the
President of the Board and the Director of the Library. All Board members
shall be invited to attend.
The in-service program shall cover but will not necessarily be limited to:
- Review and
explanation of the Bylaws
- Review and explanation of current written policies, and the Library's philosophy
of service
- Explanation of the current budget and its status
- Duties and responsibilities the Board
- Duties and responsibilities of each staff member
- Cooperating Libraries Automated Network (CLAN)
- Office of Library & Information Services and State Standards
- The in-service program will also include a complete tour of the physical
plant.
BOARD Approved 8/21/01
LONG
RANGE PLAN 2001-2005
STATEMENT OF COMMUNITY NEEDS
The composition of the community of Charlestown varies constantly, with a
winter resident population of approximately 6,600; a summer resident group
consisting of 3,000; and an unpredictable number of summer visitors. The total
number of residents and summer visitors goes up and down, just as the proportion
of minor, minority, senior, handicapped, needy, and high-income library users
changes from year to year. These varying constituencies need a variety of
library services. Providing these services has been a key part of the CMPL
program since 1913. The needs vary from casual reading to scholarly research,
and from pre-school story hour to surfing the World Wide Web. The community
needs access to materials, information, and activities that will delight,
educate, and enrich the lives of all library patrons.
Community needs will change as the number of library users continues to grow and new issues and concerns surface in this age of the virtual library. Identifying the shifting needs will require renewed energy from the board of trustees and from the staff. Above all, the community needs improved and expanded services to keep up with the rapidly evolving information age.
FUNDING:
GOAL: TO INCREASE REVENUE FROM STATE, TOWN, GRANTS AND GIFTS
Objectives:
Publish a clear and consistent case for increasing public dollars.
Identify new grant sources.
Encourage more active library support by trustees, volunteers, and the public.
Broaden the network of library supporters.
Create a planned giving program.
PATRONAGE:
GOAL: TO INCREASE AND DIVERSIFY PARTICIPATION IN LIBRARY AND COMMUNITY ACTIVITIES
BY CARD-HOLDERS AND VISITORS
Objectives:
Champion library services to as wide an audience as possible through cooperation
in community programs, projects and events.
Expand community awareness of library programs.
Publicize the library's services through distribution of weekly news releases,
posters, and calendars of activities and hours.
Maintain a web-site presence on the Internet.
FACILITIES:
GOAL: TO MAINTAIN AND IMPROVE PHYSICAL FACILITIES TO SAFELY AND EFFICIENTLY
SERVE THE PUBLIC AND HOUSE THE COLLECTION
Objectives:
Establish a building maintenance schedule for regular care and preventive
maintenance.
Establish a facilities and improvements plan to identify and prioritize projected
equipment purchases and replacement and building improvements.
COLLECTION/SERVICES:
GOAL: TO MATCH SERVICES AND THE COLLECTION TO THE NEEDS OF OUR DIVERSE COMMUNITY
Objectives:
Adhere carefully to our Materials Selection Policy.
Expand services using appropriate media.
CULTURE:
GOAL: TO SERVE AS A CULTURAL CENTER FOR OUR COMMUNITY
Objectives:
Provide programs and exhibits in the arts.
Maintain and add to a permanent collection of visual arts and other materials.
Offer lectures and discussion groups on various topics.
CONTINUING
EDUCATION:
GOAL: TO ENSURE THAT STAFF AND VOLUNTEERS HAVE THE SKILLS NECESSARY TO EFFECTIVELY
SERVE OUR PATRONS
Objectives:
Budget adequately for continuing education for staff.
Conduct volunteer training on site and on a regular basis.
Provide satisfactory recognitions and rewards for skills acquired.
PLAN FOR EVALUATION:
The staff will provide data for review by the Director/Librarian, who will
monitor progress toward the meeting of the objectives;
The Director/Librarian will report progress toward, or problems with, the
meeting of the objectives, on an annual basis; and
The trustees will evaluate the extent to which the objectives are being met,
and the extent to which the meeting of objectives contributes toward the realization
of the goals.
