- Children Alone
- Conduct at the Library
- Confidentiality of Library Patron Information
- Current Fees & Related Procedures
- Display, Exhibit, & Bulletin Board
- Emergency Operations
- Fixed Assets & Disposition
- Internet & Computer Use
- Library Collection Management
- Materials Loan
- Materials Selection Criteria
- Meeting Room
- Non-smoking Environment
- Open Conduct of Business & Records Retention
- Programs & Events
- Purchasing & Contracting
- Use of Video Systems
The Orcas Island Library District aims to promote equal access to information for all persons and recognizes the ongoing need to increase awareness of and responsiveness to the diversity of the communities we serve.
No person shall be excluded from participation in or be subjected to discrimination in any program or activity of the Orcas Island Library District on the basis of language or literacy-related barriers; economic distress; cultural or social isolation; physical or attitudinal barriers; racism; discrimination on the basis of appearance, ethnicity, immigrant status, religious background, sexual orientation, gender identity, gender expression; or barriers to equal education, employment, and housing.
Revised 4/1996, 4/2006
Revised 8/2010, renamed from Discrimination
The Library welcomes children. Library staff members are trained to help children with library materials and services. We want to provide a safe and appropriate environment for all library users. However, childcare is not the Library's role.
Parents and caregivers are responsible for the safety, comfort and behavior of their children while in the library. Please make sure your child comes to the Library with a responsible person, or that the child is mature enough to function in a safe and confident manner that observes the Library's Policy on Conduct.
Library staff members will intervene when a child alone is:
- Frightened or crying in the Library,
- Doing something dangerous, or another person in the Library seems to be a danger to the child,
- Not following the Policy on Conduct, or is
- Not met by a caregiver at closing time.
Library staff members will evaluate the situation and try to contact the child's parent or guardian.
conduct at the library
The Orcas Island Library District makes its resources and services available to all library users. The staff will offer fair and courteous treatment, as well as assistance with use of the library, including physical accommodation. Service is our first priority. Please let us know how we can improve our services, collections, and facilities.
Acceptable conduct includes:
- Consideration and respect for staff and other library users, and
- Responsibility for the selections, behavior, and safety of one's own minor children and for other dependents in one's charge.
Unacceptable conduct includes behavior that:
- Does not fit into the above category, and interferes with other people's ability to reasonably work in or make use of the Library building or grounds,
- Constitutes a crime, or
- Could result in injury to a person or damage to property.
Specific examples include, but are not limited to, soliciting, offensive personal hygiene, carrying unsecured food and drink, bringing pets inside the building, and overnight camping on the Library grounds..
Consequences for violating the Policy on Conduct:
- People who demonstrate unacceptable conduct will be asked to modify their behavior, or to leave the building or grounds for a period of time as specified by staff.
- The Director is responsible for establishing procedures as appropriate for implementing this Policy.
confidentiality of library patron information
Statement of Policies
- Personally identifiable information about Library patrons and their use of the Library is private. The Library shall not disclose such information to anyone except in the following cases:
- If required by law, pursuant to a valid subpoena, warrant, court order or other investigatory document;
- On written consent of the patron; or
- When absolutely necessary for the effective operation of the library, and then to the narrowest extent possible.
- All requests for information must be addressed to the Director, who shall consult with the Trustees and legal counsel when appropriate.
- Patrons who use library services requiring personally identifiable information are entitled to view their own records.
- Patrons who fail to return materials in a timely manner will be deemed to have waived their right to confidentiality insofar as is necessary for the Library to retrieve the missing material or secure appropriate compensation for its loss.
- The Library will make a good-faith effort to notify patrons of any changes in the law or policies pertaining to Library use that may affect patrons' privacy or intellectual freedom.
- Patrons who have questions, concerns, or complaints about the Library's handing of their privacy and confidentiality rights should file written comments with the Director. All such comments will be investigated, and responded to when appropriate.
Policy rationale. The Library's commitment to patrons' privacy and confidentiality is rooted not only in the law but in the ethics and practices of librarianship as defined by the American Library Association and affirmed by the Board of Trustees.
The possibility of surveillance, whether direct or through access to records of speech, research and exploration, undermines a democratic society. Therefore, the Library will not share data on any individual with third parties unless required by law, directed by that patron, or compelled by circumstances relating to the Library's effective function.
Patrons should be aware that the USA PATRIOT Act and other recently enacted laws, regulations, and guidelines increase the likelihood that their activities, including their use of computers to browse the Web or access e-mail, may be under government surveillance without their knowledge or consent. Under the Act, the FBI may obtain access to all personally identifiable information, including books and other materials checked out; searches done on Library computers, including places visited on the Internet; books and other materials borrowed through interlibrary loan; when and where patrons have signed up to use library computers, study rooms, and the like; and notes taken by librarians when helping patrons with questions. The Act also prohibits Library personnel from notifying a patron under suspicion, the press, or anyone else that an investigation is underway.
