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InventoryPolicy..................................................................................................................................35
OpenRecordsRequestsPolicy.............................................................................................................36
VideoSurveillancePolicy.....................................................................................................................37
InformationTechnologyPolicies..........................................................................................................38
RecordsRetention....................................................................................................................................38
HelpdeskSupport.....................................................................................................................................38
BackupPolicy............................................................................................................................................39
RemoteAccessPolicy................................................................................................................................40
Purpose:................................................................................................................................................40
Scope:...................................................................................................................................................40
EncryptionPolicy..................................................................................................................................40
VirtualPrivateNetworkPolicy..............................................................................................................41
PasswordPolicy....................................................................................................................................42
WirelessCommunicationsPolicy..........................................................................................................43
PersonalCommunicationDevicesPolicy..................................................................................................45
PersonalUse.........................................................................................................................................46
PCDSafety............................................................................................................................................46
ConfidentialData..................................................................................................................................46
NetworkandServerSecurityPolicy.........................................................................................................47
NetworkConfiguration.........................................................................................................................47
SecurityMonitoring..............................................................................................................................48
IntrusionDetection...............................................................................................................................48
AuditLogs.............................................................................................................................................49
ServerSecurity......................................................................................................................................49
LPLEmployeeComputerandInternetUsePolicy...........................................................................................50
Purpose.................................................................................................................................................50
Scope....................................................................................................................................................50
GeneralComputerandInternetUsage.................................................................................................50
ElectronicCommunication(email)........................................................................................................51
IntegratedLibrarySystem(ILS).............................................................................................................52
LPLCustomerComputerandInternetUsePolicy...........................................................................................54
Purpose.................................................................................................................................................54
Scope....................................................................................................................................................54
Disclaimer..............................................................................................................................................54
GeneralComputerandInternetUse....................................................................................................54
Juvenile/WardAccesstotheInternet...................................................................................................57
Privacy..................................................................................................................................................57
AccountManagementPolicy....................................................................................................................59
Purpose.................................................................................................................................................59
Scope....................................................................................................................................................59
GeneralPolicy.......................................................................................................................................59
UserIDs&Accounts.............................................................................................................................59
PasswordPolicy....................................................................................................................................60
VirusProtection....................................................................................................................................61
Authentication......................................................................................................................................62
CodeofConduct..................................................................................................................................63
SafeChildPolicy..................................................................................................................................64
ii
Lexington Public Library
BagPolicy............................................................................................................................................65
ParkingGaragePolicy..........................................................................................................................66
ParkingRates............................................................................................................................................66
LibraryOrganizationalStructure..........................................................................................................67
PublicServiceHours.................................................................................................................................67
EmergencyClosings..................................................................................................................................68
Loans,Fines&Fees..................................................................................................................................69
TheaterPolicy.....................................................................................................................................70
MeetingRoomPolicy..........................................................................................................................71
iii
Lexington Public Library
BenefitsandRetirement......................................................................................................................90
BenefitsOverview....................................................................................................................................90
Retirement................................................................................................................................................90
Vacation....................................................................................................................................................91
SickLeave.................................................................................................................................................92
Holidays....................................................................................................................................................93
PersonalDays...........................................................................................................................................94
AttendanceandLeave.........................................................................................................................95
HoursofWork/LunchandRestPeriods...................................................................................................95
Attendance...............................................................................................................................................95
OvertimeWorkandOvertimeCompensation..........................................................................................96
Bereavement............................................................................................................................................97
LeavesofAbsence....................................................................................................................................98
FamilyandMedicalLeave....................................................................................................................98
SpecialLeave..........................................................................................................................................100
FullTimeEmployees...........................................................................................................................100
PartTimeEmployees..........................................................................................................................100
AbsencewithoutLeave......................................................................................................................101
Resignation.............................................................................................................................................102
CivicDuties.............................................................................................................................................103
JuryDuty.............................................................................................................................................103
Voting.................................................................................................................................................103
MilitaryLeave.........................................................................................................................................104
MilitaryLeaveofAbsence..................................................................................................................104
EligibilityforMilitaryLeaveofAbsence.............................................................................................104
CompensationforMilitaryLeave.......................................................................................................104
HealthInsuranceBenefits..................................................................................................................104
CreditforTimeSpentonMilitaryLeave.............................................................................................105
PensionBenefits.................................................................................................................................105
EmploymentRights.............................................................................................................................105
CommunityProjectsLeave.....................................................................................................................106
JobResponsibility,DisciplinaryProcess&Grievances........................................................................107
JobResponsibility...................................................................................................................................107
WorkplaceInteractions..........................................................................................................................108
UseofLibraryPropertyandPersonnel...................................................................................................109
ProcurementCardUsePolicy.................................................................................................................110
CauseforDisciplinaryActions................................................................................................................111
DisciplinaryAction..............................................................................................................................112
HospitalityPolicy...............................................................................................................................113
PublicProgramming...............................................................................................................................113
EmployeeBusinessMeetings.................................................................................................................113
OnthejobMeals....................................................................................................................................113
BusinessMeals.......................................................................................................................................113
Funding...................................................................................................................................................113
EmployeeRecognition.......................................................................................................................114
EmployeeRecognitionMeeting.............................................................................................................114
YearsofServiceRecognition..................................................................................................................114
PerformanceRecognitionProgram........................................................................................................114
iv
Lexington Public Library
StaffEducation&ProfessionalDevelopment.....................................................................................115
Purpose...................................................................................................................................................115
Certification............................................................................................................................................115
Coursework.............................................................................................................................................115
NewEmployeeTraining..........................................................................................................................115
ContinuingEducation.............................................................................................................................115
RequestforTravelandProfessionalDevelopment................................................................................116
ProfessionalMemberships.....................................................................................................................116
EmployeeReimbursements...............................................................................................................117
ReimbursementsfromtheLibrarytoEmployees...................................................................................117
ReimbursementsfromEmployeestotheLibrary...................................................................................117
SafetyProcedure....................................................................................................................................142
SafetyOrientation..................................................................................................................................144
Communication......................................................................................................................................145
Solicitations............................................................................................................................................147
GeneralStaffDressGuidelines...............................................................................................................148
NameBadgesandBusinessCards..........................................................................................................150
PersonnelRecords..................................................................................................................................151
StaffExchanges.................................................................................................................................153
TemporaryStaffExchanges....................................................................................................................153
PermanentStaffExchanges....................................................................................................................153
Eligibility.................................................................................................................................................153
StaffExchangeProcessTemporaryandPermanent............................................................................153
Committees.......................................................................................................................................154
LPLStandingCommittees.......................................................................................................................154
Employment......................................................................................................................................158
Employmentatwill................................................................................................................................158
JobDescriptions.....................................................................................................................................159
Torecommendthecreationofanewposition..................................................................................159
Toupdateanexistingjobdescription................................................................................................159
Toreclassifyavacantposition............................................................................................................159
Toreclassifyafilledposition..............................................................................................................160
EmploymentofRelatives........................................................................................................................161
Layoffs....................................................................................................................................................162
PermanentReductioninForce...........................................................................................................162
TemporaryReductioninForce...........................................................................................................162
Eliminationofposition(s):..................................................................................................................162
Resignation.............................................................................................................................................163
FillingJobVacancies...............................................................................................................................164
PersonnelRequisitions.......................................................................................................................164
JobPostings........................................................................................................................................164
InternalApplicants.............................................................................................................................164
RecruitmentAdvertising.....................................................................................................................165
ApplicationProcess............................................................................................................................165
ApplicantScreening............................................................................................................................165
InterviewProcess...............................................................................................................................166
ReferenceChecks...............................................................................................................................166
CriminalBackgroundChecks..............................................................................................................167
JobOffers/Notifications.....................................................................................................................167
InitialStartDate..................................................................................................................................167
ReemploymentRights.......................................................................................................................167
Volunteers..........................................................................................................................................168
VerificationofEmployment................................................................................................................168
TemporaryEmployeeGuidelines...........................................................................................................169
EmploymentCategories.........................................................................................................................170
AttendanceandLeave.......................................................................................................................171
Attendance.............................................................................................................................................171
HoursofWork/LunchandRestPeriods.................................................................................................173
LeaveofAbsences..................................................................................................................................174
FamilyandMedicalLeave..................................................................................................................174
vi
Lexington Public Library
SpecialLeave......................................................................................................................................176
Vacation,Sick,HolidayandPersonal.................................................................................................178
VacationTime.........................................................................................................................................178
Exempt................................................................................................................................................178
Nonexempt........................................................................................................................................178
SickTime.................................................................................................................................................179
Holidays..................................................................................................................................................180
FloatingHolidays....................................................................................................................................181
PersonalDays.........................................................................................................................................181
Bereavement..........................................................................................................................................182
CivicDuty................................................................................................................................................183
Voting.................................................................................................................................................183
JuryDuty.............................................................................................................................................183
CommunityProjectsLeave.................................................................................................................183
EmergencyClosings...........................................................................................................................184
EmergencyClosingProcedures..............................................................................................................184
EmergencyClosingChecklist..................................................................................................................184
Alldayorlateopeningnotifications:.................................................................................................184
AdditionalEarlyclosingnotifications.................................................................................................185
EmergencyClosingCompensationGuidelines.......................................................................................186
ExemptEmployees.............................................................................................................................186
FullTimeNonExemptEmployees......................................................................................................186
PartTimeNonExemptEmployees.....................................................................................................186
Miscellaneous.....................................................................................................................................187
RetirementandBenefits....................................................................................................................188
RetirementContributions.......................................................................................................................188
BenefitsOverview..................................................................................................................................189
HealthInsurancePortability&AccountabilityAct(HIPAA)....................................................................189
ConsolidatedOmnibusBudgetReconcilliationAct(COBRA)..................................................................190
WorkersCompensationInsurance&WorkRelatedInjuries..............................................................191
ReturnToWorkProcedure.................................................................................................................192
SalaryAdministrationProgram..........................................................................................................193
CompensationPlan.................................................................................................................................193
NewHires...........................................................................................................................................193
Promotions.........................................................................................................................................193
Transfers.............................................................................................................................................193
Demotions..........................................................................................................................................193
Wage/SalaryIncreases.......................................................................................................................194
TemporaryWorkinaHigherPayGrade.............................................................................................194
PayPeriodsandOvertime.................................................................................................................195
PaymentUponEndingEmployment.......................................................................................................195
CallPay...................................................................................................................................................196
Performance.....................................................................................................................................197
PerformanceEvaluations........................................................................................................................197
EvaluationProcess:.............................................................................................................................197
TimelinessofEvaluations:..................................................................................................................198
vii
Lexington Public Library
CloseoutEvaluations:........................................................................................................................198
EmployeeCounselingStatementandPerformanceImprovementPlan................................................199
GrievanceProcedure..............................................................................................................................201
ContinuingEducationand/orTravel..................................................................................................203
ObtainingapprovalforContinuingEducationand/orTravel.............................................................203
ResponsibilityofTravelerandManager.............................................................................................204
Additionalinformation.......................................................................................................................204
AirTravel............................................................................................................................................205
AutoTravel/Rental.............................................................................................................................205
Lodging/Hotels...................................................................................................................................206
Meals..................................................................................................................................................206
ExpenseReportInstructions...............................................................................................................207
MileageProcedures...........................................................................................................................209
MileageReimbursement........................................................................................................................209
EstablishingEligibilityforMileage......................................................................................................209
ReceivingReimbursementforMileage.............................................................................................209
UseofLibraryVehicles.......................................................................................................................209
ProcurementCardUseProcedure......................................................................................................211
PurchaseofGoods..................................................................................................................................212
PurchaseOrderProcedures....................................................................................................................212
ModelProcurementCodeProcedure....................................................................................................216
Purpose...............................................................................................................................................216
Scope..................................................................................................................................................216
Provisions...........................................................................................................................................216
EmployeeRecognition.......................................................................................................................219
EmployeeRecognitionMeeting.............................................................................................................219
JosephH.MillerCustomerServiceAward..............................................................................................220
YearsofServiceRecognition..................................................................................................................221
Flowersand/orMemorials.....................................................................................................................222
Computer,email,andInternetUse....................................................................................................223
ElectronicCommunicationsandInternetUseProcedures.....................................................................223
LPLSocialMediaProcedure...................................................................................................................226
GuidelinesforstaffpostingtoSocialMedia.......................................................................................226
MoneyHandling................................................................................................................................237
UseofCreditCardsbyCustomers..........................................................................................................237
CashCollection.......................................................................................................................................238
CashExceptionSheet.............................................................................................................................238
WhentoGiveaCustomeraReceipt.......................................................................................................238
ComputerEntryProcedures...................................................................................................................239
WaiverProcedure...................................................................................................................................239
DailyReport............................................................................................................................................239
EnvisionwareandCopiers......................................................................................................................240
SavinPCRes/LPT1PublicPrinters.........................................................................................................241
FriendsBookBagandBookSales...........................................................................................................242
PettyCash.........................................................................................................................................243
OpenRecordsProcedures..................................................................................................................244
RecordsforCommercialPurposes.........................................................................................................244
BoardOrientation.............................................................................................................................246
VideoSurveillanceProcedures...........................................................................................................248
SecurityCameraLocations.....................................................................................................................248
Use,Disclosure,andAccesstoDigitalImages........................................................................................248
GeneralPublicRequestingAccesstoSecurityCameraFootage............................................................249
RetentionofDigitalImages....................................................................................................................249
UnauthorizedAccessand/orDisclosure.................................................................................................249
DisplayofNonlibraryMaterials........................................................................................................250
CommunityBulletinBoardsandDistributionofNonLibraryMaterial..................................................250
ProcedureforDisplayingMaterials....................................................................................................251
UnsolicitedAuthorVisit/BookSigningProcedure...............................................................................252
PartnershipProcedures.....................................................................................................................253
LostandFound..................................................................................................................................254
FoodandBeveragesintheLibrary.....................................................................................................255
FoodandBeverageinPublicAreas........................................................................................................255
FoodandBeveragesServedatLibraryPrograms...................................................................................255
Examplesoffoodthatmaybeserved:...............................................................................................255
Examplesoffoodthatmaynotbeserved:.........................................................................................255
UseofTelephones.............................................................................................................................256
CellPhones.............................................................................................................................................256
PublicTelephones...................................................................................................................................256
StaffTelephones.....................................................................................................................................256
CirculationofMaterials.....................................................................................................................257
RenewalProcedures...............................................................................................................................257
TelephoneRenewalsProcedures.......................................................................................................257
InformedConsentProcedure.................................................................................................................258
ProcedureforIncorporatingMemoryCardReaders..............................................................................259
ix
Lexington Public Library
LibraryCards.....................................................................................................................................260
ADULTLibraryCard.................................................................................................................................260
TemporaryLibraryCards........................................................................................................................261
JuvTemp..............................................................................................................................................261
InvalidAddresses................................................................................................................................261
JuvenileLibraryCard..............................................................................................................................264
JUVRESTRI...............................................................................................................................................265
BOOKBUDDY...........................................................................................................................................265
ADNONRESandJUNONRESLibraryCard..............................................................................................265
ADSTUDENT............................................................................................................................................265
JUVSTUDENT...........................................................................................................................................265
ADRECIPandJURECIPBorrowers...........................................................................................................265
EducatorCard.........................................................................................................................................267
Whoseligible?...................................................................................................................................267
Stipulations:........................................................................................................................................267
WhosNOTeligible?...........................................................................................................................267
Howmanyitemsforcheckout?Fines?..............................................................................................267
CirculationsIssues:.............................................................................................................................267
Howmanyreservesarepermitted?...................................................................................................268
ItemsNOTallowedforcheckoutonEducatorCard...........................................................................268
Responsiblepartyforlostordamageditems?...................................................................................268
LocationProgrammingLibraryCards.....................................................................................................269
UseofLibraryCardbySomeoneOtherThanCardholder......................................................................272
ClosingAccountsProcedure...................................................................................................................273
MissingorLostLibraryCard...................................................................................................................274
PersonalIdentificationNumbers(PINs).................................................................................................275
CustomerVerification.............................................................................................................................276
UnrestrictedAccessforJuveniles...........................................................................................................277
OverdueMaterials..................................................................................................................................278
LostandDamagedItems........................................................................................................................279
HandlingDamagedItems.......................................................................................................................280
Claims...............................................................................................................................................282
ClaimsReturnedWhenToUse.............................................................................................................282
HoldingMaterialsforCustomerPickup..................................................................................................283
ArrivedHolds.....................................................................................................................................283
GrantsProcedures.............................................................................................................................284
InterlibraryLoan...............................................................................................................................287
ForCustomers....................................................................................................................................288
ForStaff..............................................................................................................................................288
OutreachServices..............................................................................................................................290
ReferenceServices............................................................................................................................292
DocumentDelivery.................................................................................................................................292
Genealogy&LocalHistoryResearchbyMailorEmail...........................................................................293
GrantsCollection....................................................................................................................................294
DatabaseCollection................................................................................................................................295
TelephoneReference.............................................................................................................................296
LibraryStatistics................................................................................................................................297
x
Lexington Public Library
Marketing.........................................................................................................................................298
Mailinglists.............................................................................................................................................298
MediaContacts.......................................................................................................................................298
Publicity/Advertising/Calendar..............................................................................................................298
Supplies..................................................................................................................................................299
CommunityCollaborations.....................................................................................................................299
TechnicalServices.............................................................................................................................300
PurchaseOrderProcedures....................................................................................................................300
ProcurementProcess.............................................................................................................................303
OtherMethodsofAcquiringMaterials..................................................................................................304
ProcurementCardPurchases.................................................................................................................304
PettyCashPurchasesofLibraryMaterials.............................................................................................305
ReimbursedPurchases...........................................................................................................................305
FriendsMoneyLibraryMaterials.........................................................................................................305
KentuckyRoom.......................................................................................................................................306
AcquisitionLocalPurchasing...............................................................................................................306
SuppliesforLocations.............................................................................................................................307
AddingGiftstotheCollection................................................................................................................307
OnlineSelectionAssistant(OSA)Reports...............................................................................................308
ProjectManagementProcedure........................................................................................................309
SubmittingaSpecialProject...................................................................................................................309
ApprovalandAssignmentofSpecialProjects........................................................................................310
ManagingtheProject.............................................................................................................................310
MeetingOne:Brainstorming.............................................................................................................310
MeetingTwo:GettingOrganized......................................................................................................310
ResearchandAnalysis........................................................................................................................311
MeetingThree:TheProject................................................................................................................311
Maintenance&CustodialServices.....................................................................................................313
MaintenanceServices.............................................................................................................................313
CustodialServices...................................................................................................................................313
ReportingNicksandScratchesonRailingGlass.....................................................................................313
Mechanical/BuildingRelatedIssues...................................................................................................314
Ifyoucannotlockorsecurebuilding......................................................................................................314
Heating/AirConditioning/Plumbingmalfunctions.................................................................................314
PowerFailure..........................................................................................................................................314
StructuralDamage..................................................................................................................................315
Intrusionalarmsystems.........................................................................................................................315
DamagedFurniture.................................................................................................................................315
Keys/KeyCards.......................................................................................................................................315
VandalismorTheft.................................................................................................................................316
BuildingSafetyChecklist.........................................................................................................................316
InformationTechnology....................................................................................................................317
WorkOrders...........................................................................................................................................317
Supplies..................................................................................................................................................317
FriendsoftheLibrary........................................................................................................................318
DonationsofMaterials...........................................................................................................................318
SalesofBookBagsandBooks................................................................................................................318
xi
Lexington Public Library
RequestingBooksfortheCollection......................................................................................................318
TheBookCellar&AnnualBookSale......................................................................................................318
GiftstotheLibrary............................................................................................................................319
UnrestrictedGifts...................................................................................................................................319
GiftsofBooksandLibraryMaterials......................................................................................................319
MemorialGifts........................................................................................................................................319
AppraisalofGifts....................................................................................................................................319
Limitations..............................................................................................................................................320
RecognitionofGifts................................................................................................................................320
IncidentandAccidentReports...........................................................................................................321
Incident/AccidentReportProcedures....................................................................................................321
FillingOuttheForm............................................................................................................................321
Importantnotesonbanningpersons.................................................................................................322
ContestingaBan:................................................................................................................................323
BanningLetters.......................................................................................................................................324
HandlingViolationsoftheInternetPolicy..............................................................................................325
SafeChildProcedures........................................................................................................................327
DisruptiveBehavior................................................................................................................................327
LostChildren...........................................................................................................................................328
ChildLeftAfterClosing...........................................................................................................................329
BagProcedures.................................................................................................................................330
WorkplaceViolenceandCustomerBehaviorIssues...........................................................................331
DangerousPersons.................................................................................................................................331
DisruptivePersons..................................................................................................................................332
GeneralEmergencyProcedures.........................................................................................................333
CentralLibrary........................................................................................................................................333
BranchLibrary.........................................................................................................................................333
NonEmergencies...................................................................................................................................333
EmergencyPhoneNumbers...................................................................................................................334
CentralLibrarySecurity .................425...........................................................................................334
Mechanical/BuildingRelatedProblems.............................................................................................334
LPLStaffContactList..............................................................................................................................335
EnvironmentalEmergencies..............................................................................................................337
SevereWeatherTornado.....................................................................................................................337
CentralLibraryProcedures.................................................................................................................337
BranchLibraryProcedures.................................................................................................................338
Earthquake.............................................................................................................................................339
FreezingPrecipitation.............................................................................................................................339
Flooding..................................................................................................................................................340
MedicalEmergencies.........................................................................................................................341
EmergencyIllnessandInjury..................................................................................................................341
NonEmergencyIllnessorInjury.............................................................................................................342
FacilitiesEmergencies........................................................................................................................343
FireEmergencies....................................................................................................................................343
xii
Lexington Public Library
FireExtinguisherUse..........................................................................................................................344
BombThreats.........................................................................................................................................346
MailHandlingProcedures......................................................................................................................347
ChemicalEmergencies............................................................................................................................348
HowtoShelterinPlace......................................................................................................................348
EvacuationProcedures.......................................................................................................................348
ChemicalPoisoning.............................................................................................................................349
ChemicalBurns...................................................................................................................................349
Mechanical/BuildingRelatedIssues...................................................................................................350
Ifyoucannotlockorsecurebuilding......................................................................................................350
Heating/AirConditioning/Plumbingmalfunctions.................................................................................351
PowerFailure..........................................................................................................................................352
StructuralDamage..................................................................................................................................353
Intrusionalarmsystems.........................................................................................................................354
DamagedFurniture.................................................................................................................................355
Keys/KeyCards.......................................................................................................................................355
VandalismorTheft.................................................................................................................................356
BuildingSafetyChecklist.........................................................................................................................357
4.7Maps.............................................................................................................................................378
4.8ManuscriptsandArchivalCollections...........................................................................................378
4.9Ephemera.....................................................................................................................................378
4.10Photographs...............................................................................................................................378
4.11StateandLocalDocuments........................................................................................................379
4.12Fiction,Literature,Poetry...........................................................................................................379
4.13AudiovisualMaterials.................................................................................................................379
4.14Artifacts,ArtandRealia..............................................................................................................379
4.15LegalResources..........................................................................................................................380
4.16AppalachianMaterials................................................................................................................380
4.17ChildrensLiterature...................................................................................................................380
4.18InformationOnHorsesandtheHorseIndustry.........................................................................380
4.19SpecialCollectingFocus:CentralKentuckyWomenWriters......................................................380
4.20WeedingtheKentuckyRoomCollection....................................................................................381
xiv
Lexington Public Library
The Mission
Lexington Public Library connects people, inspires ideas, and transforms lives
Values
Excellence: We dont just help you. We make your day better.
Equality: We treat you with fairness and respect.
Integrity: We work to earn your trust and honor our heritage.
Stewardship: We care for the library that you entrust to us.
Passion: We love Lexington, we love what we do, and want you to know it.
1
Lexington Public Library
standing on a rock in a troubled sea, holding a book in her left hand and pointing to it with the
forefinger of her right hand. Over her head and round about her was inscribed Science is the
Rock of Liberty and Lexington Library. This seal is used today.
In 1804 the library extended its hours. It was open on Saturdays except the first Saturday in the
month, between the hours of 9 a.m. and 12 p.m., and 2 p.m. and 4 p.m.
The Lexington Librarys lending restrictions were very different from the present policy. These
conditions were as follows: Any person applying for books shall pay in advance twelve and a
half cents per week for the use of a single book. Where he shall take out one or two volumes
not belonging to sets, he shall previously deposit in the hands of the librarian the value thereof,
with fifty per centum thereon, and shall also sign a bond or note payable to the Sharers of the
Lexington Library, subject to collection in the event the books borrowed shall not be returned
on the ensuing Saturday in like order in which they were received.
The library had some difficult times, losing support and subscribers. As a fund raising effort,
lotteries were held to raise money for the library. In 1809, one lottery realized $437.15. In
March 1811 the lottery raised $307.00, and another lottery in 1862 provided $4,850.00 for the
library.
In addition to uncertain support, the library had several homes, including the Old State House,
the shop of Mathurin Giron, and the Kentucky Insurance Company between 1795 and 1837.
During this time, the library possessed only 6,000 volumes. In 1843 the library sold its building
for funds to pay its debts, including the salary of the librarian. The library closed for a time and
was revived in 1846 when it was housed in Transylvanias old Medical Department Building. Fire
damaged both building and books in 1854.
In 1898, times changed for the library when Lexington was recognized as a second-class city.
The city was able to acquire and support a free public library. The Honorable C. J. Bronston
helped secure funds from Andrew Carnegie, philanthropist. Carnegie donated a total of $60,000
for construction of a library building. An additional $15,000 was acquired from the Lexington
Library Company and other sources. Lexington Library Company in 1902 donated to the
Lexington Public Library all of its books, pamphlets, furniture and possessions. The Carnegie
library, built of Bedford stone, opened on June 15, 1905, in Gratz Park with separate reference,
childrens and open shelf sections. During the transfer of the books to the new library, all the
volumes were fumigated as a health measure.
After becoming a free public library, the Lexington Public Library steadily increased the scope of
its services through the early 1900s to include a childrens library and reading room, a reference
3
Lexington Public Library
library and study, a magazine reading room, circulating libraries for county schools, lectures,
and exhibitions. By 1946, the librarys trustees had hired a professional librarian, Miss Virginia
Hayes, who completely renovated the collection and introduced modern methods of recordkeeping.
An excerpt from a report by Grace Estes, Library Board Chairman in the mid-1960s, states: In
1936, an interesting method of financing was inaugurated and continued for about 8 years.
Police Court fines were appropriated to the library and older members of the Board, now
deceased, have told me how they used to pray for success of vice and crime so that the library
would have more money. The trustees got their wish in 1944, when the Kentucky legislature
enacted laws that increased the financial support of libraries.
Lexingtons library added bookmobile service in 1951. The bookmobile made 13 stops weekly
within the city limits. In 1955, a second bookmobile, on loan from the State Library Extension,
began making 16 stops weekly. The bookmobiles were replaced in 1990 with a specially
equipped bookvan, which makes stops at local nursing homes, retirement homes, and other
institutions.
Beginning in the 1970s, the library further enhanced its services by adding several branches:
Southland Branch in 1972, Lansdowne-Emrath Branch in 1976 (the first branch constructed by
the library), Eastland Branch in 1979, and Northside Branch in 1984. In 1983 the Southland
Branch was relocated to larger quarters.
As Lexington continued to grow, so did the communitys need for library services. The 18,000
square foot Main Library was inadequate for the librarys growing collection and expanding
services, so plans for a much larger Central Library were developed. In April 1985, library
officials chose the firm of Sherman-Carter-Barnhart to design the building. In February 1986,
Lexington Mayor Scotty Baesler presented a 14-year financial plan for Fayette County public
libraries that included the $10 million Central library and two $1 million branches.
Library officials accepted a construction bid from C. E. Pennington, general contractor, in June
1987. A formal groundbreaking ceremony was held on June 2, 1987, at the building site,
formerly the location of the Phoenix Hotel, and more than 250 people gathered to celebrate
the first step toward Lexingtons 110,400 square foot Central Library.
On March 26, 1989, after 87 years of service, the doors of the Main Library closed to the public.
Downtown services resumed in the Central Library on April 6, 1989, after approximately
150,000 books and other materials were moved to the building. The modern Central Library,
4
Lexington Public Library
with its ample seating, exhibit gallery, theater, and wide selection of library materials, has been
popular with the community since its opening.
The Lexington Public Library purchased land in March 1990 for a branch on Eagle Creek Drive,
located in southeast Lexington, and construction began soon after. The 15,000 square foot
Eagle Creek Branch opened on September 21, 1992, replacing the small Eastland Branch. In
January 1993 the library purchased property along Harrodsburg Road for construction of a
branch in the south side of Lexington to replace the Southside Branch. In November 1997, the
new branch was completed and the transfer of materials from Southside Branch to the
Beaumont Branch was begun. The Beaumont Branch opened to the public in December 1997
and has been the Librarys most popular location.
After the completion of the Beaumont Branch, the trustees turned their attention to the
Lansdowne-Emrath Branch. Woefully overcrowded for many years, this branch was closed and
the new Tates Creek Branch opened in February 2001. Along with an expanded collection of
books, periodicals, and other library materials, the latest branch boasts 20 computer terminals
with Internet access, a caf, and a childrens story room with a magnificent mural, Amazon
Sanctuary, by Lori James.
In 2004, the Library opened the Village Branch, its first multi-cultural neighborhood center
library, on Versailles Road. In addition to the new branches, the library continues to improve
customer access to Library information. Customers can dial in from their homes and access the
librarys computer.
LPL is working with the Fayette County schools in sharing its collection with teachers and
students. LPL wants to do a better job in offering books to residents in Fayette County and the
surrounding counties. In 2003 the Librarys circulation of materials passed 2 million for the first
time.
Along with printed materials, the library offers the community other resources. In 1997,
Internet access was made available to library customers from computer terminals in the Central
Library and all branches. In 1999, with the aid of a grant from the Gates Foundation, the Central
Library opened a computer lab on its fourth floor and began offering computer classes to the
public.
Also in 1997, the library trustees formed the Lexington Library Foundation, an organization
whose express goal is to raise funds for the library and library programs. The Foundations
Director, through focus groups involving leaders of the community, library customers, and
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library staff, formulated the Strategic Plan. The long-range goals stated in the Plan make it clear
that the library is not simply a warehouse for books, but a meeting place for the community,
a referral center for state and local agencies, a cultural awareness center, and a formal learning
support center for students of all ages.
Throughout the history of the library, the trustees, employees and residents have striven to
bring culture and knowledge to Lexington. With hard work and dedication, the Lexington Public
Library has remained a center for progressive library service.
Lexington Public Library Directors and Librarians
(dating from the beginning of the public library in 1898)
Mary Katherine Bullitt 1898 - 1911
Mary Powell Phelps 1968 - 1977
Florence Dillard 1911 - 1935
Carrie Leslie Hunt (acting) 1935 - 1946
Virginia Hayes 1946 - 1967
Ronald P. Steensland 1977 - 2003
Geneva Pullen (acting) 2003 - 2004
Kathleen Imhoff 2004 2009
Martha White (acting) 2009-2010
Ann Hammond 2010 -
IMPORTANT DATES
1794-1795 Citizens propose the formation of a library for the benefit of students
at Transylvania Seminary
Jan. 1795 A number of citizens meet at the Old State House and organize a library for use by
citizens of Lexington and students at Transylvania Seminary
Jan. 1795 Plan for library established
Mar. 1798 Shares in Lexington Library offered for $5 per share
May 1799 Library moves to the residence of Andrew McCalla, druggist; McCalla serves as
librarian. Library hours: 2:00 p.m. to 5:00 p.m. on the first Saturday of each month.
Nov. 1800 Library incorporated by Kentucky Legislature as the Lexington Library Association
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We provide the highest level of service to all library users through appropriate
and usefully organized resources; equitable service policies; equitable access;
and accurate, unbiased, and courteous responses to all requests.
II.
We uphold the principles of intellectual freedom and resist all efforts to censor
library resources.
III.
We protect each library user's right to privacy and confidentiality with respect
to information sought or received and resources consulted, borrowed, acquired
or transmitted.
IV.
V.
VII.
Adoped at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28,
1995; and January 22, 2008.
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We believe that free communication is essential to the preservation of a free society and a
creative culture. We believe that these pressures toward conformity present the danger of
limiting the range and variety of inquiry and expression on which our democracy and our
culture depend. We believe that every American community must jealously guard the freedom
to publish and to circulate, in order to preserve its own freedom to read. We believe that
publishers and librarians have a profound responsibility to give validity to that freedom to read
by making it possible for the readers to choose freely from a variety of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people will
stand firm on these constitutional guarantees of essential rights and will exercise the
responsibilities that accompany these rights.
We therefore affirm these propositions:
1. It is in the public interest for publishers and librarians to make available the widest
diversity of views and expressions, including those that are unorthodox, unpopular, or
considered dangerous by the majority.
Creative thought is by definition new, and what is new is different. The bearer of every
new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt
to maintain themselves in power by the ruthless suppression of any concept that
challenges the established orthodoxy. The power of a democratic system to adapt to
change is vastly strengthened by the freedom of its citizens to choose widely from
among conflicting opinions offered freely to them. To stifle every nonconformist idea at
birth would mark the end of the democratic process. Furthermore, only through the
constant activity of weighing and selecting can the democratic mind attain the strength
demanded by times like these. We need to know not only what we believe but why we
believe it.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation
they make available. It would conflict with the public interest for them to establish their
own political, moral, or aesthetic views as a standard for determining what should be
published or circulated.
Publishers and librarians serve the educational process by helping to make available
knowledge and ideas required for the growth of the mind and the increase of learning.
They do not foster education by imposing as mentors the patterns of their own thought.
The people should have the freedom to read and consider a broader range of ideas than
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those that may be held by any single librarian or publisher or government or church. It is
wrong that what one can read should be confined to what another thinks proper.
3. It is contrary to the public interest for publishers or librarians to bar access to writings on
the basis of the personal history or political affiliations of the author.
No art or literature can flourish if it is to be measured by the political views or private
lives of its creators. No society of free people can flourish that draws up lists of writers
to whom it will not listen, whatever they may have to say.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults
to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers
to achieve artistic expression.
To some, much of modern expression is shocking. But is not much of life itself shocking?
We cut off literature at the source if we prevent writers from dealing with the stuff of
life. Parents and teachers have a responsibility to prepare the young to meet the
diversity of experiences in life to which they will be exposed, as they have a
responsibility to help them learn to think critically for themselves. These are affirmative
responsibilities, not to be discharged simply by preventing them from reading works for
which they are not yet prepared. In these matters values differ, and values cannot be
legislated; nor can machinery be devised that will suit the demands of one group
without limiting the freedom of others.
5. It is not in the public interest to force a reader to accept the prejudgment of a label
characterizing any expression or its author as subversive or dangerous.
The ideal of labeling presupposes the existence of individuals or groups with wisdom to
determine by authority what is good or bad for others. It presupposes that individuals
must be directed in making up their minds about the ideas they examine. But Americans
do not need others to do their thinking for them.
6. It is the responsibility of publishers and libraians, as guardians of the people's freedom to
read, to contest encroachments upon that feedom by individuals or groups seeking to
impose their own standards or tastes upon the community at large; and by the
government whenever it seeks to reduce or deny public access to public information.
It is inevitable in the give and take of the democratic process that the political, the
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moral, or the aesthetic concepts of an individual or group will occasionally collide with
those of another individual or group. In a free society individuals are free to determine
for themselves what they wish to read, and each group is free to determine what it will
recommend to its freely associated members. But no group has the right to take the law
into its own hands, and to impose its own concept of politics or morality upon other
members of a democratic society. Freedom is no freedom if it is accorded only to the
accepted and the inoffensive. Further, democratic societies are more safe, free, and
creative when the free flow of public information is not restricted by governmental
prerogative or self-censorship.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to
read by providing books that enrich the quality and diversity of thought and expression.
By the exercise of this affirmative responsibility, they can demonstrate that the answer
to a "bad" book is a good one, the answer to a "bad" idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain matter fit
for that reader's purpose. What is needed is not only the absence of restraint, but the
positive provision of opportunity for the people to read the best that has been thought
and said. Books are the major channel by which the intellectual inheritance is handed
down, and the principal means of its testing and growth. The defense of the freedom to
read requires of all publishers and librarians the utmost of their faculties, and deserves
of all Americans the fullest of their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out a
lofty claim for the value of the written word. We do so because we believe that it is possessed
of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the
application of these propositions may mean the dissemination of ideas and manners of
expression that are repugnant to many persons. We do not state these propositions in the
comfortable belief that what people read is unimportant. We believe rather that what people
read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal
to a democratic society. Freedom itself is a dangerous way of life, but it is ours.
This statement was originally issued in May of 1953 by the Westchester Conference of the
American Library Association and the American Book Publishers Council, which in 1970
consolidated with the American Educational Publishers Institute to become the Association of
American Publishers.
Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, July 12, 2000, June 30,
2004, by the ALA Council and the AAP Freedom to Read Committee.
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In its concern for continued improvement of the Lexington Public Library, duties of the Board
shall include but are not limited to the following:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
ARTICLE IX
THE EXECUTIVE DIRECTOR
The Executive Director shall administer the Library and shall:
SECTION 1. Attend all Board meetings except those which fix or adjust the Directors salary.
SECTION 2. Recommend policies for Board action and carry out those adopted.
SECTION 3. Employ all Library personnel and supervise their work, consistent with the pertinent
statutes, and authority delegated by the Board.
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SECTION 4. Report regularly to the Board on the progress and needs of the Library; and
SECTION 5. Generally supply informed leadership on Library matters to Library personnel, the
Board, Advisory Board and the Library constituency.
Communications with the Board
The Library Board encourages communications at all levels. It has delegated the
management of the Library to the Executive Director. Questions staff may have regarding
Library policies and procedures first should be addressed to an employees supervisor, the
Human Resources Director or the Executive Director. Senior management staff are available
as a resource to Board members.
Members of the public are permitted to speak at Library board meetings for 3 minutes, with
additional time provided in 3 minute increments at the discretion of the board chair. The board
requests written notice of the request and the subject matter to be addressed be delivered to
the Exective Director at least 24 hours in advance of the meeting.
Policy approved January 2010
Referral of Items to LPL Board Committees Outside the Yearly Budget Process
Several categories of items/actions that occur outside of the yearly budget process need to be
referred from the Exective Director to the appropriate Board Committee for discussion and/or
action. Types of items to be referred include, but are not limited to: any matter involving the
Public Library Corporation, any change to the budget required for approval pursuant to the
Bylaws, authorization to spend funds from the Fund Balance, items that impact the 15 Year
Plan, proposed changes to policy, matters likely to involve unexpected legal fees or action, any
disciplinary action involving Grade 15 (manager) or higher, items involving real estate whether
same include acquisitions and/or improvements and unexpected or previously unbudgeted
emergency maintenance to any and all properties now or hereafter owned or leased, and new
partnerships that would have legal and policy ramifications.
