TLPL Policies

03/01/2022

TURTLE LAKE PUBLIC LIBRARY POLICIES

Updated 2020 1
TURTLE LAKE PUBLIC LIBRARY
MISSION STATEMENT
The mission of the Turtle Lake Public Library is to provide and promote the lifelong
opportunity for learning and entertainment for our community and surrounding area.
STATEMENT OF BY-LAWS FOR McLEAN-MERCER REGIONAL LIBRARY
Updated 2020 2
LIBRARY BOARD OF TRUSTEES
1.1 APPOINTMENT AND TERM OF OFFICE:
The McLean-Mercer Regional Library is established under the laws of the
State of North Dakota.
The County Commissioners of McLean and Mercer counties appoints the
ten (10) Library Board members with five (5) from each county who must
be residents of the county they represent. One member of each county
commission shall be a member of the Board of Trustees. The term of
office of the Library Board member is three (3) years. Each Board
member shall hold office for a term of three years from the first of July in
the year of his appointment and until his successor has been appointed.
No member of the Board can serve more than two (2) consecutive terms,
after which an interval of one year must elapse before the member can be
reappointed. (North Dakota Statute 40-38-03)
1.2 TIME AND PLACE OF MEETINGS:
Regular meetings of the Library Board will be held the last Monday of
every other month at McLean-Mercer Regional Library unless specified by
the board and/or director. By vote of the Board the regular and/or special
meetings may be held at other locations within the counties. All regular
meetings of the Board shall be open to the public.
1.3 QUORUM:
Six (6) members of the Board being present at any meeting shall constitute
a quorum.
1.4 ORDER OF BUSINESS, REGULAR MEETINGS:
Unless altered by the Board itself, the order of business at regular meetings
shall be:
A. Roll call
B. Approval of minutes of previous meeting
C. Correspondence
D. Action on bills presented
E. Financial report
F. Library Director’s report
G. Branch library reports
H. Committee reports
I. Old business
J. New business
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K. Adjournment
1.5 ORDER OF BUSINESS, SPECIAL MEETINGS:
Unless altered by the Board, the order of business at special meetings shall
be:
A. Roll call
B. Statement of purpose of meeting
C. Consideration of items for which the meeting was called
D. Adjournment
1.6 EXECUTIVE SESSION:
By a majority vote, at an open meeting the Library Board may hold
executive sessions to discuss closed or confidential records of the Board.
The topics discussed are limited to those authorized by law and have been
previously announced. Final action should then be taken at an open
meeting. All executive sessions must be recorded.
1.7 ORGANIZATION:
At the regular June meeting of the Board, a President, Vice-President and
Secretary shall be elected.
1.8 DUTIES OF OFFICERS:
Duties of the President are:
A. Call meetings of the Board.
B. Preside at all meetings.
C. Represent the Library in all legal actions.
D. Appoint special and standing committees.
E. Serve, if he chooses, as ex-officio member of committees.
F. Participate in all actions of the Board.
Duties of the Vice-President are:
A. To act in the absence of the President as prescribed above.
Duties of the Secretary are:
A. Keep an accurate record of all meetings.
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B. Notify Board members of all regular and special meetings
of the Board in writing at least five (5) days prior to the day
of the meeting. This notification shall also include a
written agenda of the announced meeting and minutes of
the previous meeting.
C. Conduct correspondence for and in the name of the Library,
as directed by the Board.
D. The Board may designate that any or all of the above duties
shall be carried out by the Library Director.
1.9 COMMITTEES:
At the regular July meeting of the Board, the President shall appoint
members to each of the following standing committees.
A. Personnel and Policy Committee:
The committee would work with the Director in matters
relating to employment. The committee will work with the
Director in making recommendations to the Board in areas
of personnel employment for McLean-Mercer Regional
Library staff. The committee would work with the Director
and staff in studying present Board policies and making
recommendations to the Board for any additions or
changes.
B. Budget and Finance Committee:
The committee would work with the Director in the
formulation of a budget that will reflect an efficient use of
funds. The budget would then be submitted to the Board
for approval.
C. Physical Plant Committee:
The committee would work with the Director and
Maintenance Technician in matters relating to maintenance
and improvement of the Physical Plant and the
Bookmobile. This committee will also consider major
purchases of equipment, furniture and shelving.
D. Strategic Planning/Technology Committee:
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The committee would work with the Director in
formulation of short and long-range goals that reflect the
changing trends and technologies of the McLean-Mercer
Regional Library community.
E. Grants Committee:
The committee would work with the Director in developing
and formulating grant applications.
The President of the Board may appoint special committees to carry out a
designated task. All special committees shall cease to function following
completion of the assigned task. Each committee is to take any
recommendation back to the assembled board for action.
1.10 OPERATIONAL DUTIES:
The Library Board shall carry out the duties imposed upon it as authorized
by law. It shall determine policies and programs. All expenditures need
the authorization of two (2) Board members. Any Board member may
sign checks.
The Board’s responsibilities include:
 Selecting and appointing a Director
 Securing adequate funds for a progressive, expanding program
 Controlling library fund, property and equipment and promoting
library interests
The Board approves the appointment of all McLean-Mercer Regional
Library staff members, acts on the policies and budget recommended by
the Director, and is responsible to the people for library activities and
services.
An individual with personnel matters with the McLean-Mercer Regional
Library may make a request to a Board member regarding personnel. The
Board member should not commit to a course of action until the matter is
presented at a Board meeting. The Board members should urge such
person to discuss the matter with the Director.
1.11 OFFICIAL ACTIONS:
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Official actions may be moved upon at regular or at special meetings of
the Board. If in an emergency the Director or President may poll members
individually on actions to be taken, but such actions become official at the
next regular board meeting. In accordance with North Dakota Century
Code open meetings/open records law notice of said internal meeting must
be posted in an area of the library that has public access.
1.12 EMPLOYMENT OF DIRECTOR:
The Library Board shall employ a Director who shall serve as the chief
executive officer of the Board and serves as the primary professional
advisor to the McLean-Mercer Regional Library program. The Director
shall be a salaried, full-time employee. The Director shall attend all Board
meetings, unless excused at his/her request.
1.13 EMPLOYMENT OF McLEAN-MERCER REGIONAL LIBRARY
PERSONNEL:
APPOINTMENTS
A. Recruitment
McLean-Mercer Regional Library is an equal opportunity employer
and will not discriminate in any of its employment practices on the
basis of race, color, creed, sex, age, marital status, national origin
or physical disability unless based upon a bona fide occupational
qualification. Whenever possible, positions are filled by
promotion within the staff. Vacancies within the library will be
advertised to existing staff members.
For the position of McLean-Mercer Regional Library Director
appropriate communications at a minimum may consist of: the
official McLean and Mercer County newspapers, The Flickertale, a
publication of the North Dakota State Library, http://www.library.nd.gov,
and The Good Stuff, an online publication of the North Dakota
Library Association, http://www.ndla.info. The title, job description, and
qualifications are listed in the advertisements, as well as the final
date by which the application must be filed. Each advertisement
must contain the words “an equal opportunity employer”. All
candidates must file a written application with the Director or the
Board of Trustees when selecting a new director. All applicants
are considered on the basis of job qualifications.
B. Selection
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Selection of staff members will depend upon the job description
and job qualifications. Appointment of members of the immediate
families of the Board is prohibited. Appointment of members of
the immediate families of the Director is prohibited.
Temporary Positions will be advertised as such. A staff member
who resigns is eligible for reappointment at a future time and may
be considered when a suitable opening is available, providing
qualifications are satisfactory. Former employees re-entering
service of the library shall be treated as new employees.
C. Placement
The Board appoints McLean-Mercer headquarters personnel based
on the recommendation of the Director. Notice of appointment is
made in writing by the Director and describes the position to which
the individual is appointed; including position title and duties; fulltime, part-time, or temporary position; terms of salary; period of
probation; sick leave; vacation allowance; insurance and other
benefits; and provision for other leaves.
Acceptance of appointment by the applicant shall be made in
writing and addressed to the Director. By signing the written
acceptance form, the employee agrees to the conditions of the
employment.
A copy of the personnel policy is given to each new employee.
Seasonal full-time employment of part-time personnel will not alter
status.
D. Probation
Each new salaried or full-time hourly staff member is considered to
be on probation for the first three months of employment. If, for
sufficient reason, the administration wishes to terminate
employment during the probation period, notice will be given
without the right of appeal. An evaluation of the employee’s work
performance is made midway through the probationary period as
well as at the end of it.
The evaluation form should be signed and dated by both the
employee and the director, indicating that all points in the review
are discussed. Upon promotion or transfer an employee enters a
new probationary period of three months. In extraordinary
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circumstances a probationary period may be extended – not to
exceed the period of the original term.
While serving the probationary period, sick leave and vacation
benefits will be accumulated. Benefits cannot be utilized until the
probationary period is over.
After completion of a probationary period, the employment of a
staff member, unless appointed on a temporary basis, carries with it
the assurance of continuous and permanent employment as long as
the employee performs assigned tasks competently and in
accordance with the policies of the library and barring any financial
constraints.