Information needed for core services. The Library avoids creating unnecessary records and retaining records unnecessary to the fulfillment of its mission. It does not engage in practices that might place private information on public view. It must, however, gather and retain certain information about current patrons in order to provide services, including information pertaining to registration, circulation, and electronic access. (Examples of such information would include name, e-mail address, library card barcode, phone number or home address.) All personally identifiable information is kept confidential and will not be sold, licensed or disclosed under any circumstances except those enumerated in the Statement of Policy.
Records of use. Links between patron records and materials borrowed are deleted when items are returned, and other records are deleted as soon as the original purpose for data collection has been satisfied. In-house access to information in all formats is available without creating a data trail. The Library has invested in appropriate technology to protect the security of any personally identifiable information while it is in the Library's custody, and aggregate, summary data is stripped of personally identifiable information.
Third Party Security. All contracts, licenses, and offsite computer service arrangements reflect the Library's policies and legal obligations concerning patron privacy and confidentiality. Should a third party require access to our users' personally identifiable information, our agreements address appropriate restrictions on the use, aggregation, dissemination, and sale of that information, particularly information about minors.
Staff Access to Personal Data. Only authorized Library staff members with assigned confidential passwords may access personal data stored in the Library's computer system for the purpose of performing library work.
current fees and related procedures
Meeting room use: free, or $5 per attendee per session, paid by the presenter, for tuition-based classes.
Visitor library card: $10 per month per account, allowing up to five checked-out items on the account concurrently.
Nonresident library card: $100 per year for full borrowing privileges.
Replacement library card: $1
Copies and prints: $.10 per sheet for black and white; $.50 per sheet for color. Scanning is free; also, any copies or prints for school assignments.
Lost items: list price as recorded in the Library's online catalog, or as adjusted by staff depending on the item's condition, amount of usage, or other factors.
Damaged items or missing inventory: based on the cost of repairs or replacement.
Ear buds: $1
USB flash drives: $5
Book bags: $1
Updated 9/2020 PH
display, exhibit, & bulletin board
For the purposes of this policy statement, the words display, exhibit, and bulletin board item will in most cases be interchangeable.
The Orcas Island Library District intends displays, exhibits, and bulletin board items to support its service goals and to reflect service priorities in choice of content and in allocation of space and time within the building. In general, displays serve an informational role, and in most cases will not include promotional or marketing materials by for-profit contributors.
The Library will adjust scheduling and space as necessary to balance community access, and as appropriate, will endeavor to make each display a balanced portrayal of issues. Included materials should be relevant to the purpose of the display.
Sometimes the Library will solicit material for displays. In the event a community member or organization independently offers a display or exhibit, the Library Director and staff may or may not schedule space depending on overall service priorities.
Bulletin board space in general is available only to nonprofit organizations and to individuals promoting not-for-profit educational events that are in alignment with Library service goals.
The Library reserves the right to cancel a reservation for display space if the space is required for use by the Library or Library-related organizations. The Library does not assume responsibility or liability for damage to or theft of materials exhibited in or on Library property.
Provision of space in no way constitutes Library endorsement of the viewpoints expressed by displays or of the individuals or groups responsible for them. Each item or group of items will include a clearly visible statement of responsibility. Publicity must not suggest Library sponsorship or affiliation if none explicitly exists.
All materials exhibited in the Library are subject to the approval of the Library Director.
Revised 5/2006, 5/2007
Reviewed 3/1994, 2/2000
The Orcas Island Library may either operate with modified hours or services or close the building entirely due to events outside of Library control. Such events may include, but are not limited to, weather-related conditions, natural or man-made disasters, long-term loss of electricity or other utilities, a health emergency, and/or any other event that inhibits the Library’s ability to safely conduct normal activities.
Examples of relevant events include:
- Weather conditions making travel to and/or operation of the facility impractical or unsafe;
- Widespread disease conditions that might result in the Library becoming a likely location for spreading of the disease;
- An emergency declared by a government agency such that all nonessential services have been curtailed, residents have been asked to restrict their travel, and/or government offices and schools have been closed;
- Unsafe and/or unhealthy working conditions due to loss of electrical power or other utilities, or heating/air conditioning system failure;
- Any other condition or event that may adversely affect the health and safety of Library staff, volunteers, and/or the public.
The Library Director or designee shall make all closure or service reduction decisions, making extensive use of guidance from County, State, and Federal resources, as appropriate and relevant to the circumstances.
In the event of modified hours or services or building closure, the Library Director will make corresponding changes in staff assignments and schedules when necessary, in order to maintain the most effective possible Library operations. As approved by the Director on a case-by-case basis, this may include working in a different location than the Library building itself.