Library Board and Advisory Board
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Board Orientation
The Lexington Public Library recognizes the importance of Board member orientation to the
Library's efficient operation. Once a Library Board member has been appointed and taken the
oath of office, the Board member will go through an orientation process that encompasses the
information and tools needed to understand the duties and responsibilities of being a Board
member. This orientation process will be conducted collaboratively by the Executive Director,
Board Chair, and the Kentucky Department of Libraries and Archives Regional Librarian. There is
a program through KDLA that offers Trustee Certification. Trustees are expected to complete this
certification process.
Approved by the Board of Trustees December 12, 2012
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Timeline
1. Periodic feedback and informal evaluations are to be conducted by the Board Chair and
reported to the entire Board at the regular meeting at least two times during the period JulyMay, with one occurring in first half of fiscal year and one during second part.
2. By June 30 each year, annual evaluations are to be conducted by the entire Board
Evaluation Form
The evaluation form is to be reviewed annually by the Board Development committee before
the process begins so as to ensure emerging areas are addressed. This form is to be used by the
Executive Director, the Board, and the staff.
Evaluation Process
By April 30:
a. Executive Directors self-assessment and summary of goals and accomplishments is
submitted to the Board Chair for distribution to the Board.
b. Evaluation tool/form will be completed individually by Directors Direct Reports and no
more than five other employees to be chosen by the Human Resource Director.
By May 31:
a. Library Human Resource Director will conduct salary market review of Executive
Director salary of benchmark peer group and Kentucky libraries for distribution to
Board.
b. Individual Board member to complete evaluation privately by reference to Executive
Directors self assessment, quarterly progress reports and staff input.
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Audit Policy
The Lexington Public Library conducts annually an independent audit of their consolidated
financial statements. The audit is to be conducted in accordance with the standards applicable
to financial audits contained in Government Auditing Standards and should express an opinion
the financial statements. In addition, LPL will follow recommendations appropriate for nonprofits contained in the Sarbanes Oxley Act. The audit shall consider the Librarys internal
control over financial reporting as a basis for designing audit procedures for the purpose of
expressing the opinion on the financial statements. The Lexington Public Library Audit
Committee is responsible for selecting the Auditor and will ensure the rotation of the lead audit
partner every 3 to 5 years.
Audit Policy Adopted February 11, 2009, revised and adopted July 14, 2010.
Internal Audit
The Lexington Public Library Board of Trustees may, at its discretion, conduct an internal audit
to examine any areas designated by the Board. The internal audit will be conducted by an
appropriate staff person appointed by the Board or an independent third party hired by the
Board. This individual will report his or her findings directly to the Board.
Policy approved by Board of Trustees July 11, 2012
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Investment Policy
General Policy
It is the policy of the Lexington Public Library (Library) to invest public funds in a manner which
will provide the highest investment return with the maximum security of principal while
meeting daily cash flow demands of the Library and conforming to all state statutes and Library
regulations governing the investment of public funds.
Scope
This investment policy applies to all financial assets held directly by the Library. These financial
assets are accounted for in the Librarys annual financial report and include all moneys in the
following funds:
General Fund
Enterprise Fund
Endowment Fund
Library Materials Fund
Any new fund created by the Board of Trustees
Investment Objectives
The Librarys primary investment objectives, in order of priority, are the following:
A. Safety. Safety of principal is the foremost objective of the Librarys investment program.
Investments shall be undertaken in a manner that seeks to ensure the preservation of
capital in the overall portfolio.
B. Liquidity. The Librarys investment portfolio shall remain sufficiently liquid to enable the
Library to meet all operating requirements which might be reasonably anticipated.
C. Return on Investment. The Librarys investment portfolio shall be designed with the
objective of attaining a market rate of return throughout the budgetary and economic
cycles, taking into account the Librarys investment risk constraints and the cash flow
characteristics of the portfolio.
Investment Authority
Management responsibility for the Librarys investment program is hereby delegated to the
Director. The Director shall have the authority, subject to the disapproval of the Board of
Trustees, to establish additional specific written procedures for the operation of the investment
program which are consistent with this investment policy. The procedures shall include explicit
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Library Policy
Library Policy
following information:
A. Name of financial institution from which the investment was purchased or in which
assets are deposited.
B. Type of investment.
C. Certificate or other reference number, if applicable.
D. Percentage yield on an annualized basis.
E. Purchase date, purchase price, and maturity date.
Audit
In connection with the audit of Library funds conducted by an independent certified public
accountant, the auditor shall conduct a review of the Librarys investment program, including
internal controls and procedures, and the results of the review, including recommended
changes, shall be included in the Librarys audit.
Investment Policy Adoption
The Librarys investment policy shall be adopted by order of the Board of Trustees and shall
become effective on the date set forth in the order. The policy shall be reviewed annually and
revised, as appropriate. Any amendments to this policy must be made by order of the Board of
Trustees.
Approved b the Board of Trustees December 1994.
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Purchase of Vehicles
The Lexington Public Library does not purchase vehicles for personal use by staff. In the event
that a Library vehicle does need to be purchased, the Library follows the Model Procurement
Code for purchasing.
Disposal of vehicles must follow KRS 164A.575.
Policy approved by Board of Trustees July 12, 2012
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Inventory Policy
Fixed Assets should be inventoried, including
The name of the individual in receipt of equipment;
Description of equipment;
Vendor name;
Model number;
Serial number;
Acquisition date; and,
Acquisition cost.
Equipment is deemed as a Fixed Asset if it falls into the following three categories:
The item cost is at least $500, computer equipment/electronics costing at least $250
The useful life of the item is at least two years
The item is able to function by itself
Straight line depreciation is used beginning in the month of acquisition and ending in the month
prior to disposition.
An annual audit will be conducted of all computer, electronic equipment, and automobiles. A
rotating audit will be conducted every three years of all other equipment.
Policy approved by Board of Trustees July 12, 2012
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Helpdesk Support
The LPL IT Department shall maintain an incident tracking system that provides pertinent
information relating to each issue reported. This system should enable all staff members to
easily report issues and incidents to the IT Department. This system should allow the IT
Department to detect problem patterns, increase efficiency in issue resolution and improve
accountability.
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Backup Policy
The Lexington Public Librarys Information Technology Department shall perform all data
backups for the organization on a nightly basis. All backup media containing completed backup
data will be stored off site for disaster recovery purposes.
Documentation that details the backup and recovery process shall be reviewed and tested on a
regular basis, and at a minimum, once per every 12-month period.
All individuals involved in the backup and archival processes must be authorized by the
Information Technology Department prior to obtaining access to the backup systems or data.
A verification process must be employed to ensure the integrity of the backup once performed.
Physical access controls at the offsite backup storage locations used by LPL must meet or
exceed the physical access controls of the source locations. Additionally, backup media must be
protected in accordance with any confidentiality requirements that may apply.
Policy approved June 9, 2010, updated September 15, 2010.
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The use of proprietary encryption algorithms is not allowed for any purpose, unless
reviewed by qualified experts and approved by the LPL Information Technology
Department. Be aware that the export of encryption technologies is restricted by the US
Government. Residents of countries other than the United States should make
themselves aware of the encryption laws of the country in which they reside.
Virtual Private Network Policy
The purpose of the Virtual Private Network (VPN) Policy is to provide guidelines for
Remote Access IPSec or L2TP Virtual Private Network (VPN) connections to the Lexington
Public Library network.
This policy applies to all Lexington Public Library employees, contractors, consultants,
temporaries, and other workers including all personnel affiliated with third parties utilizing
VPNs to access the Librarys network.
Approved Lexington Public Library employees and authorized third parties (customers,
vendors, etc.) may utilize the benefits of VPNs, which are a "user- managed" service. This
means that the user is responsible for selecting an Internet Service Provider (ISP),
coordinating installation, installing any required software, and paying associated fees.
Additionally,
1. It is the responsibility of employees with VPN privileges to ensure that
unauthorized users are not allowed access to Lexington Public Library internal
networks.
2. When actively connected to the corporate network, VPNs will force all
traffic to and from the PC over the VPN tunnel; all other traffic will be dropped.
3. VPN gateway will be set up and managed by Lexington Public Library
Information Technology Department.
4. All computers connected to the Lexington Public Library internal networks
via VPN or any other technology must use the most up-to-date anti-virus software
that is the Library standard.
5. VPN users will be automatically disconnected from the Library's network
after a specific period of inactivity. The user must then logon again to reconnect to
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the network. Pings or other artificial network processes are not to be used to keep
the connection open.
6. Users of computers that are not Library-owned equipment must configure
the equipment to comply with Lexington Public Library's VPN policy.
7.
8.
Password Policy
This password policy is intended to identify the measures that users are expected to take in
ensuring the security of their accounts to help manage the security of LPLs information
resources.
1. All passwords, including initial passwords, must be constructed and
implemented according to the following Lexington Public Library (LPL) rules:
It must be routinely changed.
It must adhere to a minimum length as established by LPL Information Technology
Department.
2. Stored passwords must be encrypted.
3. User account passwords must not be divulged to anyone.
4. If the security of a password is in doubt, the password must be changed
immediately.
5. Computing devices must not be left unattended without enabling a password-protected
screensaver or logging off of the device.
6. The Information Technology Help Desk password change procedures must include the
following:
Authenticate the user to the help desk before changing password.
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7. In the event that passwords are found or discovered, or in an emergency situation, the
following steps must be taken:
Take control of the passwords and protect them.
Report discovery or situation to LPL Information Technology Help Desk.
By choosing to use this free wireless service, the user agrees to abide by the Lexington
Public Library Computer Use Policys. Users must also comply with all federal, state, and
local laws, including the restriction against transmission, receipt of child pornography or
harmful materials, fraud, or downloading of copyrighted material.
Users are responsible for knowing how to use and configure their wireless devices. Due
to warranty and liability issues, the Library staff cannot assist users in configuring their
equipment or troubleshooting.
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All laptop computers connecting to the network require wireless capability supporting
the WiFi standard (also known as IEEE 802.11b/g). TCP/IP settings must be set to
Obtain information automatically or DHCP.
All Wi-Fi users should have up-to-date antivirus software installed on their computers
Approved on August 11, 2010, updated October 13, 2010 and September 12, 2012.
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Library Policy
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10. Users must not install network hardware or software that provides network services
without LPL IT approval.
11. Users are not permitted to alter network hardware in any way.
Security Monitoring
Automated tools will provide real time notification of vulnerability exploitation. Where
possible, a security baseline will be developed and the tools will report exceptions. Any ITrelated security issues discovered will be reported to the IT Department for follow-up
investigation.
1. The IT Department shall perform an overall security audit annually.
2. An external auditing firm shall perform an overall security audit every three years alongside
the financial audit.
Intrusion Detection
1. Operating system, user accounting, and application software audit logging processes must
be enabled on all host and server systems.
2. Alarm and alert functions of any firewalls and other network perimeter access control
systems must be enabled.
3. Audit logging of any firewalls and other network perimeter access control system must be
enabled.
4. System integrity checks of the firewalls and other network perimeter access control systems
must be performed on a routine basis.
5. Audit logs for servers and hosts on the internal, protected, network must be reviewed
routinely. IT Staff will furnish any audit logs as requested by the IT Manager.
6. Host based intrusion tools will be checked routinely.
7. All suspected and/or confirmed instances of successful and/or attempted intrusions must be
immediately reported to the IT Department.
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8. Users shall be trained to report any anomalies in system performance and signs of
wrongdoing to the IT Help Desk.
Audit Logs
1. The requirements for audit logs shall be set by the information owner, with the approval of
the Information Technology Department.
2. The exception to the above policy is that all systems and tools involved in the protection
process are required to always have audit logs enabled and properly configured according
to the IT Audit Log Procedure. This includes:
Firewalls
Email servers
Anti-malware tools, especially the administration tools
Access control tools
Security administration tools, such as password resets and account
modifications
Monitoring tools
Routers and other network devices
3. Audit logs will be reviewed and analyzed by the Information Technology Department.
4. Reports on problems and incidents will be reported to the IT Manager
immediately.
Server Security
1. All internal servers deployed at LPL must be owned by an operational group that is
responsible for system administration. Approved server configuration guides must be
established and maintained by each operational group, based on business needs and
approved by LPL. Operational groups should monitor configuration compliance and
implement an exception policy tailored to their environment.
2. Servers must be registered within the LPL IT management. At a minimum, the following
information is required to positively identify the point of contact:
Server contact(s) and location, and a backup contact
Hardware and Operating System/Version
Main functions and applications, if applicable
Approved December 8, 2010
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is prohibited, unless such activities are necessary to the performance of the authorized
employees duties. Only the Executive Director may release confidential ILS
information, and only as the result of a legal request such as a subpoena or court order
presented by law enforcement or if in his/her judgment an emergency exists which can
be remedied by the release of such records. Violations of customer or employee
confidentiality are prohibited. Any problems or conditions relating to the privacy of
circulation records which are not provided for in this policy statement shall be referred
to the Executive Director for resolution. (Approved by LPL Board 9/11)
2. Accessing customer accounts within the ILS is an important responsibility for
authorized employees. Tasks include updating personal information, placing holds and
managing fines. Unauthorized access and/or manipulation of customer and employee
accounts within the ILS are prohibited. This includes, but is not limited to overriding
holds, waiving fines, keeping materials long overdue, and inserting
inappropriate notations in a customers or employees account. Inappropriate
manipulations of customer or employee ILS accounts are prohibited.
Failure to comply with these policies may result in disciplinary action up to and
including termination of employment.
Approved November 10, 2010 with updates September 12, 2012
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are established by the Lexington Public Library and controlled with an automated
reservation system. These parameters may be revised at the librarys discretion
without prior notice.
4. Customers are allowed up to two hours of computer use per day. Each session has a
guaranteed length of one hour. Extensions of sessions beyond the initial hour may be
granted if no other customers are waiting for a computer.
5. The library does not provide email accounts for customers. Web-based e m a i l
services may be accessed in accordance with this policy.
6. It is possible to temporarily save files on the workstation (to the desktop or My
Documents), but these files are deleted when the customers session ends. It is the
responsibility of the customer to provide a portable method for storing data if they
wish to take their work with them.
7. Software downloaded from the Internet may contain viruses and customers
are cautioned to have virus-checking software on their personal computers. The
library is not responsible for damage to a customers storage medium, personal
computer, or for loss of data contained therein.
8. Customers are responsible for observing and complying with copyright laws,
especially those which pertain to copying software, video, or music.
9. LPL provides Internet access for customers using personal laptop computers
equipped with functioning wireless network connectivity. Information sent from
personal laptops can be captured by anyone with a wireless device and appropriate
software. The library assumes no responsibility for the safety of hardware,
configurations, security, or data files resulting from connection to the librarys wireless
network.
10. Adults may not use workstations in the Young Peoples Department
unless they are the supervising parent or guardian of a child using the Young
Peoples Departments materials or workstations. Children under the age of 8
years are not allowed direct unsupervised use of Internet computers.
11. Customers are expected to use computers in a courteous, reasonable,
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responsible manner in accordance with this policy and the librarys Code of
Conduct. Disruptive behavior and/or unacceptable use may be cause for library
staff to terminate a customers session and may result in the customer being
asked to leave the library.
12. Unacceptable use includes, but is not limited to the following:
Use of library computers for any activity that is deliberately offensive, creates a
13. The library will make reasonable efforts to keep equipment in operating
condition and its Internet connection active. However, the library cannot
guarantee the availability of equipment even if a reservation has been made,
nor can it guarantee that an Internet connection will be available during
business hours.
14. The library assumes no responsibility for any harm or damages, direct or
indirect, that customers or anyone else may suffer from use of the
librarys computers and/or Internet connection. All customers agree to hold
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the library harmless from any claims, losses, damages, and obligations related
to use of the librarys computers and/or Internet connection.
Juvenile/Ward Access to the Internet
Parents, legal guardians or in loco parentis are responsible for their childs or wards use of
all library resources including computers and access to the Internet.
1. Parents or guardians should let their child or ward know if there are materials that
they do not want the child to use. Library staff is available to offer suggestions in
response to questions, but only a parent and child or guardian and ward can decide
what the child will access.
2. Parents and guardians are encouraged to supervise the childs Internet sessions.
Children under the age of 8 years are not allowed direct unsupervised use of
Internet computers.
3. A parent or guardian may request that the library not allow their child or ward
access to library Internet computers. A form is available and must be signed before
the library will implement the request
Privacy
The Lexington Public Library supports the protection of personal privacy. Protecting library
customer privacy and keeping information that identifies individuals or associated
individuals with their use of library books, materials, equipment, programs, facilities, and/or
staff assistance confidential is an integral principle of the library.
1. The Lexington Public Library will keep confidential any and all such information
it purposefully or inadvertently collects or maintains to the fullest extent permitted
by federal, state, and local law including the Kentucky Open Records Law (KRS
chapters 61.870 to 61.884), Lexington-Fayette Urban County Code of Ordinances,
and the USA PATRIOT Act.
2. Protection of confidentiality extends to information sought or received, and
materials consulted, borrowed, received, or transmitted. Protection of
confidentiality includes database search records, circulation records, interlibrary
loan records, and other personally identifiable uses of library materials, facilities, or
services.
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3. LPL does not collect personal information about a library customer when a
customer visits the library's Web site, registers for a program, or registers for a
library card unless the customer authorizes the library to have that information.
The customer has the option to participate or not participate. Any information
the library customer chooses to provide will be used only to provide or improve
library services, such as information gathered through voluntary library customer
surveys.
4. LPL protects library customer account information by placing it on a secure
server.
Sanctions
Violations of these policies are a serious matter and will be dealt with accordingly. Library
staff is empowered to enforce these policies and make a reasonable attempt to control
unauthorized, unacceptable, and/or illegal use by asking the customer to clear the screen
of any questionable material. Lack of cooperation may result in the termination of the
customers session with the possible loss of computer or library privileges. Illegal acts
involving the librarys computers may also be subject to prosecution by local, state, and/or
federal authorities.
Approved November 10, 2010 with updates September 12, 2012
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Library Policy
Users must acknowledge that they understand the conditions of access (usually a
signature). A record of all User IDs and their owners will be maintained by the
Information Technology Department.
2. Account Suspension
User IDs assigned to any departing employee will be disabled promptly after notification
from the Human Resources Department.
Disabled accounts will be deleted within six months.
Information owners or their delegates must remove any user who no longer needs
access to the information.
3. Account management
A periodic check will be made of all user IDs, and any redundant, dormant or unused IDs
removed.
Information owners must review the privileges set up for user IDs at least annually.
4. Trusted accounts and IDs
Trusted IDs and accounts are used in support of automated applications, transactions,
processes, or batch jobs. These have non-expiring passwords.
Trusted IDs must not be used by individuals.
Trusted IDs must be created only with the approval of the application owner, must be
documented with Information Technology, and must have strictly limited access rights.
Trusted IDs must not have ad hoc or interactive capabilities on the applications,
systems, transactions, or data involved, unless approved by the Information Technology
Department.
Password Policy (Same as that for the Remote Access Policy)
This password policy is intended to identify the measures that users are expected to take in
ensuring the security of their accounts to help manage the security of LPLs information
resources.
1. All passwords, including initial passwords, must be constructed and implemented according
to the following Lexington Public Library (LPL) rules:
It must be routinely changed.
It must adhere to a minimum length as established by LPL Information Technology
Department.
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6. Each e-mail gateway must utilize LPL Information Technology approved e-mail virus
protection software and must adhere to the Information Technology rules for setup and use
of the software.
7. Every virus that is not automatically cleaned by the virus protection software constitutes a
security incident and must be reported to the Help Desk.
Authentication
All systems, applications, databases, or other information repositories shall require users to
authenticate themselves prior to granting access. Authentication may be via an approved
password scheme, or via an access control device, such as biometrics or a token.
1. Automated password resets - Passwords may be reset by automated systems so long as the
systems implement a strong authentication challenge method, to include:
Verification of the user's date of birth, or other personal information
A correct response to a preset challenge question
Personal or business information which would be known only to that user
2. Authentication devices
Administration of these devices shall be considered a high-value, high-risk role, and all
information relating to the configuration and operation of these devices shall be classified as
Confidential.
Biometrics
o Biometric devices need to have expiration dates on the authentication method.
o Biometric authentication methods should have a backup method in place, for use
should the user be injured or otherwise unable to use the device.
Tokens
The selection of authentication tokens, such as challenge-response cards or key fobs, shall be
done by the Information Security team. Approved devices will be published in the security
architecture document.
Approved November 10, 2010
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Code of Conduct
Lexington Public Library Code of Conduct
In order to ensure safety, comfort, and access to Library resources and facilities for all, this
Code of Conduct has been adopted. The following are examples of unacceptable behavior:
Persons who violate this code of conduct will be asked to leave the Library. Those refusing to
leave will be subject to arrest under trespass laws of the Kentucky Revised Statutes, Chapter
381, Section 231 and Chapter 511, Sections 060, 070, or 080.
Approved by LPL Board of Trustees January 13, 2010 with updates March 13, 2013.
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All children, regardless of age, are expected to follow the Librarys Code of
Conduct.
Library staff do not and cannot supervise unattended children and cannot
assume responsibility for their safety and behavior.
Running, throwing any object, hitting and noisy playing are not allowed.
Children unable to be alone in a public place safely must be directly attended by
a responsible adult caregiver.
The Lexington Public Library recommends that a responsible caregiver
accompany all children, ages 14 and younger, whenever they use the Library.
Staff members who find a child alone will try to identify and contact the childs
attending caregiver.
Any child who is not able to leave the Library alone should not be at the Library
alone.
The person in charge of the location and one other staff member will remain
with children who are alone on Library premises at the time of closing until an
appropriate caregiver arrives to take responsibility for them. Fifteen minutes
after closing, police may be called to assume responsibility for the child.
Persons who violate these rules will be asked to leave the Library. Those refusing to leave will
be subject to arrest under trespass laws of the Kentucky Revised Statutes, Chapter 381, Section
231 and Chapter 511, Sections 060, 070, or 080.
Safe Child Procedures
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Bag Policy
For the health and safety of customers and staff and to ensure unimpeded access to the
collections, the Library restricts the following:
Bedrolls, blankets, frame backpacks, and suitcases
Large duffle bags or plastic bags measuring over 12 x 24
Approved January 11, 2012
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Parking Rates
First 30 minutes
30 minutes 1 hour
1 hour 1 hours
1 hours 2 hours
2 hours 2 hours
2 hours 3 hours
3 hours 3 hours
Over 3 hours
$1.00
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00
Monthly parking is available for $65 per month. A reserved space can be purchased for an
additional $20 per month. A $10 fee is charged for replacement cards or to reactivate a card
that has been turned off for abuse of privileges or non-payment.
Weekly passes are available for $20 per week with a refundable deposit of $10.
Parking Garage Procedures
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Emergency Closings
Lexington Public Library maintains scheduled hours of service at all locations. Unexpected
circumstances including but not limited to inclement weather, natural and man made disasters
or power outages may require the opening/closing of one or more public service units
after/before scheduled opening/closing times or closing for an entire day.
The Library Board delegates to the Executive Director the closing of the Library at special times
or in emergencies. Such closings do not constitute an official paid holiday and equivalent time
will not automatically be given. All other routine closings must be authorized by the Library
Board.
Policy approved November 10, 2010, updated January 12, 2011.
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28 days
14 days
7 days
7 days
3 days
7 or 14 days
10
35
15
$.15/day
$1.00/day
$1.00/day
$1.00/day
$6.75
Full price of item
Full price of item
$10.00
$1.00
$1.00
$.50
$1.00
$.15/page
$.50/page
$.25/page
$6.00
$75-$100/ hour
$30.00/day
$20.00/day
Users with fines exceeding $10.00 will not be allowed to check out or reserve items. Materials
may be returned to any Lexington Public Library location. Items may be renewed unless the
item has had a reserve placed on it. Four renewals are allowed per item. Overdue items may
not be eligible for renewals. Items may be renewed at any library location, by telephone, or
online.
This version approved by the Board of Trustees December 12, 2012 with updates March 13, 2013and January 8,
2014
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Theater Policy
The William Stamps Farish, III Theater at the Central Library is available to the community for
lectures, live music, community forums, film festivals, small theatrical productions, dance
performances, literary readings, debates, and other creative uses.
It is available to both non-profit and for-profit organizations. (See fee schedule under Theater
Procedures) All activities held in the theater must comply with the Lexington Public Librarys
Code of Conduct, Theater Regulations, and all applicable local, state, and federal laws.
Individuals signing the theater application form must pay a $150 refundable deposit. If it
becomes necessary, the deposit will be retained by the Lexington Public Library for any repair
of facilities or special cleaning needed after use. All other fees must be paid in advance.
The Executive Director of the library, or designee, is responsible for implementing this policy
and must approve any exemptions.
Approved by the Board of Trustees December 14, 2011 and updated June 14, 2012.
Theater Procedures
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Basic Objectives
Through the systematic application of sound procedures for the handling of personnel matters,
Library employees will provide services with a high degree of understanding, cooperation, and
efficiency and will benefit from uniform employment policies.
The fundamental objectives of sound Library Human Resources administration are:
To promote and increase efficiency in library service.
To provide fair and equal opportunity to all qualified persons who enter Library
employment on the basis of demonstrated merit and qualifications as ascertained
through fair and practical methods of selection.
To develop a program of recruitment, advancement, and retention which will make the
service of the Library attractive as a career and encourage each employee to render
excellent services to the Library and its customers.
To establish and maintain a uniform plan of job evaluation and pay based upon the
relative duties, responsibilities, and performance of Library staff positions.
To promote high morale among Library employees by providing good working
relationships, a productive working environment that provides job satisfaction,
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Applicability
This Policy shall apply to all employees in the service of the Library, full-time, part-time, and
temporary. A full-time employee is defined as an employee who performs a normal workweek
of 37.5 hours. A part-time employee is defined as an employee who performs approximately
18-20 hours of scheduled work within a normal workweek and is compensated on an hourly
basis. A temporary employee is defined as a full-time or part-time employee appointed to a
position for a period not to exceed six months.
Personnel Committee
The Librarys Board of Trustees delegates to the Personnel Committee the responsibility for
reviewing and recommending any changes to Library Personnel policies. Such changes will be
presented to the Board for approval.
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Personnel Records
Employee files are maintained by the Human Resources Department and are considered
confidential. Managers and supervisors, other than the Human Resources Director, may only
have access to personnel file information on a need-to-know basis. Employee personnel files
are broken into two separate folders. One is the primary folder that contains all non-HIPAA
protected information, and the other is the confidential folder that contains all HIPAA
protected documentation and information such as benefit enrollment forms, FMLA medical
information, physicians notes, and all other documentation containing health related
information. A manager or supervisor considering the hire of a former employee or transfer of a
current employee will be granted access to the primary file. Personnel files are to be reviewed
only in the Human Resources Department and may not be removed from the department. An
active employee will have access to his/her own file upon request. A former, inactive employee
may obtain a copy of their file within 15 days upon receipt of a written request. The Library
reserves the right to charge $.10 per copied page. After five years from when an employee has
left LPL employment, their files will be archived.
Personnel Records Procedure
Name Badges
Employees are required to wear the official Library name badge at all times while on duty to
identify staff members to the public and to other staff members.
Name Badge Procedure
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Workplace Violence
The Lexington Public Library seeks to maintain a safe, healthy and secure work environment. It
is LPLs goal to create a workplace free from violence, threats of violence, harassment,
intimidation, and other disruptive behavior. Employees play a major role in LPLs efforts by
complying with this policy, contributing to a respectful atmosphere, treating all threats
seriously, and reporting incidents immediately.
The Lexington Public Library treats reports of threatening behavior or violence seriously and will
take appropriate action in response. LPL has the right to search any area or property, including
personal property, in order to investigate reports of workplace violence.
Prohibited Conduct and Behavior
The Lexington Public Library will not tolerate any workplace violence, whether carried out by
co-workers, customers, former employees, or other individuals. LPL expressly prohibits
violence, threats, innuendoes, harassment, intimidation, and other disruptive behavior on its
property. Violence or threatening behavior can include physical acts of violence, gestures,
intimidating presence, oral or written statements, sexual assaults and weapons possession.
Behaviors that create a hostile work environment are prohibited. These include, but are not
limited to, rudeness or discourtesy, malicious gossip, false allegations or providing false
information about an employee, or refusal to communicate.
LPL will initiate appropriate action in response to reports of such incidents, which may include,
but is not limited to, immediate removal from Lexington Public Library property, suspension,
termination and/or referral for criminal prosecution. All employees are required to cooperate in
investigations LPL conducts in response to reports or acts of workplace violence.
Reporting Incidents
All employees are responsible for reporting workplace violence and can do so without the fear
of reprisal or criticism. Staff members should not ignore violent, threatening, harassing,
intimidating or other disruptive behavior.
Weapons
In accordance with KRS 237.115, Lexington Public Library cannot prohibit persons, age 18 or
older, from carrying concealed or unconcealed deadly weapons onto the premises. However,
Lexington Public Library does request that customers not bring deadly weapons into the library
unless doing so for professional purposes, such as the carrying of deadly weapons by law
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enforcement personnel.
Per KRS 527.100, Lexington Public Library prohibits juvenile users (those under the age of 18)
from carrying handguns, except in the circumstances prescribed by KRS. 527.100.
Lexington Public Library prohibits the carrying of weapons including firearms by
employees while on duty.
Updates approved by the Board of Trustees February 12, 2014
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Personnel Policy
Personnel Policy
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Safety Policy
It is the policy of the Lexington Public Library to conduct all operations safely and to prevent
injury to persons and damage to property. All practical steps will be taken to build and maintain
a safe and healthful workplace. Adequate protection will be given and protective equipment
will be provided as appropriate to minimize existing hazards. Safety will take precedence over
operational demands and shortcuts. It is the responsibility of all personnel to comply with this
policy.
Approved by the Library Board of Trustees August 10, 2011
Safety Procedure
Safety Orientation Procedure
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Solicitations
No solicitation of funds of any character or for any purpose whatsoever shall be permitted
among Library employees on the job without the written approval of the Library Executive
Director. All requests must be presented to the Executive Director two weeks in advance of
deadline and event date for review.
Solicitations Procedure
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Compensation Plan
The Compensation Plan is designed as a fair and equitable method for payment of Library
employees. The Plan recognizes and rewards excellent job performance and provides an
incentive to improve performance.
Compensation Plan Procedure
Job Descriptions
Job Descriptions are specific and detailed descriptions of the duties and tasks of positions. Each
employee has a Job Description associated with their position. It describes the tasks performed
in a detailed manner and is used in determining performance expectations.
Job Descriptions Procedure
Minimum Qualifications
Minimum qualifications are comprehensive statements of the minimum required education,
experience and other qualifications for all cases as evidence of an employees ability to perform
the work properly. All persons applying for, or holding any position, are required to maintain
appropriate standards of physical condition, honesty, sobriety and industry.
Pay Periods
Employees are paid bi-weekly and receive an electronic paystub listing all deductions that come
from their earnings. Legally required deductions appear on each employees paystub including, but
not limited to, Federal Income Tax, Local Tax(es), Social Security Tax, Medicare Tax, State Tax, and
benefit deductions.
Policy updated January 9, 2013
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An employee is paid for hours worked in the final pay period on a pro-rata basis at the
employees regular rate.
Full-time employees are paid for unused vacation leave (up to a maximum of 150 hours)
that has been accrued up to and including the ending date.
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Employees who do not have a separate individual written employment contract are
employed at the will of the Library and are subject to termination at any time, for any
reason, with or without cause or notice. At the same time, such employees may
terminate their employment at any time and for any reason.
ii.
iii.
This policy may not be modified by any statements contained in this Policy Manual or
any other employee handbooks, employment applications, Library recruiting materials,
Library memorandums, or other materials provided to applicants and employees in
connection with their employment. None of these documents, whether singly or
combined, are to create an express or implied contract concerning any terms or
conditions of employment. Similarly, Library policies and practices with respect to any
matter are not to be considered as creating any contractual obligations on the Librarys
part of as stating in any way that termination will occur only for just cause.
Statements of specific grounds for termination set forth in this Manual or in any other
Library documents are examples only, not all-inclusive lists, and are not intended to
restrict the Librarys right to terminate at-will.
At the time of hiring, employees are required to sign the Chapter One Checklist acknowledging that
they are employed at the will of the Library and are subject to termination at any time, for any
reason, with or without notice, and with or without cause.
Employment-at-Will Procedure
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Employment of Relatives
The policy of the Library is to avoid the practice or appearance of nepotism in employment.
Close relationship to another staff member may make it difficult for an employee to objectively
perform responsibilities. In selecting new staff members, reviewing work performance,
transferring or reassigning duties, and supervising responsibilities, an employee may be
predisposed to act other than solely with regard to the best interest of the Library and the
individual. Relationships may affect the attitude of the staff members coworkers and/or
supervisors. Certain responsibilities relating to the control of funds, personnel actions or
records, investigations and confidential matters, must be conducted with particular freedom
from personal bias.
A member of an employees immediate family or domestic partner will be considered for
employment if the applicant possesses all the qualifications for employment. An immediate
family member or domestic partner may not be hired, however, if the employment would
create a direct or indirect supervisor/subordinate relationship with an employed family
member or domestic partner.
Employees who marry or become members of the same household may continue employment
as long as there is not a:
These criteria will also be considered when assigning, transferring, or promoting an employee. For
purposes of this section, immediate family includes: the employees relatives of the first degree,
i.e. children (including step, foster, or adopted children), parents (including step, foster, or adopted
parents), siblings (including step, foster or adopted siblings), grandparents (including step, foster, or
adopted grandparents), aunts, uncles, nephews, nieces, or first cousins; or spouse (including
domestic partner or similar definition) or spouses parents or siblings (including step, foster or
adopted).
The decision of the Library Executive Director in carrying out the intent of this policy shall be final.
State statute prohibits the employment of any relatives closer than a second cousin (including inlaws) of the LPL Board of Directors. LPL prohibits the hiring of individuals of current employees in a
direct reporting relationship or relatives of LPL Board Directors/Officers.
Personnel Policy
Layoffs
The Director shall lay off employees when necessary due to changes in duties or organization,
or lack of work, funds, or organizational need. Where possible, employees who are laid off in
one department will be integrated into other departments by transfer, or shall be given first
opportunity for re-employment.
Layoffs Procedure
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Performance Evaluation
Performance Evaluations
The Librarys Executive Director will ensure a comprehensive performance evaluation process is
in place for all employees of the Lexington Public Library.
Every employees work performance is to be evaluated after eight weeks of employment and
annually, based on the employees anniversary date. The employees anniversary date is the
date the employee was hired or the date of his/her last promotion.
Completion of any evaluation is considered a managerial responsibility.
Managers are responsible for, and will be held accountable for, completing and submitting
evaluations in a timely manner. If a managers supervisor is not available for consultation and
approval of the evaluation within the critical time period, it is the managers responsibility to
contact the next level of authority for consultation and approval.
Policy update approved November 10, 2010
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Retirement
The Library supports employees retirement planning process in the following two ways:
through FICA payroll tax matching and through contributions to the County Employees
Retirement System, part of the Kentucky Retirement System. Both of these retirement
programs are mandatory for employees.
Employees should refer to the Kentucky Retirement System County Employees Retirement
Systems summary plan description. KRS-CERS Summary Plan Descriptions supersede any
language described in the Lexington Public Library Policies and Procedures.
Policy update approved November 10, 2010 and March 13, 2013
Retirement Procedure
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Vacation
Vacation time always must be arranged and approved prior to the actual time off. Vacation
requests are approved at the discretion of the manager. Employees are encouraged to request
vacation time well in advance, so managers can adjust their work schedules accordingly.
Vacations of more than one day should be requested at least two weeks in advance. Vacation is
granted at the discretion of the Library based on service needs.
Full-time exempt employees will accrue 5.769 hours per payperiod, or 150 hours/20
days per year.
Full-time non-exempt employees will accrue 2.8846 hours per pay period, or 75
hours/10 days per year, with an additional 37.5 hours/5 days awarded after 5 years
employment (total of 112.5hours/15 days after 5 years)
Employees must have successfully completed the initial 8 weeks of employment to
begin utilizing vacation time.
Vacation accrues up to a maximum of 450 hours.
Terminating/retiring employees will be compensated for unused earned vacation
amounts (up to 150 hours) pro-rated to the last day of employment.
Vacation hours taken in advance of accrual must be repaid upon termination or
retirement.
If an employee is rehired within two years, the time worked previously will be applied toward
the accrual of vacation time.
Policy updates approved November 10, 2010 and April 13, 2011.
Vacation Procedure
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Sick Leave
Sick time for full-time employees begins accruing immediately upon employment.
12 days/90 hours of paid time is provided to employees each year for their illness, injury
and/or incapacitation from performing their duties (accrued at one day/7.5 hours per
month) for a maximum of 80 days/600 hours.
Employees may also utilize sick time to care for the following family members due to
illness or other medical needs where the employee serves as the normal primary
caregiver: Employees spouse (domestic partner), children, parents, grandparents,
spouses (domestic partners) parents and grandparents, or other relative for whom the
employee is legally responsible and/or the relative is residing with the employee while
under their care during their illness and/or incapacitation. Relation by blood, adoption,
step and foster apply.
Employees may also utilize sick time in conjunction with bereavement leave as specified
in the bereavement leave policy.
Upon retirement or resignation employees are not paid for unused sick time.
Upon retirement unused sick time is applied to Kentucky Retirement System for service
credit.
Sick time taken in advance of accrual must be repaid upon termination or retirement.
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Holidays
The Library is closed on the following holidays:
New Years Day (January 1)
Martin Luther King, Jr. Day (third Monday in January)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (first Monday in September)
Thanksgiving Day (fourth Thursday in November)
Christmas Eve (December 24)
Christmas Day (December 25)
The Library is open, but provides a floating holiday on the following holiday:
The Library is closed on Easter Sunday, which is not considered a paid holiday.
With the exception of Easter Sunday, if an official Holiday falls on a Saturday or Sunday, the
Library will be closed and a floating holiday will be provided to full time staff. If a full time staff
member is scheduled to work a Saturday or Sunday on which a Holiday falls, they will receive
Holiday pay instead of a Floating Holiday.
The Library recognizes that some employees may wish to observe, as periods of worship or
commemoration, certain days that are not included as an official holiday. Any employee
wishing to observe periods of worship or commemoration which are not included as official
Library holidays will, with at least two weeks notice, be permitted to take off for such holidays
as a personal days or vacation leave.
Approved November 11, 2009
Holiday Procedure
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Personal Days
After successful completion of their first 8 weeks, full-time employees receive 1 or 2 personal
days as per hire date. Personal days must be used on or before June 30 or will be forfeited.
Personal day hours are not paid out upon termination and are not applied to the Kentucky
Retirement System.
Approved August 15, 2012
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Full-time employees are allowed two rest periods of 15 minutes each per dayone each
to be taken in the first and second half of the workday.
Full-time employees are required to take a lunch period. Employees cannot be required
to take a lunch period sooner than 3 hours after the work schedule begins nor more
than 5 hours after the work schedule begins. Time taken for lunch periods is not paid
and is not to be added to hours worked on time sheets.
Part-time employees who work four consecutive hours are entitled to one paid 15minute rest period; employees who work less than four consecutive hours are not
entitled to a break.
