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Policies and Procedures

1) General Library Objectives

a) To assemble, preserve and administer an organized collection of books and related educational, informational, and recreational materials in order to promote, through the guidance and stimulation, the communication of ideas, a more informed citizenry and enriched personal lives.

b) To be aware of the needs of the community and meet those needs as effectively as possible through new programs and appropriate materials.

c) To keep informed regarding the latest and most effective sources of professional library services and methods in order that they may be incorporated into the library whenever it is deemed practical and more efficient to do so.

2) Services of the Library

a) Hours:

Monday 12:00 pm to 7 pm

Tuesday 12:00 pm to 7 pm

Wednesday-Friday 12:00 pm to 5 pm

Saturday 9:00 am to 1:00 pm

Closed Sunday and designated holidays

At any time the library is scheduled to close, a notice shall be posted on the front door at least a week prior to its closing.

b) The Boswell-Grant Township Public Library offers to registered patrons in good standing the opportunity to borrow library materials. These materials include nearly 16,000 adult and children’s books, both fiction and nonfiction, 80 different periodicals subscriptions, 400 books on tape/CD, and over 1600 video cassettes and DVDs.  Reference materials and computers are also available for in-library use.

c) The Boswell-Grant Township Public Library Program Room may be used by adult residents of Boswell and Grant Township.

-It is available at no cost for nonprofit, civic, cultural or educational meetings, whenever such meetings do not interfere with normal library activities. 

-There will be a request of $250.00 deposit/Home Owner’s Insurance Policy plus $10.00 per hour for use of the room for individuals that are not nonprofit.    

-Each individual or group must sign the Program Room Lease Agreement and adhere to the policies stated in the agreement. 

-All requests to use of the room shall be made by applying to the Head Librarian.  -Any unusual requests shall be approved by the Board of Trustees before permission is granted.

d) The library will accept displays and/or exhibits from individuals or groups subject to the following conditions:

A signed library release form must be completed and filed.

No poster, display exhibit, pamphlet, brochure, leaflet, or booklet shall be exhibited, displayed or placed in the library for distribution without the permission of the library director.

No organization or individual shall be permitted to display or exhibit any materials, leaflets, or posters that advocate specific political or denominational views.

No organization or individual shall be permitted to place in the library any means that solicits donations.

However, posters announcing bazaar or programs sponsored by any local educational, religious, fraternal, or service organization, and local garage/yard sales may be displayed, provided there is room and are of reasonable size. Such announcements will be on a “first-come, first-served” basis and posted on the bulletin board in the main entrance.

Public Access

The library provides public access computers and access to the Internet for its patrons who are in good standing with the Library.

The computers are intended to provide patrons the opportunity to use word processing, spreadsheet, online card catalog, and the ability to search for information not available in print in the library.

Computers in the main section of the library are open for use to patrons ages 9 and up.

Computers located in the Children’s Section are strictly for children and do not have access to the Internet. Adult supervision is required.

Each patron wishing to use the computers must agree to and abide by the policies and procedures set out by our Computer Policy (attached).

The Library does not guarantee availability of the computer and is not liable for any damages direct or indirect as a result of the computers not being available.  Patrons are requested to sign in and out each time they use a computer.  A patron may use a computer for a total of one hour per day. 

This Library is in compliance with PL 106-554:  Children’s Internet Protection Act (CIPA) and Neighborhood Children’s Internet Protection Act (N-CIPA).  Each public access computer has an approved filter installed to reduce the potential viewing of inappropriate internet material by children and other patrons.

a) Internet use is to obtain information available online.  Chat rooms, Instant Messaging (IM) and Internet games are not permissible.

b) The Library does not control access to Internet material outside the parameters of the internet filter. Users themselves must determine the validity and appropriate use of information retrieved from the internet.

c) Persons under the age of 18 must have parental consent to access the Internet.  The Library is not responsible for monitoring their use.

The Library is not responsible for any patron’s use of, or inability to use the public access computers in the Library, nor is the Library liable for any damage which may result to any patron or work product resulting from malfunctions of equipment or errors in usage.

Patrons using the computers and parents of users under the age of 18 will be responsible to the Library for any damage caused to the computers or computer systems through deliberate destruction, defacement, or misuse of the computers.

