TRUSTEES’ POLICY MANUAL

SECTION 100 BUILDING AND GROUNDS

100.00   BUILDING AND GROUNDS

110.00            Handicapped Access

Installation of automatic door openers as part of the Library building renovation project.  (November 26,1996)

110.10       Americans With Disabilities Act

The building renovation of 1996 complied with all requirements of the Americans with Disabilities Act (A.D.A.).  It is the intention of the Library board of Trustees to maintain a Library facility and grounds in compliance with the A.D.A.
(June 19, 2007)

120.00            Alcoholic Beverages                                        

      That activities sponsored by non-Library groups during hours when the Library is open to the public should not include the service of alcoholic
      beverages.
      (March 1982)

      That the Trustees do not wish to have wine served in the Library during regular business hours.  Permission to serve wine at other times will be considered on an individual basis provided a permit has been issued by the Selectmen.
      (January 16, 2001)

130.00            Building Space

      That the present Winchester Room be renamed the Francis E. Smith Room and that arrangements be made for an appropriate plaque and picture to be placed therein.
      (June 21, 1972)

      That, as a matter of policy, the disposition of any space within the library remains the exclusive prerogative and responsibility of the Board of Library Trustees.
      (March 20, 1974) 

140.00            Bulletin Boards 

      Community Events and Services Bulletin Boards

      The Winchester Public Library makes its bulletin boards available to groups for the free dispersal of information about community events and services.  Space on the Library bulletin boards is made available on an equitable basis, regardless of the beliefs or affiliations of groups requesting such space.

      Main (parking lot) entrance (Adult)
      .     This board is reserved for notices from Winchester's local non-profit organizations.  (This includes non-partisan political notices of an informational nature, e.g., voter registration dates, meeting notices.)
      .     Public service notices offered by local businesses will be posted if space is available.
      .     Commercial notices, partisan political notices*, retail advertising, and notices larger than poster size (18" x 24") will not be accepted.
     
      Washington Street entrance (Adult)
      .     The larger board is reserved for notices from adjoining towns.
      .     Commercial notices, partisan political notices, retail advertising, and notices larger than 8 1/2" x 14" will not be accepted.
      .     The smaller board is reserved for library notices.
     
      All notices for the adult bulletin boards should be given to the Community Services Librarian for posting.

      Children's Room

• This board is reserved for notices from non-profit organizations (of interest to children and parents).

• Commercial notices, retail advertising, and notices larger than

            8 1/2" x 11" will not be accepted.

• All notices should be given to the Children's Librarian for posting.

      Day care and baby sitting notices are kept in a notebook in the Children's Room, but inclusion in the notebook does not constitute a recommendation by the Library.

      Length of posting
      Undated notices will be posted for one month.  Any notice can be removed regardless of date if space is needed for a notice with higher priority, and the Director reserves the right to limit a portion of the bulletin boards for the use of the Library.

      The Library reserves the right to make the final decision about any notice and to establish criteria insuring fair access to the bulletin boards.  Notices which do not meet the Library's criteria will be held for one week, and then discarded if not claimed in that time.

      The Library does not advocate or endorse the viewpoint of any group using the bulletin boards.

      The Library will accept partisan political notices and informational materials concerning Town business, including those local issues that will be voted upon at a general election.  Because of the limited space available on the bulletin board, these materials (from clearly identifiable groups and individuals) will not be posted but will be collected and made available in a central location.  The Library cannot guarantee either the accuracy of the information provided or a balanced representation of all viewpoints because of the ephemeral nature of such issues.
      (August 12, 1997)

150.00            Library Grounds

     To accept the vote of the Board of Selectmen that the care and custody of that parcel of land formerly occupied by the Cutting House be transferred to the Board of Trustees with the understanding that the land is not to be used for any purpose other than landscaping and that the Selectmen will retain title of the property.
      (July 22, 1969)

      That the Trustees authorize the Town Day Committee to make use of the Pergola and surrounding grounds for suitable activities on Town Day.
      (April 1982)

      To remove the pergola to conform to the proposed overall landscaping concept [as related to the Library renovation project], pending approval of the Conservation Commission.
      (October 17, 1995)

      To accept the parking plan as submitted with the provision that the plan will be reviewed in March 2000.  The plan will be initiated on January 1.
      (December 7, 1999)

160.00            Meeting Room

Winchester Public Library Meeting Room Policy

Purpose

The Winchester Public Library Board of Trustees makes its Meeting Room available to groups engaged in civic, educational, charitable, cultural, or intellectual activities having a substantial nexus to the Winchester community. At a minimum, such a nexus requires that any group seeking to use the Meeting Room provide a sponsor who resides in Winchester, Massachusetts and signs the reservation form prescribed below. In allocating the use of the Meeting Room, the Board of Trustees and Library staff shall not discriminate on the basis of the political or religious beliefs of applicant groups, or on any other constitutionally or statutorily prohibited basis.