Lunch and rest periods may not be used to shorten working hours, alter time of arrival
or departures, accrue vacation, or count as overtime if not taken. Managers are
responsible for scheduling rest and lunch periods and ensuring they are taken.
Attendance
On-time arrival and regular attendance are obligations of each employee.
Attendance Procedure
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Bereavement
Full-time employees are eligible for three days of paid leave for the death of an immediate
family member. Immediate family members for this policy are defined as: The employees
spouse (domestic partner), children, parents, grandparents, grandchildren, siblings, and their
spouses (domestic partners) parents. Relation by blood, adoption, step and foster apply.
Employees may utilize other benefit time they have available for family members not covered
under this bereavement leave policy. Once the three days of bereavement leave has been
utilized, employees with available benefit time such as vacation, sick, personal days and/or
floaters, may utilize this time for the purpose of mourning as needed.
Appropriate leaves of absence, such as Family Medical Leave or a Leave of Absence that is not
covered under the FMLA, may apply depending on the length of mourning time needed. This
must be discussed and approved by the Department/Branch Manager and the Human
Resources Director. In addition, part-time employees with a minimum of one year of service
with LPL are eligible for three days of paid bereavement leave, based on four hour work days,
for the death of an immediate family member as defined in this policy.
Bereavement Procedure
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Leaves of Absence
Family and Medical Leave
Unpaid leave of up to 12 weeks with continued health benefits is available for purposes of birth
of a child and care of a newborn child, adoption or foster placement of a child, the employees
own serious health condition, the employees spouse, son, daughter, or parents serious
medical condition; active military duty or impending call or order to active duty; or other
qualifying conditions as defined by federal law. This leave is available to employees who have
worked at least 12 months (need not be consecutive) and at least 1,250 hours within the
previous 12-month period.
Additionally, FMLA up to 26 weeks may be granted for military family leave referred to as
qualifying exigency leave and military caregiver leave.
Employees are entitled to take up to 12 weeks of unpaid leave annually (12 months measured
from the first date leave is used) for any of the above reasons. Spouses employed by the same
employer, that is, the Library, are limited to an aggregate of 12 weeks of family leave for the
birth or adoption of a child or the care of a sick parent. If the leave is for the care of a sick child
or of the other spouse, each spouse is entitled to 12 weeks of leave.
Child care leave which is to care for a son or daughter because of birth or adoption or foster
care must be taken and concluded within 12 months after the date of birth or placement. A son
or daughter includes adopted or foster child, a step child, legal ward or a child or a person
standing in loco parentis under the age of 18 and also those over 18 who are incapable of selfcare because of mental or physical disability.
An employee having a medical need for intermittent leave due to his or her own serious illness
or that of a child, spouse, or parent may take leave intermittently. Expectant mothers may take
intermittent leave for prenatal care. Intermittent leave may not be taken for the care of a
newborn or adopted/foster child.
Military family leave referred to as qualifying exigency leave and military caregive leave
may be granted up to 26 weeks.
Medical and dental insurance will be continued on the same basis as when the employee is
working.
While on FMLA leave, employees are not eligible to receive payment for Jury Duty, Military
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Leave or LPL designated holidays. Employees not electing a short term disability benefit are
required to use accrued sick, vacation, and other appropriate paid time while on any approved
leave of absence, including FMLA. If electing short term disability, employees are required to
use accrued sick, vacation or other appropriate paid time up to the start of receiving payment
through a short term disability benefit and not thereafter.
FMLA leave will be reinstated to a position within their same job classification provided they
can perform the essential functions of the position.
In the event the employee does not return from leave, the employee must reimburse the
Library for insurance premiums paid by the Library during the unpaid leave of absence, unless
the employees failure to return to work is due to a continued serious health condition.
All leave requests must be completed prior to first date of leave or as soon as reasonably possible in
cases of emergency.
Policy update approved November 10, 2010, April 11, 2012, and March 13, 2013.
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Special Leave
Full Time Employees
Special leave of up to 12 weeks in a 36 month period for purposes of an extenuating medical
condition, education, travel, or personal business, may be authorized by the Executive Director.
Additionally, the decision is based upon the effect on operations and the ability to hold the position
open.
The full-time employee will be responsible to pay all insurance premiums/COBRA. Full time
employees are required to utilize any available sick, vacation or personal days before the leave is
unpaid. Vacation and sick leave does not accrue while the employee is on special leave.
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Resignation
Employees are expected to submit resignations in writing to department/branch managers at
least two weeks before the effective date of resignation. Librarians and managerial staff are
expected to give four weeks notice.
Resignation Procedure
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Civic Duties
Jury Duty
No deduction shall be made from a full-time employees salary due to absence from work when
serving on a jury or as a witness. Documentation for the period served is required. If jury duty
does not require the full workday, the staff member is expected to report to work when
released from such service.
Part-time employees are granted leave for such absences, but will be paid only for hours
scheduled to be worked.
Jury Duty Procedure
Voting
Employees eligible to vote at national, state, county, school, or municipal elections shall, when
their work schedule would not allow time for voting, be allowed not more than two hours off with
pay to exercise this privilege with at least 24 hours prior notice to supervisor. Supervisor may
specify the time employee may be absent from work to vote or apply/execute absentee ballot. An
employee who takes this time and then does not vote will be subject to disciplinary measures.
An employee may take up to 4 hours unpaid with at least 24 hours prior notice to supervisor to
vote in person or apply/execute an absentee ballot. Supervisor may specify the time employee may
be absent from work to vote or apply/execute absentee ballot.
No deduction will be made from a full-time employees pay when acting as an election officer in
order to attend to training or to serve as an election officer. Employees shall not be paid both
regular pay (including community service pay) and income as an election officer. Part-time
employees are granted leave for such purposes but will only be paid for the hours they are
scheduled to work.
Policy updated and approved March 13, 2013
Voting Procedure
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Military Leave
The Library will comply with the Uniform Services Employment and Reemployment Rights Act
of 1994 (USERRA) and applicable Kentucky laws pertaining to military leave.
Military Leave of Absence
As the laws change, or as interpretations of the laws change, military leave benefits for Library
employees may change accordingly. No attempt is made in this policy to cover all possible
situations and circumstances that may arise when an employee is ordered to active duty.
Therefore, as military leave situations arise, employees should consult with their supervisor
and/or Human Resources Department for current and complete details regarding their military
leave rights as a Library employee and should make sure the Human Resources Department is
contacted regarding any continuation of benefits issues.
Eligibility for Military Leave of Absence
In accordance with USERRA, Library employees who perform service in the uniformed services
(as defined by USERRA) are entitled to a military leave of absence from their Library positions,
subject to the limitations and restrictions set forth in federal and state laws and Library policy.
Upon receiving an assignment for military service, employees should promptly provide notice
to their supervisors prior to going on military duty, unless precluded by military necessity.
Compensation for Military Leave
Eligible Library employees who perform service in the uniformed services (as those terms are
defined by USERRA) will be placed on unpaid military leave status for all days that they are
engaged in such military service. Affected employees are not required to use annual leave in
lieu of paid or unpaid military leave; however, they may elect to use accrued annual leave at
their discretion.
Health Insurance Benefits
Per USERRA, the Library will at a minimum maintain health benefits and other benefits for the
first 30 days of military leave as if the employee was actively employed. Employees on military
leave of absence will be entitled to participate in any rights and benefits not based on seniority
that are available to employees on non-military leaves of absence. Consequently, for the first
12 weeks of an approved unpaid military leave, upon request from the employee, the Library
will continue health benefits and other benefits as if the employee was actively employed. After
the initial 12 weeks period, employees on military leave may continue their benefits, similar to
COBRA, for a period up to 18 months. The employee must pay his or her portion of any
benefit(s) premiums in order to keep the benefits active. If the employee does not return to
work at the end of the military leave, the employee may be required to reimburse the Library
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for the cost of the benefit premiums paid by the Library for maintaining applicable coverage.
Credit for Time Spent on Military Leave
Time spent on eligible military leave counts as time served on the job for any calculation,
determination or other decision that is dependent upon length of employment.
Pension Benefits
Time spent on military leave (whether paid or unpaid) is not considered a break in employment
for pension benefit purposes. Upon return to the Library from military leave, if applicable, the
employee must request to purchase retirement credit in the Kentucky Retirement System and
pay whatever amount that employee would have contributed had he/she not been absent.
The returning service member who is eligible for reinstatement under USERRA has up to 3
times the length of military leave (up to a maximum of 5 years) to make the retirement
contribution payments he or she would have made to establish retirement credit. USERRA does
not permit double credit in two retirement systems for the same military leave. Therefore, the
employee is not entitled to purchase credit in KRS if he/she receives credit in any other public
retirement system, except federal social security system.
Employment Rights
USERRA places a 5-year limit (with some exceptions) on the cumulative length of time a person
may voluntarily serve in the military and remain eligible for reemployment rights. The USERRA
reinstatement rights do not extend, however, to employees who are employed for brief, nonrecurrent periods with no reasonable expectation that employment will continue indefinitely.
Under certain circumstances employees are eligible to be reinstated to their former position
unless the Library establishes that the circumstances have so changed as to make
reemployment impossible or unreasonable. If on military leave for 90 days or less, eligible
employees may be reinstated to their own position. If on military leave for over 90 days, eligible
employees may be reinstated to their own position or a similar position of like seniority, status
or pay. Upon return from military leave, employees must comply with the current provisions of
the law in regards to notification of and time frame in which they must return to work.
Employees must provide the Human Resources Department with copies of orders indicating the
date of their call to active duty and release from required active duty and copies of pay
vouchers for the period of active duty.
Employees may apply for reinstatement to their former position within five (5) years of the
activation date and within 90 days after their release from active duty.
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c. Serve all customers equally according to their needs. Each customer is entitled to full
attention and courtesy.
d. Learn and uphold the policies of the Library and express any concern or objection with
the philosophy, policies or programs of the Library in a positive manner.
e. Maintain an objective and open attitude of understanding, courtesy, and concern for
each customers needs.
f. Protect the essential confidential relationship, which exists between a library user and
the library.
g. Carry out assignments so that fellow staff members need not assume added
responsibility, except in times of emergency.
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Workplace Interactions
It is the duty of each employee to maintain high standards of cooperation, efficiency, and
economy in his/her work for the Library. Managers and supervisors shall organize and direct the
work of their units to achieve these objectives.
When an employees individual conduct, work habits, attitude, or productivity falls below
acceptable standards, his/her supervisor shall point out the deficiencies. Warning in sufficient
time for improvement should precede formal discipline, but nothing shall prevent immediate
formal action whenever the interest of the Library requires it.
When any question arises concerning the validity of an assignment by a supervisor, an employee is
expected to complete the task assigned unless such assignment is in violation of a safety policy,
business conduct, integrity and ethics policy or law. If the employee then has any complaint, he/she
has the right speak with the supervisors manager or to use the grievance procedure.
Policy updated March 13, 2013
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Involvement in the sale, delivery, receipt, or use of any illegal substance. Involvement in the
sale of any controlled substance not prescribed by a physician.
j.
k. Use of sick time, community service time, voting time, bereavement time or jury time in an
unauthorized manner.
l.
Any act or conduct that interferes with the employees work for the library which is
prohibited by the established policies of the Lexington Public Librarys Board of Trustees, is
a violation of the Code of Ordinances of the Lexington Fayette Urban County Government,
the Kentucky Revised Statutes, applicable laws of other states, or federal statutes.
m. Solicitation or acceptance for personal use of any fee, gift, or other valuable thing that may
be construed as a bribe.
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Disciplinary Action
Termination of employment may be for any reason, including but not limited to: misconduct,
tardiness, absenteeism, unsatisfactory performance, or violation of LPL policies or procedures.
In some cases progressive discipline may be used, prior to termination, in an attempt to correct
a performance problem. Certain types of employee misconduct are so severe that one incident
of misconduct will result in immediate termination of employment without prior use of
progressive discipline.
Policy update approved March 13, 2013
Disciplinary Procedure
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Hospitality Policy
Public Programming
As part of its mission, the Library provides free programming to the public. If food and
refreshments are provided, they must be appropriate for the nature of the public program and
must stay within the budget provided. No alcoholic beverages may be served at Library-funded
programs. Other organizations using the Library, including those associated with the Library,
may serve alcoholic beverages after 5:00PM and as approved by the Executive Director.
On-the-job Meals
Meals may be provided to certain employees during work hours as a non-taxable benefit to the
employee when the Library requires the employee to stay on site past nomally scheduled hours
in connection with a Library businesss purpose. The meal must be approved by the Executive
Director and must be provided on Library premises. Such on-the-job meals should be
infrequent. Costs should be consistent with the meals standards set in the Continuing
Education and/or Travel policy and must stay within the budget provided.
Business Meals
Business meals are those taken with Library guests, donors, or job applicants during which
Library business discussions take place. All such business meals must be pre-approved by the
Executive Director. Costs should be consistent with the meals standards set in the Continuing
Education and/or Travel Policy and must stay within the budget provided.
Funding
All meals and refreshments provided by this policy will be funded from Library fines & fees
revenue, The Friends of the Library, or the Library Foundation.
Approved September 15, 2010, with updates on December 12, 2012
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Employee Recognition
Employee Recognition Meeting
The Library may pay for or reimburse costs for light refreshments associated with employee
appreciation activities that serve a Library business purpose. All refreshments provided by this
policy will be funded from Library fines & fees revenue, The Friends of the Library, or the
Library Foundation.
Approved by the Board of Trustees September 15, 2010
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Certification
All professional librarians working in a full time capacity are required to obtain a Professional
Certificate upon employment and as a condition for continued employment. This certificate is
issued to public library employees who possess a masters degree in library science.
Part-time librarians who wish to maintain their certification may do so on their own time and
expense. There may be job specific opportunities for which the library may agree to pay on a
case by case basis.
Employees in other staff positions that may require certification are expected to maintain their
credentials. The Library will provide opportunities for staff to attend continuing education
activities, which are appropriate for re-certification.
In the event that a lapse of certification occurs, the Library may take disciplinary action against
the employee.
Coursework
When possible, the Library provides flexible scheduling for full-time employees to assist them in
educational coursework that contributes to enhanced job performance. Scheduling
arrangements must be worked out with supervisors and managers prior to registration for the
class. Class attendance and study time are on the employees own time.
Continuing Education
The Library provides opportunities for staff to take part in continuing education activities, which
will contribute to betterment of services and/or fulfill certification requirements. Time and
expenses may be provided for these activities.
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Professional Memberships
If an employee is asking to attend a conference at which there are differing rates for members
and non-members, the Library will pay the cost of the conference at the member rate. The staff
member is expected to pay the difference or become a member at his or her own expense. An
exception will be made when the Kentucky Public Library Associations Annual Conference is
held in Lexington. In those years, th Library will pay the non-member rate for staff members
who are not members of KPLA.
Approved by the Board of Trustees November 2009, with updates April 17, 2013.
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Employee Reimbursements
Reimbursements from the Library to Employees
Staff members purchasing goods for the Library using their own funds will be reimbursed within
5 business days of submitting to the Business Office detailed receipts and a purchase order
signed by his or her supervisor. Employee should submit claims within 14 calendar days of
return from travel/training.
Employees submitting expenses for travel and/or training should follow the reimbursement
guidelines established in the Continuing Education and/or Travel Procedures.
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Personnel Policy
This Policy is intended to define the high standard of business conduct, integrity and ethics
expected of all Board Trustees, Advisory Board Members and employees of Lexington Public
Library (LPL). The policy provides guidance to help recognize and deal with ethical issues,
provides mechanisms to report unethical conduct and aims to foster a culture of honesty and
accountability, deter wrongdoing, and promote accurate disclosure and reporting.
No policy can anticipate every situation that may arise. Accordingly, this Policy is intended to
serve as a source of guiding principles. Employees and Officers are encouraged to bring
questions about particular circumstances that may involve one or more of the provisions of this
Policy to the attention of Senior Management or the Board.
The success of LPL depends on the way it conducts business and the way the public perceives
that conduct. Unethical actions, or the appearance of unethical actions, are not acceptable. All
officers and employees are expected to be guided by the following principles in carrying out
their responsibilities:
Compliance with Applicable Laws. All officers and employees are expected to comply
with all laws, rules and regulations of all applicable jurisdictions, and other applicable
private and public regulatory agencies.
Observance of Ethical Standards. Our employees must adhere to high ethical standards
in the conduct of their duties. These include honesty and fairness.
Conflict of Interest. Each officer and employee must, at all times, act with integrity and
must avoid any actual or apparent conflicts of interest between themselves and LPL and in
personal and professional relationships.
Commitment. Employees should commit to the duties assigned to them and should not
be, or appear to be, subject to influences, interests, or relationships that conflict with the
best interests of LPL.
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All officers and employees must understand this policy concerning business conduct, integrity
and ethics, and must certify upon hire and every two years thereafter that they have recently
re-read this Policy, understand it, and accept its provisions. Failure to comply with this Policy is
cause for disciplinary action.
2.0
Definitions
As used in this policy, unless the context clearly requires a different meaning:
1.
2. Employee means any person, whether full-time or part-time, and whether paid or
unpaid, who is employed by or provides service to LPL. The term employee shall not
include any contractor or subcontractor or any of their employees.
3.
Family member means a spouse, parent, child, brother, sister, mother-in-law, fatherin-law, son-in-law, daughter-in-law, grandparent, or grandchild.
4.
5.
Officer means any person, whether full-time or part-time, and whether paid or
unpaid, who is one of the following:
a. Member of the Board of Trustees or Advisory Board; or
b. Executive Director; or
c. Finance Officer
6.
Supplier includes those providing not only goods but also services such as
consultants, transportation companies, financial institutions, equipment lessors,
realtors, and licensors of technology.
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3.0
3.1
What follows are the ethical standards and principles of business conduct to which each LPL
Officer and employee is expected to comply in order to assure that LPL conducts its affairs in a
manner consistent with its obligations and the expectations of the communities it serves.
Each officer and employee is expected to use good judgment and to adhere to and comply with
high moral and ethical standards in the conduct of business. Officers and employees should
endeavor to deal fairly with customers, suppliers, competitors and other employees, and to
respect the policies and procedures of those outside LPL
3.2
Confidentiality
In compliance with these policies and the law, officers and employees are expected to devote
their best efforts and attention to the full-time performance of their jobs and duties. No officer
or employee should be subject, or even seem to be subject, to influences, interests or
relationships which conflict with the best interest of LPL This means avoiding any activity that
might compromise or seem to compromise LPL, the officer or employee. This requirement is
explained in more detail in Section 3.4 below. Officers and employees should maintain the
confidentiality of information entrusted to them by LPL that comes to them, from whatever
source, in their respective capacities as employees, except when disclosure is authorized or
legally mandated.
3.3
All activities related to LPL must be undertaken in strict compliance with all laws and
regulations applicable to those activities. No officers and employees should at any time take
any action on behalf of LPL which violates any applicable law or regulation. It should be
understood that this Policy includes all applicable laws and regulations as well as LPL policies
and standing orders, and the applicable policies of agencies and entities with which LPL staff
conduct business.
3.4
Conflict of Interest
A conflict of interest exists when an officers or employees duty to give undivided business
loyalty to LPL is prejudiced by actual or potential personal benefit from another source and
where the officers and employees loyalties or actions are divided between LPL's interests and
those of another, such as a competitor, supplier, customer, family member or tenant.
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Each officer and employee is expected to avoid any investment, interest, or association that
interferes or might appear to interfere with the independent exercise of judgment in LPL's best
interests.
Disclosures of personal interests or other circumstances that might constitute conflicts of
interest are to be reported promptly by the officer or employee to the Executive Director or LPL
Board, who will arrange for resolution in a manner best suited to the interest of LPL, the
individual and in accordance with applicable state law(s). When an officer or employee
confronts a possible conflict of interest, prompt and full disclosure is the essential step towards
resolving the problem.
3.4.1 Specific Sources of Conflict
Individual conflicts of interest should be assessed based on the guiding principles in paragraph
3.4 above. However, every officer and employee shall comply with the following standards of
conduct in relation to the specific conflicts outlined below:
1.
2.
No officer or employee shall use or attempt to use his official position to secure
personal privileges or advantages for himself/herself or others.
3.
No officer or employee shall take or not take action or attempt to influence another
officer or employee to take or not take action in any matter in order to obtain any
financial benefit or preferential treatment for any of the following:
a. the officer or employee;
b. a family member;
c. an outside employer;
d. any business in which the officer or employee or any family member has a
financial interest; or
e. any business with which the officer or employee or any family member is
negotiating or seeking prospective employment or other business or professional
relationship.
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3.4.2 Disclosure
Every officer or employee who shall have any private financial interest, directly or indirectly, in
any matter pending before the Board, which is not prohibited by this section or other
provisions of law, shall disclose the precise nature of the interest, in writing, to the LPL Board
Treasurer. The officer or employee shall not take any action with respect to the matter that is
the subject of the disclosure.
3.4.3 Conflicts of Interest in Contracts
No officer or employee, or any immediate family member of any officer or employee, shall
directly or through others, undertake, execute, hold, or enjoy, in whole or in part, any contract
made, entered into, awarded, or granted by the Board except as follows:
a.
The standards of conduct listed in 3.4.1 shall not apply to contracts which an officer or
employee signs/reaches agreement on/before the officer was appointed or an
employee was hired. However, the conduct listed in 3.4.1 shall apply if the contracts
were signed/renewed/reached agreement on/after the officer was appointed or the
employee was hired.
b.
The prohibition in subsection 1 of this section shall apply if the officer or employee is
authorized to participate in establishing the contract specifications, awarding the
contract, or managing performance after the contract is awarded.
If any officer or employee has a disqualifying interest in said contract in violation of this Policy,
any contract between the Board and another party shall be voidable or rescindable at the
option of the Board at any time within a period of one (1) year from the date the violation is
discovered,.
4.0
Nepotism
Nepotism is prohibited within the organization. As used in this section, the term relative shall
mean and include an officers or employees spouse, child, parents, siblings, grandparents,
grandchildren, uncles, aunts, nephews, nieces, first cousins, step-mothers, step-fathers, stepbrothers/sisters, half-brothers/sisters, sisters/brothers-in-law, or mothers/fathers-in-law.
The prohibitions in this section shall not apply to any relationship or situation created by
marriage after the effective date of this section, provided, however, that such relationships
shall be reported to the Executive Director, who may recommend lateral transfer, substitute
supervision, or other personnel action to eliminate or ameliorate the adverse effects of the
relationship.
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Inclusion
LPL encourages diversity in all of its hiring, staff development, and promotion process.
LPL forbids discrimination in employment on the basis of age, culture, disability, education,
gender, regional or national origin, sexual orientation, physical appearance, race, or religion.
LPL is committed to assure fair employment, including equal treatment in hiring, promotion,
training, compensation, termination and disciplinary action.
Unlawful discrimination can expose LPL to substantial damages and unfavorable publicity.
Accordingly, it is particularly important that officers and employees maintain close
communication with the LPLs Human Resources Director who has the primary responsibility to
keep abreast of current legal developments and LPL policies in this area.
All officers and employees are provided with a work environment free of intimidation and
harassment, either verbal or physical and free from unsolicited and unwelcome sexual
overtures or comments. Sexual harassment may occur in a number of circumstances, which
may appear to be innocent in nature to one, while at the same time being deemed offensive to
another. Accordingly, it is imperative that supervisors assure that this policy is strictly adhered
to, and that officers and employees are not exposed to incidents of sexual harassment by
supervisory personnel, fellow workers, or others who may be on the premises. Complaints from
officers and employees concerning possible incidents of sexual harassment should be
forwarded to the Human Resource Officer.
All applicants for employment are recruited and hired on the basis of merit and qualifications
and without regard for age. Age discrimination in assignment, transfer, promotion, upgrading,
or compensation is not tolerated.
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6.0
Political and Charitable contributions on behalf of LPL by employees, Board Trustees and
Advisory Board Members are not allowed.
7.0
Procurement Integrity
LPL respects the integrity of the procurement process. It is our policy to comply with applicable
federal and state laws. Our actions should adhere to our own Policy. If at any time, you have a
concern that an action would compromise either our policy or that of a supplier, customer, or
tenant, you should contact the Executive Director, Senior Management or the Board before
proceeding.
7.1
Receipt of Gifts
Honoraria
2.
3.
9.0
No officer or employee shall use or permit the use of any LPL time, funds, personnel,
equipment, or other personal or real property for the private use of any person in violation of
LPL Electronic Communications and Internet Use Policy, unless:
1. The use is specifically authorized by a stated policy of the Board; or
2.
The use is available to the general public, and then only as specifically authorized to the
extent and upon the terms that such use is available to the general public.
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No officer or employee shall apply LPL funds for the purchase of any item or service unless
specifically authorized in conformance with LPLs delegated purchasing authority.
No officer or employee shall use LPL computer equipment in violation of LPL Electronic
Communications and Internet Use Policy, IT infrastructure, or software for personal purposes.
Any missing equipment/property from LPL needs to be reported to your supervisor or Human
Resources immediately. The proper local, state, and/or federal authorities may be alerted, as
necessary. The Board will be notified at the appropriate committee meeting.
10.0
Government Investigations
LPL follows and complies with various government agencies and legal authorities in regards to
compliance with laws, regulations, rules, ordinances and restrictions on a variety of subjects.
Inquiries are addressed in a timely manner in the ordinary course of business without
implications of serious governmental repercussions, but it must be remembered that there are
sanctions, penalties, and fines, administrative and legal actions, sometimes serious and
sometimes nominal, which can be imposed by these same government bodies for inaction,
delays, incorrect information and failure to respond. On the following subjects, it is necessary
that you immediately bring any problem to the attention of the Executive Director and/or the
Board:
1.
2.
3.
Inspections, visits, interview requests, and requests for documents by the FBI, Justice
Department, Postal Inspector, SEC, and other similar U.S., state, local and foreign
government bodies.
4.
Subpoenas and requests to testify before agencies, commissions, bodies, and other
legislative and administrative bodies.
5.
It is the policy of LPL to fully cooperate with any appropriate governmental investigation or
inquiry. A condition of such cooperation may be that LPL be represented by its own legal
counsel as appropriate. Accordingly, in any case when a member of the Board or an employee
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obtains any knowledge that would lead one to reasonably believe that a government
investigation or inquiry is underway; this information must be communicated immediately to
the Executive Director and/or the Board.
No officer or employee should ever, under any circumstances, do any of the following:
1.
Destroy any LPL documents in anticipation of a request for those documents from any
government agency or a court;
2.
3.
4.
Attempt to cause any other officer, employee, or any other person, to fail to provide
information to any government investigator or to provide any false or misleading
information.
11.0
Record Keeping
As a government agency, high standards of record-keeping are necessary for the creation and
implementation of policies, the provision of historical facts and data, and the demonstration of
accountability both within the organization and to the public. The function of record-keeping
promotes honesty, demonstrates integrity, and builds confidence in the public trust.
LPL will maintain organized, complete, and thorough records or provide such information to a
repository that retains such information. In the event that our records are later needed, LPL will
always ensure that we have provided such information completely and accurately and have
referenced our data in a manner in which any other officer, employee or person requesting
such information will be able to identify and use the information with minimal effort.
LPL will be accurate in entering and maintaining accounting and financial records in accordance
with the principles of the Generally Accepted Accounting Principles (GAAP) and in conformance
with the rulings of the Governmental Accounting Standards Board (GASB) and the SarbanesOxley Act. In this endeavor, LPL will ask appropriate questions and document information to the
best of our ability.
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11.1
LPL will make certain that all disclosures made in financial reports and public documents are
full, fair, accurate, timely and understandable. This obligation applies to all employees,
including the Finance Officer, with any responsibility for the preparation of such reports,
including drafting, reviewing and signing or certifying the information contained therein. No
business goal of any kind is ever an excuse for misrepresenting facts or falsifying records.
12.0
Confidential Information
As a government agency, the methods and products of our services are open to the public.
However, there are specific conditions whereby information is considered confidential. Some of
the functional areas that invoke confidentiality claims are security issues, legal documents,
lease negotiations, personnel and medical files, ethics investigations, ombuds services, contract
proposals relative to the awarding of contracts, real estate appraisals relative to the acquisition
of property, and certain Information Technology data, among others.
The most common conditions for confidentiality stem from an individuals right to privacy and
LPLs need to perform its assigned functions in a reasonably efficient manner. In addition,
where disclosure of information would negatively affect the public health, safety, and welfare
of the community, confidentiality is allowed.
Disclosure of confidential information may only be given to authorized persons, and only for
the purpose of LPL operations, never for personal gain or interest. Unauthorized recording of
information is never allowable. Managers should understand and disseminate clear instructions
including the legal authorization for any disclosure of confidential information, the laws
pertaining to the right of public access to government documents, and right to privacy
regulations.
13.0
Supervisors must see that employees who report to them receive adequate training about
applicable LPL requirements. Employees must obtain guidance concerning the propriety of any
course of conduct about which they have any doubts. Officers and employees are required to
report the following matters to the Executive Director:
1.
Any payments, gifts, or gratuities to a LPL official or their family members, whether
made directly by an officer or employee of a supplier, customer, or tenant or through
a third party. Any payment, gift or gratuity given from a private sector supplier,
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3.
4.
5.
6.
7.
With regard to accounting, internal accounting controls and auditing matters, any officer or
employee of LPL may submit a good faith complaint regarding questionable accounting,
internal accounting controls or auditing matters to the Chairman of the Library Board of
Trustees, LPL Audit Committee Chairperson, Treasurer, or anonymously on the Lexington Public
Librarys website without fear of dismissal or retaliation of any kind.
Officer and employees are encouraged to report any questionable accounting, internal
accounting controls or auditing matters, including the following:
1.
Fraud or deliberate error in the preparation, evaluation, review or audit of any financial
statement of LPL;
2.
3.
4.
5.
6.
Violations or possible violations of either the Code of Business Conduct and Ethics for
the Members of the Board of Directors, Executive Director, or Senior Managers.
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14.0
Administrative Matters
14.1
The Board is responsible for interpreting and applying all policies to specific situations in which
questions may arise. Any questions relating to how any policy should be interpreted or applied
should be addressed to the Executive Director or Human Resource Officer.
14.2
All officers and employees have a moral, and in some cases, a legal obligation to call LPLs
attention to any situation in which any policy may not be observed. No discipline or other
retaliatory action shall be taken against any officer or employee informing LPL of any violations
of any policy. Possible situations in which any policy may not be observed should be called to
the attention of the Board.
Officers and employees culpable in such matters, including but not limited to violation of the
Business Conduct, Integrity, and Ethics Policy are subject to appropriate disciplinary actions up
to and including termination of employment or appointment and may also be subject to
personal criminal liability under applicable statutes.
14.3
Audits
Compliance with all policies is monitored by periodic audits. These may be done by LPLs
Business Office, or by others designated by LPL. All officers and employees are required to
cooperate fully with any such audits and to provide truthful and accurate information.
14.4
While some policies must be strictly adhered to and no exceptions can be allowed, in other
cases, exceptions may be possible. For example, a minor conflict of interest situation can
sometimes be resolved simply by disclosure of the possible conflict to all interested parties. Any
officer or employee who believes that an exception to any of our policies is appropriate in his or
her case should contact his or her immediate supervisor first. If the immediate supervisor
agrees that an exception is appropriate, the approval of the Executive Director shall then be
obtained. Any exception to any policy for executive officers may be made only by the Board.
Any exceptions made to these policies are specific to the exceptions authorized by the board
and shall not apply to other sections of this policy.
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14.5
Distribution
Every new officer and employee will be given a copy of this Policy and asked to acknowledge
receipt of it and having read it either at or within one week of hiring. Officers and employees
are also required to reaffirm bi-annually that they have recently re-read this Policy, understand
it and are not aware of any violations except as specifically noted in their reaffirmation.
14.6
Legal proceedings should never be initiated nor precipitated without being reviewed in advance
by the Board.
It is also important that indiscriminate writing and distribution of memoranda or reports
relating to matters involving possible future litigation be avoided. Although personnel will wish
to make reports on these matters to their superiors, written memoranda relating to the
prosecution or defense of such litigation may not be privileged unless prepared solely for the
Legal Department or a lawyer retained by LPL. Any written reports involving these matters that
you consider necessary or advisable should first be discussed with the Executive Director and
Board.
14.7
Summons or complaints served on LPL or its officers and employees are frequently our first
knowledge of a lawsuit. It is important that we have sufficient time to prepare and file
responsive pleadings. If someone attempts to serve you with a summons or complaint, you
should disclaim any authority to receive the service and contact the Executive Director. Should
you receive any summons or complaint whether by mail, delivery or otherwise, it must be
immediately forwarded to the Executive Director.
14.8
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15.0
Nonexclusivity
No representation is expressed or implied that the policies stated in this Policy include either all
the relevant policies or that they are a comprehensive, full, or complete explanation of the laws
that are applicable to LPL and its officers and employees. All officers and employees have a
continuing obligation to familiarize themselves with applicable law and all LPL policies.
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I have read and understand the attached Business Conduct, Integrity, and Ethics policy.
Signed:
Name:
Date:
Ethics Policy approved by the Board of Trustees on March 4, 2010, updated on May 19, 2010 and July 10, 2013.
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Conflict of Interest
Employees of LPL are expected to avoid any situation that might lead to a real or apparent
conflict between the employees self-interest and his or her duty to the Library; a conflict of
interest. All employees should show dignity, respect, and follow the law in every setting they
are in. Employees should not use their positions with LPL for personal gain or benefit or in any
manner that might reflect unfavorable on the Library.
Those situations that arise most frequently are discussed below:
i.
ii.
RELATIONS WITH PRIOR EMPLOYERS: Employees must disclose during the interview
process the existence of any employment agreement, non-compete agreements,
confidentiality agreement or similar agreement with a former employer that in any way
restricts or prohibits the performance of any duties or responsibilities of their positions
with LPL. Copies of all such agreements should be provided to the HR Department prior
to accepting a position with LPL to permit evaluation of the agreements in light of the
employees position. Failure to provide such information will result in termination. In no
event shall an employee use any trade secrets, proprietary information or other similar
property acquired in the course of his or her employment with another employer, in the
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COMPLIANCE WITH OTHER LAWS: In conducting Library business, employees must at all
times be careful to comply strictly with all other applicable laws.
FURTHER INFORMATION: If an employee is uncertain as to the interpretation of these
guidelines or their application in any particular situation, the matter should either be
discussed with their supervisor/manager or the Human Resources Director.
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Confidentiality
Employees of LPL are expected to keep confidential all information with respect to LPL, its
customers and suppliers, which is acquired through the employees employment with LPL. In
addition, you should always be cautious about having visitors in areas where confidential work
is performed. Inquiries about a customers records or accounts should be referred to someone
authorized to release such information. Inquiries from the media should be referred to the
Marketing Director.
Staff is not authorized to give information relating to customers or their records to any nonemployee unless a valid subpoena requiring the disclosure has been received. At this point you
must contact the Executive Director and let him or her handle subpoena related issues and
information releases. Also, you should not disclose such information to any other employee
unless that employee is authorized to have access to that information.
All contract employees are subject to the terms and conditions of this procedure while on
LPLs premises, and should be notified of such.
Contract Personnel. Persons who perform work for LPL under direct supervision, but
who look to another employer to fulfill the terms and conditions of their employment.
Contract personnel are not eligible to participate in any of LPLs benefit plans.
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Workplace Violence
The Lexington Public Library will not tolerate any workplace violence, whether carried out by
co-workers, customers, former employees, or other individuals. The following are basic
guidelines to follow should you be subject to any type of workplace violence.
Any act of violence or emergency of an immediate life threatening situation call police at 9-911.
Any other violent or emergency situation that would not be an immediate life threatening
scenario, call the LPL Security phone extension. Security should in turn notify the employees
immediate supervisor and the Executive Director of the situation. If Security is not available
contact the Manager on Duty.
Verbal abuse, perceived intimidation, harassment, or any non-emergency situation, including
from another staff member, should be reported to your supervisor and the Human Resources
Director immediately. In addition, these situations must be documented.
If uncertain about how to handle the situation, during business hours contact Security or HR
Department. If on a Saturday or Sunday contact the Manager on Duty for your location.
File an Incident Report on the Staff Intranet within 24 hours of the event.
Specifics on how to handle different scenarios are explained in the Emergency and Problem
Customer Manual under Dangerous or Disruptive Persons Workplace Violence.
Workplace Violence Policy
Incident Report Procedures
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All new employees shall be issued a Drug-Free Workplace Policy Certification which will include
a statement that the employee will abide by the terms of the policy. Employees are required to
sign a Policy/Procedure Acknowledgement form which includes the Drug-Free workplace Policy.
Employees will be subject to disciplinary action, up to and including termination of employment
for bringing illegal, non-prescribed drugs, narcotics or alcoholic beverages to work; being under
the influence of such substances while working; using them while working, or dispensing,
distributing, or illegally manufacturing or selling them on Library premises and work sites or
while on Library business.
Reasonable Suspicion Any supervisor or manager who observes an employee exhibiting
behaviors indicating the employee may have reported to work or is working under the
influence of drugs or alcohol must use the following guidelines.
Have a second supervisor/manager observe and document the reasonable suspicion. If a
second supervisor/manager from the same location is not available, contact a
supervisor/manager from another location or call a senior manager (Director level, Library
Services, HR, Business Office, Marketing or Support Services.)
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Safety Procedure
It is the responsibility of all personnel to comply with the Lexington Public Library policy and to
participate in:
Providing a safe and healthful place of employment that is free of recognized hazards for
LPL employees and to abide by Federal, State, and Local regulations that pertain to our
industry.
Enforcing the rules of these procedures.
Requiring subcontractors to abide by and adopt this policy and/or procedures.
Properly reporting unsafe practices and conditions.
Safety education and training for employees as needed.
Personnel Procedures
care network, the employee may be responsible for any charges incurred. If emergency
medical treatment is required, employees are to go to the nearest medical facility to seek
treatment whether or not that facility participates in the network. However, for all nonemergency, follow-up, or rehabilitative care within the managed care network employees
are required to contact the Human Resource Department for arrangements.
Never knowingly file a false or fraudulent injury or illness claim.
Participate in the companys return to work program if injured on the job. This program
may provide alternative or restricted work after a work-related injury or illness. This
alternative work plan will be developed in consultation with a treating physician. Failure to
participate in the return to work program may result in the termination of benefits normally
associated with a work-related injury or illness.
Safety Policy
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Safety Orientation
Each department and branch has a Designated Orientation Coach (DOC) who will be responsible
for keeping staff informed about safety and security procedures and orienting new staff to safety
and security issues. Managers and DOCs should monitor the needs of each location in regards to
safety, security, and facilities concerns.
If a staff member notices a non-life threatening or non-crisis safety, security, or facilities issue,
his or her immediate supervisor should be notified as soon as possible so that the appropriate
parties are notified to resolve the issue. Life-threatening or crisis situations should be relayed to
the appropriate parties immediately.
Any information from Administration or other departments concerning the librarys safety
and/or security should be relayed to each manager or Designated Orientation Coach for
dissemination to department or branch staff.
