Orcas Island Library Policies
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.
The Community Room is available, in order of priority, for Library and Friends of the Library activities, scheduled community meetings, and quiet reading and study. Use of the room 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 Community Room 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 for non-Library programs or use of equipment. Participants may not promote products or services of a for-profit nature.
On a case-by-case basis, the Library Director may approve private use of the room for tutoring, proctoring, meetings, or use of the videoconferencing system if he/she determines the use to be in the general community interest.
An adult representative of any group reserving the Community Room must take responsibility for the group’s use of the premises. When meetings occur outside of the Library’s regular business hours, this representative must make arrangements with the Library staff for key pickup and return, equipment, temperature settings, and building security. The Library can provide only basic support. The individual or group using the room is responsible for obtaining any necessary technical training or arrangements.
Food and drink may be served. A kitchenette adjacent to the Community Room is available for group use for serving and cleanup. Smoking, alcoholic beverages, and controlled substances are prohibited. The use of any open flame is prohibited without prior approval from the Librarian.
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 if none explicitly exists in writing with the Librarian.
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
conduct in 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, and bringing pets inside the building.
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.
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 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 policy
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 documents 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, 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 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
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.
Adopted April 9, 2013
public works, purchasing, fixed assets, & disposition
Because the San Juan County Board of County Commissioners appoints Orcas Island Library District Trustees, and because the Revised Codes of Washington list library districts as municipal corporations (RCW 27.12.010), Orcas Island Library District policies in many instances follow the policies of San Juan County. The District has additional guidelines for conducting public works projects; and for acquiring, managing, and disposing of supplies and fixed assets. The Collection Management Policy applies more specifically to library materials and online resources.
Public Works & Purchasing
Although no Washington code specifies the process by which library districts may solicit bids for capital works projects, the 2002 State Legislature did create a Local Government Purchasing Matrix (Attachment A), which includes library districts as one of the entities which may use the matrix in making decisions about purchasing and public works projects.
Further, library boards in Washington are allowed by the State to set policies for purchasing and public works in situations not specifically addressed by the RCW, as long as the process is competitive, open, fair, and attempts to obtain the best responsible cost for the library district.
For purchasing of equipment, supplies, materials, services, as well as for public works projects, the Orcas Island Library District will follow methods as listed in the Washington State Local Government Purchasing Matrix, made effective on June 13, 2002; as specified in portions of the RCW referring to municipal corporations and island library districts in Washington; and as otherwise approved by the Library Board, in a manner responsive to applicable laws and the above guidelines. Those methods may include, but are not limited to: formal bidding; creation and use of a public works roster for projects less than $200,000; and, in cases when no responsive bid is received after a call for bids, direct negotiations with vendors or contractors.
Purchasing includes the acquisition of supplies, equipment, library resources (books, magazines, CDs, DVDs, electronic databases) and services. The District shall purchase and acquire supplies and equipment in such ways as will most assure ease and economy in acquisition. More than one proposal shall generally be sought in acquisitions of supplies, equipment, or services where it seems reasonable to the Director or designee that a lower cost or better product can be purchased. On a regular basis, staff shall solicit proposals from more than one vendor in all cases of recurring purchases, e.g. library resources.
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. The Director shall determine and report to the Board the disposition of surplus items.
Adopted as Public Works and Purchasing Policy: October 11, 2005
Adopted as Public Works, Purchasing, Fixed Assets, and Disposition Policy: July 13, 2009