During periods of extended mandatory closures or extraordinary circumstances, the Library Board may, with guidance from relevant legal and other resources, modify the Library’s staff scheduling, compensation, and other policies in order to most effectively restore normal operations.
fixed assets & disposition
The District strives to safeguard, control, and account for supplies and fixed assets; and to maintain and replace its fixed assets on a consistent basis. This applies also to the facilities and grounds. The District will maintain records on buildings, equipment, and assets of a non-consumable nature valued above $500; also, on items valued above $100 that are of a theft-sensitive nature as determined by the Director.
The District shall dispose of items as warranted by their condition, functionality, or overall usefulness. Options for disposal include transfer or sale at reduced price to nonprofit entities, including the Friends of Orcas Island Library; public auction or sale preceded by public notice; and free pickup at the Library on a first-come, first-served basis. The District's intent is to best match the items' usefulness and value to their method of disposal in a responsible, fair, and open manner, using means of public notification appropriate to the estimated value of the items. The Director shall determine and report to the Board the disposition of surplus items.
Adopted as [part of the] Public Works and Purchasing Policy: October 11, 2005
Adopted as Public Works, Purchasing, Fixed Assets, and Disposition Policy: July 13, 2009
Approved as a separate Fixed Assets and Disposition Policy: January 10, 2018
The Orcas Island Public Library welcomes gifts of materials, equipment, assets, and money to supplement materials and services that it provides to the community.
Written agreement with the Friends of Orcas Island Library specifies that donated books and other library materials become the property of the Friends. However, donated materials may be added to the Library collection as guided by the Materials Selection policy.
Gift items are viewed with respect to selection and disposition the same as purchased items. They become the property of the Library.
The Library may accept earmarked donations if the donor's wishes are compatible with the mission and policies of the Library.
Contributions are deductible for income tax purposes to the extent allowed by law. Appraisal of donated materials remains the responsibility of the donor
Reviewed 1994, 2/2000
internet & computer use
The Orcas Island Public Library, in ways that support its mission, offers access to computers and to the Internet as well as to other technologies as available and appropriate.
Each individual computer user takes responsibility for his or her own actions using Library equipment or the Internet. In the case of minors, responsibility lies with the parents or legal guardians.
Computer users are responsible for the security and integrity of their own communications and information. The Library's network is not a secure environment.
Users should be aware that government agencies and others may have the right to obtain user information.
library collection management
The Orcas Island Library District has a strong commitment to the development and maintenance of a vibrant, balanced collection of books, other materials, and electronic resources appropriate to its mission and its service values. Careful management of this collection involves both addition and withdrawal.
The Board of Trustees of the Orcas Island Public Library endorses the American Library Association (ALA) LIBRARY BILL OF RIGHTS and the ALA's FREEDOM TO READ STATEMENTS. Copies of these docs are available from the Library. The Board of Trustees also recognizes that within the Library's service area there are groups and individuals with widely separate and diverse interests, backgrounds, social values, cultural heritage, and needs. The Library collection is therefore inclusive rather than exclusive. Selection reflects diverse points of view in fields of interest based on knowledge of the region and the community served, existing collections in nearby libraries, interlibrary loan services, and other resources. Duplication of materials is minimal. Suggestions of material for purchase or gifts are welcome and will be considered by the Library Director and other staff as assigned.
The Board of Trustees believes that any person is free to accept or reject Library materials for personal use, and that censorship of Library materials for other users is not permissible. Access by minors to Library materials is the responsibility of parents and guardians. The use or availability of Library materials will not be curtailed except for the express purpose of protecting them from damage or theft. Whenever censorship is involved, Library materials shall be removed from the Library only by court order.
Materials are ultimately selected and deselected by the Library Director. Any materials so selected and deselected are considered to be chosen by the Board.
Materials which are no longer useful shall be culled from the collection according to accepted professional practices and disposed of in a manner determined by the Board of Trustees. This helps to ensure a vital collection of continuing value to the community we serve. Because this is not a library of historical record, materials that are not well used may be withdrawn, except for relatively few types of materials such as local history or classics of human expression.
The Library complies with RCW 39.33.070, "Disposal of obsolete or surplus reading materials." When the value of the discards as reading materials does not exceed one thousand dollars, in most cases the Library will transfer them to the Friends of Orcas Island Library. The Friends will then sell them in accordance with the Booksale Agreement between the Library and the Friends, which specifies all proceeds going to the benefit of the Library. At its discretion, the Library may dispose of the materials by its own public sale, or as promotional or incentive items, or by other lawful means.
Segregation and maintenance of permanent special collections representing a specific religious, political or sociological viewpoint are not permitted. A patron questioning material in the Library collection is free to ask the Library Director concerning such material. A patron wishing to file a formal complaint about a specific piece of Library material is then required to state his/her opinion in writing on the Citizen's Comment on Library Materials, which the Library Director will provide, along with a copy of these Library Materials Selection Policies [below], to the patron. After the form is filled out in full and returned to the Library Director, the patron will receive a response in writing as soon as is practical. The material under question will remain in the active collection until a final decision is made.