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Communication
Employees are to always act in a professional and courteous manner when using e-mail. Avoid
gossip, remember that statements about others may find their way back to them.
E-mail is a library resource and is provided as a library communications tool.
Do not use email to communicate confidential information. E-mail is not a secure medium,
particularly email sent via Internet. Employees conducting library business may have the need
to view your e-mail messages. It is also possible that others will view your messages
inadvertently, since there is no guarantee of privacy for an e-mail message. Use good judgment
when you use e-mail.
If information must be delivered quickly, or is of ephemeral relevance, e-mail is the appropriate
tool. If the message states policy, outlines on-going procedure or is of a durable nature, a
memorandum should be prepared. Consider using the two tools in conjunction, with an e-mail
message serving as herald or follow-up to a written memo.
Unless your e-mail messages are deleted they are saved and take up disk space (which is
limited) on the server in the Computer Services Department. Regularly (at least once every two
weeks) review your mail directory and delete unnecessary messages.
Remember that in e-mail, immediacy of transmission does not always translate into immediacy
of receipt. Staggered schedules, vacation, computer equipment problems, or other factors can
all conspire to impede or delay communication. If your message requires timely feedback, use
the telephone.
The Library provides electronic mail (e-mail) and Internet access to staff as communications and
information resources. All staff members are encouraged to use these resources in order to
improve their skills and communicate with their peers to provide better public service for the
Library's customers.
Staff whose normal duties include assisting the public directly are expected to develop and
maintain a proficiency in the use of the Internet and the librarys ILS in order to assist
customers.
Staff may use computers in staff only areas at anytime during Library operating hours to
improve their skills, as long as regular duties are performed as needed and/or as directed. Staff
are expected to use computers within the guidelines set forth in this procedure. Furthermore,
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use of computers should not in any way lessen the quality of service provided the public.
The Library has a right to monitor and review messages, software, text documents and on-line
activities on all Library owned equipment.
An employee is personally responsible for all communications generated by the employee's
personal e-mail account: no employee is to allow any other person, including other staff
members, use of her/his account. Employees are prohibited from using another employee's email account or reading another employee's e-mail.
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Solicitations
The Library in general does not allow solicitation of any kind. Any request for solicitation of
funds by Library employees must be presented in writing to the Executive Director two weeks
in advance for review. The Executive Director will respond to the request within 5 business
days.
Solicitations Policy
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Your appearance must be neat, clean and hygienically acceptable. (No colognes/perfumes.)
Clothing must be neatly pressed, free of soil/dirt and free from tears, rips and holes.
Clothing must not expose the abdomen, chest or buttocks areas.
Clothing should be free of any messages and graphics, including but not limited to,
advertising, religious, political or suggestive slogans. Exceptions are LPL specific shirts issued
by LPL or other/varsity shirts on approved dates. These shirts may be collared or t-shirts.
Shoes must be clean and closed-toed. Flip flops, sandals, slippers, etc. are prohibited.
Visible tattoos must be limited in quantity to maintain a professional business image.
Tattoos must not be offensive, obscene, political, religious or suggestive in content.
Approval for amount/content shall be by the hiring Manager, Executive Director and HR.
Visible piercings must be limited in quantity to maintain a professional business image.
Approval for amount/content shall be by the hiring Manager, Executive Director and HR.
No denim (blue, black, green etc.) including jeans, vests, skirts, dresses, jackets, etc. except
as outlined below.
The following are examples. This list is not all inclusive. These should be used as a guide to
making a decision of what may/may not be worn in the workplace. If you think it may be
inappropriate, it probably is and therefore should not be worn. Employees may be sent home
without pay to change their attire at the discretion of the Manager, Executive Director and/or
HR.
Examples of
Whats Appropriate
Examples of
Whats Not Appropriate
Personnel Procedures
Exceptions
Paging staff and Technical Services staff may wear denim jeans.
Custodial/Maintenance and Delivery Services follow the current dress guidelines set by the
Facilities Manager. In addition, knee length or longer shorts are appropriate attire for any
position that requires outside, hot weather work.
Managers and supervisors may make exceptions to the no denim jeans guideline on
specific days, or when a staff member is doing manual labor. Fridays are considered casual
day and appropriate denim clothing may be worn in accordance with the above guidelines.
T-shirts are defined as LPL t-shirts only. These must be for a current or open ended LPL
promotion. No outdated promotional t-shirts. T-shirts may only be worn on approved days
including, but not limited to, approved promotions and Fridays.
Reasonable accommodations will be made for employees' religious beliefs and disabilities
whenever possible, consistent with the business necessity to present a professional appearance
to the public. Written request for these accommodations must be sent to the Human
Resources Director for review and approval.
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Personnel Records
Employee personnel files are broken into two separate folders. One is the primary folder that
contains all non-HIPAA protected information and the other is the confidential folder that
contains all HIPAA protected documentation and information such as benefit enrollment forms,
FMLA medical information, physicians notes, and all other documentation containing health
related information.
Employees are responsible for keeping Human Resources up to date on any changes in your
personal information. Changes must be reported to HR for any of the following; Name; Address;
Phone Number; Beneficiary designations; marital status; Emergency contact; eligible
dependents and ages as required by insurance and Education degrees and certifications.
Procedures for viewing an employees personnel record:
Manager asking to see employee file.
a. Manager may view a subordinates primary file only.
Manager should provide as much time as possible for pulling of the file
(preferably 24 hours.)
File may be viewed in the Human Resources Department only.
b. Hiring manager may view an internal candidates primary file only.
Manager should provide as much time as possible for pulling of the file
(preferably 24 hours.)
File may be viewed in the Human Resource area only.
Active employee asking to see their own file.
a. Employees may view or receive a copy of appropriate documents in either their
primary or confidential file upon request.
b. Employee should provide as much time as possible for pulling of the file (preferably
24 hours) and/or copying of appropriate documents (preferably 48 hours.)
c. File may be viewed in the Human Resources Department only.
Inactive employee asking to see their own primary and confidential file.
a. Individual to provide written request to view their file. HR will respond
within 15 days
b. Individual to provide written request for copy of appropriate documents in their file.
HR will respond within 15 days.
b. A 10 cent per page charge will be assessed for copies sent to a former employee.
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Five years after an employee has left LPL employment both primary and confidential files will
be archived.
Personnel Records Policy
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Staff Exchanges
The purpose of the Staff Exchange program is to provide opportunities for shared learning
between staff, create bridges and enhance networking between Library locations, and broaden
participants views of the Library system. It is available for Public Services Positions only.
Exchanges can be between individual staff members or between groups of staff members
working in the same job class. The exchange must be beneficial for all departments and
locations involved. A Staff Exchange Form should be filled out by the staff member making the
request and used as a tool throughout the process.
Temporary Staff Exchanges can be manager or staff initiated, and for a duration agreed upon by
all parties.
Permanent Staff Exchanges are manager initiated and may be instituted for a variety of
reasons, including but not limited to developing new skills, creating consistency across all
locations, mentoring staff or being a mentee under a different manager, and advancing an
individuals career. Permanent Staff Exchanges are non-negotiable.
Eligibility
Staff exchanges are available to any full time staff member in good standing (not under a
current PIP or Needs Improvement on the most recent evaluations) who have worked in his or
her current position and at the current location/department for a minimum of three years.
Step 1: When a staff exchange is being considered, the Location Manager, Assistant Manager,
Director of Library Services and Executive Director will discuss the merits and impacts.
Step 2: Once established, the Director of Library Services will bring it to the Library
Services Team for discussion and to the Executive Director for final approval.
Step 3: The employees will be notified within a reasonable time frame based on job
responsibilities, workload, and system needs. All employees involved in the exchange
will be notified separately, but at the same time. Until all staff are notified, the exchange
is to be kept confidential.
Step 4: After the employees are notified, Branch Managers will inform their Assistant Managers
of the exchange.
Step 5: Staff at the locations involved with the exchange are notified.
Step 6: All staff are notified.
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Committees
Standing committees of the Lexington Public Library exist for a variety of reasons, including
improvement of system-wide communications, standardization of procedures, and for the
development and refinement of programs and services.
Ad-hoc committees may be formed to address specific needs in the organization and meet for a
predetermined period of time.
When establishing any committee, the chair should submit a Request for Committee Member
Form to the Manager/Supervisor of the employee he or she woud like to have serve on the
Committee. Once approved, copies should be forwarded to the Administrative Support
Coordinator to be logged and kept on file.
Personnel Procedures
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Green Committee
Committee Makeup: Chair: Chosen from Committee. Committee made up of a cross section of
Public Services and Support Services staff.
Purpose: To promote green practices at LPL and in Lexington. Meets quarterly.
Joseph H. Miller Customer Service Award Committee
Committee Makeup: Chair: LPL Trustee. Previous years Customer Service Award winner.
Participants change annually.
Purpose: To select a staff member who has shown outstanding customer service in the
previous year. Meets annually.
Librarian I
Committee Makeup: All full time Librarians I.
Purpose: To provide LI staff with an opportunity to form a team, to learn more about the
system, and to prepare for promotion. Meets quarterly.
Librarian II
Committee Makeup: All Librarians II
Purpose: To provide the Librarian II staff with an opportunity to form a team, to learn more
about the system, to carry out system-wide projects, and to prepare for promotion. Meets
monthly.
Library Services Team (LST)
Committee Makeup: Chair: Director of Library Services.Location Managers, Childrens Services
Coordinator, and Outreach Services Manager
Purpose: Provide the Public Service Managers the opportunity to form a team, make systemwide recommendations and decisions, work out system inconsistencies, and keep each other
informed. Meets Monthly.
PST/IT Committee
Committee Makeup: Chair: Virtual Librarian. IT staff member, Technical Services staff member,
and public services staff members.
Purpose:To ensure the quality of electronic services to the Library's customers, and to clarify
processes or issues; also to present ideas for changes impacting electronic services.
Safety and Security Committee
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Employment
Employment-at-will
Upon the first date of employment, employees are required to sign the Policies and Procedures
Acknowledgement and the Chapter One Checklist acknowledging that they are employed at the
will of the Library and are subject to termination at any time, for any reason, with or without
notice, and with or without cause.
Employment-at-Will Policy
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Job Descriptions
All positions have a job description that list the positions general statement of duties,
supervision received, supervision exercised, guidelines, contacts, essential functions of the
class, required knowledge, skills and abilities, minimum experience, education and training,
license/certification, physical attributes, and hazards/unusual working conditions.
To recommend the creation of a new position
After a supervisor/manager has discussed the possible new position with/and received a
pre-approval consideration from the manager, the supervisor/manager must complete a
Position Description Questionnaire (PDQ), and submit it to the HR Department.
The Human Resources Director will utilize this PDQ to write the job description, complete
a point factor analysis, and assign a pay grade.
The proposed new position must now be approved by Executive Director, Budget and
Finance Committee and Board of Trustees before implementing. Normally this is done only
during budget planning time each year for an effective date of July 1.
To update an existing job description
The supervisor may request that the Human Resources Director re-evaluate a job
description at any time.
A Position Description Questionnaire should be provided to HR by the supervisor.
The Human Resources Director will review the position to determine if it is outdated or
may qualify for reclassification to a different pay grade.
Reclassifications will only be recommended for approval during the budget process for an
effective date of July 1, or may be considered when a position is vacant.
Reclassifications must have the approval of the Executive Director, the Budget and
Finance Committee and the Board of Trustees.
To reclassify a vacant position
Supervisor should review his or her department needs and determine what is the best use
of the vacant position. This could be upward or downward in classification. The needs of the
department will determine this. A Position Requisition should be completed, and forwarded
to the Executive Director for the approval process. If the reclassification is approved then a
Position Description Questionnaire must be completed and sent to the HR Department for
the job description to be updated.
If there is an incumbent in a position that has been downgraded, no change in current
salary will result. However, the maximum of the new, downgraded pay grade will prevail.
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Employment of Relatives
A member of an employees immediate family or domestic partner will be considered for
employment if the applicant possesses all the qualifications for employment. An immediate
family member or domestic partner may not be hired, however, if the employment would:
a. Create a direct or indirect supervisor/subordinate relationship with an employed family
member or domestic partner.
b. Employees who marry or become members of the same household may continue
employment as long as there is not a:
Direct or indirect supervisor/subordinate relationship between the employees; &/or
An actual conflict of interest or the appearance of a conflict of interest (or any benefit
accrued unfairly due to a personal relationship).
These criteria will also be considered when assigning, transferring, or promoting an employee. For
purposes of this section, immediate family includes: the employees relatives of the first degree,
i.e. children (including step, foster, or adopted children), parents, siblings (including step, foster or
adopted siblings), grandparents (including step, foster or adopted), aunts, uncles, nephews, nieces,
or first cousins; or spouse (including domestic partner or similar definition) or spouses parents or
siblings (including step, foster or adopted parents and siblings). The decision of the Library
Executive Director in carrying out the intent of this policy shall be final.
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Layoffs
There are several reasons for a layoff:
An effort will be made to find other positions within the organization for affected
employees. Employees with the highest seniority will be placed first as long as their skill
sets are comparable to an open position.
No guarantee will be made to the employee of alternative placement.
An effort will be made to find other positions within the organization for affected
employees. Employees with the highest seniority will be placed first, as long as skill sets
are comparable to an open position.
No guarantee will be made to the employee of alternative placement.
Employee will be on a recommended list for bringing back to work when conditions
permit an increase in staffing in their area of expertise. This will be based on seniority
within that skill set/expertise area.
No guarantee of rehire will be made to the employee.
Elimination of position(s):
An effort will be made to find another position within the organization for the affected
employee as long as skill sets are comparable to an open position.
No guarantee will be made to the employee of alternative placement.
Layoffs Policy
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Resignation
Employees are required to provide notice in writing including the date the notice was given
and their last day of work.
Librarians and managerial staff are expected to provide a four calendar weeks notice, and all
other employees are expected to provide a two calendar weeks notice.
If an employee provides less notice than requested, the employer may deem the individual to
be ineligible for rehire depending upon the circumstances regarding the notice given.
Retiring employees must complete a Form 6000 (contact HR Department on how to obtain
this form) and have in the mail to the Kentucky Retirement System by a minimum of 45 days
before their planned date of retirement. Or, retiring employees can give notice in person in
Frankfort with a retirement counselor by a minimum of 30 days before their planned date of
retirement. It is highly recommended that any employee thinking about retirement should
speak with a Kentucky State Retirement Counselor at least six months before they plan to
retire. All stipulations listed earlier still apply when resigning or retiring from LPL.
The Executive Director reserves the right to provide an employee with pay in lieu of notice in
situations where job or business needs warrant such action.
Managers must notify HR Department immediately once they have received an employees
resignation notice. HR Department will send the employee an exit interview and will provide
information on pay and benefits as appropriate.
Managers will be required to complete a Separation Evaluation along with Employee Exit
Procedures that cover a variety of areas such as LPL equipment that the employee may need
to turn in (keys, computers, phones, passcodes, policy and procedure manuals, badge, and
other.) Employees who fail to return all company property that has been issued to them will
be deemed ineligible for rehire and may be subject to legal proceedings on behalf of the
Lexington Public Library.
Employees will not be allowed to rescind a resignation notice unless under extreme special
circumstances with approval from Executive Director.
Employees who resign should notify the HR Department of any address changes to ensure
that they receive their benefit and tax information within a timely manner. Unused vacation
time will be paid out consistent with the vacation policy.
Resignation Policy
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Personnel Procedures
letters for consideration for the vacancy. Employees must apply by completing the on-line
application and attaching a letter of interest and an updated resume, before the posting close
date. Please note that library employees can not hold two part-time library positions at the
same time. After the posting has closed, all qualified internal applicants will be sent to the
hiring supervisor. The hiring supervisor will then review the employees application, resume,
letter of interest and two most recent performance reviews, if applicable, along with contacting
the employees current supervisor. Additionally, the hiring supervisor is encouraged to review
the employees personnel file. The same steps will be followed as they are for external
applicants as listed below. Additionally, the hiring will consult with the employees current
manager regarding a release date (normally two weeks for non-exempt or four weeks for
exempt) before an offer is extended. Before an employee transfers, their current supervisor
must do a close-out evaluation. Once the employee is transferred to a new position, they will
receive a new evaluation date.
Recruitment Advertising
Positions are advertised externally based upon need. The HR Department is responsible for
placing all recruitment advertising. Supervisors should list specific position requirements and
advertisement preferences on the Requisition Form. LPL is an equal opportunity employer and
will make efforts to reach a diverse population through our various recruitment means. No one
outside of the HR department is allowed to place any employment advertisements. Any
recommendations on various advertisement medias are welcome. The Library is always looking
at various ways to reach diverse populations.
Application Process
LPL will only accept applications/resumes through the Librarys website. The Library will only
look at applicants that applied for that particular position at that particular location. Applicants
must apply separately for every opening they are interested in. The only exception is listed
above in the job posting procedures in relation to the one month rule.
NOTE: Please contact Human Resources for all Step forms listed in this procedure.
Applicant Screening
HR Department will screen applications and/or resumes prior to forwarding to the hiring
department. The hiring supervisor will choose their top applicants and perform a Telephone
Screen (Step One) with each of them to determine if they will bring them in for an Interview.
During the Telephone Screen, the applicants that will be brought in for an interview will also be
told about any testing that may be involved, and will be asked if they require any special
accommodations in order to take the test.
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Job Skills Testing - Tests are given for particular positions in order to see that an
applicant will be able to perform the essential functions of the position. This testing is
normally done at the beginning of their interview. The test results, in most cases, will
determine whether the applicant will continue in the process to the panel interview.
For the Page position, if the applicant does not successfully pass the test, they should
not be interviewed. For other positions that involve testing, this determination will be
made at the time the requisition is approved. The job posting will list what tests will
given.
Interview Process
Once the screens are completed and interviews are scheduled, interview questions will be
picked from the Interview Question Database by the hiring supervisor. The supervisor will pick
at least one question from each category, unless they find a category that does not necessarily
apply to their position. Should a supervisor have a question they would like to ask, however it
is not listed in the Database, they should forward the question(s) to the Human Resources
Director for approval. For consistency purposes, all interviewees MUST be asked the exact same
questions for that particular job requisition. The hiring manager plus two other interviewing
trained employees must always be present during an interview. The only exception to this rule
is for positions in a page position, where the hiring supervisor must have at least one other
interviewing trained employee present. Additionally, the same interviewers should be
involved for all interviews related to that particular job requisition. During the interview each
interview panelist will complete a separate Interview Rating Sheet (Step Two.) Once all of the
panelists have completed their sheet, they will discuss the candidates interview, application &
resume as a team while completing an Applicant Rating Sheet (Step 3.) Here the interviewing
team will average their individual scores for each category rated. The scores obtained are to
serve as another check and balance tool when making the hiring decision, not the determining
factor. After the interview process is completed, and a candidate has been chosen, the hiring
supervisor will contact the Human Resources Director to discuss their candidate of choice.
Once this discussion has taken place and the decision is agreed upon, the hiring supervisor will
start the Applicant Reference Checks for job grades 7 and above. HR will start the Application
Reference Checks for job grades 6 and below. (Step 4.)
Reference Checks
Using the Applicant Reference Check form, supervisors should obtain at least three different
work &/or volunteer related references. If the supervisor has trouble reaching a reference or
receives negative/concerning information from the reference, they should contact the Human
Resources Director. If all references are obtained and they are positive, the hiring supervisor
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will complete the last area of the Applicant Rating Sheet (Step 5) for all candidates they
interviewed, which tells Human Resources what they need to do with each applicant.
Criminal Background Checks
The entire interviewing packet will need to be sent to the HR Coordinator. If the Interview
Rating Sheets and Applicant Rating Sheets for all candidates interviewed have been completed
in full, then HR will begin a background investigation. If the forms are not completed HR will
send the interview packet back to the hiring supervisor for completion before a background
check is started. LPL currently uses an outside vendor for all criminal background
investigations. Should any negative, undisclosed, or falsified information be discovered during
this investigation, the candidate will be sent a letter from the HR Department disclosing the
information and giving them an opportunity to respond as required by the Fair Credit Reporting
Act. If nothing is provided to the HR Department by the candidate that shows these finds to be
inaccurate, the candidate will not be considered for employment. Additionally, any applicant
that has been convicted of any crime against children or child pornography will be disqualified
automatically.
Job Offers/Notifications
Once the background check is clear, the HR Coordinator will notify the hiring supervisor who
will in turn extend the job offer to the candidate. During this offer it will be explained that the
HR Department will be contacting them with specifics about their first day of employment. The
hiring supervisor will notify the HR Coordinator once the applicant has accepted or rejected the
offer, so proper communications can be sent to the candidate of choice and to all of the
applicants who applied and/or interviewed for the job vacancy.
Initial Start Date
New employees must start on a Monday of a given week. On the initial start date, employees
will be instructed by the HR Department on where they are to report and what paperwork they
will need to complete along with orientation information. Once the new employee reports to
their department, their supervisor should introduce them and orient them on department
procedures, emergency procedures, and other imperative information that they will need in
order to work in a safe and productive manner. A checklist will be carried over from the HR
paperwork piece for the supervisor to complete. If Monday is a holiday, then the start date will
be Tuesday of that week. Existing employees will transfer at the beginning of the work week
which is currently Sunday.
Re-employment Rights
When a past employee applies for a current opening, their file must be reviewed for rehire
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status, past performance information and any type of disciplinary actions. Should a past
employee be rehired and two years has not lapsed since their previous employment with the
Library, their seniority will be the original hire date, minus the time that has lapsed since they
left employment. They will receive the vacation amounts they had at the time they left
employment. If two years has lapsed since they were previously employed, they will begin a
new seniority date and will have no rights to previous benefits.
Volunteers
Reference and criminal background investigations will be conducted on all volunteer applicants
that are being considered for volunteer opportunities, and they will be held to the same
requirements listed in the previous section. Should a department consider a volunteer for their
area all of the previous mentioned applies, the volunteer should exhibit a volunteering
commitment of at least a year, and for students they should exhibit a volunteering commitment
of at least a semester. More information can be found here.
Adult Volunteer Application
Teen Volunteer Application
Criminal Background Check
Verification of Employment
No employee, other than the HR Department, is authorized to provide any reference
information for current and former employees. Verification of employment will only be done if
the employee has signed the requesting companys consent form listing what specific
information can be released. Therefore, all phone verifications, e-mail verifications, and written
verification requests must be sent to the HR Department.
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Employment Categories
Full-time employee An employee who is regularly expected to work 75 hours per pay period.
Part-time employee- an employee who is regularly expected to work an average of
approximately 36 hours per pay period. This amount may be somewhat higher or lower down
depending upon the position.
Non-exempt employee An employee who is ordinarily paid by the hour and is eligible for
overtime pay according to FLSA laws or state laws.
Exempt employee An employee who is ordinarily paid a salary and is not eligible for overtime
pay according to FLSA laws or state laws.
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case by case basis for waiver and must have supporting documentation. These can be
recorded on the LMA/LMT Staff Attendance Calendar.
Absences and tardiness relating to an approved Family and Medical Leave of Absence,
Jury Duty, Special Leave of Absence, or Bereavement will not count towards excessive
absenteeism.
New employees to LPL in their 8 week probationary period are expected to work all
scheduled shifts, and arrive on time for each scheduled shift. Any LMAs or LMTs
incurred during this 8 week period will be addressed outside of this procedure on a case
by case basis.
In the event that an employee does not contact their supervisor in a timely manner and cannot
substantiate an emergency situation:
Hours missed for a non-exempt employee will not be paid even if there are hours in the
employees accrual bank.
In the event of an exempt employees absence under such circumstances, only full-day
absences will be deducted from their bi-weekly pay.
All employees will be subject to disciplinary measures.
A 3-day absence of no call no show will be considered voluntary resignation and the
employee will be terminated from LPLs payroll.
Attendance Policy
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Part-time employees working a 4 hour consecutive shift are allowed to a 15 minute paid
rest period. Part-time employees scheduled for more than 5 hours in a shift must take
an unpaid lunch period of at least 30 minutes. This lunch period should be taken
towards the middle of the workshift. Part-time employees should work no more than an
average of 40 hours per pay period. Any hours over 40 in a pay period must be approved
by the Branch/Department Manager. If this occurs often showing a patterned average
of over 99 hours per month, approval must come from the Executive Director
Lunch and break times may not be combined to extend the lunch period, leave early, or
arrive late.
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Leave of Absences
Family and Medical Leave
Once a supervisor is aware that an employee will be absent for 5 or more days for reasons
other than a vacation the supervisor must notify the HR Department immediately. HR will send
appropriate forms and notifications to the employee regarding their leave of absence rights and
responsibilities.
Steps for an employee to apply for a leave under the Family and Medical Leave.
1. Employee must complete a Request for FMLA form, at least 30 days in advance if the
need for leave is foreseeable, or as soon as practical if an unforeseen situation occurs. Once
this form has been completed, it should be sent to the HR Department for review and
approval.
2. Once HR receives this form HR will verify that the employee meets all requirements in
order for eligibility. HR will notify the employee in writing of the approval or denial of their
request for leave contingent on the timely receipt of their Health Care Certification form
that must be completed by their physician and received in HR within 15 days of their leave
approval notice. HR will also communicate with the department about the upcoming leave.
3. If the employee is approved for FMLA, benefits will continue during the duration of the
approved leave, up to 12 weeks.
4. Employees not electing a short term disability benefit are required to use accrued sick,
vacation, personal and other appropriate paid time while on any approved Family and
Medical Leave of absence, including FMLA If electing short term disability, employees are
required to use accrued sick, vacation or other appropriate paid time up to the start of
receiving payment through a short term disability benefit and not thereafter. Employees
electing short term disability must coordinate appropriate payment of accrued sick,
vacation, personal and other appropriate paid time and will not be compensated by both
short term disability and paid time off.
5. All deductions will continue from the employees check while on paid leave, however
once the employee runs out of paid time they will be responsible to pay their portion of
insurances or other deductions directly to the HR Department by the 10th of each month.
6. Once an employee runs out of any paid time while on FML they will stop accruing sick
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time, vacation time and any other paid time off. Their participation in the KY Retirement
System will also cease until they return to paid status.
7. While on FMLA leave, employees are not eligible to receive payment for Jury Duty,
Military Leave or LPL designated holidays.
8. Before the employee can return from their FML absence they must contact the HR
Department at least one week before returning to discuss their return date, and send HR
their Fitness for Duty form, completed by their physician, a minimum of two days before
returning.
9. Employees returning from FMLA leave will be reinstated to a position within their same
job classification provided they can perform the essential functions of the position.
10. In the event the employee does not return from leave, the employee must reimburse
the Library for insurance premiums paid by the Library during the unpaid leave of absence,
unless the employees failure to return to work is due to a continued serious health
condition.
Family Medical Leave Policy
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Special Leave
Once a supervisor is aware that an employee will be absent for 5 or more days for reasons
other than a vacation the supervisor must notify the HR Department immediately. HR will send
appropriate forms and notifications to the employee.
Full Time Employees
Special leave of up to 12 weeks in a 36 month period for purposes of an extenuating
medical condition, education, travel, or personal business. Under normal circumstances
employees must have at least one year of service with the Library. The Request for Leave
of Absence form must be received at least 30 days before leave is to begin, unless in
emergency situations.
Employees must complete the Request for Leave of Absence form, and forward to the
Human Resources Director for review and the approval process at least 30 days prior to
the request.
Employees are required to use up any accrued sick time, vacation time, personal and
other appropriate paid time while on this approved special leave. The usage of sick time is
dependent on the reason for the leave.
Supervisor/Manager will be consulted about this leave and how it will affect their
department, and then the Executive Director will have final approval.
The employee will be responsible to pay all insurance premiums. COBRA will apply here.
Vacation and sick leave does not accrue while the employee is on a Non- FMLA leave.
Employees do not earn seniority while on a Non-FMLA leave and will have an adjusted
Anniversary date.
While on leave, employees are not eligible to receive payment for Jury Duty, Military
Leave or LPL designated holidays
Employees who do not return to the Librarys employment immediately following leave
will have voluntarily resigned their employment as of the last day of the approved special
leave.
Part Time Employees
Special leave of up to 8 weeks annually for medical purposes/extenuating circumstances may be
authorized by the Executive Director. Under normal circumstances employees must have at least
one year of service with the Library. The Request for Leave of Absence form must be received at
least 30 days before leave is to begin, unless in emergency situations.
Employees must complete the Request for Leave of Absence form and forward to the
Human Resources Director for review and the approval process at least 30 days prior to the
request.
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Supervisor/Manager will be consulted about this leave and how it will affect their
department, and then the Executive Director will have final approval.
Employees do not earn seniority while on special leave and will have an adjusted
Anniversary date.
Employees who do not return to the Librarys employment immediately following leave will
have voluntarily resigned their employment as of the last day of the approved special leave.
All leave requests must be completed prior to first date of leave or as soon as reasonably
possible in cases of emergency. Employee is required to provide supporting documentation for
the leave.
Special Leave Policy
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Sick Time
Full-time employees accrue sick time at 3.46 hours per pay period (12 days/90 hours per year)
Sick time may accrue up to 600 hours
Hours are not paid out upon resignation/retirement.
Hours may be converted for retirement purposes as service credit.
Sick time must be utilized in half hour increments.
Sick time may be utilized for the care of the following family members due to illness or
other medical needs where the employee serves as the normal primary care giver:
Employees spouse (domestic partner), children, parents, grandparents, spouses
(domestic partners) parents and grandparents, or other relative for whom the employee
is legally responsible and/or the relative is residing with the employee while under their
care during their illness and/or incapacitation. Relation by blood, adoption, step and
foster apply.
Sick time may be used in conjunction with bereavement leave as specified in the
Bereavement leave policy.
Hours taken in advance of accrual must be repaid upon termination/resignation.
Employees on an unpaid Family and Medical Leave, unpaid personal leave, or absent
without pay will not earn sick time.
After a five day absence: the employee must present a doctors Fitness for Duty note,
before returning to work, to their manager to be filed in the HR Department.
Manager must notify the HR Department to determine whether or not FMLA applies.
Sick Leave Policy
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Holidays
Full-time employees receive 9 paid holidays, based on a 7.5 hour workday, per year. The
Board of Trustees sets the Library schedule yearly and variances may occur.
Holidays Included: New Years Day, Martin Luther King, Jr. Day, Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day. Presidents Day (3rd
Monday in February) the Library is open, but provides Floating leave time.
Employees on any type of leave of absence (employee must work the scheduled day before
and the scheduled day after holiday), or absent without pay will not receive Holiday pay.
The Library is closed on Easter Sunday, which is not considered a paid holiday.
With the exception of Easter Sunday, if an official Holiday falls on a Saturday or Sunday,
the Library will be closed and a floating holiday will be provided to full time staff. If a full
time staff member is scheduled to work a Saturday or Sunday on which a Holiday falls,
they will receive Holiday pay instead of a Floating Holiday.
If the employees normal day off falls on a holiday, the employee will receive holiday pay
and will need to take another day off during that same week.
The Library recognizes that some employees may wish to observe, as periods of worship
or commemoration, certain days that are not included as an official Library holiday. Any
employee wishing to observe periods of worship or commemoration which are not
included as official Library holidays will, with at least two weeks notice, be permitted to
take off for such holidays as a personal days or vacation leave.
Holiday Policy
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Floating Holidays
The floating holiday may be taken on the Holiday or anytime after up to and including the last
day of the fiscal year.
Personal Days
After successful completion of their first 8 weeks, full-time employees receive:
two (2) personal days/15 hours if hired between May 1 and October 31
one (1) personal day/7.5 hours if hired between November 1 and April 30.
These two days allow employees to have additional paid leave to cover time off for personal
reasons.
Employee must have the approval of their supervisor prior to taking the day
off.
Personal days can only be used in full-day increments (7.5 hours)
Personal day hours must be used on or before 30 June or will be forfeited.
Personal day hours are not paid out upon termination and are not applied to the Kentucky
Retirement System.
Personal Days Policy
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Bereavement
Once a Supervisor/Manager learns that an employee has had a death in their family, they
should notify the HR Department immediately so arrangements can be made for an appropriate
show of sympathy from the Library. The only way to do this consistently system wide is to make
sure HR is notified.
Full-time employees are eligible for three days, based upon a 7/5 hour workday, of paid time
for the death of an immediate family member. Immediate family members for this policy are
defined as: The employees spouse (domestic partner), children, parents, grandparents,
grandchildren, siblings, and their spouses (domestic partners) parents. Relation by blood,
adoption, step and foster apply.
Employees may utilize other benefit time they have available for family members not covered
under this bereavement leave policy.
Once the three days of bereavement leave has been utilized, employees with available benefit
time such as vacation, sick, personal days and/or floaters, may utilize this time for the purpose
of mourning as needed. Appropriate leaves of absence, such as FMLA or a Leave of Absence
that is not covered under the FMLA, may apply depending on the length of mourning time
needed. This must be discussed and approved by the Department/Branch Manager and the
Human Resources Director. Employee is required to provide supporting documentation for the
bereavement time to assure consistency throughout the organization.
In addition, part-time employees with a minimum of one year of service with LPL are eligible for
three days of paid bereavement leave, based on four hour work days, for the death of an
immediate family member as defined in this policy.
Bereavement Leave Policy
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Civic Duty
Voting
Employee must make arrangements with their supervisor at least 24 hours in advance to take
time off for voting purposes.
Up to 2 hours of time with pay will be permitted for full-time employees when their work
schedule does not allow time for voting.
Up to 4 hours unpaid time will be provided to vote or take care of absentee balloting for
full-time employees.
Employees who take the time but do not vote will be subject to disciplinary measures, up to
and including termination of employment.
Voting Policy
Jury Duty
Full Time employees will be compensated when serving on a Jury or as a witness. (in cases not
involving litigation against the Library.) Documentation for the period served is required. If jury
duty does not require the full workday, the staff member is expected to report to work when
released from such service.
Part-time employees are granted leave for such absences, but will be paid only for hours
scheduled to be worked.
Jury Duty Policy
Community Projects Leave
Employee must make arrangements with their supervisor at least two weeks in advance when
performing volunteer or other civic duties. Examples of such duties are serving as an election
official, volunteering at your childs school, and participation on non-profit boards and their
events.
Up to 7.5 hours of paid time in a given fiscal year will be permitted.
Employees who take the time but do not perform said duties will be subject to
disciplinary measures, up to and including termination of employment.
Employees may not receive compensation from both their Community Projects service
and the Library.
Community Projects Leave Policy
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Emergency Closings
Unexpected circumstances including but not limited to inclement weather, natural and man
made disasters or power outages may require the opening/closing of one or more public
service units after/before scheduled opening/closing times or closure for an entire day.
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3. Information Technology Group Leader: change the auto attendant phone message by
6:00 a.m.
4. Media Relations Coordinator: notify area television stations and radio stations by
6:00 a.m.
5. Cable Channel Coordinator: post information on LPLs cable channel by 6:00 a.m..
6. Webmaster: post closing information on LPLs web page by 6:00 a.m..
7. Persons who book meeting rooms at each location: check meeting room
reservations.
Contact customers about the closing and ask if they would like to reschedule
For the Central Library, send an e-mail to the Meeting Room distribution list to
cancel set-up requests
8. Administrative Support Coordinator: if this closing affects an LPL Board of Trustees
meeting,
Contact all Trustees and Advisory Board members
Ask the Webmaster to post the meeting cancellation on the LPL web page
Ask the Media Relations Coordinator to notify the media
Ask the LFUCG Public Information Office to post the cancellation on the LFUCG web
site
Additional Early-closing notifications
9.
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Partial Day Part time (PT) non exempt (hourly) employees who do not report to work for
scheduled time during any partial day (early closing/late opening) shall not be compensated for
time scheduled and not worked.
PT non exempt (hourly) employees who report to work for scheduled time and work during a
partial day (early closing/late opening) shall be compensated for time worked and not-worked
for the remainder of their shift. PT non exempt (hourly) employees must report at the earliest
time open or remain until the latest time open for their scheduled time to be compensated.
[For example, LPL is closed until noon due to emergency. The employee is scheduled 9a-5p. The
employee reports for work at 12 noon. The employee will be compensated 9a-12p as
emergency and 12p-5p as time worked. If the employee shows to work at 2p, they will be
compensated only for 2p-5p as time worked. For example, LPL closes at 3p due to emergency.
The employee is scheduled 9a-5p and works 9a-3p. The employee will be compensated 9a-3p
as time worked and 3p-5p as emergency.]
Miscellaneous
Approved Emergency Closings shall not be counted in regards to LMA, LMT or absences.
FULL Day shall be defined as normal LPL business hours.
PARTIAL Day shall be defined as any hours normal LPL business hours are altered for emergency
issues i.e. early closing, late opening or other hours which LPL ceases to be open.
In the event non-exempt staff are assigned to perform snow removal and related emergency
duties for full day closures, they shall be compensated for actual hours worked at the regular
rate of pay and receive emergency closure payment for the full day.
Emergency Closing Policy
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Benefits Overview
The Board of Trustees reviews and approves employee benefits each fiscal year. Benefits may
vary from year to year.
Full-time employees are required to enroll in the Librarys health and basic life insurance plans
unless they provide proof of other coverage to waive enrollment in the health plan. Basic life is
a required enrollment, therefore cannot be waived. All other plans are optional. These include:
dental, vision, additional life insurance, long and short-term disability, deferred compensation,
pre-tax withholding, and other supplemental plans.
Part-time employees are eligible to purchase medical benefits such as, health, dental and vision
coverage, among others, following the completion of 1950 hours of service with LPL. To
maintain this coverage, part-time employees must work at least 950 hours per year. The annual
time frame utilized in reviewing these required hours will be adjusted for employees that have
been on an approved leave of absence. Various other benefits are available to part-time
employees upon employment. For more information, contact the HR Department.
Insurance coverage usually becomes effective on the first of the month after the start of
employment. Employees who wish to make changes to their coverage during the plan year
must meet each plans qualifying event requirements.
The benefits the employee declines upon hire can only be enrolled in during open enrollment
time or the employee has a life changing event that meets the plans qualifying event
requirement.
County Employees Retirement System (CERS) The Library provides additional retirement
benefits to full-time employees beginning the first day of paid employment through
participation in the County Employees Retirement System (CERS), which is part of Kentucky
Retirement Systems (KRS). Specific information about the CERS and KRS and contact
information can be obtained through the HR Department.
Benefits Overview Policy
Personnel Procedures
Health Insurance Portability and Accountability Act of 1996, or HIPAA. Procedures have been
added to the Plan to ensure that your PHI is treated with the level of protection required by
HIPAA. A notice describing the medical information practices of the Lexington Public Library is
provided to all employees affected by this Act.
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The Employers First Report of Injury or Illness must be filed with the Summit Claims
Center within 3 days for any injury involving lost time and/or medical attention. The
Employers First Report of Injury or Illness must be returned to the HR Department
within one working day.
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If employee has lost time with an on-the-job injury, this time off will run concurrent with
their FMLA 12 week entitlement should they qualify.
Note: It is against the law for Lexington Public Library to harass, discharge, refuse to
rehire or in any way discriminate against an employee because they exercise their rights
under the Workers Compensation or Occupational Diseases Acts.