Board Approved
16 Jan 2001
Reaffirmed
15 Jan 2002
The scope of the collection is designed to meet the changing interests and needs of this community of 7,900 winter residents, at least 3,000 additional summer residents, plus an unpredictable number of summer visitors. Provision is made for serving pre-school and school-age children, senior citizens, and those of all ages in between.
(B) Intellectual
Freedom
Because the library does not promote nor endorse particular beliefs or
views, it has adopted the standards set forth in the ALA Library Bill of Rights,
The Freedom to Read Statement, and The Freedom to View Statement. Materials
are made available for individuals to examine freely in order to make their
own decisions.
(C) Criteria
Materials are selected in accordance with their suitability for meeting
the needs of the Library community while maintaining an awareness of the collections
of near-by libraries through the CLAN database and with Resource Sharing in
mind as well as ease of access for Primary Clientele. The criteria and the
selection tools will be those recognized in library journals and other professional
publications; materials experts, professionals and patrons; and finally, reviews
in general publications. It is distributed at conventions, seminars, workshops
and trade fairs; consultation with the responsibility of the Director/Librarian
to make the final decisions as to what materials meet these criteria.
(D) Inclusion/Exclusion
Occasionally there may be objections to materials which have been selected
for inclusion in the collection according to the criteria set forth above.
The procedure in this case calls for the use of the written form in Appendix
E of the RILA Intellectual Freedom Handbook, which will be reviewed and followed
up as suggested in the Handbook.
A similar procedure will be followed when requesting reconsideration of materials that according to the criteria set forth above have not been selected for inclusion in the collection. The written form in this case is that in Appendix F of the Handbook.
(E) Annual
Review
The materials selection policy shall be reviewed annually as part of the
evaluation procedure specified in the library's Long Range Plan.
Board Approved
17 Apr 01
The Library welcomes
the donation of cash and tangible property that will better enable the Library
to fulfill its mission. The Board of Trustees reserves the right to refuse
to accept any gift that in its judgment would not be in the Library's best
interest. All gifts accepted by the Library shall be subject to the further
reservation by the Board of Trustees of the right to dispose of any gift that
has become unnecessary or inappropriate to the Library's mission.
Sec. 1. GIFTS (Defined)
Collection Items: materials of a nature to be considered for inclusion in
the "Collection" as defined in the Materials Selection Policy
Restricted Cash Gifts: cash donations, the use of which is restricted in writing
by the donor to the purchase of specific items or services or to a restricted
fund maintained by the library
Other Gifts: all other donations of tangible property or securities, and all
unrestricted cash donations not recognized as in response to an ongoing Library
fund raising campaign
Sec. 2. ACCEPTANCE
OF GIFTS
The Director is authorized to accept on behalf of the Library all Collection
Items and all Restricted Cash Gifts for the acquisition of Collection Items
or for the provision of specific library services. Restricted Cash Gifts for
other purposes shall be referred to the Board of Trustees for acceptance.
The Director is authorized to accept on behalf of the Library all Other Gifts
that have an estimated value of less than $250. The Director may refer any
offered donation to the Board of Trustees for its consideration and acceptance.
The Board of Trustees shall consider the acceptance of all gifts valued at
$250 or more, and all gifts referred to it by the Director.
Sec. 3 DISPOSITION
OF GIFTS
Collection Items: Disposition shall be determined by the Director; materials
not selected for inclusion within the collection may be offered to another
library or to a non-profit group, or held for sale to the public at the annual
or ongoing book sale.
Cash Gifts: Disposition shall be as directed by the Board of Trustees, except
that the disposition of Restricted Cash Gifts for collection items and library
services shall be at the discretion of the Director.
All other gifts including those that have been accepted by the Director shall
be placed in service, held in reserve, or retired from service at the direction
of the Board of Trustees.