Adopted as Material Selection Policy: 12/11/87
Revised 6/1988, 7/1994, 2/1996
Reviewed 2/2000, 8/2006
Adopted as Collection Management Policy July 13, 2009
Free borrowing privileges are extended to:
- Within the Library District, residents, property owners, workers, businesses and other organizations, and their dependents.
- Applicants and their dependents from jurisdictions with reciprocal borrowing agreements, currently including San Juan Island and Lopez Island.
- Applicants and their dependents from contracting entities.
Borrowing privileges are also available for a nominal cost to individuals and organizations that don't qualify for free service.
- To provide a current local address, permanent address, and telephone number. A parent or guardian must register applicants under 14 years of age.
- To take responsibility for all use made of the card, including lost cards until reported.
The Library has criteria in place regarding loan periods, renewals, and other means of tracking and managing its various materials. These criteria may change from time to time in order to optimize the overall community’s ability to benefit from use of the Library.
Currently, the Library does not charge fines for overdue materials. However, the Library makes use of other measures to improve responsible use of its collections. Some of these measures may include charging for lost items, use of a collection agency, suspension of borrowing privileges, setting or making adjustments to a time period for when an item is available only for other library users, limiting renewals, and setting limits to number of items checked out on an account at one time.
The Library subscribes to the LIBRARY BILL OF RIGHTS and does not restrict checkouts or use of its materials on the basis of age.
Revised 12/1999, 2/2000, 7/2006, 11/2018
materials selection criteria
These general criteria are taken into account for all materials selected for the Orcas Island Library District. Additional specific criteria are listed when appropriate for different types of materials. All items selected will meet several of the general or specific criteria.
The Orcas Island Public Library provides current general interest, informational, and popular browsing non-fiction collections. Specific criteria in addition to the General Criteria listed above include:
The Orcas Island Public Library provides general, current, and popular fiction titles as well as genre fiction. Standard, popular American authors as well as major foreign authors are represented. Specific criteria in addition to the General Criteria listed above include:
Young Adult Books
Young Adult Non-fiction
The Orcas Island Public Library provides current general interest informational materials appropriate for the browsing and homework assistance needs of young adults ranging in age from 12-18 years (grades 6-12). The public library's collection may compliment the school library/curriculum development collection but is not a replacement or substitute for the school library's collection development responsibilities. Specific criteria in addition to General Criteria listed above include:
Young Adult Fiction
The Orcas Island Public Library provides browsing collections, mainly in paperback, that include standard authors and titles as well as special interest genre titles. The public library's collection may compliment the school library/curriculum development collection but is not a replacement or substitute for the school library's collection development responsibilities. Specific criteria in addition to General Criteria listed above include:
The children's non-fiction collection contains general informational works, browsing items, and subject oriented materials on topics of interest to children. Our children's collection will present more than one side of a question or point of view. Specific criteria in addition to General Criteria listed above include:
The Orcas Island Public Library collection includes a variety of books from the most distinguished in children's literature to popular, new, and enticing titles that will attract readers of many tastes and abilities. Specific criteria in addition to General Criteria listed above include:
Picture Books, Beginning Reader, and Board Books
These books, in which illustration is as important as text, serve to introduce children to the world of books. The Orcas Island Public Library collection includes a wide variety of titles for adults to read to children and for children to look at and use. This collection includes concept books, beginning reader books, wordless books, and board books and picture books. Specific criteria in addition to General Criteria listed above include:
The reference collection of the Orcas Island Public Library consists of materials which, because of method of use, rarity, or cost, are most appropriately used in the library. They provide timely and accurate information on a wide range of topics to serve the needs of a diverse public of all ages. Materials are acquired in book, non-book, or electronic format as appropriate and available. Specific criteria in addition to General Criteria listed above include:
DVDs and Videos
The Orcas Island Public Library collection provides popular movies and general informational videos for adults, young adults, children, and families. Specific criteria in addition to General Criteria listed above include:
Books on CD and Books on Tape
The Orcas Island Public Library collection provides books on cd and tape for adults, young adults, children, and families. Specific criteria in addition to General Criteria listed above include:
Periodicals and Newspapers
Periodicals and newspapers provide a source of current information not often available in book or other format. The library offers a wide range of general interest periodicals for all ages. Both current and retrospective collections are maintained in efficient and cost-effective formats as available and as space allows. Specific criteria in addition to General Criteria listed above include:
Please refer to the Orcas Island Library District's Gift Policy. The library may accept gifts of materials with the understanding that the same standards of selection are applied to gifts as to materials acquired by purchase. The library reserves the right to evaluate and to dispose of gifts in accordance with the criteria applied to purchased materials.
Reviewed 2/2000, 8/2006
meeting room policy
There are three meeting spaces available for use in the Library. Approximate seating capacity for the rooms is as follows: the Community Room– 35-40; Maria’s Room – 12; the Fuller Room – 4.