All personnel shall be employed by the Board through official
action taken at a regular or special meeting of the Board. The
Board shall not employ any person until a recommendation has
been received from the personnel committee and the Director.
1.14 COMPENSATION:
Members of the Library Board shall not receive compensation. The Board
may authorize the entire membership or part of it to attend state or regional
meetings with actual expenses incurred to be paid from funds so budgeted.
Mileage expenses to and from regular and special meetings will be paid
with the exception of the County Commission representatives whose
mileage expense will be paid for by their respective counties.
1.15 CHANGE OF BOARD POLICIES:
It shall be the duty of all Board and staff members to read and be informed
of Board Policies. Additions, deletions, or modifications may be made to
any of the Board policies at any regular or special meeting of the McLeanMercer Regional Library Board.
There will be a review of By-laws and Policies as needed.
1.16 PARLIAMENTARY PROCEDURE:
Robert’s Rules of Order, last revised edition, shall govern the
parliamentary procedure of the Board.
1.17 ANNUAL REPORT CONTENTS:
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An annual report shall be made to the McLean and Mercer County
Commissions at the time the budget is submitted.
1.18 CITY ORDINANCE AND STATE LAWS:
All By-laws of the Library Board shall comply with the policies of
McLean and Mercer Counties and North Dakota Century Code.
DIRECTOR
2.1 RESPONSIBILITIES:
The Director shall be chief executive officer of the Board. The Director
shall be responsible for the care of the building and equipment, for the
employment and direction of the staff, for the efficiency of the Library’s
service to the public, and for the operation of the Library under the
financial conditions set forth in the annual budget. The Director shall
attend all board meetings.
2.2 BUDGET:
The Director with the Budget and Finance Committee shall present to the
Board annually a proposed budget for the total expenditures for the next
ensuing calendar year. The Board may modify such budget as it seems
best and then shall adopt an operational budget. After final approval of the
budget by the Board, the Director shall submit the budget to the county
commissioners of each representative county. The Director shall use the
operational budget as the means for conducting expenditures for the fiscal
year. Within limits of the money on hand and that indicated on the
proposed budget, the Board may revise the operating budget during the
year as considered necessary.
2.3 AUTHORIZED PURCHASES:
The Director is the purchasing agent for the Library. On large items that
are under bid by interested suppliers the Board shall determine the bid to
be accepted.
2.4 INVENTORY:
The Director shall keep an accurate record of materials and equipment.
He/she may require the assistance of library employees in maintaining
such an inventory. He/she shall report to the Board losses of materials and
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equipment not consumed in the process of use. A complete inventory will
be done annually.
2.5 ATTENDANCE AT PROFESSIONAL MEETINGS:
The Director is encouraged to be a member of local, state, and national
library organizations. He/she is encouraged to attend local, state and
national conferences as part of his/her official duties. Reimbursement of
expenses incurred through attendance at these conferences shall be
determined according to the Board policy that applies to Travel Expense.
2.6 ASSIGNMENT OF DUTIES AND RESPONSIBILITIES:
The Director shall assign all employees to the particular position in which
they will work and their major responsibilities or duties.
2.7 EMPLOYMENT OF PERSONNEL:
The Director shall make recommendation to the Board for the
appointment, assignment, transfer, suspension, promotion, or dismissal of
all employees of McLean-Mercer Regional Library.
McLEAN-MERCER REGIONAL LIBRARY BRANCH LIBRARIES
3.1 COMPENSATION:
McLean-Mercer Regional Library shall compensate one (1) librarian from
each branch to attend regular branch meetings. Compensation is to
include mileage and $25.00 per meeting.
Whenever a branch librarian presents an in-service training, his or her
wages, mileage, and expenses will be compensated by McLean-Mercer
Regional Library.
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OPERATIONAL POLICY
STATEMENT OF POLICY OF THE BOARD OF TRUSTEES
McLean-Mercer Regional Library
Riverdale, North Dakota
I. GENERAL OBJECTIVES
The chief objective of the McLean-Mercer Regional Library is to provide the
counties of McLean and Mercer with effective public library service and to lead the
citizens in anticipating their future needs for library service. Since all communities
in the counties have unique problems of population, distribution, social and cultural
needs and desires, the Board and Administration must be sympathetic to new and
experimental approaches in serving all communities. The Library can determine a
purposeful future by preserving a vigorous approach and choosing with
discrimination its policies and leadership.
A. To assemble, preserve, and administer, an organized collection of books and
related materials.
B. To serve the communities as a general center of reliable information.
C. To support educational, civic, and cultural activities of groups and
organizations.
D. To provide opportunity and encouragement for children, young people, men
and women to continue and broaden their education.
E. To identify and provide services to meet the communities’ needs.
F. To cooperate with other organizations, agencies, and institutions which can
provide programs or services to meet the communities’ needs.
G. To provide a technology plan which meets the communities needs.
Maximum realization of these objectives can be best obtained through adherence
to the following specifics:
A. Providing service to the public, first, last and foremost, shown by effort and
attitude.
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B. Selecting books and other appropriate materials, according to ALA standards
and patron interests.
C. Providing for a high degree of accuracy in records and information.
D. Presenting a strong public relations program.
E. Observing professional ethics in relations between board and administration,
staff and administration, staff members among themselves.
F. Continuing reappraisal of the effectiveness of services, collection, and
physical facilities; exploration of new materials and improvements for better
service.
II. LIBRARY COLLECTION AND SERVICES
A. Collection and Procurement

The Director shall be responsible and assisted by member libraries for
the selection and purchase of materials which best meet the interests
and needs of the communities.
Each acquisition shall be coded to identify purchase and ownership by
the McLean-Mercer Regional Library.
B. Gifts, Requests, Memorials
The Library accepts gifts of suitable materials with the understanding
that they will be added to the Library collections only when needed
and disposed of at the discretion of the Director.
Unrestricted gifts of money, lands, or property will be gratefully
accepted by the Board. Restricted gifts or bequests will be reviewed
by the Board before acceptance or rejection.
C. Materials Selection
Ultimate responsibility for book selection, rests on the Director, who
operates within the framework of policies and objectives determined
by the Board. Staff members are encouraged to suggest material
selections according to policy.
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Objectives of Selection
The primary objective of the McLean-Mercer Regional Library is to
provide opportunity and encouragement for people of all ages by
providing a wide range of materials with diversity of appeal and
viewpoints.
To this end, the Board reaffirms the objectives of the American
Library Association, Library Bill of Rights, and Freedom to Read
Statement and recognizes a responsibility to:
a. Provide materials that will enrich the communities, taking into
consideration the varied interest, abilities, and educational
levels of the citizens served.
b. Provide materials that will stimulate growth in factual
knowledge, literary appreciation, aesthetic values, and ethical
standards.
c. Provide a background of information which will enable
citizens to make intelligent judgments in their daily life.
d. Provide materials representative of the many religious, ethnic,
and cultural groups and their contributions to our American
heritage.
e. Provide materials on opposing sides of controversial issues so
that citizens may develop the practice of critical analysis of all
media.
f. Place principle above personal opinion and reason above
prejudice in the selection of materials of the highest quality in
order to assure a comprehensive collection appropriate for the
users of the Library.
The Library will maintain an up-to-date array of selection tools.
Criteria for Selection of Materials
a. Needs of the communities.
b. Suitability and importance to the whole collection and
region.
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c. Accuracy and reputation of the
author/artist/composer/producer, etc.
d. Format.
e. Price and/or availability of funds.
f. Readability and popular appeal.
Procedures for Selection
In selecting print and non-print materials for purchase, the Director
evaluates the existing collection and consults reputable, unbiased,
professionally prepared selection aids.
In specific areas the Director follows these procedures:
a. Gift materials are judged by basic selection standards, and
are accepted or rejected by these standards.
b. Multiple items of outstanding and much in demand media
are purchased as needed.
c. Worn or missing standard items are replaced periodically if
relevant.
d. Out-of-date or no longer useful materials are withdrawn from
the collection.
The Library will endeavor always to balance special group interests
with general demand, to present fairly and truthfully both sides of
every controversial subject handled, and to maintain a true balance
between its duty to present information on all aspects of public
questions, and its determination not to allow itself to be used as a
propaganda vehicle.
a. The Library will not maintain a closed shelf collection of
materials, but will encourage individual and parental
discrimination in the choice of materials.
b. In addition, the Board recognizes the duty of the Library to
furnish materials outside the “main stream of popular output”
and to provide in its collection a substantial representation of
the critical, provocative and experimental products as well as
the classics.
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All phases of the selection procedure will work toward the
establishment of a representative collection of materials of high
quality based on achievement of the services the Library is
expected to perform.
The Library adopts the policy statement of the American Library
Association, the Library Bill of Rights, and the Freedom to Read
statement on book selection and controversial materials.
D. Procedure for Handling Complaints
Procedure for handling complaints regarding materials present or not
present in the collection.