However, the provision of meeting room space is not the primary mission of the Library, and must always be subordinate to the paramount need to provide a safe, peaceful, and respectful environment in which to read and study. No use of the Meeting Room will be allowed that is likely to disturb Library patrons in their customary use of Library facilities, impede Library staff in the performance of their duties, or endanger the Library building or collection. Use of the Meeting Room for Library purposes shall take precedence over all other uses.

The Meeting Room shall not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising. No goods or services shall be promoted, sold, or exchanged upon the premises or by sample, pictures, or descriptions.

Requirements for Room Reservations

All groups using the Meeting Room shall complete, submit and, at the request of the Library staff, update an application on a form approved by the Board of Library Trustees. Such a form shall incorporate by reference this policy and shall recite that the applicant group has received a copy of this policy and agrees to abide by the terms and conditions of this policy. The individual who signs the reservation form assumes responsibility for any personal injury or property damage resulting from their use of the Meeting Room and will be responsible for payment of any claims resulting therefrom.

Reservations shall be made through the office of the Library Director. Permission to use the room requires the approval of the Director or Assistant Director and groups requesting its use must check back within one week for confirmation. (Permission to use the Meeting Room does not imply permission to use any other room in the Library.) No group may reserve or use the Meeting Room unless it complies in all respects with the provisions of this policy and submits, in fully executed form, the application and indemnification agreement called for in this policy, and any insurance certificate requested pursuant hereto. No meeting room reservation shall be deemed complete until the Library staff receives a complete, signed original form (together, if applicable, with an original insurance certificate).

Any false, misleading or incomplete statement on the application form shall be grounds to forbid the use of the Meeting Room by the applicant group. 

160.00            Meeting Room

The Board of Library Trustees and the Library staff reserve the right to reject a reservation request if the anticipated meeting is likely to be unreasonably disruptive to regular Library functions, too large for the applicable room capacity (75), disorderly, dangerous to persons or property, or in any other way inconsistent with or in contravention of any of the terms and conditions of this policy. In determining whether such a likelihood exists, the Board of Library Trustees and/or the Library staff may take into consideration the contents of the application form, the history of the group's meeting room use in the Library, the history of the group's use of meeting facilities elsewhere, and such other information as they may deem appropriate.

The Board of Library Trustees reserves the right to determine, in its reasonable discretion, whether any proposed use of a meeting room will require a police detail or other extraordinary police protection, and if so the anticipated cost thereof. In making this determination, the Board of Library Trustees may take into consideration the contents of the application form, the history of the group's Meeting Room use in the Library, the history of the group's use of meeting facilities elsewhere, and such other information as such Board may deem appropriate, and may consult with the Chief of Police or his designee. If the Board of Library Trustees determines that such police protection will be reasonably necessary, the group seeking to reserve the use of the Meeting Room shall be required, as a condition of such reservation, to pay to the Board of Library Trustees by such date in advance of the meeting as the Board of Library Trustees reasonably sets, the anticipated cost of such police protection, and such sum shall be applied thereto, with any surplus being returned to the group after the meeting. The group shall be liable to the Board of Library Trustees and/or the Town of Winchester for any deficiency.

To ensure that non-Library groups have fair and equitable access to available dates for use of the Meeting Room, groups may not reserve the room:

• more than three months in advance of the program
• for more than one program in one month
• for more than four programs in one calendar year
• for a series of programs (a separate application must be made for each program)

Reservations shall be accepted, subject to the provisions of this policy, in the order received. Failure to notify the library of cancellations may result in forfeiture of future bookings. Minors may not reserve the Meeting Room, nor can they serve as sponsors.

Groups should apply before the date of the proposed meeting by filling out a form available in the Administrative Office. The office is open Monday through Friday from 10 a.m. to 5:30 p.m., when the Library is open.

Rules for Use

Use of the Meeting Room will be limited to the Library's regular operating hours. If the Director approves use of the room when the Library is closed, a charge will be levied for custodial service at rates established by the Town Personnel Board. Overtime is charged at half-hour increments with a minimum charge of one hour.

All meetings shall be open and free of charge to the public. No person shall be excluded from attendance except in order to comply with the occupancy limit applicable to the Meeting Room. The Meeting Room may not be used for
profit-making activities or to solicit business, although incidental reference to publications or services is not prohibited if the basic purpose of the meeting is informational. If an attendance form or program registration form is used, it should clearly state whether or not the list of names will be used for sales calls. Attendees must be allowed to choose whether or not to give their names.

Groups shall, at their own expense, procure any license or permit necessary for the conduct of their meetings.

Groups using the Meeting Room may arrange the available tables and chairs as they choose, provided that all pieces of furniture are returned to their original positions at the close of the meeting. Materials may not be attached to the walls.

Smoking and alcohol are prohibited. Arrangements may be made to serve coffee but the offering of any other refreshments requires the permission of the Director. The clean-up after a program is the responsibility of the group using the Meeting Room. Each group using the Meeting Room shall be responsible to ensure that the room is returned to the same condition after the meeting as it was prior to the meting. Failure to restore the Meeting Room to such prior condition shall render the group liable to the Board of Library Trustees for the cost of repair and clean-up and may result in forfeiture of future bookings.