 Patrons may print information from computers and Internet.

The cost to the patron is $.15 per page black & white.

Students doing research for school projects may print 5 pages free.


Maintained by the library staff.

Public can use the copier to print, copy for $0.15.

Public can print copies up 100 pages

Fax Service

The fax machine located in the library shall be operated only by library staff. 

The library will allow the use of the fax machine by the public.

The fee for using the fax is $.25 per page local and incoming faxes 


The telephone in the library is not for public use.  

The phone is for library staff only.

Patrons shall not make or receive calls at the library. 

3) Circulation Policy 

Evergreen-Open Source-Evergreen Indiana is a growing consortium of 95 public, school and institutional libraries located throughout Indiana that use the Evergreen ILS. Patrons of member libraries can use their Evergreen Indiana library card to view the catalogs and borrow materials from the other member libraries.

The Evergreen Indiana catalog holds over 2.4 million bibliographic records and provides access to over 6 million items. The catalog may be viewed at: http://evergreen.lib.in.us/

Loan Periods and Item Check Out

Patrons are expected to return all borrowed materials on time. Patrons are also expected to pay any and all fines when they are incurred.  

Loan periods and total number of items checked out at one time vary for different types of materials, patron demand; patron’s standing with the library, and the size of the library’s collection of specific subjects and/or interests.  

Patrons may check up to 5 items. Movies are 4 per household

Books and Audio

21 day period.  These items will have one renewal as long as not reserved for another patron


7 day period with one renewal  


7 days with no renewals. 4 DVD’s per household

Fines and Charges for Materials

All items if not returned on due date or renewed will have .25 per day until material has been returned.

A patron’s household can accrue up to $10.00 on late fees on account.  $10.00 is reached the household becomes blocked and fines must be paid.

Late Notices

Late notices are generated per patron past due following: 14, 28 and 45 days.

Until fees are paid patron and or household cannot check-out

Lost or Damage Material

Evergreen charges an additional $10.00 processing fee 

Books and Audios for replacement cost are listed on individual records

Magazines $5.00

DVD’s $25.00

Patrons cannot check out material until fees/fines are paid.  

4) Patron Policy

a) Residents and property owners in Boswell and Grant Township pay a library tax allocated to the Boswell-Grant Township Public Library as part of their property taxes and are entitled to a library card at no additional fee.

i) Children of Boswell and Grant Township property owners over the age of 7 may obtain a library card as long as the parent/guardian is a registered patron in good standing with the library and signs the card to be the responsible party.

b) Non-residents may use the library upon payment of an annual fee based on per capita  spending, which is no less than the per person expenditure from the previous year. This fee is figured annually based on annual expenses divided by census population.

c) Identification with name and current address and photo ID must be shown to apply for a library card.

- Acceptable forms of identification are driver’s license/ID card

If current address is not listed on identification card the following are acceptable

-utility bill


-property tax statement

d) Public Library Access Cards (PLAC) can be issued to any state resident who holds a valid library card from their “home” library and can be used at any public library in the state of Indiana. The current annual fee is $50.00.  Any public library will issue your PLAC, which expires one year from the date of its issue and can be renewed annually.  PLAC cardholders must abide by the Boswell-Grant Township Public Library guidelines to borrowing and assume responsibility of the materials you borrow.

Behavior in the Library

The Board of Trustees of the Boswell-Grant Township Public Library reserves the right to eject from the library premises and refuse further admission to individuals who violate the rights of the staff or library users or who create disorder on library premises in any of the following situations:

·         Any situation in which the actions of a person present an imminent danger to the life or safety of others on library premises.

·         Any situation in which a person is observed in an attempt to steal library property or that of another library user, or to maliciously destroy library property or that of another library user.

·         Any situation in which a person’s behavior is inappropriate to the use of the library building for the purposes for which it is legally constituted.

·         Any situation in which a person willfully and purposefully disturbs the staff or other library users or whose behavior is in any way disruptive to the legitimate use of the library facilities by others.

All behavior situations in need of review by the board shall have a Patron Incident Report completed and will be discussed with a decision made at the next scheduled board meeting.

Inappropriate behavior includes, but not limited to:

·         loitering, gambling, voyeurism,  alcohol or  tobacco use, possession of a controlled substance, rollerblading/skateboarding, threatening behavior, theft, carrying weapons, horseplay, excessive noise, excessive displays of affection, and mistreatment/misuse of library property.