In the MATERIALS SELECTION POLICY OF THE McLEAN-MERCER REGIONAL
LIBRARY it states that “final responsibility for selection resides with the Director of the
Library”. All complaints will be directed to his/her attention. The MMRL Board shall
be notified of any complaints. The Board in their adoption of the Materials Selection
Policy, the Library Bill of Rights, and the Freedom to Read Statement, support the
Director in his/her exercise of the selection responsibility. They will hear complaints
only if the complainant feels that the policy statement does not support the Director’s
decision, and then only if they feel it necessary to study the decision more closely.
Instructions to the Staff:
Should a patron question any material in the collection or
question the lack of material in the collection, you are asked to
comply with the following procedure:
a. Neither defend nor condone the item or the act. React in a
manner which indicates your understanding of this person’s
concern (even though you may disagree with the
complaints). The responsibility for selection of materials
for the Library has been vested in the Director. Let the
patron provide the defense.
b. Provide the patron with a copy of the form (see attached),
Request for Reconsideration of Material. Ask that it be
completed and signed. Inform the patron that the
complaint will be given to the Director and that the patron
will receive a response from the Director within one week.
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Instructions to the Director:
a. Upon receipt of the Request for Reconsideration of
Material, examine the complaint, the material in question,
the circumstances involved in the complaint, and submit to
the patron no later than one week after receipt a response
based on your reasons for the selection of the material, the
policies of the Library, etc.
b. Provide complainant with a copy of the Library Selection
Policy. Inform patron of their right to an additional
hearing on the complaint should he feel that the response of
the director is not supported by the policy statement.
Instructions to the Board:
Should the patron feel that the Director’s response is not
supported by the Materials Selection Policy, it is reasoned that
either the policy statement or the Director’s interpretation of it are
in question, therefore it becomes the Board’s obligation to review
the matter.
a. Upon receipt of a request for additional review or a hearing
from the complainant, the Director is asked to advise the
Board of the entire situation. The Director is also asked to
recommend action to the Board.
b. If the Board does not wish to hear the complaint, the
President of the Board should instruct the Director to advise
the complainant of their decision and the basis for the
decision.
c. If the Board desires to hear the complaint, the Director is to
make arrangements with the complainant to be present for a
hearing. The Board will then recommend action to the
Director after hearing the complaint.
Above all, the Board has as its concern the fairness of such a
hearing, so as to protect the rights of all persons involved.
Should it be necessary, the Board may ask the Director to inform
the Intellectual Freedom Committee of NDLA, the Intellectual
Freedom Committee of ALA, the State Librarian, and other
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concerned persons or groups of the situation, requesting either their
opinion, recommendations or involvement.
E. Services of the Public Library
The Library staff will provide guidance and assistance for people to
obtain the information they seek as recorded in print and non-print
resources.
The Library will initiate programs to stimulate the use of library
materials to fill the needs of people of all ages.
The Library will co-operate with civic and community agendas and
organizations to help them with program materials.
The Library will supplement, but cannot perform the functions of,
school and other libraries which are designed to meet special
needs. This Public Library will at all opportunities cooperate with
other libraries to strengthen the services and resources of all.
The library will provide Internet service (see attached policy.)
III. USE OF THE PUBLIC LIBRARY
A. Use Privileges
Within the Library, the use of all references and collections is free to
all.
Home use privileges are free to all residents of McLean and Mercer
counties and areas participating by contract or agreement in the
Library program.
Service will not be denied or abridged because of age, religion, race,
sex, social, economic or political status.
The use of the Library or its services may be denied temporarily for
due cause. Such cause may be failure to return books or to pay
service charges or penalties, destruction of Library property,
disturbance of other patrons or any other objectionable conduct on
Library premises.
Materials may be borrowed by temporary residents or individuals
living outside of McLean and Mercer counties for a maximum of
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two weeks or the regular loan period. These patrons will be charged
a non-refundable fee of $20.
a. A temporary resident is anyone who is residing in McLean or
Mercer County for less than three (3) months and is an
established resident in another county.
b. Permanent non-county residents will be charged a yearly user
fee of $20.00 per household unit. It will be up to the
discretion of the local branch library boards to decide under
which circumstances this fee may be a hardship for some
patrons, and therefore waived.
No pets, except seeing-eye dogs, will be permitted in the Library.
Shoes and shirts will be required by all persons using the Library in
accordance with State Law. Roller blades, skates, and skateboards
will not be allowed at any time.
B. Operating Hours
The Regional Library shall be open as follows:
Monday through Friday 8 am-12 noon and 1pm-5 pm.
The Director may open or close the Library at his or her discretion
during inclement weather of in case of emergency. It shall be the
Director’s responsibility to have the public announcements made
and to notify other members of the staff. Full-time employees shall
be paid as usual when the library is closed. The custodian shall be
responsible for maintaining heat and minimal care.
Branch libraries may close at their discretion and/or following local
board policy.
C. Holidays
MMRL central office will be closed on the following holidays,
which are paid holidays for full time employees.
a. New Year’s Day
b. Martin Luther King, Jr. Day
c. President’s Day
d. Good Friday
e. Memorial Day
f. Independence Day
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g. Labor Day
h. Veterans Day
i. Thanksgiving Day
j. day after Thanksgiving
k. Christmas Eve Day
l. Christmas Day
D. Lending
All borrowers must have a valid library card on file at the library in
order to check out materials.
Materials shall be loaned for a period set by local librarians and may
be renewed for the same period with the exception of new books,
which may not be renewed. Bookmobile materials are due at the
next scheduled stop.
Reserves may be placed on all materials. Materials will be held for
3 days after the patron has been notified and if not picked up, will
then be placed back in circulation.
E. Overdue, Lost or Damaged Materials
The Library Patron assumes the responsibility to return library
materials on or before the date the materials are due. If the patron
has not returned the material on time he/she has violated a policy
established by the library governing board and is subject to any
charges resulting from a violation of that policy.
The Library has no responsibility on the part of the patron to send an
overdue notice. The notice is sent because material has not been returned
according to established library policy. The patron is responsible for
paying established charges resulting from a violation of library policy.
a. An overdue charge per day per item will begin
immediately after the item is overdue whether or not
the notice has been sent.
Patrons with overdue materials will have their borrowing privileges
suspended until the library materials and all late charges have been
accounted for.
In as much as possible, all patrons are entitled to materials in their original
unspoiled condition. Therefore, any amount of damage or any lost
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materials will result in the patron reimbursing the library for the total
replacement value of the materials. If a patron locates lost material after it
has been paid for, the patron may keep the material, and the replacement
money is not refundable.
F. Confidentiality of Library Circulation Records
It is the policy of the Library Board in compliance with state law,
to protect, as far as possible, the privacy of any patron who uses the
Library, and not to make any inquiry into the purposes for which a
patron requests information or material. Records which may be
required in controlling the use of books either on or off the
premises of the Library are for the sole purpose of protecting
public property, and such records are not to be used directly or
indirectly to identify the kinds of materials used by individual
library patrons, except insofar as the Library may be helpful to
such patron in finding what he/she wants. Under no circumstances
shall the staff of the Library ever answer to a third party about what
a patron of the Library is reading or calling for from the Library’s
collections. Such information is privileged and if divulged would
be an invasion of the patron’s privacy.
Furthermore, it is the policy of the Library Board never to yield any
information about its patrons or their reading to any agency of the
government, whether local, state, or federal without a court
subpoena. Any cost incurred by the Library in any search through
patron records under a court order, will be charged to the agency
demanding such a search.
IV. PHYSICAL FACILITIES OF McLEAN-MERCER REGIONAL LIBRARY
A. General Statement
To achieve the goal of good library service the Board accepts the
responsibility to see that public library building facilities are provided and
maintained which will adequately meet the physical requirements of
modern, aggressive library service. Such facilities will offer to the
community a compelling invitation to enter, read, look, listen, and learn.
The building and bookmobile will fit an expanding program of library
service.
B. Exhibits and Displays
The public Library will provide for the public as many attractive,
educational, and cultural exhibits as possible. Use of exhibit space
is welcomed.
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No poster, display, exhibit, pamphlet, brochure, leaflet,
booklet, etc. shall be exhibited, displayed or placed in the Library
for distribution without permission from the Director.
The library assumes no responsibility for the protection from
possible damage or theft of any item(s) displayed or exhibited.
The individual exhibiting at the library must sign an “Exhibitors
Agreement” (see attached) provided by the library which states that
the library will not assume responsibility for damages, loss, or theft
of the exhibit or display.
Library staff shall not take a display down unless the display is not
removed on schedule or the staff member in charge of displays has
permission to take a display down.
No political, religious, or commercial solicitation is permissible.
If art objects are on display artist may display a card with the price
and artist identification.
C. Bookmobile
Care and maintenance
a. Primary maintenance responsibility is assigned to the driver
of a bookmobile.
D. Insurance
Review all insurance policies annually so as to have adequate
coverage on building, contents, bookmobiles, workmen’s
compensation, general liability, and personal injury.
V. TRAVEL EXPENSES
A. Expenses incurred by central office staff members or Library Board
members in attending professional meetings, conferences, and conventions
for which the McLean-Mercer Regional Library will be responsible are:
Round-trip transportation costs as per county regulation.
Hotel-motel lodging expenses.
Conference registration and other fees.
Updated 2020 22
Meal allowance as per county regulation.
