Children Alone

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.

Adopted 6/2005

Reviewed 4/2006

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Community Room

The Community Room is available for Library and Friends of the Library activities, scheduled community meetings, and quiet reading and study, in order of priority. Use of the room is intended to support Library service priorities and the general community interest.

The Library may limit long-term 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.

All meetings will be open to the public without charge, except that fees for participation in study groups, discussion series, seminars, or similar meetings may be collected with advance permission from the Library Director. 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 determining 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. For meetings when the Library is closed, this representative must make arrangements with the Library staff for key pickup and return, equipment, temperature settings, and building security. The individual or group using the room is responsible for any necessary technical training or arrangements; the Library can provide only basic support.

Food and drink may be served. A kitchenette 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.

The group will not hold the Library liable for injuries to individuals or damage to personal property as a result of the actions of the sponsors or participants.

Approved 7/1992

Revised 11/1992, 12/1999, 5/2006, 12/2007

Reviewed 2/2000

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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.

Adopted 6/2005

Reviewed 4/2006

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Confidentiality of Library Patron Information

Statement of Policies

1. 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:
   1. If required by law, pursuant to a valid subpoena, warrant, court order or other investigatory document;
   2. On written consent of the patron; or
   3. When absolutely necessary for the effective operation of the library, and then to the narrowest extent possible.
2. All requests for information must be addressed to the Director, who shall consult with the Trustees and legal counsel when appropriate.
3. Patrons who use library services requiring personally identifiable information are entitled to view their own records.
4. 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.
5. 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.
6. 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.

Supplementary Information

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.

Internet use. When connecting to licensed databases outside the Library, patrons are identified only as members of the Library community. Nevertheless, users of networked computers will sometimes need to enable "cookies" in order to access a number of resources available through the Library. (A cookie is a small file sent to the browser by a Web site each time that site is visited.) Library servers use cookies solely to verify that a person is an authorized user in order to allow access to licensed library resources and to customize Web pages to that user's specification. Cookies sent by Library servers disappear when the user's computer browser is closed, and the Library does not share cookies information with third parties.

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.

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Continuing Education

It is the policy of the Library to encourage employees to improve their knowledge and skills in areas that directly relate to the work of the Library. Therefore, within budgetary limitations, the Library will reimburse all or some of the educational expenses for classes, workshops and seminars incurred by employees as recommended by the Library Director.

Expenses as defined by this policy means travel, tuition, and/or materials, if the latter can be used in a job-related way. Textbooks are normally excluded. Travel and per diem will be reimbursed according to the Library's benefit package.

All regular full or part-time employees are eligible for continuing education reimbursement. Eligible classes, workshops or seminars are those directly related to the employee's present position, and/or other positions with the Library District.

Sessions will be attended on the employees' own time unless time/attendance is specifically approved, required or directed by the Library.

Each request for reimbursement will be considered on its own merits, taking into account budget limitations and the need of the Library for the subject matter included in the session.

Requests shall be submitted in writing with description or other narrative attached. Requests will be reviewed and approved by the Library Director.

Documentation of successful attendance and completion of courses will be placed in the employee's personnel file.

Adopted 1/1989

Revised 4/1994, 4/2006

Reviewed 2/2002

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Discrimination

No person shall, on the grounds of race, color, national origin, age, sex, handicap, sexual orientation, or belief, be excluded from participation in or be subjected to discrimination in, any program or activity of the Orcas Island Library District.

Adopted 8/1989

Revised 4/1996, 4/2006

Reviewed 2/200

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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.

Adopted 1/1993

Revised 5/2006, 5/2007

Reviewed 3/1994, 2/2000

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Drug-Free Environment

It is the policy of the Orcas Island Library District to provide a healthful, safe and secure, drug-free environment for patrons and employees. The unlawful possession, distribution, dispensation, manufacture or use of intoxicants, illegal drugs or controlled substances are prohibited in and around Library facilities and premises. Nothing in this policy shall be construed as granting a patron, employee or volunteer immunity from disciplinary action under other policies; arrest or prosecution by appropriate law enforcement authorities for activities involving drugs or alcohol which are in violation of state law or county ordinance.