The rooms are available, in order of priority, for Library and Friends of the Library activities, scheduled community meetings, personal/private meetings, and quiet reading and study. Use of the rooms is intended to support Library service priorities and general community interest.
The Library may limit advance scheduling in order to balance community access, and may prioritize it in accordance with Library service priorities. The Library reserves the right to replace a previously scheduled event with a Library-related event.
The rooms will be open to the public for use without charge. Presenters may collect fees for participation in non-Library study groups, discussion series, seminars, or other meetings with advance permission from the Library Director. The Library may charge presenters for non-Library programs, fee-based programs, or use of equipment. Participants may not promote products or services of a for-profit nature.
Rooms may be reserved on an occasional basis for such uses as tutoring, proctored exams, personal/private meetings, and phone/videoconferencing for up to 2 hours per day. On a case-by-case basis, subject to approval, recurring reservations for similar use will be considered, as well as reservations longer than the normal maximum
The Fuller Room and Maria’s Room are available for scheduling only during hours when the Library is open to the public. The Community Room is available for scheduling between the hours of 7:00 am and 10:00 pm.
An adult representative of any group reserving any meeting room must take responsibility for the group’s use of the premises. Groups are responsible for cleanup and restoring furniture to its original location. When meetings occur outside of the Library’s regular business hours in the Community Room, this representative must make arrangements with the Library staff for key pickup and return, equipment, temperature settings, and building security. The Library will provide only basic support. The individual or group using the room is responsible for obtaining training and making any other arrangements to operate equipment, etc. necessary for conducting their meeting.
Food and beverages are allowed in the meeting rooms. For meetings in the Community Room, a kitchenette is available for serving and cleanup. Use of any tobacco products, vaping, e-cigarettes, or controlled substances is prohibited in the Library. Any arrangements to serve alcoholic beverages must be coordinated with the Library Director in accordance with State law. The use of any open flame is prohibited without prior approval from the Library Director.
The provision of meeting space for public use in no way constitutes the Library's endorsement of the policies or beliefs expressed by organizations or individuals using the space. Publicity must not suggest Library sponsorship or affiliation unless confirmed in writing by the Library Director.
Sponsors of or participants in non-Library programs will not hold the Library liable for injuries to individuals or damage to personal property as a result of their actions.
Revised 11/1992, 12/1999, 5/2006, 12/2007, 10/2011
Changed from Community Room Policy to Meeting Room Policy and approved 11/14/2018
I. Purpose: This policy outlines the principles and guidelines for naming Library properties, programs, and facilities in honor of persons or entities that have made important contributions to the mission of the Library, and provides procedures for submitting a proposed name.
II. Authority: The Library Board of Trustees retains the authority for all namings. This authority may not be redelegated.
- The Chairperson of the Library Board of Trustees – or his/her Board of Trustees member designee - is the official designated to coordinate naming proposals.
- The Office of the Library Director is designated as the office of record for naming proceedings, and is the office officially designated to maintain records on gift documentation and the related consultation process, and the assurance of consistency in donor and public communications related to each gift and its restricted use.
- Each proposal for naming for an individual or entity shall be considered on its merits.
- No commitment for naming shall be made to a donor or non-donor honoree prior to approval of the proposal for naming.
- When a facility or area or program is named in recognition of a donor or a non-donor honoree, that name will generally be effective for the useful life of the facility or the designated use of the area or the life of the program. If a facility must be replaced or substantially renovated, or the use of an area redesignated, it may be named for a new donor, subject to the specific terms and conditions set forth in any gift agreements related to the prior naming action.
- In any proposal for naming a program in recognition of a donor or a non-donor honoree, consideration should be given to ensure that any associated endowment would be sufficient to sustain the program, since the naming shall be in effect for the life of the program.
- When the proposed naming of a facility would recognize an individual, this policy requires the complete name of the individual be used. When a naming is for two or more individuals, each of their full names shall be used. The last name of an individual so honored may be used in referring informally to the facility and may be used on the name plaque affixed to the facility.
- Naming in honor of an individual, no gift involved:
- A proposed honoree shall have achieved distinction in one or more of the following ways:
- While serving the Library or Community in an important capacity, the individual has rendered distinguished service that warrants recognition of the individual's exceptional contributions to the welfare of the Library or Community.
- Although not having served the Library or Community directly, the individual has achieved unique distinction that warrants recognition.
- Waiting period:
- Submission of proposals to name properties, programs, and facilities in honor of an individual who has served the Library, or has served the community, state, or nation in an elected or appointed position, are subject to the following waiting periods:
- Two years after retirement or other separation from the Library or from elected or appointed office.
- Two years after the person's death, regardless of whether the person had retired or otherwise separated from the Library.
- Proposals submitted in compliance with 2.a.1, above, that are in process at the time of an individual’s death may continue in process at the discretion of the Library Board of Trustees.