B. Expenses incurred by branch librarians attending professional meetings,
conferences, and conventions for which MMRL will be responsible for
are:
One librarian per branch will be reimbursed mileage per county
regulations, plus $25.00 per meeting for attending the monthly
MMRL branch meeting.
An amount allocated in the current budget will be available for
branch librarians to attend other professional meetings or
conferences.
VI. DUES
A. MMRL shall pay the library’s American Library Association dues.
B. MMRL shall pay state (North Dakota Library Association) dues for the
MMRL director.
C. MMRL may pay upon request NDLA dues for the assistant librarian.
VII. PUBLICITY AND PUBLIC RELATIONS
All publicity concerning the Library shall be the responsibility of the Director.
A. Public Relations
The Board recognizes that public relations involves every person
who has connection with the Library. The Board urges its own
members and every staff member to realize that he or she
represents the Library in every public contact.
Updated 2020 23
McLEAN-MERCER REGIONAL LIBRARY
EXHIBITOR’S AGREEMENT
In displaying items at the library I understand that the library will assume no
responsibility or liability in case of loss, theft, or damage involving the exhibit.
Date Title of Exhibit
Signature (of Exhibitor) (date)(Signature of Director) (date)
Updated 2020 24
McLEAN-MERCER REGIONAL LIBRARY
RECOGNITION OF LIBRARY GIFT POLICY
I understand that the gift materials I give to the library will be added to the library
collection only if needed, and can be disposed of at the discretion of the director or
designated staff member in charge of gifts.
Material donated:
Signature (of Donor) Date (Signature of Library Director) (date)
McLEAN-MERCER REGIONAL LIBRARY
Updated 2020 25
CITIZEN’S REQUEST FOR REVIEW OF MATERIALS
Citizen requesting review:____________________________________
Telephone:___________Address:__________________________
City:_____________________________________________________
TYPE OF MATERIAL:
Library Book ____Periodical _____DVD _____CD _____Vox Book _____Other Title:___________________________________________________________
Author:___________________________________________________
Publisher:___________________ Copyright Date:__
To what in the material do you object? (Please try to be specific: cite pages, etc.)

What do you feel would be the negative result of using the material?

Do you feel the material is acceptable to another age group?

Do you find any redeeming features in the material? ______________
Did you review the entire content of the material? ________________
Updated 2020 26
If not, what part did you review? _____________________________
Are you aware of the evaluation of this material by the literary critics?

If yes, who? ______________________________________________

What would you recommend the library do with this material?
____Withdraw from the collection __________Make accessible to another age level only __________Withdraw for staff re-evaluation __________Withdraw for Board of Trustees’ evaluation __________Other _______________________________________________
In its place, what material of quality would you recommend to cover the subject?

Signature of Person Making Request:_____________________________
Date:_____________
Signature of Librarian Receiving Request:__________________________
Date: ____________
Signature of Director:__________________________________________
Date: ____________
Updated 2020 27
McLEAN-MERCER REGIONAL LIBRARY
INTERNET POLICY
Access to the Internet is a service offered to our patrons by the library and local internet
provider. The McLean-Mercer Regional Library does not monitor and has no control
over the information accessed through the Internet and cannot be held responsible for its
content or the reliability of its content.
Patrons use the Internet at their own discretion. Parents or guardians of minor children,
not McLean-Mercer Regional Library, are responsible for their children’s use of the
Internet through the library connection. Any restriction of a child’s access to the Internet
is the responsibility of the parent or guardian.
Illegal activities or any other activities intended to disrupt network services or equipment
are prohibited. Materials copied from this computer network may be subject to copyright
laws and may not be copied without permission of the copyright owner unless the
proposed use falls within the definition of fair use.
Use of Internet will be limited to one (1) hour per person per day. If there are no other
appointments or people waiting to use the Internet, the user may use the Internet for a
longer period of time at the discretion of the librarian. Minimal help is available in using
the Internet.
UNACCEPTABLE USE OF THE INTERNET

It is not acceptable to use the Internet for any purposes, which violate
U.S. or state laws, to transmit threatening, obscene, or harassing materials, or to
interfere with or disrupt network users, services, or equipment. Disruptions
include, but are not limited to: distribution of unsolicited advertising, propaganda
of computer worms and viruses, and using the network to make unauthorized
entry to any other machine accessible via the network.
Users may not represent themselves as another person.
It is assumed that information and resources accessible via the Internet are private
to the individuals and organizations, which own or hold rights to those resources
and information, unless specifically stated otherwise by the owners and holders of
rights. It is therefore not acceptable for an individual to use the Internet to access
information or resources unless permission to do so has been granted by the
owners or holders of rights to those resources of information.
Malicious use is not acceptable. Use of the Internet for recreational games is not
acceptable when such use places a heavy load on resources.
Commercial advertising and/using the Internet for personal financial gain is not
acceptable.
Updated 2020 28
Viewing of pornography is not acceptable
Cost of printing out material is $.25 per black and white copy and $1.00 per color
copy.
USE OF THE INTERNET IS A PRIVILEGE, NOT A RIGHT, AND
INAPPROPRIATE USE WILL RESULT IN THE LOSS OF THIS PRIVILEGE
FOR ONE MONTH AFTER THE FIRST OFFENSE, AND THE LIFETIME OF
THE PATRON THEREAFTER.
ANY DAMAGES TO THE MACHINES WILL RESULT IN THE USER
HAVING TO REIMBURSE THE LIBRARY FOR REPAIR.
Users Agreement/Parental Permission form must be signed before accessing the
Internet. All patrons must sign in at the desk before using the Internet computer.
Parental permission needed for those under the age of 18.
Approved by McLean-Mercer Regional Library Board Mar. 27, 2000
USERS AGREEMENT/PARENTAL PERMISSION FORM FOR INTERNET USE
Updated 2020 29
As a patron, I have read and understand the Internet policy of McLean-Mercer Regional
Library, and agree to comply with the rules governing Internet use. I understand that
violation of the provisions stated in the policy may result in suspension or revocation of
Internet privileges.
Patron Signature__________________________ Date_______________
As a parent/legal guardian, I have read and understand the Internet policy of McLeanMercer Regional Library. The library does not monitor and has no control over
information accessed through the Internet and is not responsible for its content. I
understand that the responsibility rests with the parent or legal guardian, in regards to
restrictions of a child’s access to the Internet. I will monitor my child’s use of the
Internet and will accept responsibility for supervision. I give my permission for my child
to use the Internet at the McLean-Mercer Regional Library in Riverdale, and certify that
the information contained below is correct.
Signature of Parent or Legal Guardian____________________Date_______
Home Address_________________________________________
City_________________State_____________________Zip_____________
Home Phone Number_______________Work Phone Number____________
Approved by McLean-Mercer Regional Library Board Mar. 27, 2000
Updated 2020 30
McLEAN-MERCER REGIONAL LIBRARY PERSONNEL POLICY
CLASSIFICATION AND SALARIES
A. JOB CLASSIFICATION
All positions have been analyzed, and each position has a written job
description.
Positions are reviewed periodically to address changes in duties and to
change the job description as required. The incumbent may make a request
for review of any position to the Director. Vacant positions are reviewed by
the Director and the Board before being posted for applications.
B. SALARIES
The salary schedule is established by the Board at each year’s budget meeting.
In all cases the Library’s salary schedule will abide by existing laws, such as
that pertaining to minimum wage. Salaries will be reviewed on a regular basis.
Increases will be considered based upon performance and budget
considerations.
IV. STANDARDS OF CONDUCT
Employment in the Public Library carries with it special obligations and
responsibilities. Every citizen has the right, as an individual, to participate in
public debate or to engage in social and political activity. The only restrictions on
the activities are those imposed by law. Because personal views and activities
may be interpreted as representative of the institution in which the individual is
employed, careful distinction must always be made between: (a) private actions
of the employee as an individual and (b) those actions one is authorized to take in
the name of the Library. The following ethical guidelines govern employees:
(1) A special responsibility to maintain the principles of the Library Bill of
Rights.
(2) The duty to understand and execute the policies of the Library, and to
endeavor to change those which conflict with the spirit of the Library Bill
of Rights, community needs and standards, through existing channels.
(3) An obligation to protect the essential confidential relationship which exists
between the library user and the McLean-Mercer Regional Library or any
of the member libraries.
Updated 2020 31
(4) A responsibility to avoid any possibility of personal financial gain at the
expense of the Library.
(5) An obligation to maintain a standard of personal behavior which is
complimentary to the Library as a social institution, and to refrain from
abusing working conditions and benefits
(6) The responsibility to avoid pettiness, gossip and rumors concerning other
staff members, and instead to express objectively through appropriate
channels any dissatisfaction with a fellow staff member’s performance.
(7) An obligation to insure equality of opportunity and fair Judgement of
competence in actions dealing with staff appointments, retentions and
promotions.
(8) An obligation when making appraisals of the qualifications of any
individual to report the facts clearly, accurately, and without prejudice,
according to applicable law concerning the disclosure of personal
information
(9) To carry out all assignments so that fellow staff members need not assume
added responsibilities, except in times of emergency or at the Director’s
discretion.