No gifts other than collection items shall be otherwise offered for sale except
at the direction of the Board of Trustees.
-- Board Approved 20 Mar 01
Accordingly, children NINE years and younger must be accompanied by a parent, guardian, or responsible caregiver while in the library. Older children may use the library unattended as long as their behavior is not disruptive or dangerous to themselves or others. Parents/Guardians are responsible for the behavior and safety of their children in the library, whether or not the parent/guardian is present.
Children remaining in the Library at the close of business will be asked to leave the building and its premises. If a child informs library personnel prior to closing that he or she cannot leave the building because of age, handicap, or other reason, the employee will ask the child for the telephone number of the child's parent or guardian, call that number, and arrange for the immediate retrieval of the child.
In all circumstances when a child remains in the building or on the premises for whatever reason, library personnel will call the Charlestown Police, explain the situation, and wait until the Police arrive. When the Police arrive, Library personnel will again explain the situation, secure the Library building, and leave.
Library personnel will neither wait with the child nor offer the child a ride to any destination after the Police arrive.
Adopted by Board
of Trustees 16 Jul 2002
1. The
Cross' Mills Public Library welcomes all who enter its doors and extends everyone
access to its collections and services.
2. The borrowing of library materials is a privilege reserved for those
with Cooperating Libraries Automated Network (CLAN) cards issued both here
and elsewhere. Residency is not required for CLAN cards issued by Cross' Mills
Public Library
3. The Board of Trustees shall, in agreement with the Director/Librarian,
determine the days and hours that the Library will be open for public circulation.
The Library will be closed for all federal and state holidays. The Library
will close at noon on
Christmas Eve and on New Year's Eve. Closings due to severe weather conditions
shall be at the discretion of the Director/Librarian.
4. Library-sponsored programs may be scheduled at the discretion of
the Director/Librarian.
5. No smoking anywhere in the Library at any time.
- Bd. Approved 19 Oct 99
- Bd. Reaffirmed 17 Apr 01
Use
of the Library by Outside Groups
1. Any original request for the use of the building shall be made to
the President of the Board of Trustees, who, with the consensus of the Board,
may grant the request providing the Director/Librarian has not previously
scheduled the space for programming. Subsequent requests from the same group
may be handled directly by the Director/Librarian.
2. The President of the Board of Trustees and/or the Director/Librarian
shall designate a representative to coordinate the opening and closing of
the Library for each meeting.
3. No admission is to be charged for events held at the Library.
4. All groups are responsible for their own set-up and clean-up. Facilities
must be left clean and in orderly condition. All meetings must be terminated
by 10:00 p.m. and the building must be vacated by 10:30 p.m.
5. Unless modified by The Board of Trustees, a donation of twenty-five
dollars ($25.00) per use will be requested, to cover the cost of electricity,
heat, air conditioning, etc. Failure of the requestor to utilize the library
facilities reserved during time periods when the library is normally closed
will result in the donation being non-refundable.
6. Any organization holding meetings in the Library shall assume responsibility
for damage to the room or its
that occurs
during the organization's meeting time.
7. Cross' Mills Public Library, Library Trustees, Staff Members, Volunteers,
etc. cannot be held responsible for any theft of or accident to displays or
objects stored in the Library.
- BOARD APPROVED
21 May 02
It shall clearly be the policy of the Cross' Mills Public Library not to assume responsibility, in any manner for what patrons choose to access via the library's computers. The following awareness statement shall be posted near the public access computers and printed in library "handout" materials.
AWARENESS STATEMENT
Internet Access
Computer Guidelines for Parents
Appropriate Materials for Minors
It is the right and responsibility of parents to guide their own children's library use. By taking responsibility for your children's online computer use, parents can greatly minimize any potential risks of being online. The Cross' Mills Public Library now has full WWW available with graphics and bulletin boards. It is open for anyone to use and browse. We want to let you know that this is available and that parents are responsible for what their child views. It is not the library staff's responsibility to watch every patron using the Internet. If you do not want your child accessing the Internet then it is up to you to let them know. The library staff will not oversee what anyone searches online.