Persons who violate these rules will be asked to leave the library premises or when appropriate, suspended or subject to arrest.

 Denial of library service may be declared by the Librarian for just causes, such as defamation or loss of books or property, failure to pay fines, or disorderly conduct within the library environs.

Cell phones are accepted in the library as long as they are not a nuisance. Ring volumes should be reduced or turned off. When a patron receives a call, out of respect for others in the library, the call should be completed outside or in the main entrance.  If a patron is receiving repeated calls, the patron may be asked to turn the phone off or leave the library.

Children in the Library

The Boswell-Grant Township Public Library welcomes children into its facilities and wants a safe and secure environment for children while they are here.  The following are the rules for children who attend the library:

·         A child is defined as any patron under the age of 18.

·          All children not accompanied by an adult have one hour per day to use the library.

·         Any child under the age of 7 must be accompanied at all times by a responsible teen or adult, including at library sponsored programs.

·         The library cannot be responsible for unattended children. If a parent or guardian of an unattended child under the age of 7 cannot be contacted within a half hour, the staff will contact local authorities.  Children over the age of 7 will be asked to leave when their allotted time is up.  The library is not responsible for the whereabouts of these children once they leave the premises.

e) Confidentiality of Library Patrons and Circulation Records

i) Pursuant to the provisions of  IC 5-14-3-4 (b)(16), all records relating to library patrons and their use of library materials and services and all records deposited with or acquired by the library, upon condition that the records disclosed only on certain circumstances, are confidential, unless the records are needed:

a) In claims against the library patrons for collection of fines, materials, and other expenses,

b) In litigation where these records are material; or

c) When these records are ordered to be disclosed by a civil, criminal, or administrative court having jurisdiction over the records.

Library staff is not authorized to disclose such records to any third party, except as noted above.

Under Indiana Law, minors receive the same confidentiality as adults. However, since parents and guardians are responsible for their minor’s library cards, parents and guardians may have access to their children’s records.

Nothing in this policy shall be deemed to require the disclosure of any other written materials, records, or archives other than expressly require by law.

This policy is in place because of the library’s obligation to protect the privacy of every patron, so that each person’s preferences and use of the library remain the personal business of each patron.  

 Library Board of Trustees and Staff

A) Board of Trustees

In accordance with the Public Library Law, there will be seven members of the official Board of Trustees and no member will be compensated for time.

Three members are to be appointed by the School Board;

One by the County Commissioners

One by the County Council

One by the Township Advisory Board

One by the Town Board

The term of office is for four years, and board members may succeed themselves for three terms only for a total of sixteen years.

Officers of the Board are to be the President, Vice President, Secretary, and Treasurer.  Officers are to be elected at the December meeting for a period of one year.

Meetings are to be held on the third Tuesday of each month at 6:30 pm unless that is an official holiday, in which case the meeting will be held as a called meeting.  All board members and the librarian are expected to be present.  Special meetings may be called by the president whenever he/she feels it is necessary in order to expedite library business.  All members are to be notified of such meetings of the Board of Trustees.   The president of the Board of Trustees will see that the Open Door Law is observed.

Specific duties of the Board of Trustees:

Attend meetings regularly

Be familiar with the purposes and duties of a Library Board

Determine library policy in line with the general objectives stated in the opening section of this manual, and review policy at regular intervals.

Prepare budget and obtain required funds.

Be responsible for proper maintenance of building and grounds.

Study and support the advancement of libraries and cooperate with the community to promote library usage.

Attend such library conferences as are related to the duties and interest of the trustees.

Hold an annual meeting for budget, salary, personnel and policy review.

All checks are to be signed by the Treasurer. The Treasurer is authorized to pay regular salary and service bills.  All expenditures require Board approval.

Be loyal to the staff of the library and discreet in public discussion of internal library affairs.

All Board action shall require approval of a majority of Board members. A quorum of the Board shall consist of one-half the Board membership plus one.

The Board assumes the responsibility of assessing the appropriateness of gifts offered to the library for display, decoration or preservation.