(10) To acknowledge the importance of the work done by all staff in all
departments, and to maintain a sense of loyalty to and cooperation with
fellow staff members in the line of duty.
(11) To keep informed and seek to improve work performance by making
oneself aware of new ideas, standards of library service and methods of
job performance through participation in available continuing education
programs.
EMPLOYEE RELATIONS
A. COMMUNITY
All staff shall serve patrons regardless of race, color, creed, sex, handicap,
or national origin. Staff members are encouraged to take an active interest in
the concerns of the community in which they work.
B. DIRECTOR
Employees will cooperate with the Director carrying out the mission of
MMRL. In resolving problems between employee and Director, the
employee will follow the established chain of command.
C. STAFF
The Director welcomes inquiries and suggestions from employees. The
employee has the right to expect supervision from the Director.
Updated 2020 32
D. SPECIAL RESPONSIBILITIES
Each employee is responsible for providing the Director with a current
address, telephone number, and an emergency contact. The staff member is
also responsible for all keys and/or other equipment given in trust and the
return of same upon termination of employment.
E. STAFF AREA
When possible a staff area will be maintained for the use of employees only.
Employees who avail themselves of the facilities are responsible for
maintaining the general cleanliness of the room.
VI. PUBLIC RELATIONS
The responsibility for maintaining good public relations with the citizens
and with fellow employees must be shared by each and every employee.
Maintaining effective and courteous contacts with citizens is a basic
requirement in every employee’s job. We are responsible to all citizens of
McLean and Mercer counties and we should remember this in our day-today dealings with the citizens.
All new items for the press are released through the Director’s office or
specifically authorized personnel.
Here is a list of public relations guidelines which, if followed, will usually
result in fewer complaints and an increase in the effectiveness of the public
relations programs:
Identify the Library and give your name when you answer the
telephone.
When a citizen asks for information or files a complaint, give
assistance if you can. If you are not able to help the patron, or if the
patron seems dissatisfied, courteously suggest a visit with the Library
Director.
Keep a written record of any complaints or requests that you receive.
Updated 2020 33
VII. STAFF DEVELOPMENT
A. COMMUNICATIONS
In order to promote cooperation and the sharing of information, a monthly
meeting for all levels of the staff will be held by the Director.
B. IN-SERVICE TRAINING
It is the responsibility of the Director to provide orientation and training
for all new staff as well as continuing development for current staff.
C. PROFESSIONAL ACTIVITIES
It is the policy of MMRL to encourage membership by staff members in
the North Dakota Library Association, the American Library
Association and other professional organizations. Within limitations of
the budget, the Director will request funds from the Board for financial
assistance at conferences. At the minimum, time with pay will be
allowed full time staff members wishing to attend meetings and
conferences sponsored by professional library or library-related
organizations of which they are members. A reasonable amount of
preparation time is allowed for staff members participating in
programs.
The Board of the MMRL recognizes the need for professional growth
of its professional personnel and encourages attendance at conferences
and workshops.
D. CONTINUING EDUCATION OF LIBRARIANS (Full-time Employees)
Further education is encouraged at all levels. Adjustments of time or
special assignments in order that employees may take advantage of
opportunity for special study are subject to the approval of the Director.
Leaves of absence without pay to pursue regular courses of study at
accredited library schools, or to undertake further education in a discipline
related to an individual’s library work are subject to Board approval.
Likewise, in an effort to assure continued intellectual growth of the
professional staff, all full-time employees will be required to participate
Updated 2020 34
in at least one library oriented workshop each year. Failure to meet this
requirement will result in a review of his/her employment status by the
Board of Trustees.
Workshops and Seminars:
Time off will be granted without loss of pay or benefits and
expenses incurred will be paid by the MMRL Board.
VIII. PERFORMANCE EVALUATION
Performance evaluation will be used: for the development of each individual staff
member and the granting of salary increases. Performance evaluation is given
annually by the Director to all staff members. The evaluation is the basis for an
appraisal and goal setting discussion between the individual and the Director. The
evaluation is to be signed and dated by both the individual and the director and is
available within legal limits as a permanent part of the employee’s personnel file.
The Board will evaluate the Director and the Director will evaluate the other staff
members.
IX. TERMINATIONS
A. RESIGNATIONS
All employees are asked to submit a letter of resignation giving 2 weeks
notice.
B. DISMISSALS
An employee may be dismissed for any one of the following reasons:
incompetence, insubordination, unexplained absences, dishonesty, or
criminal conduct following a written evaluation by the Director. In every
instance a meeting with the Director and the employee will be scheduled
as soon as possible to review the case before a final decision is rendered.
In instances where the situation warrants, the employee may be suspended
temporarily with pay until this meeting is scheduled.
Any employee may appeal the decision of the Director to the Board of
Trustees in writing within five days after dismissal. Upon receipt of such
appeal, the Board shall require the Director to supply in detail all facts in
Updated 2020 35
the case and schedule a hearing with the Personnel Committee within five
(5) working days and the full Board within ten (10) working days. A copy
of the case summary will be furnished the employee. The employee will,
in most cases, remain suspended until the matter is resolved by the Board.
SEXUAL AND OTHER FORMS OF IMPERMISSIBLE HARASSMENT
It is the policy of the MMRL Board that all employees, male and female
alike, are entitled to a working environment that is free of sexual
harassment or other unlawful harassment. It must be understood by all
employees that sexual harassment in the workplace is a violation of Title
VII of the Civil Rights Act of 1964 and Chapter 14-02.4, NDCC.
Disciplinary action can and will be taken against any employee who
engages in harassment. An individual making any false accusation and/or
retaliatory responses my also be subject to disciplinary action.
Sexual Harassment Defined:
Sexual harassment is defined as any unwelcome sexual advances, requests
for sexual favors, verbal or physical conduct of a sexual nature, or conduct
that tends to create a hostile or offensive working environment. Such
harassment may include sex-oriented remarks or jokes, pressures or
demands for sexual favors, implied or overt promises or threats, or any
unwelcome conduct with sexual overtones. The term harassment does not
refer to occasional compliments of a socially acceptable nature and it is
not the intent of the Board to regulate those social interactions.
Unacceptable Conduct Defined:
Prohibited conduct would include:
Conduct which could reasonably make an employee feel
uncomfortable or could reasonably offend an employee, such as the
use of sexual innuendoes, obscene stories, jokes of a sexual nature or
profane language.
The display of suggestive pictures or periodicals in an area of the
workplace.
Sexual advances and suggestions, veiled or overt requests for sexual
favors, language of a sexual nature, sexually motivated physical
conduct or any other verbal or physical conduct or communication of a
sexual nature which is not freely and mutually acceptable to both
parties.
The threat or insinuation by an employee that an employee’s refusal to
condone such behavior will affect future advancement, wages, or
assigned duties.
Conduct of a sexual or gender-based nature that could reasonably be
regarded as demeaning, degrading, or abusive to an employee.
Updated 2020 36
Any of the above conduct that involves an employee or supervisor as
either a perpetrator or victim with another who is not an employee.
The above listed definitions of Unacceptable Conduct Defined are not an all inclusive
listing. If an employee has a question regarding unacceptable conduct, they should
contact their supervisor. If the person doing the alleged unacceptable conduct is the
supervisor, contact the Chairman of the MMRL Board.
Dissemination of Policy:
Prevention and education are the best tools for the elimination of harassment. The
library will take appropriate steps necessary to prevent harassment from occurring
such as:
Affirmatively raising the subject.
Informing all employees of the policy.
Taking appropriate disciplinary action, up to and including,
termination.
Complaint Procedures:
The complaint procedure is as follows:
An employee who feels they have been harassed or has witnessed
harassment should report it immediately to their immediate supervisor,
who shall immediately notify the director or Chairman of the MMRL
Board.
If the immediate supervisor is involved in the alleged harassment, the
incident should be reported directly to the director. If the complaint
involves the director the incident should be reported to the MMRL
Chairman or Vice-Chairman.
DRUG AND ALCOHOL USE
Drug and alcohol use is highly detrimental to the safety and productivity of employees in
the work place. No employee may be under the influence of any illicit drug or alcohol
while in the work place, while on duty, or while operating a vehicle or equipment owned
or leased by MMRL.
Possessing, distributing, transferring, purchasing, selling, using, or being under the
influence of alcoholic beverages or illegal drugs while on the library’s property, while
attending business-related activities, while on duty, or while operating a vehicle or
machine owned or leased by MMRL may also lead to disciplinary action, including
suspension without pay or discharge.
Updated 2020 37
DRUG-FREE WORKPLACE COMPLIANCE POLICY: Illegal drugs in the workplace
are a danger to us all. They impair safety and health, promote crime, lower productivity
and quality, and undermine public confidence in the work we do. We will not tolerate the
illegal use of drugs here and now, by law, we cannot. Under the federal Drug-Free
Workplace Act, in order for MMRL to be considered a “responsible source” for the award
of federal contracts, we have developed the following policy:
Effective immediately, any location at which the library’s business is conducted, whether
at this or any other site is declared to be a drug-free workplace. This means:
All employees are absolutely prohibited from unlawfully manufacturing, distributing,
dispensing, possessing, or using controlled substances in the workplace. The following is
a partial list of controlled substances.