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Personnel Procedures
class position, the employee shall be paid at a rate which is within the approved range for the
lower position. The new rate shall be set by the Executive Director, taking into consideration
the circumstances surrounding, and the reasons for, the demotion.
Wage/Salary Increases
Each budget year the Board determines if a wage/salary increase can be offered. A
wage/salary increase is not guaranteed every year.
Each position is assigned to a particular pay grade. Once the maximum of the pay grade
has been reached, the employee will cease to receive wage/salary increases until such
time that ranges are changed and the changes are approved by the Board.
Each budget year, Directors will submit to the Executive Director recommendations for
equity adjustments.
Employees hired or promoted to a new position July 16 or later will receive a prorated
percentage based upon full months in their new position.
Temporary Work in a Higher Pay Grade
With the approval of the Executive Director, an employee who is placed in a higher pay grade
on a temporary basis (14 days or more) will receive temporary compensation at the rate of the
new pay grade based on the following:
If the employee is not at or above the minimum of the pay grade of the position they are
filling in for their salary will move to the minimum of that pay grade or they will receive a
5% salary increase, whichever is greater.
If the employee is at or above the minimum and below the midpoint of the position they
are filling in for they will receive a 5% salary increase.
If the employee is at or above the midpoint of the position they are filling in for they will
receive a 2.5% salary increase.
If the employee is only in the temporary assignment for less than 14 days they will be paid
at their regular rate of pay.
An assignment may not exceed 3 months without further authorization of the Executive
Director.
A part-time employee placed in a temporary full-time slot will receive their normal hourly
wages. In addition, the employee will be entitled to holiday pay when applicable. No other
benefits assigned to full-time employees will be granted.
Salary Administration Program Policy
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Supervisor will submit a final exempt or non-exempt timesheet to payroll for the
employee.
Unpaid vacation (up to 150 hours) due the employee will be made in the payroll
following their last payroll for hours actually worked.
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Call Pay
This procedure is to allow for compensation for non-exempt employees as it relates to receiving
work related phone calls outside of their scheduled work dates/time. Decisions requiring input,
approval or other miscellaneous communication are the responsibility of the
manager/supervisor for that area. Every effort should be made to contact the exempt level
manager/supervisor or the person in charge prior to contacting non-exempt employees during
unscheduled time.
Non-exempt employees who carry cell phones as required by their position need not be
compensated for carrying one. However, they shall be compensated according to this
procedure as outlined for receiving such cell phone calls or work related phone calls at home.
This procedure applies only to individuals receiving calls outside of their regular scheduled shift.
Non-exempt employees will be compensated at the regular rate of pay unless total hours
worked for the pay week exceed 40 hours. All hours in excess of 40 shall be paid at the
appropriate overtime rate.
Non-exempt employees receiving compensation for call pay and not reporting to work must
complete a call log and submit with their timesheet.
A non-exempt employee receiving a phone call which can be handled via phone and not report
to work shall receive 15 minutes compensation or the actual length of the call whichever is
greater.
Non-exempt employees required to report for work as a result of such call shall receive 15
minutes compensation or the actual length of the call whichever is greater and time for actual
hours worked.
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Performance
Performance Evaluations
Employee performance evaluations are necessary to maintain a productive work environment
and to provide feedback to staff. Employees should be recognized for their accomplishments,
given guidelines for continued achievement, and assisted in identifying issues relevant to their
performance on an ongoing basis.
There are separate forms for:
Page evaluation
LPL Performance Evaluation (8 week, Annual Evaluation, and Close-out Evaluation)
LPL Employee Self Evaluation
Each month managers will receive reminders of performance evaluations due.
Evaluation Process:
Each year, the employee and supervisor will meet to discuss the various aspects of the
employees job as outlined below. Strengths and areas needing improvement will be discussed
and ratings will be given. Guidelines for assigning ratings in each category are provided in Part II.
Any time an employee receives a rating of Needs Improvement or Outstanding, the
supervisor must make comments with examples in the comments section. Exempt evaluations
must include comments in each area.
The employee may choose to complete an Employee Self Evaluation for the year. This form
should be in the hands of the supervisor at a mutually agreed upon time before the review.
Completion of the Employee Self Evaluation is strongly encouraged.
The Performance Evaluation will occur no later than one week before the employees
evaluation date and must be delivered to HR no later than the due date. Before this evaluation
is given, the employees subordinates and/or peers will be notified of the upcoming evaluation
and given the opportunity to provide confidential, evaluative comments about the employees
performance (a 3600 evaluation). Selected comments will be incorporated into Part III along
with specific strengths, areas for improvement, and accomplishments achieved during the year.
8 week Performance Evaluations, Annual Performance Evaluations and Close-Out Evaluations
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Disciplinary Procedures
Disciplinary actions shall include, but are not limited to, a Counseling Statement, Suspension
Notice, and/or a Termination of employment Letter and are all made part of the employees
personnel record. Depending on the severity of the situation, the disciplinary process may not
be followed in the order provided, and could lead to immediate termination of employment.
Verbal Counseling: corrective action taken by Supervisors in situations where a work
adjustment is needed to correct work behavior that may lead to more serious action if
not addressed. Supervisors should document this corrective action in writing, give a
copy to the employee, and retain a copy for themselves.
Counseling Statement: a written statement detailing the situation, including a corrective
action improvement plan. A Counseling Statement form is provided for this action. This
may run concurrent with a Performance Improvement Plan.
Suspension: the temporary removal from employment for up to thirty (30) days,
accompanied by the loss of salary or wages and/or the loss of other privileges of
employment. All suspensions must be approved by the Human Resources Director and
the Executive Director.
Termination of Employment: the act of termination of employment and the permanent loss of
all privileges of employment. Termination of employment includes the withdrawal of any right
to reinstatement. Termination of employment requires approval of the Human Resources
Director and the Executive Director.
Disciplinary Policy
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Grievance Procedure
All personnel problems and complaints should be resolved at the lowest possible level. The
supervisor and the employee shall make every effort to resolve the grievance. The supervisor
shall inform the employee orally of his/her decision. If the problem or complaint cannot be
resolved at this level, the employee has the right to file a grievance. A grievance is an action
taken by an employee concerning the request for review of the application of a specific Library
policy, rule, or regulation.
1. The employee sends a grievance statement to their department manager or the next
level manager if the grievance is regarding a decision by the department manger. This
grievance statement shall set forth the specific complaint or problem; the policy, rule or
regulation allegedly violated; the reasons why the informal decision of the immediate
supervisor is inadequate, or if applicable, that the immediate supervisor did not respond
to the employees complaint. This statement must be submitted within five working
days of the immediate supervisors decision or the end of the period during which the
immediate supervisor was to have delivered the decision but did not.
2. Upon receiving the grievance, the manager shall investigate the grievance, confer with
the parties and give his/her decision, in writing, to the employee and the immediate
supervisor within ten working days of receipt of the grievance. In addition, a copy must
be placed in the employees personnel file in the HR Department.
3. If the employee does not agree with the decision of the manager, he/she may request a
review of the grievance by the Human Resources Director, who will review the grievance
with the Library Executive Director, within five working days of receipt. This is the final
step of the grievance unless the grievance is with the Library Executive Director.
4. The Human Resources Director and Executive Director shall hear and investigate all
issues surrounding the grievance and render a written decision within ten working days
of receiving the grievance. At the discretion of the Executive Director one or more
appropriate staff members may be appointed, by the Human Resources Director, as a
committee to hear or investigate a grievance and to advise as to its disposition. This will
happen should a grievance be directly related to the Executive Director. This is the final
step of the grievance process in this type of situation.
5. Once a grievance reaches it final step, all decisions made are final and the grievance is
closed.
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6. Each party to a grievance shall respond in such manner that the grievance may be
promptly resolved. However, with written consent of both parties, the time limitations
outlined in this procedure may be extended for no longer than a matching period of
time.
7. Failure of an employee to comply with the time limitations of this procedure shall be
deemed to constitute a withdrawal and waiver of his/her grievance. Failure of any
delegated representative of the Library to respond within the specified time limits shall
entitle the employee to carry the grievance to the next higher step in the grievance
process.
8. It is expected that no employee shall institute a grievance except when he or she
believes in good faith that the grievance has merit and is a proper subject of the
grievance process. The filing of a frivolous grievance may result in disciplinary action.
9. All communications pertaining to employee grievances shall be kept confidential among
all parties involved.
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All library staff are eligible for Continuing Education and Development provided they
have been employed a minimum of eight weeks. For the purposes of this procedure,
the words staff and traveler shall also mean board member.
Complete the Lexington Public Library Request for Travel or Professional Development
form and have it signed by your supervisor.
Send the Manager signed form to the Executive Director for review.
If requesting travel to attend a conference, attach a copy of the membership card,
completed copy of conference registration, and Conference Program (unless ALA or
PLA).
If an employee is asking to attend a conference at which there are differing rates for
members and non-members, the Library will pay the cost of the conference at the
member rate. The staff member is expected to pay the difference or become a member
at their own expense.
In years when the Kentucky Public Library Association Conference is held in Lexington,
the Library will pay the non-member rate for staff members whose attendance has been
approved by the manager and the Executive Director.
Attendance is not authorized until written confirmation is received by the requesting
staff member. The Request for Travel or Professional Development form, with all
appropriate approval signatures, will serve as this written confirmation. The original
form is returned to the staff member.
For Board members participating in continuing education and/or travel, completed
documentation, as mentioned above, should be forwarded to the Library Board Chair
for his or her signature. The completed form then goes the the Executive Director to be
sure that funds are available.
If an employee does not attend the approved and paid for training/development
opportunity, the staff member is responsible for all costs not recovered. Exceptions
may be made only for very grave circumstances, and approved by the Executive
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Director.
Approval must be received from the supervisor and Executive Director before a staff
member registers or makes travel arrangements. For Board members this approval is
given by the Board Chair and the Executive Director considering available funds.
The Library will reimburse reasonable and necessary expenses that comply with the
procedure detailed here while traveling on authorized business.
Copies will be kept in the Administration Office.
Personnel Procedures
Non-reimbursable expenses would include, but are not limited to, alcoholic beverages,
entertainment such as movies, or events, personal books or magazines, airline or
domestic rental car insurance (collision insurance and foreign rental car insurance is
allowable), alirline club dues or memberships, personal care services, laundry and dry
cleaning services, baby sitting fees, side trips, work clothes, and expenses for spouses
travel.
In the case of traveling a distance, the library will pay either mileage or airfare, which
ever is less. If staff decide to drive when flying would cost less, the library will only pay
for flight cost.
When parking at an airport is part of the business expense, it is expected that the
employee will use long term or economy parking lots if the trip lasts more than two
days.
Use airport and hotel shuttles or buses when ever possible to get to local hotels. Taxis
are acceptable when there are no other options. You must ask for a receipt.
If three or more people will be attending the same event, the registration will be
handled centrally in the Administration Office. Travel and hotel arrangements are to be
made by the individual traveler.
Managers should determine whether information from the Training and Development
opportunity should be shared with other Staff and in what form.
Air Travel
Air travel reservations should be made in such a manner as to secure the best available fare. All
air travel must be in coach class, though an upgrade may be paid personally. The library will pay
costs associated with one bag for travel. Additional baggage for a library program or event will
be paid for by the Library.
When traveling by air, travelers are expected to:
Use the lowest logical airfare available.
Reserve at least 7-days in advance of scheduled trip.
Use non-direct flights when the savings are substantial. Time away from work will be
considered. If time is a factor the Executive Director will decide the best flight option
that is in the best interest of the organization considering the cost of all lost time.
Reimburse the library for any expense incurred because of change of travel unless that
change is approved by the Executive Director.
Auto Travel/Rental
Travelers may rent a car to get to their destination when driving is more cost effective
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Lodging/Hotels
Employees attending the same event should expect to share travel arrangements
whenever possible. Hotels should be booked directly with the hotel, or through
conference arrangement facilities - avoiding fees which may be incurred for any
changes, when it is least expensive to do so.
Travelers are allowed the published GSA hotel per diem rate based on travel location.
Travelers may stay at conference sponsored hotels that fall outside of the GSA rate, but
are expected to use the hotels offered with the least expensive rates.
If the employee wishes to travel with a family member or chooses not to share a room,
the employee is expected to pay the cost difference between a single room and a
double, if any, or half the cost of the room if there was a collegue with whom the
attendee could have shared.
If an employee has an existing disability, speak with HR for reasonable accommodations
if applicable.
Meals
The library will reimburse for meals when an employee is on library business out of town. Staff
attending a one-day training in town, but not on library premisis, will be allowed $10 for lunch.
All meals to be submitted for reimbursement need to have names of individuals present, their
titles and business assocation, name and location of where the meal took place, and amount
and date of the expense. Meal expense guidelines are as follows:
Travelers are allowed the published GSA M&IE per diem rate based on travel location. Each
meal is limited to the GSA M&IE breakdown component. The amount allowable to be
determined by the time the traveler left home and the time returned. Receipts are required. A
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charge card receipt only is not acceptable. http://www.gsa.gov (then select per diem rates)
Whenever reasonably possible, alcoholic beverages should be purchased separately by the
employee, as they are a non-reimbursable expense
Expense Report Instructions
All travelers must complete an Expense Report for expenses incurred while traveling on Library
business upon return from a trip. This form must be submitted within 30 days of travel.
Please refer to the Responsibilities of Traveler and Manager under the Continuing Education
and Travel procedures for details of allowable expenses.
The Expense Report should be completed as follows:
At the top of Page 1 fill in the general information required.
In the Details section of the form enter the date and town for each day for which you
are requesting a reimbursement. The dates will automatically fill into the Meals and
Taxi/Bus sections on page 2.
Provide expense detail by date the expense was incurred as follows:
o (1) Personal Auto Usage Enter the number of miles driven each day. The
mileage reimbursement will calculate on line (1b).
o (2) Transportation Tolls & Parking - Enter expenses for transportation costs
when driving a vehicle such as tolls and parking.
o (3) Taxi/Bus Using the Taxi/Bus section on page 2, enter the cost of taxi/bus
use by day. The totals will automatically transfer to the page 1 summary.
o (4) Plane, Train, Auto Rental - Enter expenses for air fair, auto rental, etc. This
should include all related fees, with the exception of checked baggage fees,
which should be included in the other section.
o (5) Lodging/Self Enter the expenses incurred for your lodging. Any additional
charges on the hotel bill should be recorded in the appropriate category.
o (6) Meals Using the Meals section of page 2, enter the cost of your meals by
meal period, including tips. The totals will automatically transfer to the page 1
summary.
o (7) & (8) other Enter expenses that are not covered by a specific category. A
detailed description should be included in the area provided below.
The Total Expenses column will automatically total by category and for the total expense
report.
All areas in gray will be filled in automatically and cannot be selected individually.
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A copy of the approved travel request must be attached to the Expense Report as well
as original receipts for all charges. A charge card receipt alone will not be considered
adequate support (restaurants specifically).
Non-reimbursable expenses may not be included on an expense report.
The expense report should be signed and dated by the employee and the employees
supervisor/manager for review. A second level manager should give final approval for
the expense report.
Once approved, the expense report should be submitted to the Business Office along
with the approved Request for Travel Form. This must be within 30 days of the travel.
The Business Office will attempt to reimbursement the employee within 5 business
days. Reimbursement will be delayed for expense reports that are not completed
properly or do not include adequate documentation.
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Mileage Procedures
Mileage Reimbursement
Establishing Eligibility for Mileage
Fill out Request for Mileage Reimbursement and to Drive Library Vehicles form and have it
signed by your supervisor. Include copies of your current drivers license and auto insurance
policy and have it signed by your supervisor.
Send completed form & copies to the Director of Support Services for approval.
Once approved by the Executive Director, it is your responsibility to keep your records up-todate, including any changes in your insurance policy and driving record.
Receiving Reimbursement for Mileage
Document mileage driven on the Mileage Reimbursement Log, using the current mileage
reimbursement rate and the standard LPL mileage chart.
Show departure address and destination address.
Submit to form, signed by your supervisor, the Business Office in a timely manner or at the end
of the month.
Custodians and Maintenance staff are only eligible for reimbursement if Library cars are not
available.
All Requests for Reimbursement must be submitted in a timely manner with a maximum
deadline of 3 months after the mileage occurred.
Use of Library Vehicles
Only pre-approved drivers can drive Library owned vehicles.
Library vehicles are assigned by the Facilities Manager.
If Library cars are unscheduled, Library staff should use them instead of their personal vehicles.
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Please Note: Employees using their personal vehicle to commute back and forth between
branches or for other company related business needs are strongly encouraged to maintain
adequate insurance on their vehicle. Employees are responsible for any damage to their
vehicle or other vehicles while on company related business. The Library does cover the
employee through workers compensation insurance should an employee be hurt in an
automobile accident while on company business.
Mileage Chart between branches
Kentucky Mileage Chart
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Misuse of the Librarys procurement card may result in disciplinary action up to and including
employment termination.
Procurement Card Use Policy
Purchase of Goods
If making a purchase with a local business, employee should verify if there is a direct billing
arrangement.
If no, if the purchase is greater than $200 and the employee intends to purchase from
the vendor more than once during the fiscal year, a request should be made that the
vendor establish a direct billing arrangement. Work with the Business Office if
necessary.
If no, complete a purchase order and get proper approvals for the purchase. The items
may be purchased with an LPL Procurement Card and that receipt should be provided to
the Business Office along with the Purchase order. (See Procurement Card Policy)
Purchases of actual goods should reflect the amount of the signed purchase order.
When possible, if an item will cost more than the original amount approved on the
purchase order, additional approval should be obtained. However, if the amount spent
is under $2,500 and exceeds the approved amount by 10% or if amount spent exceeds
$2,500 and goes over by 5% of the signed purchase order, a written explanation should
be provided to the Executive Director within three business days of the purchase.
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The purchase order has three parts: White-Yellow-Pink. Each part has a purpose in the purchase
process
The multi-part form needs to be filled in as follows:
White Copy
This copy needs to be filled out to start the purchase process. All blank boxes need to be
completed.
1. Check Payable to: The information in this box is used for the name on the check.
When using vendors write the company name and address in this box. If it is a customer
refund or employee reimbursment be sure to put that information in this box. Add
phone numbers and contact people if available.
2. Ship prepaid to: This box should list a shipping address for the product that has been
ordered. Most of the time this address will be the main Library but occasionally a branch
address might be used if the situation warrants this.
As stated on the purchase order, all invoices should be addressed to Business Office. If
you are talking by phone with a vendor make sure the vendor understands that the
invoice will go to the Business Office at the Central location even if the product is being
shipped to a branch library or the maintenance department.
3. Ordered by: It is very important to know when an order was placed and the
information indicates when and who the order was authorized by.
4. Received by: After the order has been completely received the receiving person
must sign and date here.
5. Fund-Dept.-Account number and Amount: Please list the account number (example:
10-70-66100) from which the purchase is being made. If you dont know the account
number, contact the Business Office for assistance.
The list of account numbers is destributed at the beginning of the fiscal year by the
Financial Officer. See the Department or Branch manager for this list.
If it is a Friends purchase and you do not know the number please write the word
Friends in bold letters in this box. Dont let the lack of an account number slow down
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the process. The Business Offices will help get the appropriate number in the box.
5. Description of the items or Service A detailed description is critical for documenting
what has occurred. Please use vendor item numbers and descriptions of any products
being ordered. For any service being ordered please describe this service in detail. This
information helps in assigning an account number if one has not been provided. It also
helps document what has been purchased if a question should arise about this
transaction at a later date.
6. Amount Please provide the purchase price or a good faith estimate. Remember a
purchase order starts the transaction so the final price for the product or service might
not be available
7. Signatures The managers signature on the purchase order is required to place the
order. If the purchase is over $2,500 the Executive Directors signature is required.
All Copies should be used:
1. White Copy Keep the white copy for your records. If the vendor
needs a copy of your purchase order then you should make a copy of the white copy for
the vendor.
2. Yellow Copy This copy should be forwarded to the Business Office as soon as the
purchase order is completed. This notifies the Business Office that a transaction has
started and an invoice could be delivered to the Business Office by mail or other means.
Do not wait for the invoice before forwarding the yellow copy to the Business Office.
3. Pink Copy This copy is kept by the person ordering until the item is received or
service has been completed. After all back orders or other delays associated with this
transaction are settled, the pink copy should be sent to the Business Office with
signature and date indicating that all goods and services have been accepted. This alerts
the Business Office that the transaction is completed and if an invoice is not attached it
will arrive in the Business Office from the vendor.
Important: Dont forget to sign and date the Received by Box just above the phrase I
CERTIFY THAT GOODS OR SERVICES LISTED ON THIS ORDER HAVE BEEN RECEIVED This
certifies that the transaction is completed and can be paid immediately when the
Business Office obtains the original invoice.
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Authorization Levels
All purchases over $2,500 need the Executive Directors signature before a transaction can start
or an order placed.
The department heads signature is required to authorize the transaction under $2,500.
For purchases exceeding $20,000 you must notify the Business Office before completing a
purchase order or negotiating a purchase. All purchases of materials, supplies, equipment, or
contractual services for an amount exceeding $20,000 will be advertised for bid. You will need
to provide the business office a description of what is to be bid, any special terms that must be
meet, and a date by which the bids need to be closed. An advertisement will be placed at least
once not less than seven days nor more than twenty-one days before bids are closed. The bids
will be opened publicly in an announced location. A purchase order will then be completed for
the lowest bidder or the bidder submitting the lowest evaluated bid price.
Additional points of emphasis
Many times the purchase order process is completed at one time. Be sure to keep the white
copy for the departments records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.
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Scope
The Executive Director, or designees, shall have the authority to purchase products or services
provided that the amount budgeted for any expense line of the annual budget shall not be
exceeded without a budget amendment approved by the Library Board. Staff will act to procure
quality products and services at the lowest possible cost, consistent with the needs of the user
departments with regard to durability, performance, delivery and service.
Provisions
A. Competitive Bid Requirements
Except as otherwise provided by specific direction of the Library Board or when the
requirements for exclusion are met as detailed in B and D below, all purchase orders or
contracts for products or services in excess of twenty thousand dollars ($20,000) shall be let
by free and open competitive bidding after advertisement, to the lowest responsible bidder.
B. Exclusions to Competitive Bid Requirements
1. Purchases Less Than Twenty Thousand Dollars: Purchases for products and services less
than twenty thousand dollars ($20,000) but more than five thousand dollars ($5,000)
may be made in the open market, without newspaper advertisement and without
following the procedure for formal contracts. Such purchases shall whenever possible,
be based on at least three (3) competitive proposals by direct mail or e-mail from
vendors, by telephone, and ascertained from vendors price lists or other quote
information.
2. Purchases Less Than Five Thousand Dollars: Purchases less than five thousand dollars
($5,000) may be made without three (3) competitive bids but shall be made with
attention to the lowest possible cost, consistent with the needs of the user departments
with regard to durability, performance, delivery and service.
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3. Professional Services: Contracts for the services of individuals possessing a high degree
of professional skill, where the ability or fitness of the individual plays an important part,
may be made by obtaining proposals instead of competitive bidding.
4. Specialized Contracts: The following types of contracts which by their nature are not
adapted to award by competitive bidding shall not be subject to the competitive bidding
requirements of this procedure. However, such contracts in excess of twenty thousand
dollars ($20,000) shall be presented to the Library Board requesting permission to waive
bids and approval to enter into a formal contract.
a. Contracts for supplies, materials, parts or equipment, which are available
only from a single source.
b. Contracts for utility services such as water, electricity, gas or other utilities.
c. Contracts for employee benefits including but not limited to medical, dental
and vision. These contracts are typically bid every 3 years due to utilization of
plans and contract commitments.
5. Services obtained through a Kentucky State Contract.
C. A summary of the proposed purchase for products and services in excess of twenty
thousand dollars ($20,000) shall be submitted to the Librarys Finance Officer prior to the
start of the competetive bid process and/or a commitment to purchase. The Finance Officer
will make a determination as to whether the competitive bid process is required or the
requirements to be excluded are met. The Finance Officer will document the finding.
D. Selection of Vendors/Providers
1. For competitive bids/competitive pricing (bids), contracts will be awarded to the lowest
bidders submitting bids responsive to the specifications and who are responsible
bidders.
2. The Library reserves the right to:
a. Waive any informality;
b. Reject any or all bids or accept the bid deemed most favorable to the Library;
c. Award separate contracts with respect to separate items in the bids;
d. Award contract based on Library Boards evaluation of multiple variables, only one
of which is price.
3. Comparison of bids is a subjective process requiring evaluation of multiple factors
including price, references, recommendations, and input from third parties. This process
requires subjective assessment of bidders by the Executive Director as to the overall
suitability of a bidder for a project, product, or service, including assessment of:
a. The ability, capacity, and skill of the bidder to perform the contract or provide the
service required;
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b. Whether the bidder can perform the contract or provide service promptly, or within
the time specified, without delay or interference;
c. The character, integrity, reputation, judgment, experience, and efficiency of the
bidder;
d. The quality of performance of previous contracts or services;
e. The previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service;
f. The financial resources and ability of the bidder to perform the contract or provide
the service;
g. The quality, durability, performance, availability, and adaptability of the supplies or
contractual services to the particular use required;
h. The ability of the bidder to provide future maintenance and service for the project;
i. The bidders record of experience.
E. All bid documents must be submitted to the Finance Officer prior to entering into a final
contract for a purchase in excess of twenty thousand dollars ($20,000).
Model Procurement Code Policy
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Employee Recognition
The Library and the Board of Trustees strives to recognize the excellent service provided by
their employees.
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All employees are assigned an e-mail account. Staff is to use e-mail for library business and
to conduct professional correspondence. Personal use of e-mail is allowed, only while such
use is kept to a minimum and does not adversely affect the quality and/or quantity of an
employee's work.
Employees are not to alter e-mail accounts or attempt by any means to conceal the
origin of any e-mail message.
Employees are expected to read, understand and apply or implement work related
information conveyed in writing, through e-mail or using other forms of communication.
Harassment via e-mail, use of insensitive, foul or indecent language in e-mail messages, or use
of e-mail in violation of any applicable Library, local, state or federal law is prohibited. Such
actions will be liable to immediate disciplinary action, up to and including termination. Any
employee with an e-mail account shall hold the Library harmless from any prosecution
resulting from personal use of the Library's computers and related equipment used for e-mail
transmission.
E-mail is not to be used for the dissemination of materials such as partisan political literature,
commercial notices, announcements or ventures, sectarian or proselytizing information,
cultural, and educational or recreational activities for which a fee is required. These examples
are intended to be illustrative, not exhaustive. Staff are expected to exhibit good judgment in
using e-mail, just as good judgment is expected in any written communication.
The downloading, transmission and possession of pornographic, profane, or sexually explicit
materials via Internet or e-mail is prohibited and employees who do so will be disciplined.
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The information contained in the records of the library's circulation system are confidential.
Employees are not to use, remove or transfer this information by any means, including
electronic, except when necessary for the performance of their duties.
Software installed on Library equipment is licensed for use by staff only on the device where
installed. Downloading or transferring software to another machine is prohibited. This
includes loading personal software on a Lexington Public Library computer. Unauthorized
duplication of software is a federal offense.
Employees are to always act in a professional and courteous manner when using e-mail.
Avoid gossip, remember that statements about others may find their way back to them.
E-mail is a library resource and is provided as a library communications tool. Do not use
email to communicate confidential information. E-mail is not a secure medium,
particularly email sent via Internet. Employees conducting library business may have the
need to view your e-mail messages. It is also possible that others will view your messages
inadvertently, since there is no guarantee of privacy for an e-mail message. Use good
judgment when you use e-mail.
If information must be delivered quickly, or is of ephemeral relevance, e-mail is the
appropriate tool. If the message states policy, outlines an on-going procedure, or is of a
durable nature, a memorandum should be prepared. Consider using the two tools in
conjunction, with an e-mail message serving as herald or follow-up to a written memo.
Unless your e-mail messages are deleted they are saved and take up disk space (which is
limited) on the server in the Computer Services Department. Regularly (at least once every
two weeks) review your mail directory and delete unnecessary messages.
Remember that in e-mail, immediacy of transmission does not always translate into
immediacy of receipt. Staggered schedules, vacation, computer equipment problems, or
other factors can all conspire to impede or delay communication. If your message requires
timely feedback, use the telephone.
The Library provides electronic mail (e-mail) and Internet access to staff as communications
and information resources. All staff members are encouraged to use these resources in order
to improve their skills and communicate with their peers to provide better public service for
the Library's customers.
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Lexington Public Library
Personnel Procedures
Staff whose normal duties include assisting the public directly are expected to develop and
maintain a proficiency in the use of the Internet and the librarys ILS in order to assist
customers.
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Personnel Procedures
Dont post too much. 2 or 3 total postings from LPL a day (at different times of the day)
is about all customers can stand.
Dont make the site a laundry list of programs thats what the calendar is for. Do post
about something cool and unique that is happening at your place or has already
happened, complete with picture.
Do keep your posts library and/or literacy based, e.g. good stuff to read, author visits at
other locations, and other bookish stuff.
Do come up with interesting questions the Media Relations Coordinator can post. We
like to try to have a few good questions a week. Likewhat book have you read more
than 5 times?
Do send the Media Relations Coordinator anything neat that can be used as a prize
because contests are a great way to generate buzz. Free tickets to a ball game, an
autographed book, gift certificateanything like that would be great for whipping
customers up into a frenzy of excitement.
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found it.
Visual aids for meetings only may be attached to fabric-covered walls.
Non-library groups may not use the Library as a mailing address. Non-library groups meeting in
the Library may not claim endorsement by the Library, or state or imply the Library is
sponsoring the program. Publicity announcing meetings should not imply Library sponsorship.
Only those activities sponsored or co-sponsored by the Library will be advertised by the Library
or by materials pre-approved by the Library.
Publicity about programs at the Library should contain the correct name of the Library facility:
Lexington Public Library, Central Library, Beaumont Branch Library, Eagle Creek Branch Library,
Northside Branch Library, Tates Creek Branch Library, Village Branch Library.
The Central Library will provide two hours of validated parking. Attendees should have their
Lexington Public Library Parking Garage tickets validated at the first floor service desk. Groups
wishing to pre-pay additional attendee parking can make arrangements at the time of
application.
Meeting Room Policy
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Available Facilities
Facility
Space
Capacity
Beaumont
60
10
40
8
100
18
8
49
20
48
130
75
200
25
75
138
200
Eagle Creek
Northside
Tates Creek
Village
Central
Individuals signing agreeing to the Terms of Use must have a current Lexington Public Library
card. Government Organizations are not required to have a Library card. A fee will be charged
to users for repair of damage to facilities or for special cleaning. Fees will be assessed to the
library card record of the individual who signed the Meeting Room Application.
Any fees assessed are not refundable if the meeting is canceled less than 48-hours before the
meeting.
Any training required for use of electronic equipment must be arranged for by the meeting
organizer prior to the meeting. No help is available from Library staff on the day of the event.
Mobile Projector Fee
$30
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Lexington Public Library
Operations Procedures
The needs of the Lexington Public Library and its affiliated groups, such as the Friends of the
Library, take precedence over non-library use of rooms. The Library reserves the right to cancel
a reservation granted to an outside group when unexpected Library needs arise. In such cases,
at least 72 hours notice will be given the person whose name appears on the reservation form.
The room use fee, if any, will be refunded.
Operations Procedures
Step 3: Agree to the Terms of Use and pay for any equipment requests such as a mobile
projector (Central only) or TV/DVD.
Meeting Room Policy
Theater Procedures
Users of the theater shall be required to indemnify and hold harmless the Library from any and
all claims or actions attributable to the use of the Library facilities. The sponsors may be
required to provide a certificate of insurance to the Library, insuring it from liability and claims
resulting from the sponsors use of the Library facilities.
No meeting shall in any way interfere with the normal operations of the Library, as determined
by the person in charge.
All theater applications must be signed by an adult. Meetings of juveniles may be held, but
must be supervised by an adult at the ratio of one adult per twelve (12) juveniles.
The individual who signed the application is responsible for returning the theater to the
condition in which he or she found it.
Refreshments such as popcorn, candy, and bag lunches may be consumed in the theater, but
may not be prepared onsite. All drinks must be covered.
Tobacco products are expressly forbidden. Alcoholic beverages are forbidden except at specific
Library functions or by special permission of the Executive Director.
The Library will provide two hours of free parking. Attendees should have their Lexington
Public Library Parking Garage tickets validated at the first floor service desk. Groups wishing to
pre-pay additional attendee parking can make arrangements at the time of application see
Parking for Events at the Central Library.
Non-library groups may not use the Library as a mailing address. Non-library groups using the
theater may not claim endorsement by the Library. Publicity announcing the event should not
imply Library sponsorship.
The sale of goods outside the theater is limited to tickets for productions, books, CDs, and
DVDs. Fundraising events will be approved on a case by case basis.
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The fire marshal has determined the theater capacity to be 139 people. Organizers of large
events should consider pre-ticketing them or including capacity information in their advertising.
The following costs are for use that occurs during library hours. After-hours fees are additional
and are applied to all events, including those that are free and open to the public.
Group
Library-sponsored event
Library organizations and
organizations of which the
library is a member
Government organizations
Non-Profit organizations
For-Profit organizations
After Hours
Fees
$0
$0 if free and open to the public. If not free and open to the
public, group charged at the non-profit rate.
Refundable $150 deposit required.
$0 if free and open to the public. If not free and open to the
public, group charged at the non-profit rate.
Refundable $150 deposit required.
$100 per 4 hours, plus $150 Refundable deposit required.
$200 per 4 hours, plus $150 Refundable deposit required.
$400 plus $150 Refundable deposit required.
$75 per hour. Each partial hour is charged as a full hour.
CD Player/Audio
Wifi
Table in front of the theater, 2 chairs
Table on the stage, 4 chairs
Laptop
Stage Lights
Piano
Remote Cameras
$20
$20
$25
$100
The group reserving the equipment is responsible for knowing how to use the equipment or for
getting instruction. Any training required for the use of electronic equipment must be arranged
by the event organizer a week prior to the event. Staff assistance on the day of the event
cannot be guaranteed.
Should Organizations putting on stage productions need to use the Theater for rehearsal, they
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Lexington Public Library
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may use the space up to 6 days prior to the main event if available. Room rental and after hour
fees apply.
Procedures for making a theater reservation:
Organizations wishing to use the theater must fill out a Theater Use Application, which will be
kept on file for 12 months.
The theater may be reserved on a first-come, first-served basis within the following framework:
Group
Library sponsored or co-sponsored events
LFUCG and Library Partners
Others
Reservations for use of the theater may be made in person or by telephone, providing the
organizations application is current and on file. The theater reservation form must be signed
and any fees paid at least 7 days in advance of the event date. If necessary, staff will fax, mail,
or e-mail the application form to the person making the reservation for his/her signature. If the
meeting is cancelled by the Organization more than 48 hours in advance, a full refund will be
made. If a meeting is cancelled less than 48 hours in advance, the Lexington Public Library will
retain 50% of the fees paid.
Should the Library close due to an emergency situation, all fees will be refunded to the
organization or applied to the rescheduled event.
Theater Policy
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Lexington Public Library
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Monthly parking cards are available for rental. One card is for one car.
The parking garage access card is not to be scanned to allow other drivers to enter or
leave the parking structure at any time.
Allowing other drivers to tailgate upon entering or exiting the garage is prohibited.
Monthly parking is pre-paid. Payments are due on the 1st of the month and late after the
15th.
Violations of the rules and regulations, including destruction, and/or abuse of the parking
garage access card may result in having parking privileges revoked.
Business Passes
Businesses and those organizations wishing to purchase parking passes for employees may
receive $5 off each pass for accounts of 5 passes or more. Should an individual lose his or her
parking pass the company is responsible for the $10 replacement fee and for obtaining a
replacement pass.
Operations Procedures
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Lexington Public Library
Operations Procedures
Money Handling
Use of Credit Cards by Customers
Fines and other charges owed the library may be paid using Visa and Mastercard charge or
debit cards. There is a minimum charge of $2.00. Please offer this option to our patrons who
ask
Push the Settlement button at the close of business each day to get the figure for the total
amount charged that day.
To have a refund or void transaction, press the more button on the machine and select the
proper choice.
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Lexington Public Library
Operations Procedures
Cash Collection
When receiving cash from a customer immediately enter the amount to be collected into the
cash register. Put the cash in the drawer and close it. When you need to make change, it should
be counted back to the customer. For example, $5.40 is paid and $10.00 is given; say "that was
$5.40 and sixty cents makes six and four dollars is $10.00."
When paid by check, make sure that the amount is correct and the check is signed. If the check
has the same name, address, and phone number shown on the customer record, write the
customer barcode number and your initials legibly on the top right corner of the check, stamp it
with the for deposit only stamp, and place it in the drawer. If the check information does not
match the customer record, ask for identification. Whenever a check is being written by one
person for another (parent for child), use the barcode of the customer whose fine is being paid.
When you have confirmed the accuracy of the information to your satisfaction enter the
customer barcode and your initials in the top right comer. Make any necessary corrections to
the customers record or the face of the check.
Operations Procedures
the customer. Send these items to the Business Office, clearly indicating the staff member who
should be notified once the refund has been processed. The Business Office will email the
designated staff member after processing the refund so that he/she can delete the entry from
the Fine History.
Waiver Procedure
If you waive the payment of any amount owed from a record, for any reason, using whatever
waiver authority that you have, sign the receipt that is printed, write the barcode number of
the customer on the slip, and put it in the cash drawer with the checks.
You may use the alternate method of using the Record of Waiver form. Be sure to fill it out
completely.
Send all waiver forms or receipts in with the daily report.
Daily Report
Each Monday Friday morning the preceding days receipts are counted and sent to the
business office with a copy of the Daily Collection Record. Monday mornings count will include
the receipts from Friday, Saturday and Sunday which are not sent in because the business
office is closed over the weekend.
Count your change fund.
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Lexington Public Library
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Count your drawer. The change fund and the drawer equal your bank.
Whatever is left over after you have counted your bank is your receipts and will be sent
to the business office. Coins are countedand then placed into envelopes supplied by the
business office and then into the deposit bag. Cash, checks and charges are counted
and neatly put into the deposit bag. Exceptions and refunds are totaled and entered
onto the collection record. The total of all of these should be nearly what is shown on
your cash register tape.
If the total is not close to what the tape shows, something has probably been misentered into the cash register. Go through your tape to see if anything does not look
right. If you find something, enter it onto the exceptions sheet.
When you have reconciled your receipts and your register tape as closely as you can,
attach the Z part of your register tape and the settlement slip from your charge card
machine to the collection record.
Send all of the receipts, waiver slips, exception slips and the daily collection record in a
locked bank bag to the business office.