If you have any questions or concerns please feel free to speak with the director/librarian.
Adopted by vote
of the
Board of Trustees on
May 19, 1997.
Reaffirmed by
Board vote
17 Aug 99
Reviewed by Board
20 Mar 01
Employees and/or patrons who feel subjected to any of the behaviors listed above should immediately report the incident to the library supervisor on duty or to the Human Resources Representative. Complaints will receive attention and the situation will be investigated. Based upon the results of the inquiry, legal and/or disciplinary action will be taken against the offender, if the Director/Librarian or The Board of Trustees feels it is appropriate.
Employees who observe, or have knowledge of, any violation of this policy should immediately report it to the library supervisor on duty. S/he will act when unforeseen events occur and look to employees for support of this policy. Employees should directly contact proper law enforcement authorities if they believe there is an immediate threat to the safety and health of others.
- Board Approved
17 Apr 01
- Board Reaffirmed
17 Apr 01
Goal:
To update staff proficiency in regards to our hardware and software use as
well as online information resources
Objective 1): Each staff person to attend at least one course or workshop/training
session each year;
Objective 2): Provide time for paid staff to share their training with
the unpaid staff;
Objective 3): Provide time for hands-on practice of the on-line cyberspace
resources.
Goal:
To staff the library adequately to be able to offer basic training to patrons
as needed
Objective:
To have the capability of one-on-one training available all hours that the
library is open.
Goal:
To maintain and upgrade our equipment and training so as to be able to take
full advantage of the continuing CLAN enhancements and future technological
advances.
Objective
1):
To take advantage of all OLIS and CLAN offered training workshops;
Objective 2): To follow the CLAN and OLIS recommended upgrades of our
hardware and software through Champlin Grants
Budget Statement: State monies cover CLAN membership fees, Champlin monies cover new equipment, Town & Library monies cover the equipment maintenance/repair and any continuing education fees.
Evaluation: This Plan will be reviewed and updated annually by the Staff and the Board of Trustees.
Technology
Assessment April. 2002:
One Apple IIE with Image Writer Printer (used by 3 staff members) includes
Apple Works (word processing, data base, spreadsheet); Print Shop plus Print
Shop Companion and Print Shop Graphic Library; Winnebago Catalog Card Maker
IV.
Five Dynix "dumb" terminals (one Wyse30+; four VT100s) - 3 used as OPACs - 2 used at CIRC, one with an OKIDATA Microline 380, 24 Pin Printer, the other with a Citizen GSX-230 printer.
The following eight PCs are Internet capable and are available for public use:
- Periodicals
Room, Dell Pentium III, Windows 98 Operating System, MS Office 2000, Sharing
Deskjet 842C, CHA 156
- Periodicals Room, Dell Pentium III, Windows 98 Operating System, MS Office
2000, Sharing Deskjet 842C, CHA 154
- Children's Room, Dell X86, Windows 98 Operating System, MS Office 2000,
Sharing Deskjet 842C, CHA 157
- Tech Services, Dell Pentium III, Windows 98 Operating System, MS Office
2000, Hewlett Packard Laserjet 6P, APC Backups 500. [Calendar Creator and
Peachtree Complete Accounting for library records only] CHA 151
- Tech Services, Dell Pentium III, Windows 2000 Operating System, MS Office
2000, Hewlett Packard Officejet Pro 1150C CHA 150
- Lower Level, Dell X86 Windows 2000 Professional Operating System, MS Office
2000, Hewlett Packard Laserjet 5P CHA 155
- Lower level Dell X86 Windows 2000 Professional Operating System, MS Office
2000, Hewlett Packard Laserjet 5L CHA 152
- Lower level Dell Pentium lll Windows 2000, Word 2000, Hewlett Packard Deskjet
870CSE CHA 158
The Following computer is NOT connected to the Internet. It is reserved
for word processing and accounting:
Lower level Compudyne
Pentium Processor Windows 95, MS Office 97 contains Word Perfect and Excel,
Hewlett Packard Deskjet 670C CHA 97
Britannica Online, Facts on File, and Infotrac databases are available on
several PC's.