Narcotics (heroin, morphine, etc.)
Cannabis (marijuana, hashish)
Stimulants (cocaine, diet pills, etc.)
Depressants (tranquilizers)
Hallucinogens (PCP, LSD, “designer drugs”, etc.)
Any employee violating the above policy is subject to discipline, up to and including
termination, for the first offense. Employees have the right to know the dangers of drug
abuse in the workplace, MMRL’s policy about them, and what help is available to combat
drug problems. This document spells out MMRL’s policy. We will institute an
education program for all employees on the dangers of drug abuse in the workplace. To
assist employees in overcoming drug abuse problems, MMRL may offer the following
help:
Medical benefits for substance-abuse treatment
Information about community resources for assessment and treatment
Counseling program
Employee assistance program
Any employee convicted of violating a criminal drug statute in the workplace must
inform MMRL of such conviction (including pleas of guilty and nolo contendere) within
five days of the conviction occurring. Failure to so inform MMRL subjects the employee
to disciplinary action, up to and including termination for the first offense. By law,
Updated 2020 38
MMRL will notify the federal contracting officer within 10 days of receiving such notice
from an employee or otherwise receiving notice of such a conviction.
MMRL reserves the right to offer employees convicted of violating a criminal drug
statute in the workplace participation in an approved rehabilitation or drug abuse
assistance program as an alternative to discipline. If such a program is offered, and
accepted by the employee, then the employee must satisfactorily participate in the
program as a condition of continued employment.
ALL EMPLOYEES ARE ASKED TO ACKNOWLEDGE THAT THEY HAVE READ
THE ABOVE DRUG-FREE WORKPLACE POLICY AND AGREE TO ABIDE BY IT
IN ALL RESPECTS. BY LAW, THIS ACKNOWLEDGMENT AND AGREEMENT
ARE REQUIRED OF YOU AS A CONDITION OF CONTINUED EMPLOYMENTS.
Please refer any questions on the above policy to your supervisor.
MMRL recognizes that employees may wish to seek professional assistance in
overcoming drug or alcohol problems. Please contact your supervisor for more
information about benefits potentially available under the employee medical benefit plan
and any possible referral sources.
Employees who voluntarily admit to having drug or alcohol problems that have not
resulted in disciplinary action may be eligible for unpaid time off to participate in a
rehabilitation program. Such a leave will be granted if the employee abstains from use of
the program substance while on leave, abide by all organization policies, rules, and
prohibitions relating to conduct in the workplace, and if the county suffers no “undue
hardship” as a consequence of granting the leave.
Physician-prescribed medications are permitted, provided they do not adversely affect job
performance or the safety of the employee or other individuals in the workplace.
C. REDUCTION IN FORCE
Reduction-in-force shall be reviewed on an overall basis to determine
if a reduction is necessary in terms of numbers of required personnel
and cost effective operations. After making a determination that a
reduction is required there shall be a review of employees on a
departmental basis to determine which employee(s) may be selected
for lay-off(s).
The primary basis for any reduction-in-force shall be a “last hired”
criteria, which in effect means that the last employee hired within
MMRL shall be the first employee subject to lay-off. In the event that
Updated 2020 39
two or more employees were hired on the same date, evaluation of job
skills and experience will be considered in selection of employee(s) to
be retained.
Consideration in any reduction-in-force action shall be given to:
Elimination of positions in which workloads can be assumed by other
employees; elimination of positions is a move to decrease costs; and
elimination of positions no longer require a full-time or part-time
position because of changes in operations.
This policy, if implemented, will require advance notice of ReductionIn-Force to all effected employees at least 60 days prior to effective
lay-off date.
D. GRIEVANCE PROCEDURE
A grievance shall be defined as a situation where as an employee cannot
solve a job related conflict with the Director. The grievance shall be
presented as follows:
Step 1: Submit the grievance in writing to the Director.
Step 2: If no agreement is reached the grievance will be taken to the
Personnel Committee.
Step 3: Should no agreement yet be reached the grievance will be taken
to the full Board to be resolved.
Failure to comply with the grievance procedure may result in dismissal
of the complainant. The Director must keep a record of these
proceedings on file.
X. WORKING CONDITIONS
HOURS OF WORK
On a regular schedule, individual staff members will not work more than forty
(40) hours on a five-day per week basis. Direct deposit of paychecks will be used
and the deposit will be made on the 25th of the month. Full-time MMRL central
office personnel will be paid twice monthly.
Updated 2020 40
VACATION
Full-time employment is defined as a workweek of forty (40) hours. Only
full-time employees are eligible for vacation leave and sick leave time.
All full-time employees are entitled to five (5) working days or 40 hours
after three (3) months of service, ten (10) working days or 80 hours
annually after one (1) year of service, fifteen (15) working days or 120
hours annually after five (5) years of service, and twenty (20) working
days or 160 hours annually after ten (10) years of service. Leave during
the first year of service to be determined by the Library Board. Vacation
benefits shall not accrue to employees who work fewer than forty (40)
hours per week or who are seasonal employees or provisional employees
not formerly staff members with benefits. Holidays will not be counted in
the vacation period.
Vacation hours are expected to be taken during the year in which they are
earned and may not be carried over to the following year unless the
Director grants permission. The purpose of vacation benefits is to allow
each full-time employee time away from the job for rest, recreation, and
the pursuit of non-employment objectives. Request for any leave shall be
submitted to the Director. Vacation time may be taken as accrued. The
Director will determine the time when vacation can be taken after
considering the needs of the service and seniority and the wishes of the
employees. Any vacation days not used during the year will be reimbursed
at the current salary rate at the end of the year.
PAYMENT FOR VACATION LEAVE
Upon separation from the service for any cause, full-time McLean-Mercer
Regional Library employees shall be paid for any unused or accumulated
vacation earned through the last day worked. Upon death of an employee,
a payment for vacation time accrued to the individual’s credit will be made
to the employee’s beneficiaries or estate. Vacation benefits shall be
considered only to be time off with pay. Payment for time accrued in lieu
of vacation leave will not be allowed, except for job termination.
SICK LEAVE
Sick leave with pay shall accrue to each full time employee at the rate of four (4)
hours of leave for each full month of service, six (6) days per year. Sick leave
will be granted to an employee because of exposure to a contagious disease or
because of the individual’s incapacity to properly perform duties unless such
Updated 2020 41
incapacity was self-inflicted. Sick leave shall be granted in case of serious
illness in the family of the employee at the discretion of the Director. The
Director may, at his/her discretion, request a doctor’s certificate before the
employee may return to work; said certificate must be from a licensed physician
and must state that the employee was incapacitated to properly perform duties and
the cause thereof. Sick leave may accumulate to a maximum of 30 days (240
hours) and may be used in succeeding years. Accumulated sick leave will be
reimbursed at 50% of the rate of the current salary upon termination in good
standing with MMRL. Maternity leave with pay will be granted up to the amount
of sick leave and/or other earned time accumulated, with additional leave to be
granted within limitations described in Leaves of Absence.
Employees are encouraged to make medical and dental appointments during their
days off. If this is not possible, time missed for such appointments may be either
counted as sick leave, made up by arrangement with the Director, or employee
may use compensation time earned.
For over use of sick leave, proportionate pay is to be deducted from the salary
unless special arrangements have been made with the Director to make up lost
time.
BEREAVEMENT LEAVE
A maximum of three (3) working days emergency leave may be taken in the event
of death in the family of the employee. Family will be defined as including:
spouse, son, daughter, mother, father, sister, brother, and grandparents of the
employee.
FAMILY AND MEDICAL LEAVE
It is the policy of MMRL to grant up to twelve (12) weeks of family and medical
leave during any twelve (12) month period to eligible employees, in accordance
with the federal Family and Medical Leave Act of 1993 (FMLA). The leave may
be paid, unpaid or a combination of paid and unpaid, depending on the
circumstances and as specified in this policy.
Employee classifications that qualify for family and medical leave in accordance
with FMLA:
In order to qualify to take family and medical leave under this policy, the
employee must meet all of the following conditions:
The employee must have worked for MMRL at least 12 months or 52
weeks. The twelve months or 52 weeks need not have been
consecutive. For eligibility purposes, an employee will be considered
to have been employed for an entire week even if the employee was on
Updated 2020 42
the payroll for only part of a week or if the employee is on leave during
the week.
The employee must have worked at least 1250 hours during the twelve
month period immediately before the date when the leave would begin.
Type of Leave Covered:
In order to qualify as FMLA leave under this policy, the employee must be taking
the leave for one of the reasons listed below:
The birth of a child and in order to care for that child;
The placement of a child for adoption or foster care;
To care for a spouse, child, or parent with a serious health
condition; or
The serious health condition (described below) of the employee.
An employee may take leave because of a serious health condition that makes the
employee unable to perform the functions of the employee’s position.
A serious health condition is defined as a condition which requires inpatient care
at a hospital, hospice, or residential medical care facility, or a condition which
requires continuing care by a licensed health care provider.