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Lexington Public Library
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Printer
Pad
Childrens
Printer
Pad
558H
172.19.1.183
172.19.1.182
559H
172.19.1.181
172.19.1.180
Tatescreek
Public
Printer
Pad
Childrens
Printer
Pad
560H
172.18.1.187
172.18.1.186
561H
172.18.1.185
172.18.1.184
Northside
Public
Childrens
Printer
562H
172.21.1.189
Pad
172.21.1.188
Printer
172.21.1.191
Pad
172.21.1.190
Eaglecreek
Public
Printer
Pad
Childrens
Printer
Pad
563H
172.20.1.195
172.20.1.194
564H
172.20.1.193
172.20.1.192
Village
Public
Printer
565H
172.22.1.197
Pad
Childrens
Printer
Pad
Central
2nd Floor Public
Printer
566H
172.17.1.173
Pad
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Lexington Public Library
Operations Procedures
Printer
567H
172.17.1.175
Pad
3rd Floor Reference
Printer
568H
172.17.1.180
Pad
4th Floor Classroom
Printer
569H
172.17.1.168
Pad
4th Floor Public
Printer
570H
172.17.1.177
Pad
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Lexington Public Library
Operations Procedures
Petty Cash
Each location has a petty cash fund. These funds may be used to make small purchases or
purchases of items needed quickly. There are other possible scenarios when it would be
appropriate to use the Petty Cash fund.
A purchase is made and the receipt for that purchase is returned to the branch.
A Petty Cash Reciept/Voucher is filled out completely and the receipt is attached to the
voucher.
If money has been advanced from the fund for the purchase, nothing further needs to be done.
If the purchaser paid their own money, funds equalling the amount of the receipt are removed
from the fund and the purchaser is re-paid.
When enough purchases have been made that the fund is low, the Manager will see that the
Petty Cash Reimbursement Request is filled out completely and that form, along with the
receipt vouchers (with attached receipts), is sent to the business office for reimbursement.
Petty cash should be used infrequently and carefully. When at all possible, make use of
accounts set up with major vendors such as Kroger or Home Depot. If petty cash is needed,
staff members are expected to take a tax exempt letter. Carefully record information about the
expenditure.
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Operations Procedures
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Board Orientation
Board member orientation includes introducing the Board member to the following documents:
The Kentucky Public Library Trustee Manual
A list of Board members with their contact information, terms of office, and offices
held
The location and schedule of Board meetings and Board bylaws
Board Effectiveness 101
Board Committee List
Board Committee Descriptions
KRS Funding Statute
"The Taxpayer Who Lived Libraries"
KDLA Welcomes You as a New Trustee
Your Duty Under the Law
Managing Government Records
ALA Bill of Rights
Freedom to Read
Freedom to View
ALA Code of Ethics
LPL Business Conduct, Integrity, and Ethics Policy
Trustee Orientation Checklist
Now that you are a Board Member from LFUCG
Additional documents that may be provided by the Director as part of the Board member
orientation process may include the following documents, among others:
The Librarys latest Annual Report
The Librarys Standards Report
The Librarys long-range or strategic plan
The Librarys current and previous years budget
Board packets from previous meetings are available on the Librarys website
KRS Statute 173.360 and State Constitution Section 180
An organizational chart of the Library staff with names and titles
A copy of the Librarys policies or the location where they can be accessed
Brochures or other concise information about the library or library services
PR or information on any recent Library accomplishments
A current calendar of event
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Lexington Public Library
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The orientation process shall also include a tour of the Central Library. Monthly Board meetings
alternate between Central and the Library Branches and staff present department/branch
reports at each meeting as part of a Board Education plan.
Every attempt will be made by the Board Chair, Executive Director and Kentucky Department of
Libraries and Archives Regional Consultant to provide the new Board member with any
additional pertinent information requested to assist in equipping the Board member with the
knowledge and skills necessary to succeed in their new role.
Board Orientation Policy
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Operations Procedures
Library Executive Director or Director of Support Service. In his or her absence, direct requests
to the Senior Administrative Staff Member.
In the event of a search warrant, which is executable immediately,
Administration will comply with the search warrant and consult with legal counsel. Upon
receipt of a subpoena or other court order, Administration shall consult with legal counsel to
determine if the document is in proper form and that good cause for its issuance in a court of
proper jurisdiction is demonstrated. If not, Administration shall insist any defect be remedied
before releasing patron records which contain patron information.
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Operations Procedures
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LPL displays these materials as a community service_ The Library does not endorse or recommend the events or information contained in these materials. Final authority for the display and
distribution, on Library property, of all materials rests with the Executive Director who
administers this policy under authority of the Board of Trustees.
Procedure for Displaying Materials
Central or Branch Manager approves and initials the material to be displayed.
Date material in lower right hand corner as to the first and last day of display
Posters, notices, etc. will be discarded at the end of the allotted time.
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The author/publicist will donate a copy of the book for review by the Adult
Programming Committee. Self-published works will be considered if a copy is provided
along with published reviews. If possible, they should give references to any previous
programs they had done in the community and at other libraries.
The book must fall within the purview of our collection development policy. In other
words, it must be a book that we would add to our collection.
A program or presentation by the author may be followed by a book signing. We do not
have book signings as a stand-alone program.
The subject must be of interest to our community.
The author may bring copies of the books to sell. They may not pressure anyone into
purchasing a book and they must bring their own provisions to sell the book. Staff will not be
involved in helping the author sell books.
All author visit and book signing requests must be directed to the Adult Programming
Committee, where it will be decided whether or not the program meets our guidelines. The
committee needs at least four months prior notice in order to meet calendar deadlines. It can
take up to one month to respond to an unsolicited request.
This procedure does not apply to authors who are approached by Lexington Public Library staff
for programming.
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Partnership Procedures
The Library encourages partnerships with organizations that complement and help promote the
vision and mission of the Lexington Public Library.
When opportunities for partnerships are presented, library staff should discuss the possible
partnerships with his or her supervisor, using the Partnership Agreement as a tool. They should
discuss the services that will be provided by the Library and by the partnering organization, as
well as the benefits to be derived by each, such as shared advertising or free training for Library
staff.
Examples of partnership benefits include: permission to use the Library Meeting Rooms more
than 6 times per year; holding a free, monthly program in the Farish Theater at no charge; and
holding free writing workshops, such as those by the Carnegie Center.
Once both organizations agree on the terms of the partnership, a representative from the
partnering organization and from the Library location, or department manager, should sign the
Partnership Agreement. It will be kept on file locally and in the Administrative Offices.
The partnering organization should in no way be using the agreement with LPL for the purpose
of soliciting business for its own profit.
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Turn items into Lost and Found as soon as they are discovered.
2)
Record items of value such as wallets, purses, keys, backpacks, and electronic devices, in
the Lost and Found Logbook (see attached sheet) at the time they are turned in.
Information requested in the logbook will help to ensure items are accounted for and
returned to the rightful owners. Fill out the logbook completely and accurately.
Completed logbook sheets will be kept on file at the location where filled out.
3)
Place the Lost and Found Logbook with lost items in a locked location such as a drawer,
cabinet, or room. The key should be accessible only to those individuals authorized by
each library manager.
4)
Items of lesser value such as notebooks, umbrellas, and articles of clothing will also be
required to be entered into the logbook and placed in a locked location. However, these
items will be donated monthly if they are not claimed.
5)
At Central, Circulation staff will take unclaimed IDs to the Security Team Leader. Branches
will send the unclaimed IDs to the Security Team Leader, 24 hours after the ID was turned
in so customers have an opportunity to retrieve the items. These will be sent to Central via
courier mail. The Security Team Leader will try to call the owners of lost IDs and turn all
unverified and unclaimed IDs to the Police Department, on a weekly basis.
6)
To ensure lost items are returned to the rightful owners, persons claiming items will be
asked to describe the items and provide identification. Claimants must sign for items that
have been entered into the logbook before the items will be released to them.
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Use of Telephones
Cell Phones
The use of cellular phones is permissable as long as conversations are quiet and respectful of
nearby customers. Customers may be asked to move to lobbies or outside, if their
conversations are disturbing to others.
Public Telephones
Pay telephones are installed at most locations and the public should be encouraged to use
them.
Staff Telephones
Staff telephones at the public service desks are intended for use by the staff to provide
customer service. Since children occasionally need to call home for rides, use by the public for
calls of short duration must be considered on a case-by-case basis.
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Circulation of Materials
Renewal Procedures
In general, renewals will be performed upon request, except for items on which there are
holds, materials have already been renewed four times, or if the customer is above the fine
threshold when the transaction begins ($10.00). Items do not have to be presented in order
to be renewed.
Inform the customer that the item(s) may be renewed four times. Additional renewals are only
permitted in exceptional circumstances.
Bring up borrower record
Verify you have the correct customer by using DOB, Library Card #.
Bring up borrowers items out list
Ask customer if he or she wants all the items renewed or just selected items. The new
due date will be from the date of renewal, not the original due date.
Inform the customer about any materials that could not be renewed (holds or items that had
already been renewed twice) and inform him of whatever fines were added to his record. If,
during the procedure, the customers fines go above $10.00, continue the procedure, but
inform the customer that his account is above the fine limit.
Telephone Renewals Procedures
Renewing items for customer who call is a convenience for the customer. These calls should
be handled at the location where they are received and not forwarded to another location.
After renewing items for the customer the first time, refer them to the telephone renewal
line.
Note: For items checked out with educator cards, see the Educator Card Procedure.
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Have the customer read and fill out the Loan History Informed Consent waiver.
The staff member assisting the customer must also sign the form.
Make a copy and give it to the customer.
Give the original to the circ supervisor.
Circ supervisors must forward original, signed documents to Phyllis Buchanan in the IT
department where they will be kept on file.
6. You will need to click on the Configuration tab on the customers account and make
sure the Record Loan History Statistics box is checked.
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Library Cards
ADULT Library Card
Any person requesting borrowing privileges is required to present a valid picture ID with
current address, or a valid picture ID with some other proof of current address such as a
preprinted check, current bill or recent piece of mail, etc. Those qualifying will receive their
card immediately and they may check out up to five items that day.
The person requesting a card must live, work (show proof: i.e. work ID, pay stub, paycheck,
business card, etc.), attend school in Fayette County, or own property in Fayette County to be
eligible for a regular library card. Meeting any of these conditions makes the person eligible.
If there is no proof of current address but there is a valid picture ID, a library card is entered but
will be mailed to the customer. In that case, the customer may use the computer and check out
one item that day.
Because of possible confusion between persons with similar names we will enter a birth date
(month/day and year) for every person who is applying for a library card.
Staff will need to determine if other identification presented by the customer is valid.
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Community Kitchen
Horizon Center
Christ Church
Good Samaritan Hospital
Eastern State Hospital
Central Baptist Hospital
University of Kentucky Medical Center
Humana Hospital
Ridge Hospital
Veteran's Administration Hospital
St. Joseph Hospital
LFUCG
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The following addresses are temporary residences. Note that a TEMPORARY card normally
requires ID with date of birth and a dated letter on letterhead stationary from the temporary
shelter confirming that the applicant is a resident. Exceptions are noted below.
Catholic Action
Center/
Community Inn
Chrysalis House
Chrysalis House
(alt. address)
Chrysalis Singles
Residents of this
program spend the
night at Community Inn
but receive mail at
Catholic Action Center
and should use the
address listed for their
library account. They
should provide a letter
on Catholic Action
Center letterhead
indicating they are a
resident.
Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should
show ID with
permanent address as
well as a letter from
Chrysalis House.
Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should
show ID with
permanent address as
well as a letter from
Chrysalis House.
Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should
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Operations Procedures
show ID with
permanent address as
well as a letter from
Chrysalis House.
Dismas Charities
Hope Center
Lexington Rescue
Mission Life
Renewal Program
Lighthouse
Ministries
Redemption House
Salvation Army
Letterhead may be
from sponsor, Hope
Springs Community
Church.
Customer may have
Salvation Army ID
instead of letter
Or
250 W. Loudon Ave.
Lexington, KY 40508
649 N. Limestone
PO Box 1050
Lexington, KY 40588
185 Elm Street
Lexington, KY 40507
449 Douglas Ave
Lexington, KY 40508
736 W. Main Street
Lexington, KY 40508
154 Bonnie Brae Drive
Lexington, KY 40508
Shepherds House
VOA Homeless
Veterans
Transitional
Treatment Program
Volunteers of
America
Volunteers of
America Veterans
Shelter
Women's Hope
Center
Operations Procedures
instead of a letter.
Womens Spouse
Abuse Center
YMCA
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JUVRESTRI
This customer code is for juveniles whose parents have chosen to restrict their access to the
internet at the library.
BOOKBUDDY
These cards are issued to homebound individuals for whom books are borrowed through the
Librarys Book Buddies program. These cards are fine exempt.
ADSTUDENT
Issued to students who attend any school in the county, but do not permanently reside in
Fayette County. The student must produce valid identification from the school showing that he
is a student.
Fee None. Card Life One year.
JUVSTUDENT
Issued to students in schools in Fayette county that do not reside in Fayette county.
Operations Procedures
Lincoln County
Madison County
Mercer County
Nicholas County
Paris-Bourbon County
Powell County
Scott County
Woodford County
The reciprocal borrowing agreement states that registered borrowers of a cooperating library
may obtain a library card at no charge and borrow materials from the Lexington Public Library,
and our customers may obtain cards and borrow materials from the above named libraries. All
borrowers are subject to all rules and regulations established by the library from which
materials are borrowed.
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Educator Card
Whos eligible?
1. Full time teachers need to show school ID
2. Substitute teachers by request. Home-Bound teachers are frequently classified as
substitute/part-time
3. Daycare/preschool directors need license from Child Care Council that daycare is a
registered facility
4. Homeschoolers limit 1 card per household; need letter from Fayette county or state
detailing parents intent to homeschool.
Stipulations:
1. Must have personal LPL card in good standing
2. Privileges of Educator Card can be lost if violating terms of application
3. Card must be renewed annually with proof of continued teaching/homeschooling.
4. Card to expire June 1 annual renewal on or after August 1.
5. Card cannot be used for additional internet or computer privileges in the library. IThe
card can be used for remote access to those databases that allow it.
Whos NOT eligible?
1. Student teachers - Can use supervising teachers card.
2. College professors and Teaching Assistants
3. School Tutoring Services and Tutors
4. Extra Curricular Organizations
How many items for checkout? Fines?
1. 50 items limit
2. Checkout period 6 weeks with one renewal for additional 6 weeks ( with the exception
of 7 day media which checks out for 7 days with two renewals)
3. Fines follow set library card fines/policies.
Circulations Issues:
1. Reasons not to renew: blocked card must pay down to fine minimum before renewal
processed.
2. List school address 1st, then home address. Overdue and reminder notices will be sent
to their school email address
3. Put (educator) after the first name when you are entering the Educator card. i.e.
Lancaster, Toy (educator)
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Card name includes location. Comment field lists Responsible Staff Member.
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Customer Verification
Verification of customers addresses, phone numbers, and e-mail addresses is to be done every
six months. Verification of customer records is to be done as follows:
If the customers record does not show the verification code above the customers
name, staff are to query the customer for current address, telephone number, and email address, if shown. If no e-mail address is shown, the customer should be asked if
they have e-mail that they use. The Notifications tab should also be checked to
ensure that e-mail has been authorized.
If no change is needed, or after any change has been made, put a note in the customers
record and enter the letter V followed by the month and last two digits for the current
year, for example: V106. Do not use slashes between month and year; use the minimum
number of digits for month (1 not 01).
Following these steps will place the V106 on the customers record when the record is
accessed.
This procedure should be followed for new registrations.
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Overdue Materials
The fine for overdue books and most other materials is $.15 per item per day. The fine for an
item will accumulate daily until the maximum fine of $6.75 is reached at the forty-fifth day.
Exceptions: Fines for DVDs from the 3-day collection are $1.00 per item per day. Fines for
Interlibrary Loan materials are $1.00 per day. The fine for each item will accumulate daily until
the maximum fine or the cost of the item is reached.
A customer is notified of overdue materials by phone, mail, or e-mail depending on their
contact preference when an item is seven days overdue and twenty-one days overdue. At
forty-one days, a long overdue notice is sent by mail to the borrower including the cost of
materials.
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Replacement for a lost or damaged item which has been cataloged (those that have a
call number or 5-character spine label) must be as close to an exact replacement as
possible, that is, the same or most recent edition of a material in the same format (HB,
PB, LP, CD, etc.).
Lost copies of magazines are charged at the current default replacement rate of $5.
A customer is not liable for lost items when such items are lost due to theft, burglary, fire or
other incident over which the customer had no control. In such instances, staff may request a
police report or other documentation to verify the incident.
Customers returning CDs or DVDs without their cases are subject to a $2.00 fine.
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Claims
Claims Returned - When To Use
Customers will occasionally have items on their record as still checked out that they believe
theyve already returned to the library. Mark an item Claims Returned when customer seems
convinced they really have done so using these guidelines:
When the customer first says but Ive already returned that, please check the
shelves of the owning and returning location immediately and while the customer is still
there if possible.
If the item is not found at that time, renew the item if possible and encourage the
customer to look again (under the car seat, etc.) and give us a call if she really cant find
it. This helps control the number of entries on the monthly CR Reports.
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Grants Procedures
All grant applications from private foundations and local corporations are to be cleared by the
Foundation Office before applying.
1. Opportunity to apply for a grant.
2. Staff ensures that LPL meets requirement to apply and develop general idea.
3. Check with Executive Director or Director of Library Services to see if the grant should
be further developed before proceeding.
4. Staff develop idea/investigate feasibility
a. Make sure that project/program support falls within LPLs mission
b. Make sure LPL meets requirements to apply.
c. Make sure the timeline is doable.
d. Specify if the funding agency requires separate statistical proof of funds used or
circulation counts of materials purchased or if book plates
are required. Information about division of grant between materials and
programming is needed.
5. If proceeding with grant, talk with interested staff to gauge interest, support, and
willingness to work on project.
a. Determine who will be lead writer
b. Determine who will be project leader
c. Determine how many staff and how much time will be necessary for
undertaking.
6. Begin development.
a. Form work group:
b. Divide workload for narrative, budget, supporting documentation, publicity,
marketing, reporting.
c. Establish timeline.
d. Write, edit, proof application.
e. Submit for review by Executive Director. Allow sufficient time for signoff.
f. Review and complete
g. Have Executive Director (or appropriate Board members if necessary) sign off
h. Request check if grant is awarded to be sent to the Project Leader.
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d. Technical Services will inform project leader selecting materials of check receipt
and fund number.
Materials Ordering:
Project leader or designee will:
1. Keep grant purchases separate from other orders.
2. Clearly mark each journal or printout with the name of grant to be used.
3. Send orders to Technical Services.
Technical Services will:
1.
2.
3.
4.
Please specify if the funding agency requires separate statistical proof of funds used or
circulation counts of materials purchased or if book plates are required. Information about
division of grant between materials and programming is needed.
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Interlibrary Loan
Interlibrary Loan allows libraries to share their circulating collections. The Lexington Public
Library has direct electronic communications with over 4,100 participating libraries and
document suppliers. We can obtain materials from any library in the United States willing to
lend them.
Interlibrary loan requests are for items the Lexington Public Library does not own nor will
purchase. Our guidelines for borrowing are:
1. We do not borrow books that the Lexington Public Library currently owns unless those
items are missing, lost or long overdue.
2. Books must have a publication date of 1 year or older.
3. There is a limit of 4 items per Interlibrary Loan Account.
4. Any fees or charges for borrowing materials are passed on to the customer.
5. We do not borrow DVDs, VHS, Books on Tape or CD, Music CD and Software unless
KDLA owns the items and the ILL request is marked owned by KDLA.
6. Library customers must be in good standing before utilizing Interlibrary Loans.
7. Preference is that notifications and overdue notices are sent by e-mail. Regular mail will
be used for those patrons not having an e-mail address.
Interlibrary Loan Policies include:
1. Overdue fines are $1.00 a day.
2. A $1.00 charge will be added to a patrons circulation record for any Interlibrary Loans
not picked up.
Public Service responsibilities:
1. First choice for filling a patron request is to purchase that item for the library if it fits
our collection development guidelines.
2. Items to purchase include:
a. Books that fill in series.
b. Any audio-visual materials that the library should have in our collection.
c. Books 1 year or newer that the library should have in our collection.
d. Books that are missing or long overdue and should be replaced.
For items that are not requested through interlibrary loan but purchased by the Lexington
Public Library.
1. If an item it too new to request, consideration is given to adding the title to our
collection.
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2. If the item meets our collection development guidelines and budget allows, it will be
purchased. At that time an e-mail is sent to the customer that the item will be
purchased and they can place a reserve when the on-order is in our catalog.
3. If an item cannot be purchased or borrowed through interlibrary Loan, an e-mail is sent
to the customer explaining why we cannot get that particular item for them.
For Customers
You can get information about ILL by clicking here.
When you want to request something via ILL, you start by going to the web page and selecting
First Time Users Click Here. This will take you to a page of information about registration for an
interlibrary loan account. Click First Time Users Click Here at the bottom of this page and you
will be linked to the registration page. You will need to have an active LPL account and be in
good standing with the Library to register for an account. The registration form will ask that
you enter your library card number and PIN (last four digits of your telephone number.) You
will use these two numbers to log into your account once you have completed the registration
process.
Once registered, you will be able to submit requests for books, magazine articles, microfilm and
a/v material (certain restrictions apply.) Requests must be submitted through your online ILL
account. We do not accept paper request forms. Once you have submitted a request via the
ILL system, you can then check the status of the request by logging into your ILL account, using
your library card number and PIN. You can log in from any personal computer connected to the
internet, whether inside or outside the Library. If you do not have internet access, you may call
the Library branch you typically use and staff will relay information about your requests. Once
your request has arrived, you will be notified either by email or by letter. When you come to
the Library to pick up your request, staff will check out the item to your account in the ILL
system. The due date for the item will appear on the label attached to the item. Be aware that
ILL items will not appear on your LPL circulation account. You will need to keep track of LPL
items and ILL items separately. You can request renewals for interlibrary loan items by logging
on to your ILL account or asking LPL staff to do this for you. Renewals are at the discretion of
the lending library. Some libraries do not offer renewals, in which case you will be asked to
return the item as soon as possible. ILL items may be returned to any LPL branch.
For Staff
Public service staff will be able to assist customers with ILL registration and all other aspects of
ILL borrowing. Customers must register through LPLs website, whether in the Library or at
home. We cannot register customers over the telephone, as US law mandates that customers
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read and agree to provisions of the US copyright law. As part of the registration process,
customers will read and agree to restrictions on copyrighted material they wish to borrow.
When ILL customers arrive to pick up requested items, staff will log on to the ILL web circulation
at the following address: http://srvclapp02/illiad/WebCirc/Logon.aspx Staff are encouraged to
bookmark this URL for easy access. To check an item out to a customer, simply scan or type in
the four-digit Transaction Number in the Check Out box. When the item is returned, scan or
type the TN in the Mark In Transit box and return the item to the Reference Department at
Central Library. To request a renewal for a customer, log in to the customers ILL account,
select Checked Out items, then the Transaction number for the item and then Renew Request.
There is a time-frame when renewals can be requested. Currently that time frame is 4 days
before and 14 days after the initial due date. (Before or after that time frame, the ILL system
will not accept renewal requests.) A new provisional due date will be assigned to the item
while the renewal request is pending. When the lending library responds to the request, this
provisional date will change to the actual due date. If the renewal request is denied, customers
will receive a Recall notice via email or mail and will need to return the item.
If staff have any questions about ILL policies and procedures, call the Technical Services
Manager at x566.
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Outreach Services
Outreach Services is the Library's smallest branch. As a branch it has a discrete budget,
collection, and programming responsibilities. Its manager is a member of the Public Service
Team. It differs from other branches in that it does not have a building and that its service area
is defined by social, economic, educational, and health needs rather than by geography.
Book Buddies Program: Questions about the Book Buddies Program should be directed
to the Book Buddies Coordinator (231.5592) or to the Outreach Services Manager
(231.5519)
Volunteers: Recruitment and training of Book Buddies volunteers is done by the Book
Buddies Coordinator. Potential volunteers must fill out a form, submit to a police
records check, be adults (age 18 or over), and complete a Book Buddies training.
Volunteers report after each visit by email, blue slips kept at circulation desks
throughout the system, or telephone. Volunteers are recognized at a yearly Harvest of
Thanks luncheon.
Customers: Adults living in Fayette County who are chronically homebound and owe no
outstanding debts to the Library are eligible to become customers in the Book Buddies
program. They must agree in writing to let another person (their assigned Volunteer)
use their library card. Volunteers' names appear in the notes field of their Book Buddies
record. Book Buddies customers are a separate user class BB. Customers who abuse
this service may be dropped from the program.
Book Buddies cards are fine exempt; however, they are responsible for lost or damaged
materials. Customers are notice exempt although a volunteer may choose to receive
notices for the customer. Volunteers use their customers' cards to check out materials,
reserve materials, place holds on materials. When a volunteer borrows or returns
materials, make sure that they have filled out the BOOKBUDDIES REPORT form. Collect
the form and return it to Outreach.
Statistical Tracking of Book Buddies is done on a monthly basis. If there is a lapse of
service over several months, the Book Buddies Coordinator is responsible for contacting
the volunteer and customer to ascertain the situation. Circulation, number of
volunteers participating, and number of volunteer hours of service given are reported
monthly to administration and yearly to the Kentucky Department for Libraries and
Archives.
Bookvan: Questions about Bookvan service should be directed to the Bookvan
Coordinator (231.5593) or the Outreach Services Manager (231.5519).
Services: The Bookvan Coordinator selects and delivers print materials to facilities that
serve Outreach target populations, mostly senior adult residential facilities and Head
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Start and day care programs throughout Fayette County. Service is on a regular biweekly schedule. Customers do not enter the bookvan. Bookvan service is not available
to schools or to the general public.
Applications for Bookvan Service are available through the Bookvan Coordinator or the
Outreach Services Manager. Facilities must apply in writing and agree to terms of
service that includes caring for materials, having a designated place and person who is
responsible for LPL materials, providing reasonable parking and access to the facility.
Once an application is completed and received, it is reviewed by the Outreach Services
Manager and Bookvan Coordinator to determine if the facility meets the criteria for
service listed in the application and if there is a slot available on the bookvan schedule.
The Outreach Services Manager contacts the facility about the decision. If the Bookvan
can add this facility to its schedule, the Bookvan Coordinator visits the facility to set up
a schedule and review any special on-site rules or procedures before beginning
deliveries.
The Bookvan Collection is housed in the lower level of Central Library. This collection
appears on the staff computers but is hidden from the public's view. Materials in this
collection are nonrequest. The collection includes printed materials, bi-folkal kits, multiformat book kits.
Bookvan issued library cards and the cards used for programming by the Community
Education Coordinator are institutional cards. All materials checked out on these cards
are checked out to a facility, not to individuals. Bookvan cards are fine exempt and
notice exempt. The materials limit for individual cards does not apply to Bookvan cards
as some facilities check out several hundred books at one time. Circulation of bookvan
materials (books, bi-folkal kits, book kits) is done through Outreach Services using TLC
often on server down. Monthly circulation statistics are recorded in TLC.
The Bookvan vehicle is owned by the Kentucky Department for Libraries and Archieves
and maintained by Lexington Public Library. Servicing of the bookvan is done through
the Maintenance Department at the request of Outreach Services. Information about
both the vehicle and its service is reported annually to KDLA.
Multi-Cultural Liaison: Questions about Spanish classes or English classes for persons
who wish to learn English should be directed to the Multi-Culutral Liaison (231.5514) or
to the Outreach Services Manager (231.5519). System services provided through this
position include English to Spanish translations for system documents or the webpage
and collaboration with staff in other branches to provide community programming such
as the Bilingual Caf and bilingual Prime Time.
Community Education Coordinator: Questions about multiformat book discussion kits
or programs in a kit (bifolkal programs) for senior adults should be directed to the
Community Education Coordinator (231.5594).
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Reference Services
Document Delivery
Lexington Public Library will fax or mail up to twenty pages or four articles from sources owned
by LPL to a users address or fax number. Users must fill out a separate form for each item
requested. All document delivery requests must be made in writing (via the website form, a
faxed document delivery request, or letter) and must include an exact or near exact citation.
Because of copy quality, newspapers copied from microfilm cannot be faxed. They will be sent
through regular U.S. Mail.
The Reference Department will make every effort to respond to requests for fax delivery within
24 hours, Monday through Thursday. Questions received on Fridays, weekends or holidays will
be answered as soon as possible on the following business day. Requests for mail delivery will
be answered as soon as possible, staff time permitting.
Charges for LPL cardholders are $.25 per page plus $5 for mail or fax delivery per item
requested. These fees will be charged to the users LPL card, which must be active and nondelinquent. If the user prefers, staff will send a bill with the research. Charges for non-LPL
cardholders are 25 cents a page, plus $5.00 for mail delivery; or $10.00 for a fax, per item
requested. Users will be billed for the proper amount.
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Grants Collection
The Grants Collection is a cooperating collection of the Foundation Center in New York. It exists
to help non-profit organizations and individuals research funding from private foundations. The
grants collection also contains materials of interest to non-profit organizations outside of the
realm of foundation funding; including fundraising, grant writing, non-profit management,
corporate giving, government funding and philanthropy.
Procedures:
The grants collection helps individuals and organizations interested in non-profit
ventures. It is open to the public. Individuals or groups looking to start a business or
other profit-making venture should be directed to the business materials in the library
collection or the Small Business Development Center.
The library will follow all of the standards for co-operating collections established by the
Foundation Center.
The staff will explain the use of Grants Collection materials. Staff cannot perform
research, review grant proposals or suggest potential sources of funding.
Newcomers to the collection will be given informational handouts about the collections
resources developed and updated by the Foundation Center and the Grants Collection
coordinator.
Interested persons may schedule time for an in-depth introduction to the collection
with the Grants Collection coordinator. Scheduling is dependent upon the availability of
the coordinator.
Periodically the Library will host orientations and other events related to the Grants
Collection.
In addition to the core collection provided by the Foundation Center, the library will
purchase: grant directories from other publishers, and other materials on non-profit
management, fundraising, grant writing and philanthropy.
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Database Collection
The LPL online database collection is an extension of the librarys collection. It is available to
users in both the library and in most cases through the librarys website. All effort will be given
to make sure this collection is available to users inside and outside of the library at all times.
Procedures:
Staff should direct potential users to the databases as appropriate.
Staff will instruct users on how to use individual databases with the intent of users
learning how to use the databases on their own.
Staff may use the databases to answer reference questions as they judge appropriate.
They should, however, avoid using the databases to do research while the customer is
waiting. Instead, the customer should be taught to use the databases or other
information sources to seek out an answer for themselves.
All customers using online database machines will have to enter their library card
number. Customers who are not eligible for library cards will be issued a guest card.
Staff may troubleshoot problems accessing the database collection through remote
access, but customers should be made aware that many access problems are the result
of their computers configuration, and therefore the library cannot be responsible for
most problems arising from remote access.
Any problems with any of the databases or with remote access should be reported to
the electronic resources librarian and/or Head of Reference.
The library is not responsible for the accuracy of materials contained in the database
collection, but errors or problems with information retrieval should be brought to the
attention of the Electronic Resources Librarian and/or Reference Department
Supervisor.
The Electronic Resources Librarian will compile monthly statistics supplied by the
vendors and submit them to the Reference Department Supervisor and Administration
for the board report. An annual statistical report will also be compiled at the end of the
fiscal year.
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Telephone Reference
Telephone Reference responds to brief, factual, informational questions that do not require
extensive research and reading or interpretation on the part of the staff member. For more
complicated requests, the staff will suggest research strategies.
Staff members use the Reference and User Services Association (RUSA) 2001 Guidelines for
Medical, Legal, and Business Responses when appropriate in Telephone Reference.
Telephone Reference is available during normal library hours, and can be reached at (859) 2315520.
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Library Statistics
At the end of each month every public service unit sends to the Beaumont Branch Manager the
Public Service Statistics form. The form should be printed on both sides of one sheet of paper.
These forms are a record of the activity, except circulation, at the unit during the previous
month.
Circulation statistics are supplied to the Beaumont Branch Manager by the Information
Technology department and copies are sent to the individual units.
Each support service supplies statistics to the Beaumont Branch Manager as required.
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Marketing
Mailing lists
1. In order to add names to the following lists:
2. Calendar send lists to or e-mail names to Marketing Manager.
3. Gallery mailing list Send names or addresses to Marketing Manager.
Media Contacts
If there is a call to a branch from the media about the branch or a program at the branch.
Refer call to person responsible for branch or program
Relate that action to the Media Relations Coordinator: 2315515 office.
If the call is about a controversial subject:
ASAP, refer call to the Media Relations Coordinator 231-5515.
Make sure the Executive Director is aware of the contact
Should you receive a visit to Library by a member of the media:
If he wants to photograph or videotape general audiencehave the media
representative complete Permission to Video/Photograph form. Send completed
form to Marketing.
If he wants to photograph or videotape a specific customer have the media
representative complete an Permission to Video/Photograph form. Send completed
form to Marketing. Have the customer complete a Consent to Photograph or
Videotape form. Send completed form to Marketing.
Publicity/Advertising/Calendar
1) While logged onto the library website go to Add Site Content. A drop-down menu will
appear; click on New Calendar Event.
2) Complete information blanks on Create Calendar Program page. The Program
Description block is for the web calendar description and has no word limit. The Program
Teaser block is for the printed calendar listing and is limited to 200 characters.
3) Click on Save at bottom of page to complete submission.
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Supplies
For Brochures, bookmarks, calendars, and applications, easels, T-shirts, folders, LPL
tablecloths, floor/tabletop display contact the Marketing Manager.
Community Collaborations
Well structured collaborations help the Lexington Public Library do its job better and improve
the community. By working with others, the Library can better achieve its mission and goals,
and can revitalize library and community services. Collaborations aid in marketing the Library,
leveraging resources, expanding services and reaching new audiences.
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Technical Services
Purchase Order Procedures
A purchase order is the authorization that begins the process that results in the payment for a
product or service.
The purchase order has four parts: White-Yellow-Pink-Goldenrod. Each part has a purpose in
the purchase process
The multi-part form needs to be filled in as follows:
White Copy
This copy needs to be filled out to start the purchase process. All blank boxes need to be
completed.
White Copy Boxes
1. Date Ordered It is very important to know when an order was placed and this date
indicates when the order was authorized.
2. Vendor Fill in the company name and address in this box. Add phone numbers and
contact people if available.
3. Ship prepaid to This box should list a shipping address for the product that has been
ordered. Most of the time this address will be the main Library but occasionally a branch
address might be used if the situation warrants this. As stated on the purchase order,
the invoice should be addressed to Business Office-Lexington Public Library. If you are
talking by phone with a vendor make sure the vendor understands that the invoice will
go to the Business Office-Lexington Public Library even if the product is being shipped
to a branch library or the maintenance department.
4. Fund-Dept.-Area-Object-Sub.Object-Amount Please list the account number
(example: 1-70-66-10-00) from which the purchase is being made. If you dont know the
account number, contact the Business Office for assistance.
If it is a Friends purchase and you do not know the number please write the word
Friends in bold letters in this box. Dont let the lack of an account number slow down
the process. The Business Offices will help get the appropriate number in the box.
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The monthly financial manager report lists the account numbers for each department.
Each account number and account description has a budget amount associated with
that account number and description. Please use these numbers in order to charge the
correct budget amount.
5. Description of the items or Service A detailed description is critical for documenting
what has occurred. Please use vendor item numbers and descriptions of any products
being ordered. For any service being ordered please describe this service in detail. This
information helps in assigning an account number if one has not been provided. It also
helps document what has been purchased if a question should arise about this
transaction at a later date.
6. Amount Please provide the purchase price or a good faith estimate using the phrase
not to exceed $XXX. Remember a purchase order starts the transaction so the final
price for the product or service might not be available
7. Signatures The managers signature on the purchase order is required to place the
order. If the purchase is over $2,499 the Executive Directors signature is required.
The White copy goes to the vendor. The vendor might not want this copy so it can be retained
and forwarded to the Business Office.
All Other Copies
1. Yellow Copy This copy should be forwarded to the Business Office as soon as the
purchase order is completed. This notifies the Business Office that a transaction has
started and an invoice could be delivered to the Business Office by mail or other means.
Do not wait for the invoice before forwarding the yellow or second copy to the Business
Office.
2. Pink Copy This copy is kept by the person ordering until the item is received or
service has been completed. After all back orders or other delays associated with this
transaction are settled, the pink copy should be sent to the Business Office with
signature and date indicating that all goods and services have been accepted. This alerts
the Business Office that the transaction is completed and if an invoice is not attached it
will arrive in the Business Office from the vendor.
Important: Sign and date the Signature/Date Box next to the phrase I CERTIFY THAT
GOODS OR SERVICES LISTED ON THIS ORDER HAS BEEN RECEIVED This certifies that the
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transaction is completed and can be paid immediately when the Business Office obtains
the original invoice.
3. Goldenrod Copy This copy is for the ordering departments records. This lets the
ordering department keep a history of their transactions.
Authorization Levels
All purchases over $2,499 need the Executive Directors signature before a transaction can
start or an order placed.
The department heads signature is required to authorize the transaction under $2,500.
For purchases exceeding $20,000 you must notify the Business Office before completing a
purchase order or negotiating a purchase. All purchases of materials, supplies, equipment, or
contractual services for an amount exceeding $20,000 will be advertised for bid. You will need
to provide the business office a description of what is to be bid, any special terms that must be
meet, and a date by which the bids need to be closed. An advertisement will be placed at least
once not less than seven days nor more than twenty-one days before bids are closed. The bids
will be opened publicly in an announced location. A purchase order will then be completed for
the lowest bidder or the bidder submitting the lowest evaluated bid price.
Additional points of emphasis
Many times the purchase order process is completed at one time. If the vendor does not
require a purchase order copy, the purchase order writer will retain the Goldenrod copy for
their departments records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.
Additional points of emphasis:
All purchases $2,500 and over need the Executive Directors signature before a transaction can
start or an order placed.
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The department heads signature is required to authorize the transaction under 2,499.
Many times the purchase order process is completed at one time. If the vendor does not
require a purchase order copy, the purchase order writer will retain the Goldenrod copy for
their departments records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.
Procurement Process
Library Materials Procurement Routines
Library Materials are defined as materials added to the collection.
It is the goal of the library to get the best discount on materials. The following procedures are
in place to assist in this goal.
A Series POs are used to purchase supplies, give-away items or other materials that are
not library materials included in our collections. They are available from the Business
Office.
B Series POs are used to purchase library materials. These POs are available through
Technical Services.
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Reimbursed Purchases
It is the procedure of the Lexington Public Library that library materials are not purchased with
personal funds. Library Purchase Orders, Regular Order Procedures, Petty Cash or Procurement
Card Purchases should be utilized.
For projects that include materials to be added to the library collection the following guidelines
are in place: Keep specific purchases separate from other orders.
1. All purchases for Library Materials are to be made through Technical
Services.
2. Inform Technical Services about the project and the amount awarded to
be spent. A separate budget line will be created to purchase these
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materials.
3. Orders can be placed as described under Regular Orders.
4. Ensure that the selection is clearly marked to be purchased with special
funds.
5. Upon receipt the items will be encumbered against the Friends account
line.
6. Items will be cataloged, processed and delivered to the location.
Technical Services will:
1.
2.
3.
4.