- The Library Board of Trustees, in unusual circumstances and at its discretion, may waive the waiting period.
- Submission of proposals to name properties, programs, and facilities in honor of an individual who has served the Library, or has served the community, state, or nation in an elected or appointed position, are subject to the following waiting periods:
- A proposed honoree shall have achieved distinction in one or more of the following ways:
- Naming in recognition of a gift or donation:
- In reviewing a request for approval of naming for a donor or for a person whose name is proposed by a donor, consideration shall be given to:
- The eminence, reputation, and integrity of the individual or entity whose name is proposed; and
- The relationship of the individual or entity to the Library; and
- The significance of the proposed gift as it relates to the realization and/or success of the project or to the enhancement of the project's usefulness to the Library; and
- The urgency of need for the project or for support funds for the project.
- The gift shall constitute a significant portion of the total cost of the project to be named. The gift shall either (1) fund the total cost of the project, or (2) provide substantial funding for that portion of the total cost that would not have been available from any other source.
- To avoid any appearance of commercial influence or conflict of interest, due diligence should be taken before recommending the naming that involves the name of a corporation or a corporate foundation. The naming for an individual associated with a corporation should be handled as any naming for an individual.
- Corporate names may be used to designate individual rooms, suites of rooms, exterior spaces or other such opportunities available for naming. Plaques in public places within buildings may recognize the contributions of corporations. The size, design, and wording of plaques and other signs that acknowledge corporate generosity and express Library and Community appreciation should be modest and exclude corporate logos to avoid the appearance of advertising.
- A naming conferred in recognition of a pledge is contingent on fulfillment of that pledge and will be approved on that condition.
- When a proposed naming for an individual is accompanied by a gift, and the individual to be honored is serving the Library in an official or unofficial capacity, or is serving the community, state, or nation in an elected or appointed position, the naming may take effect upon approval.
- In reviewing a request for approval of naming for a donor or for a person whose name is proposed by a donor, consideration shall be given to:
- Naming in recognition of a gift/private support for a specific fund-raising initiative or project:
- Prior to launching a campaign fundraising initiative, the proposed naming opportunities for donor recognition (e.g., naming spaces in a building in recognition of gifts/private support) must be submitted to the Library Board of Trustees according to the procedures in VI, below.
- Upon approval of the naming opportunities, the Chairperson of the Library Board of Trustees - or his/her designee - may conditionally offer to name a space with the following understanding:
- All Namings require formal ratification from the Library Board of Trustees and cannot be guaranteed until that occurs.
- The reputation and integrity of a donor or entity to be recognized will reflect positively upon the Library.
- If the Library Director or any member of the Library Board of Trustees has any reservations about the naming (e.g., public relations, conflict of interest), the Library Board of Trustees should consult with the appropriate office (The County Council, the San Juan County Prosecuting Attorney's Office, or the Library’s attorney) before proceeding.
- Upon completion of the fundraising initiative or project, a report must be submitted to the Library Board of Trustees, including the following information:
- The spaces named in recognition of gifts and pledges received.
- A brief biographical description of the donors or entities named.
- Renaming: A proposal to rename a facility or area or to add a second name shall adhere to the criteria outlined above. In addition, these principles shall be followed:
- Any proposal to rename a facility or area or to add a second name in recognition of a gift shall be reviewed by Library Counsel. The review shall include any gift documents pertaining to the original gift and related naming, as well as the gift documents pertaining to the subsequent gift and proposed renaming.
- When a facility that has been named has reached the end of its useful life and will be replaced or substantially renovated, the replaced or renovated structure may be renamed in recognition of another gift.
- When an area named in recognition of a gift or in honor of an individual will be developed for another use, the new facilities may be named in recognition of new gifts.
- Appropriate recognition of earlier donors and honorees shall be included in or adjacent to new and renovated facilities, as well as in redeveloped areas. The source to cover the costs of this recognition shall be identified.
- When a facility or area is proposed for renaming, Library representatives will make all reasonable efforts to inform in advance the original donors or honorees and their immediate family members.
- Transfer of name to different facility: Proposals may be submitted to transfer the name of a facility or area to a new location to accommodate the movement of a unit or program into a new or renovated facility.
- Changed circumstances:
- A proposal to change the function of a named facility or area requires documentation of the review of related gift agreements to determine if the proposed use is consistent with the restrictions that may have been previously stipulated. If the proposal for change in use is inconsistent, Library Counsel shall be consulted.
- If at any time following the approval of a naming, circumstances change substantially so that the continued use of that name may compromise the public trust, Library Counsel or the San Juan County Prosecuting Attorneys’ office will be consulted regarding potential future action.
V. Evaluation: The Library Board of Trustees may, at its discretion, retain the authority for evaluating all naming proposals, or may create a standing or ad hoc “Naming Board,” for that advisory purpose. However, final authority for the approval of any naming opportunities may not be redelegated and resides with the Board of Trustees.