PATRONS

Any patron who violates this policy shall be required to leave the premises.

EMPLOYEES

Library staff shall be required to report to work in a condition fit to perform their duties, unimpaired due to the use of alcohol or other drugs. Any employee who violates this policy shall be subject to disciplinary action, up to and including termination. Where possible, appropriate methods of rehabilitation will be considered.

Employees using any prescription or over-the-counter drugs which might impair their work performance should notify the Director. The Director shall have the option of placing an employee on sick leave if their performance might pose a threat to the public or to the safety of the employee or others.

The Library recognizes that employees are valuable resources and it is committed to helping employees maintain health and well-being. The Library encourages employees to take advantage of the opportunities for assistance in the treatment and rehabilitation of alcohol or other chemical dependency. Employees who voluntarily seek treatment may use sick leave to attend a bona fide treatment or counseling program.

VOLUNTEERS

Where applicable, this policy shall apply to Volunteer Staff.

Adopted 4/1996

Reviewed 2/2000, 4/2006

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Fair Treatment

The Library recognizes that at one time or another staff members may become concerned about their work situation. Most often these situations are short-lived and quickly resolved, but a situation may arise when a minor difficulty swells into a major problem.

It is the policy of the Library to:

• encourage maximum communication between staff members and the supervisory staff to insure prompt and fair resolution of any question which may arise
• provide for review of the question by the Library Director followed with a review by the Library Board of Trustees if required
• provide assurance to staff members that they are free to express themselves in an open and frank manner

Further, the continued success of the Library is dependent upon staff members working effectively together. It is the policy of the Library that rules governing conduct be defined and that any corrective action taken is fair and consistent to insure that the proper rights of all staff members are recognized and protected.

Adopted 10/1990

Revised 2/2000,4/2006

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Gifts

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

Adopted 11/1992

Reviewed 1994, 2/2000

Revised 7/2006

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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.

Adopted 2/2000

Revised t/2006

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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.

A copy of the "Citizen's Comment on Library Materials" form and the "Selection Criteria" description are attached to this Materials Selection Policy.

Selection Criteria

Citizen Comment Form

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

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Materials Loan

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.

Borrower's Responsibilities:

• 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.

Adopted 12/1993

Revised 12/1999, 2/2000, 7/2006

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Non-Smoking Environment

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.

Reviewed 2/2000

Revised 8/2006

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Open Conduct of Business & Records Retention Policy

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

Reviewed 4/2006

Revised as Open Conduct of Business and Records Retention Policy July 13, 2009

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Per diem Reimbursment Guidelines

Accommodations and meals are reimbursed on rates set by the Washington State Office of Financial Management for travel reimbursement within San Juan County and will be adjusted annually.

1. Travel time begins when the employee leaves his or her official residence or workstation. Time and date of departure and return must be shown on the expense claim form.
2. Eligibility for per diem for specific meals is based on travel times as delineated below:
   1. A full day per diem begins at 6:00 A.M. or earlier (as in the case of early ferry travel), and extends beyond the regular workday (the late ferry home or over-night stay).
   2. Employees traveling between 6:00A.M. and 10:00 A.M. are eligible to breakfast per diem.
   3. Employees traveling between 10:00 A.M. and 2:00 P.M. are eligible to lunch per diem.
   4. Employees traveling after 5:00 P.M. are eligible to dinner per diem.
3. Receipts are not required to document per diem meal remibursement. No meals should be charged to the Library's credit cards.
4. Regular per diem reimbursement is not provided when:
   1. Meals are furnished by the host facility visited.
   2. The cost of meals are included in the registration fee for a meeting, conference, or convention.