- Cross' Mills Public Library Board Approved 20 Nov 01
Cross
Mills' Public Library
Personnel Policy
Glossary
of Terms
CLAN - Cooperating Libraries Automated Network
CPI - cost of living adjustment (Consumer Price Index)
D/L - Director/Librarian
Days - references are to calendar days
DFHR - Director of Finances & Human Resources/Adult Programming &
Services
Employee - A person employed by the Library, except persons contracted as
Independent Contractors
Employee; regular - An employee hired on a regular annual basis
Employee; temporary - Any employee not hired on a regular annual basis
Employee; salaried - D/L and DFHR positions, salary based on yearly service
MLS - Master of Library Science
Personnel - Library personnel includes all employees as well as unpaid volunteers
working at the direction of or under the supervision of library employees
Prorated - the proportional distribution, in this manual as applied to selected
employee benefits
Weeks - references are to calendar weeks
Work week - an employee's regularly scheduled hours of employment over a seven
day period
YART - Young Adult Round Table
SECTION
I - INTRODUCTION AND PURPOSE
This document is the personnel policy for employees of the Cross' Mills Public
Library (CMPL). The policy is intended to provide all employees with an understanding
of the Library's overall organization, staff positions, operational policies
for employees, salary policy and employee benefit policies.
Awareness
of General Library Policies
Employees are hereby notified that additional policies in the CMPL Handbook
include specific employee obligations and responsibilities. Employees are
expected to be familiar with the entire contents of the CMPL Handbook.
SECTION
II - JOB DESCRIPTIONS
Listing of Positions
Salaried staff positions (as established by the Board of Trustees) are:
- Director/Librarian (D/L)
- Director of Finance & Human Resources/Adult Programming & Services
(DFHR)
Hourly staff positions (as established by the Board of Trustees) are:
- Librarian
- Children's Program Director & Technician
- Technician(s)
- Circulation Assistant
- Building & Grounds Custodian
Each staff position job description is understood to include compliance with
Appendix A-"Philosophy Regarding Internal Interaction And Service to
the Public". A detailed description for each staff position is provided
in Appendix B, including for each the job position qualifications and position
responsibilities.
SECTION
III - EMPLOYEE OPERATIONAL POLICIES
Equal Opportunity Employment
It is and shall be the policy of the Cross Mills' Public Library to afford
equal opportunity for employment and promotion regardless of race, color,
religion, sex, age, national origin, political opinion, or handicapped condition
so long as the handicap does not interfere with the employee's ability to
perform her/his assigned duties. Also, all personnel actions, such as compensation,
benefits, sponsored training, social and recreational programs, shall be administered
without regard to race, color, religion, sex, age, national origin, political
opinion, or handicapped condition.
The staff shall be free to work without fear of dismissal for racial, political, religious, or other unjust reasons.
Definitions
of Employment Categories
An employee is a person employed by the Library except persons contracted
as independent contractors. All Library employees are further defined as:
- Regular Employee
- An employee hired on a regular annual basis
- Temporary Employee - Any employee not hired on a regular annual basis
Hours of Work
The number of hours of work of the D/L shall be determined by the Board
of Trustees in consultation with the D/L. The D/L is generally expected to
be on duty whenever the Library is open to the public. When this is not possible,
the D/L shall designate a responsible person to act in her/his behalf. The
number of hours of work of the other employees shall be determined by the
D/L within the constraints of the budget and in consultation with the Board
of Trustees and the employee. A record of hours actually worked by all employees
shall be kept in a manner as established by the D/L. Breaks - Employees who
work more than a six hour shift shall be paid for a meal break of no more
than 30 minutes.