- The initiator develops the naming proposal to include the following information:
- Sufficient data, including background and description of property, program or facility (e.g., size, location, function) for evaluation of its merits as described in IV, above.
- When naming for an individual, a biographical sketch of the individual.
- When for recognition of donors to a fundraising initiative or project:
- A description of how the naming opportunities fit into the fundraising strategy.
- A description of the space (e.g., floor plan of space to be named).
- Size of gift required to name each space.
- For proposals entailing additional costs, indicate sufficient funds available to cover such costs.
- The initiator submits the proposal through the Library Director to the Library Board of Trustees.
- The Library Board of Trustees reviews the proposal (or refers the proposal to its Advisory Board, and then undertakes its own review). If the proposal is not appropriate under policy or is insufficiently documented, it will be returned to the initiator, and may be resubmitted.
- The Library Board of Trustees will evaluate the proposal and may choose to consult with library or community constituents.
- The Library Board of Trustees informs the Library Director and any donors of its decision and forwards all documentation to the Office of the Library Director for retention as appropriate.
The entire library building, including the lobby, restrooms and staff room, is a nonsmoking area. Additional nonsmoking areas include those within 25 feet of entrances, exits, windows that open, and ventilation intakes for the building, as specified in Washington State Initiative 901.
open conduct of business & records retention
The business of the Orcas Island Public Library and its Taxing District will be conducted openly and ethically at all times, meeting or exceeding the requirements of government regulations such as the Open Public Meetings Act, the Public Records Act, and the Public Disclosure Act. Some business occasions will require the discretion allowed by approved regulations, such as provisions for Executive Session and for employee privacy, and those occasions will also be governed by the intent of the Library and the District to conduct business ethically and for the public good.
Sometimes it may be necessary or effective for business to be conducted between or among less than a majority of the District's governing body (the District Board of Trustees) outside of duly established public meetings. If such conduct of business takes written form, it will be entered into the Library's public records for management and disclosure according to legal and ethical requirements. The originator (or recipient) will provide that written form (or a copy) to the Library Director. The Library Director will incorporate that written record into the Library's standard procedures for managing public records.
The District Trustees will be responsible individually for providing the Library Director with a copy of written conduct of business which a Trustee originates or, if the originator is not a Trustee, receives.
The Library Director will establish with the Library staff the operational procedures for managing the Director's and the staff's written conduct of business which normally takes place through records that are already in the Library's custody.
Written conduct of business is defined as the written exchange of ideas on the subject of Library or District official public business. The Library Director is the authority for determining qualifying written conduct of business once the Library creates or receives a written record.
The Library Director may also designate any material as historically interesting or significant, and therefore available to the Library's public records management and disclosure procedures.
The Library District follows guidelines established for paper and electronic records by the State Archives for retention, safekeeping, and backup. When no specific such guideline exists, the District will follow procedures that are similar in form and intent; and when appropriate, will use information and other support services provided by the State Archives for records handling.
Adopted as Open Conduct of Business Policy January 11, 2005
Revised as Open Conduct of Business and Records Retention Policy July 13, 2009
programs & events
The Library offers programs designed to support the Library’s mission. These programs may include any group activity offered to the public, either onsite or at another location, that library staff have coordinated, planned, and/or presented, including those offered in partnership with non-Library individuals or organizations.
Also, the Library will at times schedule events such as meetings, retreats, focus groups, or displays of information or other materials. These events may include staff or board retreats, public information sessions, or other activities intended to further the Library’s mission and/or to improve its ability to meet community needs for library services.
Programs and most events are free and open to the public. In some cases there may be a charge based on recovery of costs for materials. With permission from the Director, the following may also be permissible: fundraisers to benefit the Library, sponsored by the Friends of Orcas Island Library or other support organizations; or direct sale of books or other relevant items by authors, artists, or other performers as part of a library program or event.
The Library will strive to include a wide spectrum of opinions and viewpoints in Library-sponsored programs. Library production of or involvement in a program does not constitute an endorsement of the content of the program or the views expressed by participants. The Library welcomes recommendations from residents concerning programming.
Some Library programs or initiatives may include incentive items, promotional items, and/or prizes for participants or library users.
Adopted April 9, 2013
Amended January 13, 2021
purchasing & contracting
RELATED POLICIES: Credit Card Use Policy; Gift Policy, Resolution 03-2013 (Delegating Limited Signing Authority to the Director) STATUTORY REFERENCES: RCW 27.12.210, RCW 39.04, RCW 39.08.010, RCW 39.80, RCW 42.24.225.
PURPOSE: The purpose of this policy is to promote economy, prevent fraud, favoritism, extravagance, price fixing or collusion or the appearance thereof. It also provides equal opportunity among those seeking to do business with the Orcas Island Public Library District.