This policy covers illnesses of a serious and long-term nature resulting in
recurring or lengthy absences. Generally, a chronic or long term health condition
which, if left untreated,, would result in a period of incapacity of more than three
days, would be considered a serious health condition.
Employees with questions about what illnesses are covered under this FMLA
policy or under MMRL’s sick leave policy are encouraged to consult with the
director.
MMRL may require an employee to provide a doctor’s certification of the serious
health condition. The certification process is outlined in another section.
If an employee takes paid sick leave for a condition that progresses into a serious
health condition and the employee requests unpaid leave as provided under this
policy, the county may designate all or some portion of related leave taken as
leave under this policy, to the extent that the earlier leave meets the necessary
qualifications.
An eligible employee can take up to twelve weeks of leave under this policy
during any twelve month period. MMRL will measure the twelve month period
as a rolling 12 month period measured backward from the date an employee uses
any leave under this policy. Each time an employee takes leave, MMRL will
Updated 2020 43
compute the amount of leave the employee has taken under this policy and
subtract from the 12 weeks of available leave, and the balance remaining is the
amount the employee is entitled to take at that time.
Employee Status & Benefits During Leave:
The employer will continue to make deductions for health insurance premium,
dental, life insurance, disability plan and other payroll deductions while the
employee is on paid leave.
If the employee is on unpaid leave they must make arrangements with MMRL to
continue the payments for health insurance premium, dental, life insurance,
disability plan and other payroll deductions while they are not receiving a payroll
check from MMRL.
Employee Status After Leave:
An employee who takes leave under this policy will be able to return to the same
job or a job with equivalent status, pay, benefits, and other employment terms.
The position will be the same or one which entails substantially equivalent skill,
effort, responsibility and authority.
MMRL may choose to exempt certain highly compensated employees from this
requirement and not return them to the same or similar position.
Use of Paid and Unpaid Leave:
If the employee has accrued paid leave the employee must be paid leave first, with
the exception of 40 hours of earned vacation leave, and take the remainder of the
twelve weeks as unpaid leave.
An employee who is taking leave because of the employee’s own serious health
condition or the serious health condition of a family member must use all paid
vacation and sick leave, where appropriate depending on specific circumstances,
prior to being eligible for unpaid leave.
An employee taking leave for the birth of a child must use paid sick leave for
physical recovery following child birth. The employee may then use all paid
vacation and then will be eligible for unpaid leave for the remainder of the twelve
weeks.
An employee who is taking leave for the adoption or foster care of a child must
use all paid vacation prior to being eligible for unpaid leave.
Updated 2020 44
Intermittent Leave or a Reduced Work Schedule:
The employee may take FMLA leave in twelve consecutive weeks, may use the
leave intermittently (take a day periodically when needed over the year), or under
certain circumstances, may use the leave to reduce the work week or work day,
resulting in a reduced hour schedule. In all cases, the leave may not exceed a total
of twelve weeks over a twelve month period.
MMRL may temporarily transfer an employee to an alternative position with
equivalent pay and benefits if the alternative position would better accommodate
the intermittent or reduced schedule.
For the birth, adoption, or foster care of a child, MMRL and the employee must
mutually agree to the schedule before the employee may take the leave
intermittently or work a reduced hour schedule. Leave for birth, adoption, or
foster care of a child must be taken within one year of the birth or placement of
the child.
If the employee is taking leave for a serious health condition or because of the
serious health condition of a family member, the employee should try to reach
agreement with MMRL before taking intermittent leave or working a reduced
hour schedule. If this is not possible, then the employee must prove that the use
of the leave is medically necessary. MMRL may require certification of the
medical necessity discussed in the section on certification.
Certification of the Serious Health Condition:
MMRL may ask for certification of the serious health condition. The employee
should try to respond to such a request within 15 days of the request, or provide a
reasonable explanation for the delay. Failure to provide certification may result in
a denial of continuation of leave.
Certification of the serious health condition shall include: the date when the
condition began, its expected duration, diagnosis, and a brief statement of
treatment. For medical leave for the employee’s own medical condition, the
certification must also include a statement that the employee is unable to perform
work of any kind or a statement that the employee is unable to perform the
essential functions of the employee’s position. For a seriously ill family member,
the certification must include a statement that the patient requires assistance and
that the employee’s presence would be beneficial or desirable.
If the employee plans to take intermittent leave or work a reduced schedule, the
certification must also include dates and the duration of treatment and a statement
of medical necessity for taking intermittent leave or working a reduced schedule.
Updated 2020 45
MMRL has the right to ask for a second opinion if it has reason to doubt the
certification. MMRL will pay for the employee to get a certification from a
second doctor which MMRL will select.
If necessary to resolve a conflict between the original certification and the second
opinion, MMRL will require the opinion of a third doctor and MMRL will pay for
the opinion. The third opinion will be considered final.
Procedure for Requesting Leave:
Except where leave is not foreseeable, all employees requesting leave under this
policy must submit the request in writing to their immediate supervisor.
When an employee plans to take leave under this policy, the employee must give
MMRL 30 days notice. IF it is not possible to give 30 days notice, the employee
must give as much notice as is practical. An employee undergoing planned
medical treatment is required to make a reasonable effort to schedule the
treatment to minimize disruption to MMRL’s operations.
If an employee fails to provide 30 days notice for foreseeable leave with no
reasonable excuse for the delay, the leave request may be denied until at least 30
days from the date MMRL receives notice.
While on leave, employees are requested to report bi-weekly to MMRL or their
supervisor regarding the status of the medical condition, and their intent to return
to work.
If any provision of this policy is inconsistent with Federal Law, Federal Law takes
precedence.
LEAVES OF ABSENCE
Leaves of absence without pay are subject to Board approval. Requests for
such leave shall be submitted in writing to the Director stating the reasons
why such leave should be granted, the effective date of the beginning of
such leave and the probable date of return. Such leave will be granted only
in cases where it is determined that it will not interfere with the normal
operation of the library.
JURY DUTY
In the case of jury duty a full-time employee will receive an amount which
will equal the employee’s regular rate of pay when added to the
Updated 2020 46
compensation received for jury duty. Normally, this means the employee
will turn over the check for jury duty, minus the travel expense, to the
library and receive his/her regular paycheck. Or the employee may have the
option of taking vacation leave and retain the amount for jury duty.
MILITARY LEAVE
Staff members working full-time who are in the military reserve corps and
are ordered to temporary active duty will be granted leave with pay for
twelve (12) working days. Those entering military service are granted
leaves of absence in conformity with federal and state regulations.
XI. EMPLOYEE RESPONSIBILITIES
PUNCTUALITY
Employees are expected to report to work on time. If you are, or will be,
late or absent from work, it is most important that your Director be notified
no later than the normal starting time and earlier if possible. Absence from
work without giving adequate notice and repeated incidents of appearing late
for duty are grounds for disciplinary action.
INJURY ON THE JOB
Any injury received on the job, even a slight one, should be reported
immediately to the Director and an accident report should be completed at
once.
TIME CARDS
You are responsible for your own time card, and only you may record your
time. Neglect and improper recording of your time will affect your check.
Updated 2020 47
XII. WELFARE AND ECONOMIC BENEFITS
HEALTH INSURANCE
The Library has its own group health insurance plan for all full-time MMRL
employees. This plan provides health insurance at no cost to the employees.
Independent coverage is available.
Information and forms concerning health insurance can be acquired through the
Library Director.
RETIREMENT PLAN AND SOCIAL SECURITY
Pension and retirement arrangements are automatically effective for all full time
MMRL staff members after six (6) months of service. From then on, each staff
member contributes to the variable annuity type plan at the rate of five (5) per cent
or more of gross income through regular payroll deductions. The Library also
contributes 5% for each paying full time MMRL staff member, computed on an
actuarial basis. Details of the plan may be obtained from the Director. Social
Security and Medicare are also a payroll deduction for all MMRL employees.
WORKERS COMPENSATION
All MMRL employees are covered under North Dakota’s Workforce Safety &
Insurance Law for injuries or illnesses incurred on the job. The Library pays for
the coverage. Employees eligible for it may select either of the following options:
Sick leave may be utilized by full time MMRL employees upon request to
the extent necessary to supplement the employee’s Workers Compensation
Benefit in sufficient amount to equal the employee’s regular gross pay.
The full time MMRL employee who has exhausted all sick leave will have
the right to utilize accrued vacation leave while absent from work due to
compensable injury or illness. Employees who have exhausted both
options will be placed on leave of absence status for the time needed to
recover when accrued leave is exhausted.
Updated 2020 48
ACCIDENTS AND FIRST AID
Care, caution and common sense are basic accident prevention elements in any
occupation. Please report any accident or unsafe work practices and follow all
rules when using equipment. Don’t take chances.
All accidents, whether involving the staff or the public, should be reported at once
to the Director. Limited first aid is available in the Library.
EPIDEMIC AND PANDEMIC PROCEDURES
During a regional or national epidemic or pandemic, the Library will follow
suggested guidelines and procedures as recommended by the State of North
Dakota or the national Center for Disease Control.