Breaks - Employees who work more than a six hour shift shall be paid for a meal break of no more than 30 minutes.
Call in/Call back/Non-regular hours - Employees may be requested to work hours not regularly scheduled and have the right to refuse such a request. When they do agree to the extra work they shall be paid at their regular rate of pay for not less than three (3) hours unless the employee voluntarily requests a shift of less than the stipulated three (3) hours.
Initial Probationary
Period
All new employees shall be placed on a six (6) month probationary period.
The new employee shall be given a job description and the CMPL Handbook. The
new employee shall be introduced to the position with special emphasis on
giving the employee information about the library organization and policies,
on-the-job training and encouragement for continuous job development. During
the probationary period the Director/Librarian (herein after D/L) may dismiss
an employee, with or without cause. The decision to appoint permanently resides
with the D/L.
Staff Development
Development programs, formal and informal, take place both in and out of the
library. In-service training shall continue throughout a staff member's tenure.
Specific needs may be assessed and programs developed through staff meetings
that shall include discussions of problems, assignments, and individual conflicts.
Staff members are expected to keep abreast of professional library literature. Time with pay shall be allotted to attend library conferences, workshops, courses, and other meetings. Attendance at these meetings is encouraged as long as adequate staffing is maintained during open public hours. Attendance is arranged through the D/L. The fees for conferences and travel expenses are subject to the availability of budgeted funds.
Staff members are urged to become members and participate in the work of professional library organizations to the extent their library duties will permit.
Annual Performance
Evaluation
All performance evaluations shall be in writing, shall be based on the employee's
job description, shall be provided to the employee, and shall be placed in
the employee's personnel folder. Evaluations shall be provided at the end
of the probationary period and annually each June. The D/L shall meet with
all employees under her/his supervision as a part of the evaluation process.
The D/L shall be assessed by the President of the Board of Trustees. The President shall submit this assessment to the Board of Trustees for evaluation of the D/L's performance.
On the Job
Injury
Employees shall report immediately or as soon as possible any injury or accident
sustained by them in connection with their work. The injury or accident shall
be reported to the most senior staff member on duty other than the injured
person. A report of the accident shall be forwarded to the DFHR to file with
the State Department of Labor and the library's insurance carrier. The injured
worker shall be provided with necessary information to properly activate his/her
claim.
Leave of Absence
(without pay)
Parental leave without pay may be granted to any employee who has been employed
for at least 18 months. A written request for such a leave must be submitted
to the D/L and the President of the Board three (3) months prior to the anticipated
leave date. Such a leave shall not exceed six (6) months and shall commence
with the birth or adoption of the child. Sick Leave and/or Vacation Pay may
be used during this time. Once Sick and Vacation Pay is used up the remainder
of the six (6) months leave of absence shall be without pay.
Other leaves of absence shall be at the discretion of the D/L in consultation with the Board.
Grievance
Procedures
Many complaints and grievances can and should be addressed and resolved by
an immediate meeting with the D/L. If this does not redress the grievance,
the employee may refer the matter to the Board of Trustees as follows:
1. Within
5 days of meeting with the D/L, the employee has the right to submit the grievance
in writing to the Board of Trustees with a copy to the D/L.
2. Within 14 days the Board of Trustees shall meet and discuss the
problem with the aggrieved and the D/L. The employee may have the grievance
heard publicly or in a closed session.
3. The Board of Trustees shall within 14 days of the meeting render
the aggrieved a written decision with a copy to the D/L.
Separation from Service
Resignation: Any employee has the right to resign her/his position. The
D/L wishing to resign shall submit a letter of resignation at least 30 days
prior to the date of termination to the Board of Trustees. Any other employee
wishing to resign her/his position is requested to submit a letter of resignation
at least 14 days prior to the date of termination to the D/L.