Kentucky Room
Because of the uniqueness of materials and artifacts purchased the Kentucky Room has its own
collection development and procurement process. Special consideration is given to purchasing
with cash, purchasing used materials and purchasing from specialty vendors since there are
items that can only be purchased in this manner.
Operations Procedures
Items are unpacked, checked off against the sales receipt, packaging removed and a
departmental routing slip attached. The routing slip is used for cataloging and processing to
track an item through the department and acts as verification of vendor and price since library
materials get mixed with other purchases.
Invoice coded for payment so that specific funds are used and budget lines can be tracked by
individual branches/departments. The Purchase Order is prepared and signed. All
accompanying documentation is sent to the Business Office for final payment since a receipt
marked and verified by Acquisitions is required by the library auditors as proof of receipt of
library goods.
Items are then sent to cataloging. Information about local vendor and price on the routing slip
are included in the catalog record for future reference. At the point of cataloging item entries
are created and attached to the MARC record.
Items sent to processing for spine labels, pockets, security, stamping.
Targets
Shipping Boxes
RFID targets
Discard labels
Mending supplies
Genre stickers
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Some projects are deceptively simple. Others are visibly complicated. The majority of projects
are somewhere in the middle. These Project Management Procedures have been established to
make sure the scope of all projects is known and the details are adequately planned for.
As part of the annual budget cycle, department and location managers may submit a Special
Project. A Special Project is any project that is a one-time expense costing more than $2,000.
A flow chart has been created to help address the first step for submitting a Special Project. The
details are outlined below.
To begin the process, an individual, department or group should consider and answer the
following questions:
1. Does the idea decrease overall expenses?
2. Will the idea improve customer service or the customer experience?
3. Can the idea provide a new service or product?
4. Can the idea provide a more efficient method of operations?
5. Will the idea increase customer awareness of existing services?
If the concept fits within one or more of these categories, document the concept and begin to
quantify its benefits:
1. Describe the current situation
2. Describe the positive aspects of the current situation
3. Provide a description of the desired situation after the idea is implemented
4. How can the current situation be improved to bring about the end-result of the
concept? Include any positive and negative aspects of the idea. Be as broad as possible;
this is not the place for nit-picky details.
a. Impacts to staff?
b. Impacts to customers?
c. Impacts to partnerships?
d. Impacts to the organizations public perception?
e. Impacts to existing library programs or services?
5. Identify the departments within the Library that will be affected by the idea. Document
how each group will be affected, both positively and negatively.
6. Identify any quantifiable or visible changes of a successful implementation of the
concept
Contact vendors to establish an approximate project cost, and document on the Special Project
Budget Request form. Submit this form, along with the Special Projects Plan, for review by the
Executive Directors Senior Team.
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Once the Special Projects have been reviewed by the Executive Directors Senior Team and the
Directors Advisory Council, the budget amount is presented to the Board as part of the annual
Budget review.
The Executive Directors Senior Team will review the Special Projects on a quarterly basis,
beginning in April. They will take into consideration system-wide events, library closures, and
the schedule of the maintenance and IT departments. The assignment schedule will be as
follows:
1st Quarter Projects (July-September) will be assigned in April
2nd Quarter Projects (October-December) will be assigned in July
3rd Quarter Projects (January-March) will be assigned in October
4th Quarter Projects (April-June) will be assigned in January
The intent is to give the project manager (in most cases, the Branch Manager) time to meet
with stakeholders, create the calendar for the project, and submit the necessary orders for the
project to begin within the assigned quarter.
Operations Procedures
This document is the basis for a Project Plan. Each change listed should be communicated
to the department within the Library that would be best able to perform the task.
The Manager will evaluate each task and find a best-fit solution for each task, keeping in
mind the overall goal of the entire project.
Once a best-fit solution has been found for the task, the department will then assess the
task for Time, Cost and Maintenance requirements.
o Time This should include any and all labor, as well as wait time spent waiting on
necessary purchases to arrive and/or be configured.
o Cost This should include the following:
Labor Costs
Required Purchase Costs
o Maintenance This should be considered for at least a period of 5 years. The cost of
maintaining any equipment or staffing requirements resulting from the task should
be added into the overall cost.
Once the research and analysis has been performed for each task, a third and final meeting
is scheduled.
Operations Procedures
o Short Description
o Detail
o Time to Complete
o Cost for this task
Total Cost of Ownership.
o This should include costs for at least 5 years.
Measurements to base the success or failure of the project (not of the
implementation itself, but of the overall goal)
Once this Project Plan is completed, the Project Manager presents the Plan to the Executive
Directors Senior Team for final approval.
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Custodial Services
Custodial services maintain the appearance of our buildings. Custodial services are contacted in
the same was as above, except that Custodial Services are selected. If custodial services are
needed quickly call the custodial phole at: 509-6225 (speed dial 420), the Custodial office at
231-5589 (589), or the Custodial Supervisor at: 509-6227.
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The Person In Charge and one other staff member must not leave until help arrives.
Call the Director of Support Services, LPL extension 543, cell phone 9-509-6226,
o or the Maintenance Team Leader, cell phone 9-509-6233,
o or the Director of Library Services, LPL extension 533, cell phone 9-312-0602,
o or the Executive Director, LPL extension 599, cell phone 9-333-3083.
Contact immediate supervisor.
Power Failure
In the event of a complete power failure, wait 5 minutes to see if power is going to come
back on. If power has not come back on in five minutes, move all customers to the
locations designated safe area and call the Director of Support Services and the
Facilities Group Leader (LPL extension 540, cell phone 9-509-6231).
LPL facilities are not to close without authorization from the Executive Director or the
Director of Library Services. The Facilities Department will ascertain the amount of time
power will be out to determine if the facility should remain open. If administrators
ascertain that power will not be restored in a reasonable amount of time, customers may
have to be evacuated for safety reasons.
If an evacuation is necessary, staff should meet at the designated area for their location.
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The Person In Charge will make sure the doors are locked, signs are posted on doors, and
the Director of Support Services will change the locations phone message. A staff
member should be stationed at the door to inform arriving customers of the situation and
make contact with repair personnel when they arrive.
The Person In Charge should call Media Relations Coordinator if closing the building.
If the building is closed, consider other policies such as the Safe Child Policy.
Structural Damage
The Person In Charge should:
Call the Executive Director (LPL extension 599, cell phone 9-333-3083),
o and the Director of Support Services (LPL extension 543, cell phone 9-509-6226),
o and the Maintanence Team Leader (cell phone 9-509-6233),
o and Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
Cordon off affected area from customers and staff. If damage is extensive and
widespread, evacuate the building.
When the alarm company calls regarding an alarm, management personnel responsible
for the affected location should respond with the proper codes. The police may have
already been dispatched. The alarm company will contact the following staff, in this
order: Director of Support Services, Maintenance Team Leader, Branch Manager or
Director of Library Services, and Assistant Branch Manager.
If a false alarm occurs during service hours, be prepared to call the alarm company quickly
and provide the proper codes to avoid unnecessary deployment of emergency services.
If it is necessary for one of the above staff members to go to the facility after hours, the
police should be called to see if there are officers on site. If the police are not on site,
request that staff be met by officers.
Damaged Furniture
Any item needing repair that is potentially hazardous should be removed from public areas and
tagged for repair. The responding staff member should advise supervisor who will report the
damage to the Maintanence Department.
Keys/Key Cards
In all branches, keys are numbered and assigned. If keys are lost, replacements are
$10.00.
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All lost keys must be reported to branch or department manager, the Director of Support
Services, and the Security Supervisor immediately.
Branch and department managers are responsible for requesting additional or
replacement keys.
Loss of a key may result in disciplinary action up to and including termination.
Vandalism or Theft
During operating hours:
The responding staff member must contact the Person In Charge.
The Person In Charge will call non-emergency police phone number (9-258-3600 from LPL
telephone).
The Person In Charge should also call the Media Relations Coordinator if appropriate (LPL
extension 515, cell phone 9-509-6219).
Take photographs to document damage and attach to completed Incident/Accident
Report.
If any staff member observes evidence of significant damage or forced entry to a library building
or department when arriving at work:
DO NOT ENTER THE BUILDING OR DEPARTMENT!
Call 911 from another location and wait for police to arrive.
The staff member involved should contact Facilities Group Leader (LPL extension 540, cell
phone 9-509-6231), appropriate branch or department manager, and Media Relations
Coordinator (LPL extension 515, cell phone 9-509-6219).
The staff member involved must file an Incident/Accident Report as soon as possible but no later
than 24 hours.
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Information Technology
Work Orders
When information technology is not working correctly, notify the Information Technology
department at 552 or 543.
Supplies
A number of supplies are available from the Information Technology department. To request
these call 544.
toner for printer/copiers
barcodes
library card applications
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Memorial Gifts
Memorial gifts may be donated to the Library in the name of a personal friend or relative. The
donor may suggest a particular book to be purchased or may suggest a subject area and allow
the Library staff to make an appropriate selection. If a particular book is desired as a memorial
gift the donor should present a new copy of the book or a cash donation in the amount of the
retail price of the book. Memorial gifts will be acknowledged with a bookplate and the family
will be notified, if the donor so desires. The Library reserves the right to approve any books
that are to be place in its collections.
Appraisal of Gifts
The Library cannot appraise gifts for income tax purposes, as it is the donor who benefits from
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the tax deduction and the Library is an interested party. Donors seeking information on tax
deductible donations should consult with the Internal Revenue Service to be advised of current
tax laws.
Donors desiring appraisals for gifts must contact a professional appraiser, who may also be an
antiquarian bookseller. Names of appraisers can be obtained from the American Society of
Appraisers. If the donor has the gift appraised by an independent party, an official deed of gift,
which may be a letter signed by the donor, must accompany the authorized appraisal
statement.
Limitations
The Library cannot accept gifts which require an endorsement of a product or service, or which
require an agreement to purchase a particular product or service. The Library will not accept
gifts which obligate the Library in any way without the approval of the Board of Trustees and/or
legal counsel.
Once a gift is accepted and delivered to the Library, the Library holds exclusive title to the gift.
The operation of the Library is under the jurisdiction of the Library Board of Trustees and
acceptance of any gift does not convey any rights or authority to the donor.
Gifts may be acknowledged in a number of ways, depending on the wishes of the donor, the
size of the gift and past practice. It is the policy of the Board to refrain from
naming buildings or areas within a specific building for an donor, regardless of the monetary
value of the gift.
Recognition of Gifts
All donations may be acknowledged in writing or a receipt will be supplied on request.
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-Where did the incident/accident occur? Be as specific as possible as to where in the named
location the incident occurred.
-Who was involved in the incident/accident? Identify the person(s) directly affected by the
incident/accident, in other words, the alleged victim of the incident/accident. This could be a
customer and/or staff member. Use additional space if needed for multiple names. If the person
is under the age of 14, information about the parents (if present) should be entered in the
Witnesses section.
-What was the nature of the incident/accident? Provide as much detail as possible, including
details of any injuries (if applicable). REMEMBER: THIS IS A PUBLIC DOCUMENT. Be mindful of
your comments, sticking only to the facts of the incident. Subjective observations or possibly
inflammatory comments or terminology must not be used (i.e. describing a person as stinky,
disgusting, homeless, or a thief).
Always use the word inappropriate when describing material or images instead of
pornography, pornographic, obscene, or obscenity.
-Suspect. Fill in as much descriptive information as possible. Attempt to obtain name and
address.
-Witnesses. Obtain as much information from witnesses as possible, including names and
addresses. If the person involved is under 14, information about the parents (if present) should
be entered in these fields.
-Actions taken. Check appropriate boxes and fill in appropriate fields.
Important notes on banning persons
Persons may be banned for the following periods of time: one day, one week, one month, six
months, one year, two years, or permanently. Staff members, in consultation with the PersonIn-Charge if necessary, may ban a person for the day only. Managers may ban a customer for a
week, a month, or 3 months. Only the Executive Director or, in the absence of the Executive
Director, the Director of Library Services may ban a person from the library for periods longer
than 3 months. The Head of Security enforces these bans.
Fill in the appropriate fields whether or not the person was banned, the duration of the ban, the
expiration date of the ban, and the printed and signed name of the staff member or manager
who banned the person.
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-Banning Notice Requested? A response of Yes or No is required. If you are recommending that
a person be banned for more than a month and a letter sent by the Executive Director, check
Yes. If a person is being banned for less than a month, or not banned at all, check No. Also
check a recommended time period for the ban. Administration will fill in the information
concerning the letter/notification and expiration date of the ban.
If a person is banned from computer use, that ban extends to the use of all library facilities as
well. Managers are responsible for placing and removing a block on the library card of persons
they ban for a week or month. Administration is responsible for placing and removing a block on
the library card of persons banned for over a month. Library cards are blocked for the duration
of the customers ban.
To place and remove a block on a persons library card:
-Access the individuals account in TLC Circulation.
-Change the Customer Type to BANNED.
-Delete the individuals PIN number. This disables their ability to use the public
computers.
-Insert a note detailing the date and duration of the ban, including your initials and
location.
-To remove the block, change the Customer Type back to NORMAL, restore the PIN
number, and delete the note.
Contesting a Ban:
- If the ban is for the day or the week, the customer may contact the Head of Security to
discuss the matter. The Head of Security will respond within 24 hours.
- If the ban is for a month or longer, the customer may submit a request for
reconsideration in writing to the Executive Director. A response will be made within 7-10
business days.
Incident/Accident Report Form
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Banning Letters
A letter is drafted by Administrative Staff and signed by the Executive Director and sent
certified to the offender.
The letter is copied to the Custodial Supervisor, Facilities Manager, Security Supervisor, Public
Service Managers, Branch Managers, Director of Library Services, and the Fayette County Chief
of Police.
i.
The letter is filed with the original incident report and signed confirmation receipt.
ii.
The banning letters are kept in the Administration Office for 5 years. They can be
checked to determine if a person is a repeat offender.
iii.
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session should be terminated. When asked why, explain that they continued to violate the
Internet Access Policy after being warned.
Repeat offenders will be evaluated on a case-by-case basis and their computer accounts will be
deactivated for one year if necessary. If a customer's account must be deactivated, you will
find a note similar to this in the Comment field of their record: REPEAT OFFENDER: CARD
BLOCKED 5/22/06 ABC CLAM. When the customer inquires why they are unable to make a
computer reservation, explain that their account has been deactivated for one year as a result
of repeated violations of the Internet Access Policy. At this point, the customer should have
been warned by Library staff during at least two separate sessions, so the news should not be
surprising to them.
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Disruptive Behavior
Disruptive behavior is any behavior that disturbs other patrons while they are using the Library
or that prevents staff from performing their normal tasks. Disruptive behavior includes, but is
not limited to: loud or offensive, abusive, or threatening speech or actions toward other
customers or Library staff and any act in violation of local, state or federal law or the Library's
Code of Conduct.
If a child's behavior disturbs the Library environment, Library staff should approach the
child/caregiver and investigate the cause of the disturbance. In the case of special
needs children, work with the caregiver to calm the disturbance while offering
alternative access to library services.
If the disruptive behavior continues, the child should be told to leave Library property.
If the child is in the charge of a parent or caregiver and is required to leave, the
parent/caregiver must leave as well.
Two or more staff members should be present when a disruptive child is asked to leave
the Library.
The responding staff member should file an Incident Report on the Staff Intranet.
If the child refuses to leave Library property, the Person-in-Charge or the responding
staff member should call the police. Ask the police to remove the child from the Library
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and to obtain the name and address of the child and his parents or legal guardians.
Send a copy of the Letter of Information for Parents to the parents or guardians.
A child may be banned from Library property for up to seven days by a Department or
Branch Manager. Suspension from the use of the Library for a period longer than seven
days will be at the discretion of the Director of Library Services or the Executive
Director.
Lost Children
If a child becomes separated from his/her caregiver while at the Library, staff members
should respond quickly to re-unite them. When a child has lost her/his parent:
o Ask the child's name and walk with them to locate the parent.
o If unable to find the parent, use the public address system and ask the parent to
come to the nearest service desk. Do this at least three times.
o If the parent still cannot be located, call the police. Ask the police to help locate
the parents or to take the child to a safe place. Also, ask them to obtain the
name and address of the child and his parents or legal guardians.
o The responding staff member should file an Incident Report on the Staff Intranet.
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As closing time approaches, if unattended children are in the Library, invite them to use
Library telephones to call for a ride home.
The person-in-charge of the location and one other staff member should remain with
any children left alone on Library premises at the time of closing. In the case of a young
or vulnerable child: if no ride arrives within 15 minutes, the police should be notified. If
police are called, an Incident Report should be filed.
In the case of an older child (14 years of age or older), if no ride arrives within 15
minutes, the child will be asked to walk home or wait outside for a ride.
Under no circumstances should a member of Library staff provide transportation for a
child.
Non-exempt staff required to stay beyond fifteen minutes past closing will be
compensated.
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Bag Procedures
This procedure applies to all members of the public visiting the Library.
From time to time customers may be allowed to bring oversized bags into the Library.
Examples include, but are not limited to:
Official Library visitors who are accompanied by Library staff members
People setting up for Library events
Customers accompanying children and people with disabilities who have bags
containing care needs
The following remain unrestricted:
Handbags, Umbrellas, Laptop bags, Briefcases, Regular backpacks, Music cases
Security officers are responsible for ensuring that the baggage policy is consistently applied to
members of the public. They are also responsible for identifying and managing bags left
unattended within the Library.
Public service staff are responsible for assisting in the consistent application of the baggage
policy. Library staff should assist in orienting customers and communicating bag size
restrictions.
Customers are required to keep permitted bags with them at all times. Visitors should take
care with personal items and be vigilant in supervising their bags.
Bags left unsupervised in any part of the library will be considered abandoned and may be
confiscated by library security staff. Bags deemed suspicious will be cordoned off and
managed.
Customers wishing to retrieve bags that have been impounded by security personnel should
direct their questions to a security officer on duty.
Bag Policy
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Consider personal safety first if guns/weapons are used. Stay out of range, lie flat on
the floor, and do not confront subjects.
Do not restrain the suspect as this might put you or others in immediate danger.
Call 9- 911 and explain the situation. Also notify Security. Have another staff member do
this if you are unable.
Remain as calm as possible. Do not speak unless spoken to and do not argue with the
person.
If the person wants to engage in conversation, try to calm and stall him/her until
emergency personnel arrive.
If the suspect is attempting to locate a particular employee/office, make an attempt to
notify the individual or office and give such information to the 911 operator. DO NOT
DIRECT THE PERSON TO THE INDIVIDUAL OR OFFICE.
Try to direct the suspect away from crowds or larger groups of employees.
Be prepared to secure the facility if the suspect leaves the building.
Look for identification marks on the subject.
Dangerous Persons
Any staff member who notices a dangerous person in the Library should:
Call 9-911, if using librarys phone system, and provide to the dispatcher:
Your name and exact location;
The nature of problem;
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Disruptive Persons
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Central Library
In an emergency, first call 9-911 from an LPL telephone. The responding staff member
then calls Security (dial 425 from an LPL phone) and the department manager or the
Person In Charge. LPL administrators should be notified.
If the danger is not immediate, a responding staff member will call security, the police if
necessary, and notify supervisor, manager, Person In Charge, or administrators as
appropriate.
It is the responsibility of the responding staff member to file an Incident/Accident
Report and all related documentation (witness forms, additional suspect forms, etc.).
Reports must be filed as soon as possible but no later than 24 hours in accordance with
procedures.
Branch Library
In an emergency, first call 9-911 from an LPL telephone. The responding staff member
then calls Security (if available) and the Person In Charge. LPL administrators should be
notified.
If the danger is not immediate, the responding staff member will notify the Person In
Charge of the branch. This person will call security (if available), the police if necessary,
and notify LPL administrators as appropriate.
It is the responsibility of the responding staff member to file an Incident/Accident
Report. Reports must be filed as soon as possible but no later than 24 hours in
accordance with procedures.
Non-Emergencies
A non-emergency is a problem not requiring immediate action. Neither persons nor property
are in imminent danger. For procedures on handling non-emergency problems with customers,
refer to the LPL Code of Conduct. Report incident to Executive Director and/or file an
Incident/Accident Report if appropriate. For non-emergency facility repairs, use the on-line
work order system. If there is a question about a facilities issue, call the Director of Support
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.................425
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Cell Phone
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Environmental Emergencies
Severe Weather - Tornado
Central Library Procedures
At the first sign of severe weather, Telephone Reference staff will begin monitoring the
weather radio.
When a TORNADO WATCH is issued for Lexington-Fayette County, the person in Telephone
Reference is to notify:
Administration (ext. 501 or 504) and the Facilities Group Leader (ext. 540) during
office hours and the Person In Charge on evenings and weekends.
All departments in Central Library (all staff in the respective departments should
then be notified)
Custodial staff
Security
No public announcement is to be made at this time.
When a TORNADO WARNING is issued over the weather radio, the person in Telephone
Reference will notify all the parties listed above.
Staff monitoring the weather radio will make the announcement for everyone to go to
the designated shelter area. Dial 33 on the nearest telephone to access the public
address system and make the following announcement at least three times:
Attention. The National Weather Service has issued a tornado warning for
Fayette County. All persons in the building must go to the designated shelter area
immediately. Library staff will direct you.
Allow 10 to 15 seconds between announcements. Speak slowly and clearly.
Staff will direct all building occupants to the designated shelter areas. The primary
shelter is the Theater. If the Theater is full, then proceed to the lower level. If
needed, the stairwells and restrooms may be used as designated shelter areas. At
this time, staff nearest the exterior doors will check to see if doors are closed and
keep customers away from the windows. Do not lock exterior doors. Staff will
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advise customers to stay inside until the danger has passed, but staff cannot force
customers to remain in the building.
Customers may enter the building during the emergency. The Person In Charge or
Security staff should try to guide them to the shelter areas, but should not endanger
themselves to accomplish this.
For safety and security, all persons must remain in the shelter areas. Continue to
monitor the weather announcements on the weather radio, or television and radio.
Custodial staff, Security, and Person In Charge must carry their cell phones.
When the Weather Service announces that the threat has passed, the person in
Telephone Reference and/or the Person In Charge will relay that announcement to all
staff and customers using the public address system. If the public address system is not
working, a verbal announcement will be made.
At the first sign of severe weather, the Person In Charge will begin monitoring the
weather radio.
When a TORNADO WARNING is issued over the weather radio, the Person In Charge
will use the public address system to announce the following message at least three
times.
Attention. The National Weather Service has issued a tornado warning for
Fayette County. All persons in the building must go to the tornado shelter area
immediately. Library staff will direct you.
A Staff member will direct customers to move to designated shelters. At this time the
staff nearest the exterior doors will check to see if doors are closed and keep customers
away from the windows. Do not lock exterior doors. Staff will advise customers to
stay inside the building until the danger is passed.
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When the Weather Service announces that the threat has passed, the Person In Charge
will make an announcement informing all staff and customers, using the public address
system. If the public address system is not working, use verbal announcements.
Earthquake
In order to be prepared for an earthquake, each employee should assess their work area and
determine a safe place to take immediate shelter. In general, safe places include: under
desks or other large stable pieces of furniture, or along side walls and away from windows or
other glass and bookcases or other furniture that could fall.
During an earthquake:
After an earthquake:
Check yourself for injuries, and then check others for injuries. Only qualified persons
should give First Aid when needed.
Look for and extinguish small fires.
Listen to the radio for instructions.
Be prepared for aftershocks. Each time you feel one, take cover in a safe place.
Freezing Precipitation
At the first sign of freezing precipitation, custodians or the Person In Charge at each location
will be responsible for having salt mixture spread on all steps and entrance ways to LPL
facilities, as well as the sidewalks immediately in front of these areas. Notify the Maintenance
Group Leader of the changing conditions.
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Flooding
While the Librarys facilities are not at great risk for exposure to flash floods, staff should
maintain an awareness of their facilitys condition during occurrences of heavy rain. Leaks could
possibly occur which might create a hazard to library customers and property.
If leaks occur, make every effort to minimize the risk to customers and damage to library
materials. Affected areas should be cordoned off from customer access, and if there is no
danger present, remove library materials and/or equipment from the affected area, or
protected with plastic covering.
Call the Facilities Group Leader (LPL extension 540, cell phone 9-509-6231) or the Maintenance
Team Leader (cell phone 9-509-6233) as soon as possible.
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Medical Emergencies
First Aid kits are available in all LPL facilities. Only qualified persons should administer First
Aid. If the illness or injury happens to a staff member, emergency contact sheets for staff are
on file in the Human Resources office and in each department or location. The Person In Charge
should know how to access these forms. Also, in addition to the Incident/Accident Report, an
LPL Employee Work Related Accident/Injury Form must be filled out and submitted to Human
Resources.
If a customer or staff member is injured or becomes ill and requires medical attention,
the responding staff member should call 9-911 from an LPL telephone and request an
ambulance.
State the nature of the emergency, your name, location and address, and a
description of the emergency. The dispatcher may ask some questions about the
persons situation.
Do not call a private ambulance service directly and never offer to drive the ill or
injured customer anywhere for medical assistance.
If the person asks that you not call an ambulance, you must call anyway. Try to
explain that it is library policy to call an ambulance in medical emergencies. Once
the ambulance arrives, the person may refuse services.
When there is a serious injury, do not move the person. Wait for the ambulance. Stay
with the person until help arrives.
Inform the injured person that help is coming. Offer to contact someone for the injured
person. Tell the staff at the front desk about the location of the emergency so
paramedics can be quickly directed.
Clear the area of bystanders. Remove any obstacles that may be in the path of the
paramedics.
Do not interrupt the paramedics, but if possible obtain the injured persons name,
address and phone number, and the hospital he or she is being taken to.
Immediately inform the Person In Charge, who should notify the Executive Director as
per the Incident/Accident Report procedures.
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The responding staff member must fill out and submit an Incident/Accident Report as
soon as possible but no later than 24 hours in accordance with procedures.
The responding staff member should ask whether the person needs help minor first
aid supplies are available. Do not administer first aid.
The responder should ask if someone should be contacted.
The responding staff member must fill out and submit an Incident/Accident Report.
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Facilities Emergencies
Fire Emergencies
In the event of fire:
Attention please, the building is being evacuated. Please take your belongings and WALK to
the nearest exit to leave the building. (At Central add the phrase: Do not use elevators.)
Repeat this announcement two more times
Staff should spread out and check all areas, including bathrooms and stairwells, moving
customers toward exits. Staff should be aware of where the flashlights are kept at all
public service desks.
Staff at service points should stop providing assistance and move from behind the desks
to help people out of the building.
If a disabled person needs additional assistance leaving the building, get the person into
a stairwell and tell responding firefighters where the person is. Do not attempt to carry
a disabled person down the stairs.
Elevators should not be used during a fire alarm.
Everyone must exit the building and stay at least 100 ft. away.
Once outside the building, all staff must report to their supervisor to ensure everyone is
out and safe. The collecting areas for the Central Library are 1) the far side of Phoenix
Park on the corner of Main and Limestone Streets and 2) on Main Street in front of the
LFUCG Police Station.
Those exiting from the park side doors will move to the corner of Main and Limestone
Streets. Those exiting through the parking lot breezeway tunnel will move to the front of
the LFUCG Police Station.
The collecting areas for the branches are the far ends of their parking lots, away from
their respective buildings.
In case of smoke, stay below the heaviest concentration by crawling to the exit. In case
of closed doors, check for heat and smoke before opening the door.
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If the fire can be contained, use the extinguisher, but NEVER at the expense of personal
safety.
Even after extinguishing the fire, let the Fire Department double check to make sure
there is no further problem.
Maps showing evacuation routes, locations of fire pulls, and fire extinguishers are posted on
each floor of Central Library by the elevators and near the public service desk and in staff areas
in the branches. See maps at the end of this manual.
Note: Elevators are functional using the backup generator, but should only
be used by the Fire Department and Facilities personnel.
When the all clear is given
When the Fire Department Incident Commander, the Chief with the white hat,
indicates that all is clear the Persons-in-Charge will allow staff to enter building first and
give them 5 minutes to get to their posts.
Customers will be welcomed back into the building and thanked for their cooperation
and patience.
NOTE! If work is being done in the building and the alarm is a test, the Facilities staff or
Administration Office staff (504 or 501) or the Person In Charge at the branches will make an
announcement to disregard the alarm. The person making the announcement will call the
alarm company (Koorsen) to cancel the Fire Department's response using the appropriate
code. Staff responsible for calling to cancel the alarm should have the code. If the code is
needed, contact the Facilities Group Leader.
Announce that the alarm is false:
Attention please, the fire alarm system is being tested. Please disregard the alarm.
If no test is announced or expected, do not hesitate: EVACUATE THE BUILDING!
Fire Extinguisher Use
LPL extinguishers can be used for any type fire. They are to be checked annually to ensure they
are fully charged. (See Safety Checklist) Memorize their locations. Locations are also shown on
floor maps.
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Bomb Threats
In the event of a Bomb Threat
Any staff member receiving a bomb threat should signal another employee to call 9-911
from another LPL phone line or 911 from another phone. Try to get as many answers to
the questions on the Bomb Threat Checklist as possible.
If the threat is in written form, call 9-911 from the LPL phone lines or 911 from other
phones (handle the note as little as possible to preserve possible fingerprints).
The person receiving the call should notify the Person In Charge and start to evacuate
the building using fire evacuation procedures. Inform other staff members of the
situation and make the following announcement at least three times:
Attention please, the building is being evacuated. Please take your belongings and WALK to
the nearest exit to leave the building (At Central add the phrase: Do not use elevators).
Do not allow anyone to reenter until the responding public authority (police, fire, or
emergency management) gives the all clear. The Person In Charge should notify the
Executive Director, Location Manager, Director of Support Services, and Media Relations
Coordinator of the situation.
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Use of latex gloves when sorting and opening mail is strongly suggested.
Dont handle a letter or package you suspect is contaminated.
Dont shake, bump, or sniff a suspicious item.
Wash hands thoroughly with soap and water after handling mail.
If the item is suspicious, notify the appropriate manager, Director of Support Services,
Executive Director, and Media Relations Coordinator.
Call 9-911 if using LPL phone.
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Operations Procedures
Chemical Emergencies
A major chemical emergency involves the release of a hazardous amount of a chemical or
chemicals into the environment. This can occur due to a variety of external incidents such as a
train derailment or factory fire. In the event of a major chemical emergency, the public will be
notified by the authorities. This notification can come by telephone, radio, television, direct
contact from authorities, or over a loudspeaker. It is important to remain calm and follow
provided information and instructions very carefully. You will be told:
The type of health hazard;
The area affected;
How to protect yourself;
Evacuation routes (if necessary);
Shelter locations;
Type and location of medical facilities;
Phone numbers to call if you need additional help.
One of the basic instructions that may be given is to shelter-in-place. This provides a barrier
between you and the dangerous chemicals in the outside air.
How to Shelter in Place
Stay inside; turn off the HVAC system if you can do so without going outside. Make sure all
doors and windows are closed and locked. Custodial staff at Central library and the Person In
Charge at the branches will shut off the HVAC. The following announcement should be made:
Attention. Authorities have advised us to move to our designated Shelter-inPlace. For your safety, all persons in the building must go to this designated area
immediately. Library staff will direct you. During this emergency, the building will
be closed until we receive an all clear from the authorities
Staff should escort customers to each locations designated Shelter-in-Place (marked on each
locations evacuation map) and remain there until the all clear is given by authorities.
Evacuation Procedures
If the authorities issue an order to evacuate, staff should follow the same procedures as those
used for a fire alarm. It is important to remain calm. The following announcement should be
made:
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Attention please, Authorities have ordered us to evacuate the area. Please take
your belongings and WALK to the nearest exit to leave the building. Library staff
will assist you with information concerning proper evacuation routes.
As the building is evacuated, staff should assist customers by making them aware of established
evacuation routes. Staff should also assist in making sure the building is completely empty
before it is closed.
Chemical Poisoning
There are several symptoms of chemical poisoning whether by swallowing, touching, or
breathing. These include:
Difficulty breathing;
Headache or blurred vision;
Irritated eyes, skin, or throat;
Changes in skin color;
Dizziness;
If you think you have been exposed to a toxic chemical, call 9-911 immediately. If you smell
something that you think might be dangerous, or find someone who has been overcome by
toxic vapors, MAKE SURE YOU ARE NOT IN DANGER BEFORE ADMINISTERING ANY FIRST AID
(remember: you must be qualified to render First Aid before doing so). Call 9-911 first, and then
notify security, then the Facilities Group Leader. Be ready to describe the situation in detail.
Chemical Burns
Chemical burns can be minor or life-threatening, but proper care can prevent the injury from
becoming infected or causing more damage to the affected areas.
Remove any clothing or jewelry from the affected area and flush with plenty of cool water until
help arrives. Use the same treatment for the eyes, remembering to remove any contact lenses.
Loosely cover any wound with a dry, clean cloth or sterile bandage. Do not put any medications
on the wound. Seek medical attention immediately.
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The Person In Charge and one other staff member must not leave until help arrives.
Call the Director of Support Services, LPL extension 543, cell phone 9-509-6226,
o or the Maintenance Team Leader, cell phone 9-509-6233,
o or the Director of Library Services, LPL extension 533, cell phone 9-312-0602,
o or the Executive Director, LPL extension 599, cell phone 9-333-3083.
Contact immediate supervisor.
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Power Failure
In the event of a complete power failure, wait 5 minutes to see if power is going to
come back on. If power has not come back on in five minutes, move all customers to the
locations designated safe area and call the Director of Support Services and the
Facilities Group Leader (LPL extension 540, cell phone 9-509-6231).
LPL facilities are not to close without authorization from the Executive Director or the
Director of Library Services. The Facilities Department will ascertain the amount of time
power will be out to determine if the facility should remain open. If administrators
ascertain that power will not be restored in a reasonable amount of time, customers
may have to be evacuated for safety reasons.
If an evacuation is necessary, staff should meet at the designated area for their location.
The Person In Charge will make sure the doors are locked, signs are posted on doors,
and the Director of Support Services will change the locations phone message. A staff
member should be stationed at the door to inform arriving customers of the situation
and make contact with repair personnel when they arrive.
The Person In Charge should call Media Relations Coordinator if closing the building.
If the building is closed, consider other policies such as the Safe Child Policy.
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Structural Damage
The Person In Charge should:
Call the Executive Director (LPL extension 599, cell phone 9-333-3083),
o and the Director of Support Services (LPL extension 543, cell phone 9-509-6226),
o and the Maintanence Team Leader (cell phone 9-509-6233),
o and Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
Cordon off affected area from customers and staff. If damage is extensive and
widespread, evacuate the building.
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Operations Procedures
When the alarm company calls regarding an alarm, management personnel responsible
for the affected location should respond with the proper codes. The police may have
already been dispatched. The alarm company will contact the following staff, in this
order: Director of Support Services, Maintenance Team Leader, Branch Manager or
Director of Library Services, and Assistant Branch Manager.
If a false alarm occurs during service hours, be prepared to call the alarm company
quickly and provide the proper codes to avoid unnecessary deployment of emergency
services.
If it is necessary for one of the above staff members to go to the facility after hours, the
police should be called to see if there are officers on site. If the police are not on site,
request that staff be met by officers.
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Damaged Furniture
Any item needing repair that is potentially hazardous should be removed from public areas and
tagged for repair. The responding staff member should advise supervisor who will report the
damage to the Maintanence Department.
Keys/Key Cards
In all branches, keys are numbered and assigned. If keys are lost, replacements are
$20.00.
All lost keys must be reported to branch or department manager, the Director of
Support Services, and the Security Supervisor immediately.
Branch and department managers are responsible for requesting additional or
replacement keys.
Loss of a key may result in disciplinary action up to and including termination.
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Vandalism or Theft
During operating hours:
The responding staff member must contact the Person In Charge.
The Person In Charge will call non-emergency police phone number (9-258-3600 from
LPL telephone).
The Person In Charge should also call the Media Relations Coordinator if appropriate
(LPL extension 515, cell phone 9-509-6219).
Take photographs to document damage and attach to completed Incident/Accident
Report.
If any staff member observes evidence of significant damage or forced entry to a library
building or department when arriving at work:
DO NOT ENTER THE BUILDING OR DEPARTMENT!
Call 911 from another location and wait for police to arrive.
The staff member involved should contact the Director of Support Services (LPL
extension 543, cell phone 9-509-6226), appropriate branch or department manager, and
Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
The staff member involved must file an Incident/Accident Report as soon as possible but no
later than 24 hours.
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July 1, 2011, Lexington-Fayette Countys estimated population was 301,569. By 2015 the
population is projected to increase to 315,249.
As of the 2010 Census, 21.2 percent of the population was under the age of 18, and 10.5
percent of the population was over the age of 65. 10.4 percent of families in Lexington-Fayette
County and 17 percent of individuals were living below the poverty level.
According to the Census Bureaus 2010 American Community Survey, of Lexington-Fayette
Countys population aged 25 or over, 88.3 percent are high school graduates, 39.1 percent have
bachelors degrees and 16.3 percent have a graduate or professional degree.
The 2010 American Community Survey indicates that 10.6 % of the population over age 5
(28,109 residents) spoke a language other than English at home. In comparison 8.3 percent of
the population (20,381) spoke a language other than English at home in 2000.
The percentage of the population over age 65 is expected to increase significantly as the baby
boom population (those born between 1946 and 1964) ages. In 2010, 27.9% of the population
(82,657 residents) was aged 50 or older. According to estimates from the Kentucky State Data
Center at the University of Louisville, this percentage is expected to increase to 29.4 percent
(92,809 residents) by 2015.
The rapidly growing population of non-English speakers and an aging population are two special
factors which may influence the future selection of materials for the Library.
1.5 Intellectual Freedom
The Board of Trustees of the Lexington Public Library has adopted and supports the following
documents from the American Library Association: the Library Bill of Rights, Diversity in
Collection Development, Free Access to Libraries for Minors, Expurgation of Library Materials,
Labels and Rating Systems, Freedom to Read Statement, and the Freedom to View Statement
(See Appendices A through G in the Procedures).
The Board of Trustees supports the Librarys dissemination of knowledge and information, and
the presentation of a wide variety of ideas. The customers of the Lexington Public Library have
the right to access diverse points of view. The Library does not try to justify any particular
ideas; nor does it promote any particular points of view.
The Board of Trustees of the Lexington Public Library recognizes that censorship is an individual
matter and while anyone is free to reject for him- or herself any material of which he or she
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does not approve, no one can exercise this personal right of censorship to restrict the freedom
of others to read, view, or listen.
The selection of library materials is predicated on the library customers right to read and his or
her freedom from censorship by others. Some materials are controversial and any given item
may offend someone. Selections will not be made on the basis of any anticipated approval or
disapproval. The merits of any material within the context of the established selection criteria
will be the primary consideration (See Section 2.4 of this Policy).
Parents or legal guardians have sole responsibility for their childs reading, viewing and listening
of Library materials. Neither the Library nor Library staff shall act in loco parentis. Selection
and/or shelving of materials will not be influenced by the possibility that materials might
inadvertently come into the possession of minors.