Adopted 3/2000

Revised 9/2005

Reviewed 4/2006

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Political Activity

The following guidelines are meant to assist Library staff and volunteers to stay within the rules and regulations of the Public Disclosure Commission and state law and to clarify employee rights in this area. These laws apply to employees and property of state, county and local governments and their subdivisions.

RCW 41.06.250 (civil service law) and RCW 42.17.130 (open government law) cover the area of "political activities." RCW 41.06.250 contains three basic points:

• Solicitation for or payment to any partisan, political organization or for any partisan, political purpose of any compulsory assessment or involuntary contribution is prohibited.
• No person shall solicit on the property of a political subdivision of this state any contribution to be used for partisan, political purposes.
• Employees. . . shall have the right to vote and to express their opinions on all political subjects and candidates and to hold any political party office or participate in the management of a partisan, political campaign.

RCW 42.17.130 prohibits elective officials and employees from using any of the facilities of an agency for the purpose of assisting a campaign for election of any person. . .or for the promotion of or opposition to any ballot proposition. "Facilities" include, but are not limited to, "stationery, postage, machines and equipment, use of employees of the office or agency during working hours, vehicles, office space, publications of the office or agency, and clientele lists of persons served by the office or agency."

Listed below are a number of Don'ts based on the above statutes plus advice from the Attorney General's Office and the Public Disclosure Commission:

• Don't, on a compulsory basis, solicit involuntary assessments or contributions for a partisan political purpose.
• Don't solicit political contributions in the library.
• Don't solicit political contributions on Library time.
• Don't campaign on Library time.
• Don't use library phones for campaign purposes or solicitation of funds.
• Don't use library supplies, equipment or facilities to print, mail or otherwise produce material for a political purpose (i.e., duplicating machines, mail facilities, computers, typewriters and paper products).
• Based on the same input as the Don'ts above, listed below are things staff and volunteers may voluntarily do:
  1. You may campaign for any candidate on your own time, wear lapel buttons, display campaign stickers on your private auto, distribute candidate's materials, speak before groups on a candidate's behalf, and otherwise promote the candidate of your own choice for a political office (all on your own time).
  2. You may respond to political inquiry by providing routine factual information such as the address of the candidate or his/her staff.
  3. You may participate in the management of a political campaign on your own time.
  4. You may hold any office within a political party.
  5. You may solicit voluntary campaign contributions for any candidate or issue on your own time.
  6. You may make personal campaign contributions for any candidate or issue. (IRS rule allows for a limited direct tax credit for political contributions.)

The Don'ts and You Mays listed above may not cover all questions that may come up during an election campaign. Individuals who have questions should speak with the Library Director.

Regarding Wearing Political Buttons, Pins, Etc.:

• An employee or volunteer is not acting in violation of RCW 42.17.130 when he or she wears a typical campaign pin or button during normal working hours. Simply wearing a button which encourages support for or opposition to any candidate or ballot proposition, either directly or indirectly, is a form of personal expression and is not to be regarded as a "use of facilities" within the meaning and intent of the above-referenced statute.
• Staff and volunteers who choose to wear such pins or buttons are urged to exercise caution and prudence. Such personal expression can quite easily lead to other activities which are prohibited.

Adopted 9/1992

Reviewed 2/2002, 8/2006

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Public Works, Purchasing, Fixed Assets, & Disposition Policy

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.

Fixed Assets

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.

Disposition

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

Reviewed 4/2006

Adopted as Public Works, Purchasing, Fixed Assets, and Disposition Policy: July 13, 2009

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Staff Compensation

The Orcas Island Public Library seeks to offer meaningful work for fair and equitable pay.