Reduction in force: If it becomes necessary to reduce the number of staff employees, the selection of employees to be retained shall be based on the relative efficiency and importance of the position held as determined by the D/L who may consult with the Board of Trustees. At least 30 days notice in writing shall be given to the employee to be terminated. Employees who have worked more than 20 hours per week are entitled to termination pay of two days (prorated) per year of employment to a maximum of ten days (prorated).
Dismissal (D/L): The D/L may be dismissed by the Board of Trustees for a) incompetence or willful neglect in the performance of duties, b) for the physical inability to perform said duties, or c) for notorious behavior that impacts the execution of the CMPL's mission.
The procedural steps in the dismissal process are:
1. The
Board of Trustees makes a finding of grounds for dismissal;
2. The Board of Trustees votes to render direct notice of the decision
to dismiss, pending failure to resolve the identified problem;
3. The Board of Trustees shall form an ad hoc subcommittee to review
the case;
4. The Board of Trustees shall send notice to the D/L. The notice shall
include a) identification of the deficiency that if uncorrected shall be grounds
for dismissal, b) needed remedial action, and c) the duration of the probationary
period. The probationary period commences when the notice is sent;
5. The Board of Trustees shall meet again after the probationary period
to determine if the deficiency still exists;
6. The Board renders its decision. If the decision is to dismiss, the
D/L can appeal.
The dismissal may be appealed as set forth in the Dismissal Appeal Policy
(see below), however the D/L shall be suspended without pay from all duties
during the appeal process (see below).
Dismissal (All other employees): Any other employee shall be notified in writing by the D/L of any unsatisfactory or undesirable performance including unauthorized leave. If the situation remains uncorrected after 14 days, the D/L may dismiss the employee for incompetence or willful neglect in performing her/his duties or for physical inability to perform said duties. The decision to dismiss any employee is that of the D/L, but may be reached in consultation with the Board of Trustees. The employee must be furnished with a written statement by the D/L of the reasons for dismissal. This dismissal may be appealed as set forth in the Dismissal Appeal Policy below, however the employee shall be suspended without pay from all duties during the appeal process.
Dismissal Appeal Policy: Any employee of the Library has the right to appeal her/his dismissal by requesting and receiving a hearing from the Board of Trustees. The employee has the right to choose to have the dismissal appeal heard publicly or in a closed session. The employee has the right to counsel, if desired, and the right to present evidence. The Board may schedule witnesses, whom the employee may cross-examine. The employee may provide witnesses, whom the Board may cross-examine. The request for such a hearing must be made in writing to the Board of Trustees within 5 days from receiving a termination notice. In all situations, the D/L shall be notified of such an action. The employee must also at that time furnish a list of individuals who may be cross-examined. The Board of Trustees must set a date so that the hearing shall be held within 10 days of receiving the request for such a hearing. After the hearing the Board shall consider the charges brought for dismissal and render a decision within 14 days of the closing of the hearing.
SECTION
IV - EMPLOYEE BENEFIT POLICIES
Leaves of Absence (with pay)
Sick Leave: Each regular employee accrues sick leave at the rate of 5%
of regularly scheduled monthly work. Extension of the period of sick leave
may be granted to an employee by the Board of Trustees upon the employee's
submission of a written request for such extended sick leave. Sick leave shall
not be considered a privilege which may be used by the employee at her/his
discretion, but shall be allowed only under the following conditions:
1. Personal
illness, physical incapacity beyond the employee's control. The Library may
require a doctor's note documenting the illness before granting pay for sick
leave, after three (3) days.
2. When an illness in the immediate family requires the employee's
personal attention and the necessity of such attention is supported by a doctor's
certificate, when requested by the D/L. Immediate family, as used herein,
shall mean mother, step-mother, father, step-father, husband, wife, child,
brother, sister, grandparent, grandchild, corresponding in-law, step-child
or members of the immediate household.
3. Leave requests to attend to Illness/injury of individuals of a special
relationship to the employee will be granted only at the discretion of the
D/L.