Duties of the Library Treasurer will be consistent with the requirements of the Indiana State Board of Accounts.  Treasurer will be responsible for timely keeping and maintain of all records, receipts, deposits, and investments; and for the timely issuing of warrants approved by the Library Board of Trustees. A portion of these duties may be assigned to the Deputy Treasurer with the approval of the Library Board of Trustees.  It is the duty of the Treasurer to inform the Librarian and the Library Board of Trustees of financial conditions and fund balances.

 Duties of the Librarian

Select and purchase the number and type of books, videos, magazines, and related materials which best meet the needs and desires of the community.

Ensure that expenditures for books and materials are within budget limitations and pro-rated on a semi-annual basis.

See that necessary office and janitorial supplies within the appropriation are purchased.

Attend regular Board meetings and present reports of all pertinent library activities. Attend special board meetings as requested.

Attend local District meetings.

Function as the administrative head of the library, including making recommendations regarding work conditions, salaries, and other related matters for all staff members.

Establish a working schedule of all employees and keep and accurate time sheet of their hours.

Collect and record fines and fees for non-residents.

Purge book and video collection of old/no longer used items

Interpret and implement the rules and policies of the Board.

Secure adequate publicity for library activities.

Keep a permanent record of gifts and bequests.

Be discreet in public discussions of internal library affairs.

Personnel Policies

Definition of employee status:

a) “Regular employee”- 32 hour week. Regular employees are salaried and shall have an annual salary review.  (Head Librarian and Assistant Librarian)

b) “Part time employee” - hired to assist librarian with hourly pay scale.

c) “Temporary employee”- hired for a specific assignment of not over six months.

Pay Scales

a) Head Librarian and Assistant Librarian– salary determined annually by the Board

b) Custodian and Library Assistant– hourly rate determined annually by the Board

c) Custodian Duties are under Head Librarian and Assistant Librarian. 

Recruitment and Dismissal

a) It is the policy of the Boswell-Grant Township Public Library to provide equal opportunities for all employees and job applicants.  The library will recruit, hire, and train all persons without regard to race, color, national origin, sex, age (except where sex or age is a bona-fide occupational qualification as defined by law), or physical or mental disability (except where the disability prevents the individual from being able to perform essential functions of the job and cannot be reasonably accommodated in full compliance of the law). Applicants shall be screened by the Librarian and approved by the Board.

b) Dismissal is the termination of employment by the Library of any employee with unsatisfactory conduct or job performance.  The Director shall determine the appropriate period notice, if any, and will inform the employee in writing of the reason for dismissal.  Regular employees dismissed from employment with the Library will not receive payment for accumulated sick leave, vacation leave, personal leave, or holiday leave credit.

Work Schedules

a) It is the responsibility of the Librarian to meet the needs of the library by having written work schedules prepared and time sheets kept up to date for all employees.

b) Employees who work more than a 32 hour week must use their compensatory time within that or the next month’s pay period.

c) Regular employees may have time off for jury duty.


a) The library shall be closed for eleven holidays per year:  New Year’s Day, Good Friday and Saturday, Memorial Day, July 4th, Labor Day, Thanksgiving Day and Friday, Christmas Eve, Christmas Day, and New Year’s Eve.

b) Holidays are paid holidays for regular employees only.


a) Regular Employees:  two work weeks after one year service; three work weeks   after five years service.  After one year’s service, vacation will be allotted at the beginning of the calendar year.  Days not used during the year may be carried over to the following year with Board approval.

Sick Leave

a) Regular Employees: 12 days per year with no accumulation.

b) Absence of more than two hours for medical appointment must be counted as a sick day

Leave of Absence - Requests are to be made in writing and granted without pay only upon approval of the Librarian and at the discretion of the board.

Death in the Family – paid leave for regular employees may be taken as follows:

·         Wife, husband or child:  5 days

·         Mother, father, sister, brother of employee or spouse:  3 days

·         Extension of leave in certain circumstances granted by board approval.

Illness in family – Time off without pay for illness in family may be granted by/for the Librarian.

Regular employees may take three personal days per year.

Personnel may have mileage reimbursed when on Library business at the rate of  $.40 per mile.

Policy for Selection of Library Books, Videos, and other Materials

This Board adopts and declares that it will adhere to and support:

The Library Bill of Rights

The Freedom to Read Statement adopted by the American Library Association.