The Library will:

• Balance staff compensation within the overall budget and with compensation rates at comparable libraries,
• Consider cost-of-living increases at the beginning of each budget year, and
• Within a specific range for each position, consider a yearly anniversary date salary increase based on merit

(Replaces Salary Plan)

Adopted 7/2006

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Sexual Harassment

The Orcas Island Library District Board affirms the following statement of policy and procedure regarding sexual harassment and directs that a copy of said statement shall be provided to all employees:

Sexual harassment is a form of misconduct that undermines the integrity of the employment relationship. No employee should be subject to unsolicited and unwelcome sexual overtures or conduct, either verbal or physical.

Sexual harassment does not refer to casual conversation or compliments of a socially acceptable nature. It refers to behavior which is not welcome and which is personally offensive, interfering with effectiveness or creating uneasiness on the job.

Such conduct, whether committed by supervisors or non-supervisory personnel, is specifically prohibited. This includes repeated offensive sexual flirtations, advances or propositions, continued or repeated verbal abuse of a sexual nature, graphic or degrading verbal comments about an individual or his or her appearance, the display of sexually suggestive objects or pictures, or any offensive or abusive physical contact.

No individual should imply to an employee that lack of cooperation of a sexual nature would in some way negatively affect a person's employment, assignment, compensation, advancement, career development or any other condition of employment. Any such actions will bring prompt and certain disciplinary action, including possible termination.

Any employee who believes that he or she has been subjected to sexual harassment or intimidation on the job is strongly encouraged to bring this to the attention of their immediate supervisor, the Library Director or the Library Board President.

Adopted 4/1994

Reviewed 2/2000

Revised 8/2006

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Whistle Blower Policy & Procedure

REPORTING IMPROPER GOVERNMENT ACTION AND PROTECTING EMPLOYEES AGAINST RETALIATION

It is the policy of Orcas Island Library District (OILD) to (1) provide a procedure for employees to report improper governmental action by OILD officers or employees, and (2) protect employees who have reported improper governmental actions in accordance with OILD policies and procedures.

Definitions
As used in this policy, the following terms shall have the meanings indicated:

1. "Improper governmental action" means any action by a Library officer or employee.
   1. That is undertaken in the performance of the officer's or employee's official duties as a Library employee, whether or not the action is within the scope of the employee's employment; and
   2. That (i) is in violation of any federal, state or local law or written departmental policy, (ii) is an abuse of authority, (iii) is of substantial and specific danger to the public health or safety or (iv) is a gross waste of public funds.
   "Improper governmental action" does not include personnel actions, including employee grievances, complaints, appointments, promotions, transfers, assignments, reassignments, reinstatements, restorations, reemployments, performance evaluations, reductions in pay, dismissals, suspensions, demotions, violations of collective bargaining or civil service laws, alleged violations of labor agreements or reprimands.
2. "Retaliatory action" means any adverse change in the terms and conditions of an OILD employee's employment.
3. "Emergency" means a circumstance that if not immediately changed may cause damage to persons or property.

Procedures for Reporting

OILD employees who become aware of improper governmental action should raise the issue first with their supervisor. If requested by the supervisor, the employee shall submit a written report to the supervisor stating in detail the basis for the employee's belief that an improper governmental action has occurred. Where the employee reasonably believes the improper governmental action involves his or her supervisor, the employee should raise the issue directly with the highest official in the department or the official holding the position of Board President.

In the case of an emergency, where the employee believes that damage to persons or property may result if action is not taken immediately, the employee may report the improper governmental action directly to the Board of County Commissioners and to the appropriate government agency outside of the County when such agency has responsibility for investigating the improper action.

Supervisors shall take prompt action to assist OILD in properly investigating the report of improper governmental action. OILD officers and employees involved in the investigation shall keep the identity of reporting employees confidential to the extent possible under law, unless the employee authorizes the disclosure of his or her identity in writing.

After an investigation has been completed, the employee reporting the improper governmental action shall be advised of a summary of the results of the investigation, except that personnel actions taken as a result of the investigation shall be kept confidential.