Employees using sick leave shall notify the D/L within (1) hour of their normal
starting time.
In any calendar month in which an employee accumulates more than three (3) separate absences charged to sick leave or unauthorized absences with or without pay, said employee shall not accrue sick leave credit for that month, unless the employee provides a certification from a doctor to substantiate sick leave for the third (3rd) or any additional absence. D/L has the discretion to review and waive the requirement for medical certification.
No payment shall be made for accrued sick leave.
Jury Duty: Employees called to Jury Duty shall receive full salary reduced by remuneration for Jury Duty upon submission of a pay voucher or check from the State of Rhode Island.
Maternity Leave: Maternity leave is not provided as a compensated benefit, but is available without pay, as described in Section III (Leave of Absence).
Bereavement: In the case of the death of a mother, step-mother, father, step-father, husband, wife, child, brother, sister, grandparent, grandchild, corresponding in-law, stepchild, or members of the immediate household each employee shall be entitled to take time off from the day of the death until and including the day of the funeral where it is necessary make arrangements and to attend the funeral. No more than three days leave of absence with pay shall be granted pursuant to this section, except in extraordinary circumstances, wherein the D/L shall have discretion to grant up to two additional days.
In the case of the death of near relatives other than those provided above, a leave of absence of one day without pay may be provided for at the discretion of the D/L.
Paid Holidays: The Library shall be closed for State Holidays, plus New Year's Eve and Christmas Eve (from 12 noon on). All regular employees scheduled for a work week of 20 hours or more shall be paid for the number of regularly scheduled hours that she/he would have worked at the Library had it been open on those days.
Vacation: All employees working 20 hours or more per week are entitled to the following (pro-rated) vacation leave:
1. two
(2) weeks per year after the first (1st) year
2. three (3) weeks per year after the eighth (8th) year
3. four (4) weeks per year after the fifteenth (15th) year
Regular employees can carry over a maximum vacation leave of two (2) weeks
from the previous year. Any regular employee who has accumulated more than
2 weeks of unused vacation time prior to this policy can carry over this leave,
consistent with the previous policy. However, the employee can not carry more
than he/she had on the effective commencement date of this policy (1 July
2000)
Beginning upon the commencement of this policy (1 July 2000) new employees working less than 20 regularly scheduled hours per week will not earn vacation time, but they can request a leave of absence (Leave WithOut Pay (LWOP)) up to two (2) pro-rated weeks per year. This LWOP must be approved in advance by the D/L.
The D/L shall notify the President of the Board of Trustees of planned vacation leave. Scheduling of vacation leave for all other employees shall be by prior agreement between the D/L and the employee.
Accrual of Sick Leave and Vacation Time: Employees are entitled to a summary of accrued sick leave at the end of each fiscal year and are also entitled to a report of accrued vacation time on the anniversary of her/his date of hire.
Medical/ Dental
Insurance Coverage
It is the policy of CMPL to provide comprehensive individual health and dental
insurance for all employees who are employed on a year round basis with 20
hours or more per week. Those regular employees who were receiving family
coverage under the library's previous policy shall, commencing on the effective
date (1 July 00) of this policy, continue to receive full family health and
dental insurance. The library's premium contribution shall be calculated in
the following manner. Beginning on the effective date of this policy, the
library will pay the full family premium in effect on Oct 1` of the preceding
fiscal year multiplied by a fraction whose numerator shall be the # of hours
scheduled per week and whose denominator shall be 30. However, the fraction
can never be greater than 1.0.
For new regular employees (those hired after 1 July 2000 and working more than 20 hours on average per week) the Library's premium contribution will be limited to the premium for individual coverage. Any employee may choose to purchase additional family coverage at his/her own expense).
In lieu of coverage, a regular employee who has comparable health coverage elsewhere, may waive the coverage if permitted by the Blue Cross policy carrier. This is referred to as the Buy Back option. The Buy Back option will be the equivalent of 1/3 of the individual prem