THIS PERSONNEL POLICY HAS BEEN CAREFULLY PREPARED TO ANSWER
QUESTIONS REGARDING ASPECTS OF PERSONNEL RELATIONS. ITS
PURPOSE IS TO PROVIDE GUIDELINES FOR THE LIBRARY ADMINISTRATION
AND DEFINE RESPONSIBILITIES.
IF YOU HAVE FURTHER QUESTIONS PLEASE CONSULT THE DIRECTOR.
Updated 2020 49
DATE:
POSITION TITLE: DIRECTOR
(FULL TIME SALARIED POSITION)
INCUMBENT:
REPORTS TO: MMRL BOARD OF TRUSTEES
I. Basic function:
Recommends library policies, services, and capital improvements to the
Library Board.
Establishes library methods and procedures.
Administers library programs and services to meet community needs.
Promotes library service to potential users.
Maintains communication with member library directors.
II. Specific functions:
Prepares annual budget to meet library requirements.
Prepares regular reports of library use and library finances including vouchers
for payment of monthly accounts.
Prepares annual report for North Dakota State Library.
Selects and procures books, magazines, newspapers, and media materials.
Selects and procures supplies and equipment.
Organizes collection for efficient use by cataloging, classifying, and
processing.
Supervises circulation records and procedures.
Gives reference and readers’ advisory service to patrons as needed.
Keeps collection current and in good condition through regular weeding and
replacement.
Cooperates with community, educational and recreational groups and
organizations to assist in their projects and programs.
Plans and conducts a library publicity program throughout the year using
newspaper stories, bulletin boards, special displays, brochures, talks, library
open houses, and other promotional techniques in cooperation with the branch
libraries.
Supervises and trains local/MMRL library personnel.
Assigns and schedules duties and responsibilities of personnel.
Performs duties of librarian as needed.
Plans and schedules bookmobile services with the bookmobile librarian.
Exercises the authority to dismiss an employee for sufficient cause following
proper procedure, and with the approval of the Board.
Hires employees, with the approval of the Board.
Updated 2020 50
Supervises the physical plant of the main library and bookmobile to insure
safety, efficiency, and usefulness of the building and equipment.
Assists in handling inter-library book loans quickly and efficiently.
Holds monthly meetings with branch/member librarians.
Participates in professional development opportunities.
Participates in MMRL Board meetings.
Participates in Central Dakota Library Network meetings.
Works toward finding alternative funding sources through grant writing and/or
other avenues.
III. Special requirements:
A minor in Library Science, and/or knowledge of library organization,
administration, finances, methods and procedures.
Deal effectively with board members, officials, co-workers, community
leaders, and the library public.
Give direction to library staff.
Support the mission of the library.
Updated 2020 51
DATE:
POSITION TITLE: ASSISTANT LIBRARIAN
(ONE FULL TIME HOURLY PAID POSITION)
INCUMBENT:
REPORTS TO: MMRL DIRECTOR
I. Basic functions:
Supervises circulation.
Supervises the library in the absence of the Director.
Assists on the bookmobile when needed.
II. Specific functions:
Assists public with computer as needed.
Supervises circulation procedures, requests, ILL, over dues, and shelving.
Exchanges library materials each month with member libraries, bookmobile,
and central office.
Repairs books and other library materials.
Assists on the bookmobile when 2 librarians are needed. Orientates new
patrons in the use of the library.
Assists the Director as needed.
Participates in professional development opportunities.
Picks up the daily mail from the post office.
III. Special requirements:
High school diploma.
Computer knowledge and training.
Knowledge of library methods, procedures, and services.
Deal effectively with co-workers and the public.
Support library staff.
Support the mission of the library.
Updated 2020 52
DATE:
POSITION TITLE: BOOKMOBILE LIBRARIAN/DRIVER
(PART TIME HOURLY PAID POSITION)
INCUMBENT:
REPORTS TO: MMRL DIRECTOR
I. Basic function:
Drives and maintains the bookmobile and functions as bookmobile librarian.
II. Specific functions:
Drives the bookmobile in a safe and efficient manner.
Supervises maintenance of the vehicle to keep it in efficient and safe running
condition.
Keeps an up-to-date log of bookmobile repairs, and miles traveled.
Completes routes according to schedule and works with Director in scheduling
of routes at the beginning of the each season.
Circulates books and other materials on the bookmobile, sends patrons notices
for overdue items, and collects fees on damaged or lost items.
Assists patrons in locating materials.
Shelves books and keeps materials in proper order.
Enters new patrons in the computer in a prompt manner.
Transfers books and materials from the library to the bookmobile and vice
versa to stock shelves, and also rotates books between member libraries and
main office.
Prepares displays for the bookmobile.
Performs custodial duties for the bookmobile.
Participates in professional development opportunities.
Keeps Director informed.
III. Special requirements:
Valid North Dakota driver’s license.
Deal effectively with the public.
Understand the library’s policies and translates them into action.
Physical stamina to transfer boxes of books.
Computer knowledge and training.
Support library staff.
Support the mission of the library.
Updated 2020 53
DATE:
POSITION TITLE: MEMBER LIBRARY DIRECTOR
(PART TIME HOURLY PAID POSITION)
INCUMBENT:
REPORTS TO: LOCAL LIBRARY BOARD, THEN MMRL DIRECTOR
I. Basic function:
Provide library service to the community and fulfill duties as assigned by their
local board.
II. Specific function:
Circulates books and other materials in the library.
Shelves books and keeps materials in proper order and in good repair.
Orientates new patrons in the use of the library and assists in locating
materials, forwarding requests for materials not available within the system.
Collects lost material fees at prescribed rate, keeps circulation records and
payroll data.
Prepares overdue notices.
Prepares displays, news releases and acts as public relations agent in the
interests of the library.
Does general housekeeping as required.
Adds and/or eliminates library materials as needed.
Becomes competent in the utilization of any computerized equipment and
applicable software.
Participates in professional development opportunities.
Attends MMRL monthly branch/member library meetings.
III. Special requirements:
Understand the library’s policies and translate them into action.
Deal effectively with local and regional library boards, co-workers,
community leaders, and the library public.
Give direction to library staff.
Support the mission of the library.
Updated 2020 54
DATE:
POSITION TITLE: BOOKKEEPER
(PART TIME SALARIED POSITION)
INCUMBENT:
REPORTS TO: MMRL DIRECTOR
I. Basic function:
Maintain records of financial transactions and provide an accurate picture of
the library’s financial status.
II. Specific function:
Posts financial records accurately on the computer and keeps a running
balance of accounts.
Withholds payroll deductions and makes payments to proper offices at regular
intervals.
Prepares checks for payment of vouchers prepared by the Director and
balances checking account.
Advises Director of financial status.
Keeps informed on tax regulations.
Prepares quarterly and annual financial reports for presentation to board and
county officials.
Prepares and files all state and federal reports.
III. Special requirements:
Knowledge of business practices, clerical work, and computers.
Participates in professional development opportunities.
Support library staff.
Support the mission of the library.
Updated 2020 55
DATE:
POSITION TITLE: LIBRARY AIDE
(PART TIME HOURLY PAID POSITION)
INCUMBENT:
REPORTS TO: MMRL DIRECTOR
I. Basic functions:
Performs library duties as assigned by Director.
II. Specific functions:
Processes new material.
Supervises the front desk and assists patrons as needed.
Assists on bookmobile when necessary.
III. Special requirements:
Understands computer operations and library procedures.
Performs duties satisfactorily.
Participates in professional development opportunities.
Supports library staff.
Supports the mission of the library.
Updated 2020 56
DATE:
POSITION TITLE: CUSTODIAN
(PART TIME HOURLY PAID POSITION)
INCUMBENT:
REPORTS TO: MMRL DIRECTOR
I. Basic function:
To maintain a clean and neat facility.
II. Specific functions:
Clean windows inside and out as needed. Clean and dust blinds.
Clean restrooms.
Dust and/or polish book shelves and furniture.
Vacuum or mop floors weekly, scrub or wax floors as needed.
Dispose of trash.
Inform Director of supplies needed.
Support library staff.
Support the mission of the library.
Updated 2020 57
DATE:
POSITION TITLE: TRUSTEES
INCUMBENT:
I. Basic function:
To oversee and ensure the growth of the McLean-Mercer Regional Library
system.
II. Specific functions:
Determine policies to govern the services of the library.
Provide guidance in budget preparation and help in controlling subsequent
expenditures.
Establish by-laws for the operation of the Board.
Keep communication networks open between member librarians, the regional
library Director, Board, and county commissioners.
Keep informed on library developments and legislative matters affecting
libraries at the local, state, and national level with the assistance of the
Director.
Work for an increase in the tax rate, when the existing levy proves inadequate.
Attend regular and special meetings.
Notify the Director when unable to attend the monthly meeting.
Select, appoint, and evaluate the Director and approve hiring and reassigning
of other personnel.
III. Special requirements:
Live in McLean or Mercer County.
Serve a term of at least 3 years.
Attend the regular monthly meeting and whatever special meetings may be
called.
Support library staff.
Support the mission of the library.

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TLPL Policies

TLPL Policies

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