Thereafter, OILD employees may report information about the improper governmental action directly to the appropriate government agency which has responsibility for investigating the improper action if the OILD employee has a reasonable belief that one of the following two conditions exists:

1. An adequate investigation was not undertaken by OILD to determine whether an improper governmental action occurred, or
2. Insufficient action has been taken by OILD to address the improper governmental action.

OILD employees who fail to make a good-faith attempt to follow OILD procedures in reporting improper governmental action shall not receive the protection provided by OILD in these procedures.

Protection Against Retaliatory Actions

OILD officials and employees are prohibited from taking retaliatory action against an OILD employee because he or she has, in good faith, reported an improper governmental action in accordance with these policies and procedures.

Employees who believe that they have been retaliated against for reporting an improper governmental action should advise the OILD Board. Library Board officials shall take appropriate action to investigate and address complaints of retaliation.

If the OILD Board does not satisfactorily resolve an OILD employee's complaint that he or she has been retaliated against in violation of this policy, the OILD employee may obtain protection under this policy and pursuant to state law by providing a written notice to the San Juan County Board of County Commissioners that:

1. Specifies the alleged retaliatory action and
2. Specifies the relief requested.

An OILD employee shall provide a copy of the written charge to the OILD Board no later than thirty (30) days after the occurrence of the alleged retaliatory action. The Library Board shall respond within thirty (30) days to the charge of retaliatory action.

After receiving either the response of the Library Board or thirty days after the delivery of the charge to The Library Board, the OILD employee may request a hearing before a state administrative law judge to establish that a retaliatory action occurred and to obtain appropriate relief provided by law. An employee seeking a hearing should deliver the request for hearing to the San Juan County Commissioners within the earlier of:

1. either fifteen (15) days of delivery of OILD's response to the charge of retaliatory action, or
2. forty-five (45) days of delivery of the charge of retaliation to OILD for response.

Upon receipt of request for hearing, the OILD Board shall apply within five (5) working days to the State Office of Administrative Hearings for an adjudicative proceeding before an administrative law judge:

Office of Administrative Hearings
P.O. Box 42488, 4224 Sixth S.E.
Row Six, Building 1
Lacey, WA 98504-2488
(206) 459-6353

The OILD Board will consider any recommendation provided by the Administrative Law Judge that the retaliator be suspended with or without pay or be dismissed.

Responsibilities

The Library Director is responsible for disseminating OILD's policies and procedures for (1) reporting improper governmental action and (2) protecting employees against retaliatory actions. This includes ensuring that this policy and these procedures are: (1) permanently posted where all employees will have reasonable access to them, (2) made available upon request and (3) provided to all newly-hired employees. Officers, managers and supervisors are responsible for ensuring the procedures are fully implemented within their areas of responsibility. Violations of this policy and these procedures may result in appropriate disciplinary action, up to and including dismissal.

Adopted 4/1994

Reviewed 2/2002, 8/2006

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Work Week

The workweek is scheduled from Sunday through Saturday. Regular workdays may vary among staff members.

The full-time workweek consists of 40 hours per week. Hours worked in excess of 40 hours in a workweek shall be considered overtime and compensated at one and one-half the regular rate of pay. This overtime may also be redeemed at a rate of one and one-half hours of compensatory time for each hour of overtime worked. The Library Director, however, may substitute cash, in whole or in part, for compensatory time. Payments for accrued compensatory time will normally be made during the pay period following, and must be paid at one and one-half times the regular rate earned by the employee at the time the employee receives payment.

All overtime must be authorized by the Library Director ahead of time. Overtime is discouraged. It is up to the Administrative Assistant to keep track of all overtime worked. An employee may accrue up to 240 hours of compensatory time (160 hours of actual overtime work), although the Library District can choose to require that the employee use the compensatory time within specific pay period(s).

Upon termination of employment, the Library Director may choose whether an employee will be paid for unused compensatory time or whether that time will be extended as paid vacation.

Adopted 6/1995

Reviewed 2/2000

Revised 8/2006

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