This policy governs the purchase of all supplies, materials and equipment, nonprofessional and professional services, and public works contracts.
II. POLICY STATEMENT
III. GENERAL PROVISIONS
IV. PURCHASE OF MATERIALS, SUPPLIES, OR MATERIALS
Purchase limitations apply to the cost of individual items or the sum of the same items purchased at the same time to fulfill a specific business need, which are not part of a public works project as defined by RCW 39.04.010 and this policy. Cost is inclusive of sales tax, delivery charges and any related miscellaneous charges. Limits shown and processes identified in the Commitment Authority (Exhibit A) shall be followed when authorizing the acquisition of materials, supplies or equipment.
V. PUBLIC WORKS PROJECTS
VI. CONTRACTS AND AGREEMENTS FOR SERVICES
VII. INTERLOCAL JOINT PURCHASING AGREEMENTS
VIII. REAL PROPERTY ACQUISITION
Operating Expenditures (1)
(b.iii.1.1) Expenditures directly related to the primary service activities of the department, excluding Capital Expenditures.
(b.iii.1.2) Telephone or written quotations required for purchases of $1,000 or greater.
(b.iii.1.3) Sealed bids/formal bid process required for materials/equipment for greater than or equal to $40,000; and for public works projects over the limits for single craft or multiple crafts as set forth in RCW 35.23.352, unless Small Works Roster is used for contracts up to the limits set forth in RCW 39.04.155. Only Director’s approval required for any public works project over the limits set forth in RCW 35.23.352 for single craft and up to the limits for use of the Small Works Roster as set forth in RCW 39.04.155. Federally funded projects must follow Federal guidelines.
(b.iii.1.4) “Non-Budgeted Items” includes overage of budgeted line items.
Board of Trustees authorization is required on any non-budgeted expenditure that would cause the overall Fund expenditures to exceed the total Fund appropriation amount.
Capital Expenditures (5)
(b.iii.1.5) Cost greater than $5,000 and useful life expectancy greater than one year.
(b.iii.1.6) Commitment of contingencies within an approved project budget are at the discretion of the Library Director up to 10% of the contingency or $5,000 (whichever is greater) for a single commitment.
Contracts And Agreements
(b.iii.1.7) Initial contracts and agreements require Trustee approval if the expense is not in the approved budget and estimated costs will exceed the Signing Authority of the Director.
(b.iii.1.8) Commitment Authority is driven by the dollar amount, not by the original signature on the contract.
(b.iii.1.9) Negotiated contracts for architectural and engineering services required (RCW 39.80).
(b.iii.1.10) Approval required at time of application for grant.
Presented: December 13, 2017
Adopted: December 13, 2017
Revised: November 23, 2018, January 10, 2020, February 12, 2020
Use of Video Systems
Scope: This policy applies to all staff, patrons and visitors to the Orcas Island Library.
- Library promotes safety and security through the use of a video system
- Selected areas of the library premises are equipped with video cameras that generate live and recorded video feeds.
- The video system is intended to promote the safety and security of the public, library staff and library facilities, support enforcement of the library’s rules of conduct, discourage inappropriate and illegal behavior, and aid in the apprehension and prosecution of offenders.
- The video system complements other measures to maintain a safe, secure, and welcoming environment in compliance with library policies and state laws.
- Library protects the privacy of its patrons
- Privacy is essential to the free and unrestricted use of library resources. Patrons have the right to search for and borrow materials without fear of scrutiny.
- The video system and any associated recordings shall not be used in a manner which would violate the Orcas Island Library Policy on Confidentiality of Library Patron Information and other applicable laws and policies including, but not limited to, the Constitution of the United States, the laws of the State of Washington, and the American Library Association’s guidelines.
- Cameras shall be located in specifically designated areas
- Cameras will be positioned to safeguard the privacy of patrons and employees.
- Examples of appropriate locations include such areas of the library as entryways and parking areas.
- Cameras will not be positioned to allow the monitoring of areas where individuals have a reasonable expectation of privacy, such as inside of restrooms.
- Camera locations will be in fixed positions, and changed or added only with the permission of the Library Director or authorized designee.
- Library will inform the public about video system use
- The library will inform the public and staff that it uses a video system for monitoring and recording activity in or around the library.
- Video system records are managed in accordance with state law
- Recordings and images from the video system may be retained, maintained and disclosed in a manner consistent with all applicable library policies and state laws, for example the Washington Public Records Act (RCW 42.56).
- Recordings which are not related to a specific security incident will generally be maintained for up to 30 days and then automatically deleted.
- Recordings related to a documented security incident will be maintained for the duration of the investigation or resolution of the matter plus any additional time required by law and Washington State records retention schedules.
- Library Board approves and reviews this policy
- This policy is approved and periodically reviewed, revised or reaffirmed by the Library Board of Trustees.
Policy on Confidentiality of Library Patron Information
New policy approved by the Orcas Island Library Board on July 10, 2019