The Library does not preview video content for the purpose of rating titles. Except for those
titles which are provided with Motion Picture Association of America ratings (G, PG, PG-13, R,
and NC-17), the Library will circulate any unrated titles to all customers. It is the sole
responsibility of the customers to be aware some unrated titles may have content
inappropriate for children under age 18.
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Since the Lexington Public Library functions as a center for life-long learning, it has materials to
support learning through all the ages and phases of life, from the youngest childs needs to
those of senior citizens. While we do select materials to support the educational process as
much as possible, the Librarys collection cannot and does not substitute for the specialized
collections provided by a school or college library and makes no attempt to duplicate materials
(such as textbooks) in those collections. In addition, the obligation to provide duplicate copies
for students is primarily that of the college or school library. Lexington Public Library cannot
undertake meeting the demands of large class assignments.
A significant part of the Librarys collection is popular materials for recreational use. Popular
materials may be in a variety of formats and either fiction or nonfiction. The Librarys selectors
consider the popular materials collection seriously and select for a wide range of interests using
evidence-based software and statistics provided by outside vendors.
Materials are purchased in the most appropriate, and available, format for library and customer
use. Although the majority of the Library's collection is offered in the traditional print format,
valuable information is increasingly available in audio-visual and electronic formats. New
formats will be considered for the collection when industry reports, national survey results, and
local requests indicate that a significant portion of the community has the necessary technology
to make use of the new format. Other factors to be considered when deciding whether to add a
new format to the collection include: availability of items in the format, cost per item, and the
Library's ability to acquire, process, and circulate the items in the specific format.
Collection Development also entails maintaining the existing collection so that it remains vital
and useful to the community. This includes the regular and consistent evaluation of the
collection for elimination and replacement of worn out and dated materials using available
tools and software (See Section 3.7 in the Procedures).
2.2 Organization of Collection Development
The Executive Director is responsible for the selection, acquisition, and possible reconsideration
of library materials. This authority is delegated to the Executive Director by the Board of
Trustees which establishes the policies of the Library. The Executive Director delegates to the
Collection Development Committee the authority to interpret and apply the appropriate
policies and procedures in making day-to-day decisions regarding the collection.
Responsibilities of the Collection Development Committee include, but are not limited to:
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Assigning the responsibility for the selection of specific materials to individual subject or
format specialists;
Ensuring that established criteria are properly applied to the selection of materials and
resources (See Section 2.4 of this Policy);
Ensuring that the best evaluative tools are available to the selectors;
Reviewing the availability of materials in high demand and addressing gaps in the
collection;
Ensuring the collection is regularly weeded of out-dated, worn and un-used materials;
Enrich and support the educational, recreational, and informational needs of the users,
taking into consideration their varied interests, abilities, and learning styles;
Increase knowledge of and participation in the affairs of the community, the country
and the world;
With the growing availability and use of online resources, the following criteria, in addition to
the appropriate criteria listed above, should be used in consideration of acquiring and/or
maintaining online databases or other virtual services:
System priorities. A higher priority will be given to databases or services that will
provide access to the widest group of customers;
Usage;
Cost per use;
Viable alternatives to the database or service being considered;
Breadth vs. depth of information provided by the database or service;
Resources that are already offered in another format or service provided by the Library;
Use as a standard reference source.
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The Central Library has the largest number of print and non-print materials and houses
specialized collections, such as the Kentucky Room, the Grants Collection, and periodical
resources. While some of its collection may be more permanent in nature, the Central
Library should not be looked upon as a repository for the library system but as a
resource that is responsive to both current and long-term needs of our customers.
The chief function of all locations is to meet the popular and general needs of the
customers within their respective service areas and appropriate to their size. All location
collections are supported by the electronic resources (databases and streaming
materials) provided by the Lexington Public Library and The Kentucky Virtual Library.
Locations offer materials with proven or anticipated demand, and their collections are
developed based on the needs of their particular customers.
The Kentucky Room affirms the historical and cultural significance of our community by
collecting materials relevant to the history and genealogy of Fayette County and its
residents, the Commonwealth of Kentucky, and areas of historical importance in the
development of the Commonwealth. The departments goal is to serve as an
information center for historians and genealogists, and also provide resources to
customers seeking current information about state and local laws and government. The
main focus of the Kentucky Rooms collection is on secondary printed sources, but the
department also collects, preserves, retains, and provides access to primary materials
photographs, artifacts and other memorabilia - that will have informational value to our
customers. The Kentucky Rooms collection development procedures are discussed in
detail in Section 3 in the Procedures.
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The Lexington Public Librarys courier service allows for excellent resource-sharing among its
locations, which enables the library system to provide exceptional customer service to the
entire community.
Books and magazine articles not owned by the Lexington Public Library can be requested
through interlibrary loan (ILL). Utilizing the OCLC computer network, interlibrary loan allows
customers access to millions of titles owned by thousands of public, academic, and special
libraries throughout the world. Delivery times can vary depending on the source of the
material. Certain types of materials are not available through ILL. These include rare and
valuable books, books published within the past year, and audiovisual materials (with the
exception of titles owned by the Kentucky Department for Libraries and Archives (KDLA)).
Interlibrary loan can be requested online through the Librarys website, over the phone, or in
person at any of the Librarys locations.
2.6 Customer and Staff Recommendations
The Lexington Public Library accepts recommendations from customers and staff regarding
additions to the collection. These requests can be made online or by personal request. These
requests will be reviewed by the appropriate selectors and evaluated based on the selection
criteria. If the requested material meets the librarys needs and criteria, the item will be
purchased as funding allows.
2.7 Gifts, Memorials and Monetary Donations
The Lexington Public Library welcomes the donation of materials to the Library for the use of
the public. All such gifts are accepted with the understanding that they may or may not be
placed in any location, and that they may be bound, rebound, sold or discarded as their physical
condition and usefulness may warrant. Such material may be added to the collection if it meets
the Librarys criteria for selection. This policy establishes procedures for the handling of both
material and monetary gifts or donations (See Sections 3.3, 3.4, and 3.5 in the Procedures).
2.8 Reconsideration of Materials
The Lexington Public Library has as part of its mission, to provide a wide variety of materials to
meet the needs and interests of as many of our residents as possible. We do not segregate our
collection by age or interest (with the exception of R or NC-17 videos which are restricted
to checkout by those under 18, unless permission is granted by the parent or guardian) and as a
result, there may be times when a customer or staff member finds something in the collection
that he or she feels is inappropriate. Materials are selected for the library using the Collection
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Development Policies and Procedures. If a customer or staff member feels that an item was
purchased in error, he or she may request reconsideration of that item by following the
procedures outlined in the Reconsideration of Materials Procedure. (Approved 9/11)
2.9 Weeding the Library Collection
The goal of the Lexington Public Library is to provide timely and relevant library materials,
resources and services in good condition for our customers use. No attempt is made to create
a research collection except in selected areas. Weeding should entail the same care, thought,
and judgment as materials selection. In weeding the collection, it is important to keep in mind
the goals of the Librarys Collection Development Policy. In general, the Lexington Public Library
will follow the weeding guidelines established by the CREW method (see Appendix O in the
Procedures). A weeding and replacement schedule has been devised by the Collection
Development Committee to ensure regular maintenance of the collection and to increase
efficiency and effectiveness in the replacement and weeding of materials (See Section 3.8 in the
Procedures). The Library also makes use of evidence-based software to provide statistics on
material usage that informs the decision-making process. Multiple copies of materials may be
purchased to take care of permanent or temporary demands.
2.10 Policy Revision
This statement of policy will be reviewed at least every three years by the Collection
Development Committee. Suggestions for revisions will be submitted to the Executive Director
for review. The Executive Director will then present the revisions to the Board of Trustees for
adoption.
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L) to those customers desiring a statement for tax purposes, but the customers must determine
the value of the gift material in accordance with current tax laws. The Lexington Public Library is
not an appraisal agency and neither the Library nor its staff will assess the value of any gift
materials. Customers should refer to the information stated in IRS Publication 561, Determining
the Value of Donated Property for more details.
Gifts in the form of cash donations for materials purchases and memorial requests are also
accepted. Materials will be ordered in keeping with the donors wishes if the request complies
with the Librarys selection guidelines.
To properly recognize a cash donation or memorial request, staff members must fill out the
online Donor Acknowledgement Form located on the Library network (See Appendix M). Staff
should obtain as much information for the form as possible so that the proper recognition is
given.
If requested, a bookplate will be placed in each work purchased with monetary donations noting
the donor. Memorial requests also bear the persons name in whose memory the gift has been
made.
Donations that are not agency specific, but are designated for print or non-print materials will be
placed in the Library Materials Fund.
The exceptions to the above are materials that are donated specifically for the Friends of the
Library book sales.
3.4 Unsolicited Miscellaneous Donations
All locations receive unsolicited donations from publishers, authors and vendors in the form of
galleys, author promotional copies, and other types of publisher solicitations and are to be
treated in the same manner as donations from customers. The person offering the material must
be informed that the material becomes the property of the Library and the items may or may not
be added to the Librarys collection in accordance with the materials selection guidelines. In
accepting these items, the Library is not obligated to acknowledge receipt or return the items to
their source. As with customer donations, there can be no conditions attached to the acceptance
of the item(s).
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The material(s), the Request for Reconsideration Form, and other relevant materials such
as reviews will be forwarded to the Director of Library Services. If the request involves
childrens or teen materials, it will be sent to the Youth Services Manager.
Members of the Collection Development Committee, the manager of the location where
the request was made, and any experts deemed necessary by the Director of Library
Services, will form a committee to review the material(s) and determine whether or not
the material(s) meet the selection criteria of the Lexington Public Library's Collection
Development Policy. For childrens or teen materials the Youth Services Manager and the
childrens librarians will review the material(s) and consider the request at the next
scheduled Childrens Meeting. Re-cataloging may be considered if the item is determined
to be improperly cataloged as a juvenile item.
The customer or staff member will be notified of the decision of the committee within
one (1) month and the material(s) will either remain in the collection or be withdrawn at
that time.
Appeal of the committees decision may be made in writing to the Executive Director.
Final responsibility for materials reconsideration resides with the Executive Director of
the Lexington Public Library.
useful for our customers. The Library uses the guidelines outlined in the CREW method of
weeding (See Appendix O). Reports generated by the Librarys ILS system and any other collection
management products the library may employ, will be used to formulate a plan to engage in this
weeding process in concert with the established weeding and replacement schedule (See Section
3.8 of these Procedures
There are a number of categories of books which can be weeded from the collection. These
include:
Materials not circulated in two years;
Titles which have been superseded by newer editions;
Items that are worn or damaged;
Items that contain out-of-date material and which are superseded by more current titles
in any given category.
Titles which are not needed by other LPL locations are removed from the collection. They are
offered to the Friends of the Library to sell. The proceeds from the book sale benefit the Library
as a whole through the purchase of equipment, materials and support of programming.
a) The Librarys Collections
The librarys collections emphasize current and popular reading rather than scholarly works and
extensive reference holdings. The entire collection is on open shelving for customers to see and
browse. This makes physical appearance of paramount importance. Damaged and worn
materials should be withdrawn or replaced as needed. Currency of the collection is vital. It is
also true that each location has a maximum collection size beyond which it may not extend. With
these factors in mind, it then follows that locations must weed freely and frequently. The
ultimate goal is to have a fresh collection that meets the needs of its customers.
b) Adult Weeding Guidelines--- Last Copy (we need to discuss this at the next Coll. Dev.
Meeting.)
When weeding the adult circulating book collection, staff should check the item status to
determine if it is the last copy in the system.
Last copies will be considered as candidates for retention in the collection if they meet any of the
following criteria:
Local Author/History
Famous author
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Prominent award-winner
Fiction series (except mass market paperbacks)
Rarity/Out of print
Classic title in any field with original author
Only relevant title on the subject
Are still in good condition.
Any item a branch deems vital to the collection should be considered for retetnio at the location.
Local authors or Kentucky materials will be sent to the Kentucky Room for further evaluation as
appropriate.
Do not send last copies of mass market paperback titles.
Do send last copies of large print titles if they are former best-seller quality items and in good
condition.
c) Serials
Central Library generally retains those periodicals that have long-term research value in print
format for five years. Branches generally retain serials for one year or less. If older issues of a
particular title are available in computer-based format, the Library may decide to retain print
copies for a shorter period of time. Any periodical or newspaper that the Library determines
should be retained for historic value may be retained in print format indefinitely.
3.8 Weeding and Replacement Schedule
Each location will weed both Adult and Juvenile collections according to the groupings listed
below. All replacement orders for weeded titles must be submitted by the end of the month
following that areas appointed month (i.e.: Items weeded in March must have their replacement
orders submitted by the end of April).
All formats and genres should be weeded as you come to an area on the list. Ex., when you weed
an area of fiction, weed the Large Print, Mysteries, Science Fiction, Westerns, and audio books in
that area also. Nonfiction groups include Large Print, Reference, and audio book titles.
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August
Fiction AA-BL
Nonfiction
000-299 &
400-499
Nonfiction
700-799
Fiction
C-D
September
Fiction
Nonfiction
Nonfiction
500-599
Fiction
E-F
October
Fiction CR-FL
Nonfiction
300-399 (no
398s) & 800-899
November
Fiction FO-HE
Nonfiction
Biography
December
Fiction HI-KO
Nonfiction
590s
January
Fiction KR-ME
Nonfiction
398s
February
Fiction MI-RA
Nonfiction
700-799
March
Fiction RE-ST
Nonfiction
600-699
April
Fiction SW-Z
Nonfiction
900-999
July
Nonfiction 000-299
Fiction
A-B
August
September
October
November
December
January
February
March
Nonfiction
300-399
Fiction
G-H
Nonfiction
Biographies
Fiction
I-J
MUSIC categories A-M
Fiction
K-L
MUSIC categories N J
Fiction
M-N
VIDEOS
Fiction
BO-CO
500-589
O-P
Nonfiction 600-699
Fiction
Q-R
April
Nonfiction 900-999
Fiction
S-T
May
Nonfiction 400-499
Fiction
U-Z
June
Nonfiction 800-899
Fiction PAPERBACKS
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The Kentucky Room staff regularly evaluates Kentucky books that are donated to the
Friends of the Library Book Cellar, selecting improved copies, second copies, or titles new
to the collection. The Kentucky Room has frequently acquired out-of-print, signed,
association copies, or other scarce items which have enhanced the Kentucky Room
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collection.
b.
Family Histories
Individuals frequently donate family histories to the Kentucky Room collection. The
number and cost of family histories often makes them prohibitive for the library to
purchase, but staff may make purchase exceptions in the case of high-demand items or
items of exceptional quality.
c.
Memorial Books
Money is occasionally designated for Kentucky Room titles in memory of deceased loved
ones.
4.3 General Materials on Kentucky and Lexington
The collection includes publications in all areas relating to Kentucky and Lexington. New
books on Kentucky of interest to the general public and sources that complement the
existing collection are added to the collection. Materials that record Kentuckys and/or
Lexingtons history, development, cultural, ethnic and religious heritage will be added to
the collection as funds permit. Books by authors with a very limited connection to
Kentucky or books with popular subject matter of no special interest to Kentucky Room
users are not collected.
4.4 Genealogical Material
a. Kentucky and Lexington
Lexingtons importance as an early population center makes it a destination for many
genealogists researching families who migrated westward. Lexingtons status as one of
the largest cities in the state continues to draw researchers, even though three major
research libraries exist nearby. The Kentucky History Center, the Kentucky Department
for Libraries and Archives in Frankfort, and Special Collections at the University of
Kentucky all have collections of interest to genealogists, including microfilmed records for
many counties in Kentucky.
However, evening and weekend hours and free parking make Lexington Public Library a
more accessible research spot for some visitors from other areas of the country.
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Kentucky Room will not actively seek family photograph collections, but gifts of this type
may be considered on a case-by-case basis. The Kentucky Room may acquire copies of
photographs considered important, when and if they are made available.
4.11 State and Local Documents
The Kentucky Department for Libraries Public Records Division serves as a comprehensive
permanent repository for Kentucky state documents. The Kentucky Room will have a
collection of those state documents most used by the public. Staff will consider
discontinuing documents in paper format when they appear online.
The Kentucky Room is the most accessible location for citizens who want to use local
documents. The Kentucky Room will collect Lexington-Fayette Urban County documents,
including but not limited to, budgets, annual and special reports, agendas, minutes, and
audit reports, and will keep those as deemed necessary and as space permits.
4.12 Fiction, Literature, Poetry
The Kentucky Room has a representative collection of Kentucky authors. The definition of
the Kentucky author varies considerably and there is no comprehensive list of such
authors. Therefore, staff will choose for the collection books whose authors have an
established link to the state or whose subject matter deals with Kentucky.
4.13 Audiovisual Materials
The Kentucky Room does not actively collect in this area, wth the exception of materials
purchased in support of local music collection and listening stations. However, we will
consider the addition of audio-visual materials on a case-by-case basis. Relevance,
accessibility, space, the collection policies of other institutions, and the equipment
needed to make the items accessible are all factors involved in the decision to accept and
catalog A/V formats.
4.14 Artifacts, Art and Realia
Objects suited to museums were largely dispersed from the librarys collections in the
1970s and earlier, and the Kentucky Room does not actively collect these items. The
library has limited space for housing these types of objects, and several museums in
Lexington and Central Kentucky exist to collect artifacts. However, objects with a
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significant relationship to the library or that enhance its collections will be considered on
a case-by-case basis as they become available for purchase.
4.15 Legal Resources
The collection of legal resources in the Kentucky Room is limited because of the proximity
of the Court House Law Library and the University of Kentucky Law Library. The Kentucky
Room does not acquire case law or law journals.
4.16 Appalachian Materials
Because of the extensive Appalachian Collection at the University of Kentucky, the Library
does not attempt to be comprehensive as a regional collection. Items on Appalachia will
be considered for the collection if they appear relevant for the general public, and as
funds permit.
4.17 Childrens Literature
The Kentucky Room has not actively collected or made any attempt to be comprehensive
in this area. However, when offered, the staff may choose to add juvenile titles by
Kentucky authors.
4.18 Information On Horses and the Horse Industry
General materials on the care and training of horses are in the circulating collections of
the Library. The Kentucky Room does not attempt to duplicate the in-depth collection of
materials on thoroughbred racing maintained by the Keeneland Library. However, books
with a connection to Kentucky racetracks, horses, farms, or books that contribute to an
understanding of the history of the various Kentucky horse industries will be collected.
4.19 Special Collecting Focus: Central Kentucky Women Writers
Writing by Kentucky women writers in the late 19th and early 20th century is an important
period in womens literature and has generated interest among researchers. Not only
were more women becoming authors, but those in Kentucky often reflected the status of
the Commonwealth as a border state during the Civil War, its embrace of the lost cause
following the war, and its sense of regionalism. The Kentucky Women Writers
Conference, which takes place in Lexington each year, continues to generate interest in
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women authors.
The Kentucky Room includes a core collection by some of the more well-known Lexington
and Kentucky writers of the period: Alice Hegan Rice, Eleanor Talbot Kinkead, etc. We
will add to these collections and try to locate titles by lesser-known authors. First priority
will be given to Central Kentucky women writers, and staff will consider women writers
from other parts of the state as funds permit.
4.20 Weeding the Kentucky Room Collection
The materials collected and maintained as part of the Kentucky Room collection are
generally deemed to be of a permanent nature. There are times, however, when items
may need to be weeded from the collection. Before this process takes place, materials
are evaluated to see whether they meet any of the following criteria:
Materials that are of an ephemeral nature and will likely not be needed for
research in the future. For example draft copies of Lexington-Fayette
County Urban County Government documents which have been
superseded by final publications that are contained in our collection.
Books that are duplicate copies of others in our collection. We often
collect several copies of the same edition of a book so we have a back up
copy. Should space dictate the need to discard extra copies, staff may do
so.
Worn or damaged copies of books for which better replacement copies are
available may be discarded.
Should an item be determined to be totally outside the scope of our
collection, staff will attempt to ascertain why it was included and may
decide to withdraw the item.
Any of the above steps will be taken only upon the advice or consultation with the
librarian responsible for the collection in the Kentucky Room. No large scale weeding can
take place without the permission of the Central LibraryManager, Adult Services Assistant
Manager (who also acts as the Kentucky Room Librarian) and the Director of Library
Services.
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APPENDICES
Appendix A
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and
ideas, and that the following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and
enlightenment of all people of the community the library serves. Materials should not be
excluded because of the origin, background, or views of those contributing to their
creation.
II. Libraries should provide materials and information presenting all points of view on
current and historical issues. Materials should not be proscribed or removed because of
partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide
information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting
abridgment of free expression and free access to ideas.
V. A persons right to use a library should not be denied or abridged because of origin,
age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they
serve should make such facilities available on an equitable basis, regardless of the beliefs
or affiliations of individuals or groups requesting their use.
Adopted June 18, 1948 by the ALA Council; amended February 2, 1961; amended June
28, 1967; amended January 23, 1980; inclusion of age reaffirmed January 24, 1996.
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Appendix B
Diversity In Collection Development
An Interpretation of the LIBRARY BILL OF RIGHTS
Collection development should reflect the philosophy inherent in Article II of the Library
Bill of Rights: Libraries should provide materials and information presenting all points of
view on current and historical issues. Materials should not be proscribed or removed
because of partisan or doctrinal disapproval. Library collections must represent the
diversity of people and ideas in our society. There are many complex facets to any issue,
and many contexts in which issues may be expressed, discussed, or
interpreted. Librarians have an obligation to select and support access to materials and
resources on all subjects that meet, as closely as possible, the needs, interests, and
abilities of all persons in the community the library serves.
Librarians have a professional responsibility to be inclusive, not exclusive, in collection
development and in the provision of interlibrary loan. Access to all materials and
resources legally obtainable should be assured to the user, and policies should not
unjustly exclude materials and resources even if they are offensive to the librarian or the
user. This includes materials and resources that reflect a diversity of political, economic,
religious, social, minority, and sexual issues. A balanced collection reflects a diversity of
materials and resources, not an equality of numbers.
Collection development responsibilities include selecting materials and resources in
different formats produced by independent, small and local producers as well as
information resources from major producers and distributors. Materials and resources
should represent the languages commonly used in the librarys service community and
should include formats that meet the needs of users with disabilities. Collection
development and the selection of materials and resources should be done according to
professional standards and established selection and review procedures. Librarians may
seek to increase user awareness of materials and resources on various social concerns by
many means, including, but not limited to, issuing lists of resources, arranging exhibits,
and presenting programs.
Over time, individuals, groups, and entities have sought to limit the diversity of library
collections. They cite a variety of reasons that include prejudicial language and ideas,
political content, economic theory, social philosophies, religious beliefs, sexual content
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and expression, and other potentially controversial topics. Examples of such censorship
may include removing or not selecting materials because they are considered by some as
racist or sexist; not purchasing conservative religious materials; not selecting resources
about or by minorities because it is thought these groups or interests are not represented
in a community; or not providing information or materials from or about non-mainstream
political entities. Librarians have a professional responsibility to be fair, just, and
equitable and to give all library users equal protection in guarding against violation of the
library customers right to read, view, or listen to materials and resources protected by
the First Amendment, no matter what the viewpoint of the author, creator, or
selector. Librarians have an obligation to protect library collections from removal of
materials and resources based on personal bias or prejudice.
Intellectual freedom, the essence of equitable library services, provides for free access to
all expressions of ideas through which any and all sides of a question, cause, or movement
may be explored. Toleration is meaningless without tolerance for what some may
consider detestable. Librarians must not permit their own preferences to limit their
degree of tolerance in collection development.
Adopted July 14, 1982, by the ALA Council; amended January 10, 1990; July 2, 2008.
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Appendix C
Free Access To Libraries For Minors
An Interpretation of the Library Bill of Rights
Library policies and procedures that effectively deny minors equal and equitable access
to all library resources available to other users violate the Library Bill of Rights. The
American Library Association opposes all attempts to restrict access to library services,
materials, and facilities based on the age of library users.
606H
Article V of the Library Bill of Rights states: "A person's right to use a library should not be
denied or abridged because of origin, age, background, or views." The "right to use a
library" includes free access to, and unrestricted use of, all the services, materials, and
facilities the library has to offer. Every restriction on access to, and use of, library
resources, based solely on the chronological age, educational level, literacy skills, or legal
emancipation of users violates Article V.
Libraries are charged with the mission of developing resources to meet the diverse
information needs and interests of the communities they serve. Services, materials, and
facilities that fulfill the needs and interests of library users at different stages in their
personal development are a necessary part of library resources. The needs and interests
of each library user, and resources appropriate to meet those needs and interests, must
be determined on an individual basis. Librarians cannot predict what resources will best
fulfill the needs and interests of any individual user based on a single criterion such as
chronological age, educational level, literacy skills, or legal emancipation.
Libraries should not limit the selection and development of library resources simply
because minors will have access to them. Institutional self-censorship diminishes the
credibility of the library in the community, and restricts access for all library users.
Children and young adults unquestionably possess First Amendment rights, including the
right to receive information in the library. Constitutionally protected speech cannot be
suppressed solely to protect children or young adults from ideas or images a legislative
body believes to be unsuitable for them.1 Librarians and library governing bodies should
not resort to age restrictions in an effort to avoid actual or anticipated objections, because
only a court of law can determine whether material is not constitutionally protected.
The mission, goals, and objectives of libraries cannot authorize librarians or library
governing bodies to assume, abrogate, or overrule the rights and responsibilities of
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parents. As "Libraries: An American Value" states, "We affirm the responsibility and the
right of all parents and guardians to guide their own children's use of the library and its
resources and services." Librarians and governing bodies should maintain that parents
and only parentshave the right and the responsibility to restrict the access of their
childrenand only their childrento library resources. Parents who do not want their
children to have access to certain library services, materials, or facilities should so advise
their children. Librarians and library governing bodies cannot assume the role of parents
or the functions of parental authority in the private relationship between parent and
child.
Lack of access to information can be harmful to minors. Librarians and library governing
bodies have a public and professional obligation to ensure that all members of the
community they serve have free, equal, and equitable access to the entire range of library
resources regardless of content, approach, format, or amount of detail. This principle of
library service applies equally to all users, minors as well as adults. Librarians and library
governing bodies must uphold this principle in order to provide adequate and effective
service to minors.
1See
Erznoznik v. City of Jacksonville, 422 U.S. 205 (1975)-"Speech that is neither obscene as to
youths nor subject to some other legitimate proscription cannot be suppressed solely to protect
the young from ideas or images that a legislative body thinks unsuitable [422 U.S. 205, 214] for
them. In most circumstances, the values protected by the First Amendment are no less applicable
when government seeks to control the flow of information to minors. See Tinker v. Des Moines
School Dist., supra. Cf. West Virginia Bd. of Ed. v. Barnette, 319 U.S. 624 (1943)."
Adopted June 30, 1972 by the ALA Council; amended July 1, 1981; July 3, 1991, June 30,
2004.
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Appendix D
Expurgation of Library Materials
An Interpretation of the Library Bill of Rights
Expurgating library materials is a violation of the Library Bill of Rights. Expurgation as
defined by this interpretation includes any deletion, excision, alteration, editing, or
obliteration of any part(s) of books or other library resources by the library, its agents,
or its parent institution (if any) when done for the purposes of censorship. Such action
stands in violation of Articles I, II, and III of the Library Bill of Rights, which state that
Materials should not be excluded because of the origin, background, or views of those
contributing to their creation, that Materials should not be proscribed or removed
because of partisan or doctrinal disapproval, and that Libraries should challenge
censorship in the fulfillment of their responsibility to provide information and
enlightenment.
The act of expurgation denies access to the complete work and the entire spectrum of
ideas that the work is intended to express. This is censorship. Expurgation based on the
premise that certain portions of a work may be harmful to minors is equally a violation
of the Library Bill of Rights.
Expurgation without permission from the rights holder may violate the copyright
provisions of the United States Code.
The decision of rights holders to alter or expurgate future versions of a work does not
impose a duty on librarians to alter or expurgate earlier versions of a work. Librarians
should resist such requests in the interest of historical preservation and opposition to
censorship. Furthermore, librarians oppose expurgation of resources available through
licensed collections. Expurgation of any library resource imposes a restriction, without
regard to the rights and desires of all library users, by limiting access to ideas and
information.
Adopted February 2, 1973, by the ALA Council; amended July 1, 1981; January 10, 1990;
July 2, 2008.
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Appendix E
Labels and Rating Systems
An Interpretation of the LIBRARY BILL OF RIGHTS
Libraries do not advocate the ideas found in their collections or in resources accessible
through the library. The presence of books and other resources in a library does not
indicate endorsement of their contents by the library. Likewise, the ability for library users
to access electronic information using library computers does not indicate endorsement
or approval of that information by the library.
Labels
Labels on library materials may be viewpoint-neutral directional aids that save the time
of users, or they may be attempts to prejudice or discourage users or restrict their access
to materials. When labeling is an attempt to prejudice attitudes, it is a censor's tool. The
American Library Association opposes labeling as a means of predisposing people's
attitudes toward library materials.
Prejudicial labels are designed to restrict access, based on a value judgment that the
content, language or themes of the material, or the background or views of the creator(s)
of the material, render it inappropriate or offensive for all or certain groups of users. The
prejudicial label is used to warn, discourage or prohibit users or certain groups of users
from accessing the material. Such labels may be used to remove materials from open
shelves to restricted locations where access depends on staff intervention.
Viewpoint-neutral directional aids facilitate access by making it easier for users to locate
materials. The materials are housed on open shelves and are equally accessible to all
users, who may choose to consult or ignore the directional aids at their own discretion.
Directional aids can have the effect of prejudicial labels when their implementation
becomes proscriptive rather than descriptive. When directional aids are used to forbid
access or to suggest moral or doctrinal endorsement, the effect is the same as prejudicial
labeling.
Rating Systems
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Appendix F
Freedom To Read Statement
The freedom to read is essential to our democracy. It is continuously under attack. Private
groups and public authorities in various parts of the country are working to remove or
limit access to reading materials, to censor content in schools, to label "controversial"
views, to distribute lists of "objectionable" books or authors, and to purge libraries. These
actions apparently rise from a view that our national tradition of free expression is no
longer valid; that censorship and suppression are needed to counter threats to safety or
national security, as well as to avoid the subversion of politics and the corruption of
morals. We, as individuals devoted to reading and as librarians and publishers responsible
for disseminating ideas, wish to assert the public interest in the preservation of the
freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy:
that the ordinary individual, by exercising critical judgment, will select the good and reject
the bad. We trust Americans to recognize propaganda and misinformation, and to make
their own decisions about what they read and believe. We do not believe they are
prepared to sacrifice their heritage of a free press in order to be "protected" against what
others think may be bad for them. We believe they still favor free enterprise in ideas and
expression.
These efforts at suppression are related to a larger pattern of pressures being brought
against education, the press, art and images, films, broadcast media, and the Internet.
The problem is not only one of actual censorship. The shadow of fear cast by these
pressures leads, we suspect, to an even larger voluntary curtailment of expression by
those who seek to avoid controversy or unwelcome scrutiny by government officials.
Such pressure toward conformity is perhaps natural to a time of accelerated change. And
yet suppression is never more dangerous than in such a time of social tension. Freedom
has given the United States the elasticity to endure strain. Freedom keeps open the path
of novel and creative solutions, and enables change to come by choice. Every silencing of
a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of
our society and leaves it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to
read and write is almost the only means for making generally available ideas or manners
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of expression that can initially command only a small audience. The written word is the
natural medium for the new idea and the untried voice from which come the original
contributions to social growth. It is essential to the extended discussion that serious
thought requires, and to the accumulation of knowledge and ideas into organized
collections.
We believe that free communication is essential to the preservation of a free society and
a creative culture. We believe that these pressures toward conformity present the danger
of limiting the range and variety of inquiry and expression on which our democracy and
our culture depend. We believe that every American community must jealously guard the
freedom to publish and to circulate, in order to preserve its own freedom to read. We
believe that publishers and librarians have a profound responsibility to give validity to
that freedom to read by making it possible for the readers to choose freely from a variety
of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people
will stand firm on these constitutional guarantees of essential rights and will exercise the
responsibilities that accompany these rights.
We therefore affirm these propositions:
1.
It is in the public interest for publishers and librarians to make available the widest diversity of
views and expressions, including those that are unorthodox, unpopular, or considered dangerous
by the majority.
Creative thought is by definition new, and what is new is different. The bearer of
every new thought is a rebel until that idea is refined and tested. Totalitarian
systems attempt to maintain themselves in power by the ruthless suppression of
any concept that challenges the established orthodoxy. The power of a democratic
system to adapt to change is vastly strengthened by the freedom of its citizens to
choose widely from among conflicting opinions offered freely to them. To stifle
every nonconformist idea at birth would mark the end of the democratic process.
Furthermore, only through the constant activity of weighing and selecting can the
democratic mind attain the strength demanded by times like these. We need to
know not only what we believe but why we believe it.
2.
Publishers, librarians, and booksellers do not need to endorse every idea or presentation they
make available. It would conflict with the public interest for them to establish their own political,
moral, or aesthetic views as a standard for determining what should be published or circulated.
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It is contrary to the public interest for publishers or librarians to bar access to writings on the
basis of the personal history or political affiliations of the author.
There is no place in our society for efforts to coerce the taste of others, to confine adults to the
reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve
artistic expression.
To some, much of modern expression is shocking. But is not much of life itself
shocking? We cut off literature at the source if we prevent writers from dealing
with the stuff of life. Parents and teachers have a responsibility to prepare the
young to meet the diversity of experiences in life to which they will be exposed,
as they have a responsibility to help them learn to think critically for themselves.
These are affirmative responsibilities, not to be discharged simply by preventing
them from reading works for which they are not yet prepared. In these matters
values differ, and values cannot be legislated; nor can machinery be devised that
will suit the demands of one group without limiting the freedom of others.
5.
It is not in the public interest to force a reader to accept the prejudgment of a label characterizing
any expression or its author as subversive or dangerous.
It is the responsibility of publishers and librarians, as guardians of the people's freedom to read,
to contest encroachments upon that freedom by individuals or groups seeking to impose their
own standards or tastes upon the community at large; and by the government whenever it seeks
to reduce or deny public access to public information.
392
It is inevitable in the give and take of the democratic process that the political, the
moral, or the aesthetic concepts of an individual or group will occasionally collide
with those of another individual or group. In a free society individuals are free to
determine for themselves what they wish to read and each group is free to
determine what it will recommend to its freely associated members. But no group
has the right to take the law into its own hands, and to impose its own concept of
politics or morality upon other members of a democratic society. Freedom is no
freedom if it is accorded only to the accepted and the inoffensive. Further,
democratic societies are more safe, free, and creative when the free flow of public
information is not restricted by governmental prerogative or self-censorship.
7.
It is the responsibility of publishers and librarians to give full meaning to the freedom to read by
providing books that enrich the quality and diversity of thought and expression. By the exercise
of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good
one, the answer to a "bad" idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain
matter fit for that reader's purpose. What is needed is not only the absence of
restraint, but the positive provision of opportunity for the people to read the best
that has been thought and said. Books are the major channel by which the
intellectual inheritance is handed down, and the principal means of its testing and
growth. The defense of the freedom to read requires of all publishers and
librarians the utmost of their faculties, and deserves of all Americans the fullest of
their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out
a lofty claim for the value of the written word. We do so because we believe that it is
possessed of enormous variety and usefulness, worthy of cherishing and keeping free.
We realize that the application of these propositions may mean the dissemination of ideas
and manners of expression that are repugnant to many persons. We do not state these
propositions in the comfortable belief that what people read is unimportant. We believe
rather that what people read is deeply important; that ideas can be dangerous; but that
the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous
way of life, but it is ours.
This statement was originally issued in May of 1953 by the Westchester Conference of the
American Library Association and the American Book Publishers Council, which in 1970
consolidated with the American Educational Publishers Institute to become the
Association of American Publishers.
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Adopted June 25, 1953 by the ALA Council and the AAP Freedom to Read
Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.
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Appendix G
Freedom To View Statement
The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is
protected by the First Amendment to the Constitution of the United States. In a free
society, there is no place for censorship of any medium of expression. Therefore these
principles are affirmed:
1.
2.
3.
4.
5.
To provide the broadest access to film, video, and other audiovisual materials because they are a
means for the communication of ideas. Liberty of circulation is essential to insure the
constitutional guarantee of freedom of expression.
To protect the confidentiality of all individuals and institutions using film, video, and other
audiovisual materials.
To provide film, video, and other audiovisual materials which represent a diversity of views and
expression. Selection of a work does not constitute or imply agreement with or approval of the
content.
To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or
other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer
or filmmaker or on the basis of controversial content.
To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.
This statement was originally drafted by the Freedom to View Committee of the American
Film and Video Association (formerly the Educational Film Library Association) and was
adopted by the AFVA Board of Directors in February 1979. This statement was updated
and approved by the AFVA Board of Directors in 1989.
Endorsed January 10, 1990 by the ALA Council
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Appendix H
Code Of Ethics Of The American Library Association
As members of the American Library Association, we recognize the importance of codifying and
making known to the profession and to the general public the ethical principles that guide the
work of librarians, other professionals providing information services, library trustees and library
staffs.
Ethical dilemmas occur when values are in conflict. The American Library Association Code of
Ethics states the values to which we are committed, and embodies the ethical responsibilities of
the profession in this changing information environment.
We significantly influence or control the selection, organization, preservation, and dissemination
of information. In a political system grounded in an informed citizenry, we are members of a
profession explicitly committed to intellectual freedom and the freedom of access to
information. We have a special obligation to ensure the free flow of information and ideas to
present and future generations.
The principles of this Code are expressed in broad statements to guide ethical decision making.
These statements provide a framework; they cannot and do not dictate conduct to cover
particular situations.
I. We provide the highest level of service to all library users through appropriate and usefully
organized resources; equitable service policies; equitable access; and accurate, unbiased, and
courteous responses to all requests.
II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
III. We protect each library user's right to privacy and confidentiality with respect to information
sought or received and resources consulted, borrowed, acquired or transmitted.
IV. We respect intellectual property rights and advocate balance between the interests of information
users and rights holders.
V. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate
conditions of employment that safeguard the rights and welfare of all employees of our
institutions.
VI. We do not advance private interests at the expense of library users, colleagues, or our employing
institutions.
VII. We distinguish between our personal convictions and professional duties and do not allow our
personal beliefs to interfere with fair representation of the aims of our institutions or the provision
of access to their information resources.
VIII. We strive for excellence in the profession by maintaining and enhancing our own knowledge and
skills, by encouraging the professional development of co-workers, and by fostering the aspirations
of potential members of the profession.
Adopted June 28, 1997 by the ALA Council; Amended January 22, 2008.
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Appendix O
Weeding The Librarys Collection Using The CREW Method
The Lexington Public Librarys Collection Development Committee has agreed that it will
use the evaluative and weeding standards established with the CREW (Continuous
Review, Evaluation, and Weeding) method.
The original CREW manual was published in 1976, but underwent a revision in 2008 by
the Texas State Library and Archives, which is the document the Lexington Public Library
will utilize.
The CREW method document is available online at:
https://www.tsl.state.tx.us/sites/default/files/public/tslac/ld/pubs/crew/crewmethod0
8.pdf
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