In the selection of library materials, both of which are attached and made a part hereof.

a) Books donated or offered as gifts must also meet the standards adopted for book selection. Donated books or materials, due to duplication or other reasons, are understood to be at the disposal of the Librarian’s best judgement and may be donated to the Friends of the Boswell Public Library to be sold to raise funds for the library.

b) Challenged Materials

Challenged material which meets the materials selection policy of the library should not be removed under any legal or extra-legal pressure.  The Library Bill of Rights states in Article 1 that “materials should not be excluded because of the origin, background, or views of those contributing to their creation and in Article 2, that “materials should not be proscribed or removed because of partisan or doctrinal disapproval”.  Freedom of expression is protected by the Constitution of the United States and requires a procedure designed to focus searchingly on challenged expression before it can be suppressed.  If a patron wishes to register a complaint concerning specific material(s) in the library, it must be in written form and given to librarian. All complaints will be considered by the Board at the next regular board meeting and the patron will be notified of the Board’s decision.

Finance and Investment Policy

Board of Finance

The duly appointed members of the Boswell-Grant Township Public Library are the fiscal body of the library and thus constitute the Board Finance of the Boswell-Grant Township Public Library.

The Boswell-Grant Township Public Library Board of Finance shall meet annually during the regular January board meeting to elect a president, vice president and secretary, review the written report of the library’s investments of the previous year and review the library’s finance and investment policy.

The duly elected treasurer of the Boswell-Grant Township Public Library board is the fiscal officer (IC 20-14-2-5). The treasurer shall serve without compensation.

Funds received by the library shall be deposited by the librarian in a designated depository at Farmers/Merchants when the total of funds reaches $50

The fiscal officer of the library is authorized to invest library funds in the following (IC 5-13-9):

Securities or discount notes backed by the full faith and credit of the United States Treasury or fully guaranteed by the United States and issued by the United States, a federal agency or a federal government sponsored enterprise.

 Purchasing Policy

The Boswell-Grant Township Public Library is a governmental body that is authorized to enter into contracts under the Indiana Public Purchasing Agency.

The Boswell-Grant Township Public Library Board of Trustees is the Purchasing Agency.

The Purchasing Agent is the Director of the library. 

The purchasing agent may purchase equipment and supplies costing up to $500.  Any supplies or equipment costing $501 or more require the approval of the Boswell-Grant Township Public Library Board of Trustees.

All purchases under $25,000 will be made on the open market.  All items costing between $25,000 and $75,000 will be purchased only after inviting at least three quotes.  In accordance with state statute, all items costing over $75,000 will be purchased following a competitive bidding procedure unless another procedure is authorized by statute.

The credit card possessed by the library will not have annual fees.  The library director is the only staff member authorized to use the library’s credit card.  Statements will be paid in a timely manner to avoid any interest, charges or penalties due to late payments.  Claims filed in connection with the use of the credit card must be itemized before being paid.

Disaster Recovery Plan

The definition of a disaster is when a disastrous event has occurred in which the library will be inaccessible for an extended period of time or the library’s computer system must be replaced.  A disaster may be declared by the President of the Board of Trustees under the recommendation of the Director.

In the event of a disaster the following procedures are in place:

Ledger and Payroll:  All payroll and monthly ledger balances are prepared by Frank Goodman, Goodman Accounting Service.  This data is saved on a remote server that is maintained by their technical staff.  Each month a disk is created with the current information and is in the possession of the Library Director.  A copy is made each month of the ledger which is also in the possession of the Library Director and is stored off-site.

Automation and Circulation:  Automation and circulation data is maintained through the Indiana Shared Library Consortium’s (ISLC) server, which is remotely housed, managed and maintained by the Evergreen Corporation’s technical staff.  In the event of an extended or complete disaster, all patron, circulation, and collection information is still accessible by logging into the Evergreen system from a neighboring library.

Revision of Library Policy Manual

This policy is to be reviewed annually by the Board, as stated in Section III. D8, and record of such review is to be made in the Secretary’s minutes of the board meeting.  This policy may be amended at any regular meeting of the Board with a quorum present, by a majority vote of the entire Board, providing the amendment was read and discussed at the preceding regular board meeting and all members have been notified of the proposed change.

Revised and approved  April 15, 2014