The Library is not responsible for equipment, supplies, materials, or other items owned by a group and used by them at the Library. No storage is provided.

Under no circumstances may use of the Meeting Room interfere with the use of the Library by other patrons, the work of the Library staff or any other aspect of normal Library operation.

All persons attending a meeting in the Meeting Room shall comply with all requests by Library staff and, if applicable, the Winchester Police Department. Individuals who fail to comply will be required to leave the Library building. Groups who fail to comply, or whose leaders fail to comply, will be prohibited from using the Meeting Room.

Exceptions to this policy may be made at the discretion of the Board of Library Trustees as it deems in the best interest of the Library and the community.

Indemnification and Insurance

All groups using any the Meeting Room shall execute and deliver a written undertaking in a form to be prescribed by the Board of Library Trustees by which such groups shall agree to hold the Board of Library Trustees, and the Town of Winchester, and all Library staff harmless from and to indemnify them against all costs, damages, losses, claims, and expenses incurred, directly or indirectly, as a result of such group's use of the Meeting Room. Such costs, damages, losses, claims, and expenses shall include, without limitation, any damage to the Meeting Room or any other part of the Library building, grounds or collection; the cost of employee overtime, if occasioned by the use of the Meeting Room; the cost of police protection, if deemed necessary by the Board of Library Trustees; and any claim asserted by any third person against the Board of Library Trustees, the Town of Winchester, and/or any Library staff on account of any alleged injury causally related to the meeting, together with defense costs including reasonable attorneys' fees.

The said written undertaking shall also constitute a release by the group and each and all of its members of any claim against the Board of Library Trustees, the Town of Winchester and the Library staff for any injury to persons or damage to property suffered by such group or any of its members during or as a result of the use of the Meeting Room, except insofar as such injury or damage is directly and solely caused by the negligence or intentional misconduct of any person belonging to or acting on behalf of the Board of Library Trustees, the Town government of the Town of Winchester or the Library staff.

The Board of Library Trustees reserves the right to require any applicant group to supply a certificate of insurance, from an insurer licensed to do business in Massachusetts, in such amount and in such form as the Board of Library Trustees may reasonably deem appropriate, such amount not to exceed $1 million, naming the Board of Library Trustees and the Town of Winchester as an additional insured, and covering damage to the Library building, grounds and collection and injury to persons occasioned by the meeting. Such certificate shall evidence that the insurance it represents is not cancelable except on at least ten (10) days' written notice to the Board of Library Trustees. In the event of such cancellation, the meeting reservation shall be canceled unless the group forthwith substitutes a new insurance certificate meeting the aforesaid requirements.

Publicity

In allowing a group to use the Meeting Room, the Board of library Trustees and Library staff do not imply any endorsement of the group's beliefs, policies or program. No group shall in any of its publicity state or suggest that the Winchester Public Library, the Board of Library Trustees, the Town of Winchester or the Library staff sponsors or endorses the meeting, the group or any particular set of ideas.

Groups may identify the Library and provide its address in their publicity for the meeting, but may not give out the Library's telephone number or invite potential attendees to contact the Library for program information.

(May 12, 2005)

170.00            Retention and Disposal of Library Articles

      That portraits of individuals with Winchester associations are to be retained, as are certain landscape paintings which relate to Winchester or have particular artistic merit.
      (April 23, 1968)

     
      Accepted Town Counsel's statement that it is legal for the library to sell excess or obsolete material provided that not more than $250 worth of material is sold to one person or group without the approval of the Selectmen.
      (April 21, 1971)
     
      To allow the Director to dispose of such excess articles by first offering them to other Town departments and then by permanent disposal if need be. (June 1, 1987)

      To authorize the Director to handle and dispose of all used furniture and to place any monies that may accrue from the sale of excess items in the general fund of the Town of Winchester.
      (May 16, 1994)

170.10            Conservation of Library Materials

      Heat and humidity fluctuations, air pollution, acidity, ultra-violet light, fungi, insect pests, and normal wear and tear have been shown to have a deleterious effect on library materials.  The Trustees of the Winchester Public Library recognize that not only should the library collection be developed, organized, and housed, but also protected against the deleterious effects of environment.

      In order to accomplish this goal, the Trustees, through the Director and appropriately trained staff, will develop a program establishing realistic priorities and emphasizing the conservation of materials of local importance; will encourage the education of the staff in proper mending and processing techniques, housekeeping levels, and storage and use; and, in cooperation with the Winchester Historical Society, will institute a study of the criteria and objectives of use by the public of historical materials in order to achieve maximum accessibility and security of irreplaceable materials.
      (May 20, 1975)

180.00            Smoking

      That no smoking will be allowed within the Winchester Public Library building effective December 1, 1987.
      (November 24, 1987)

POLICY MANUAL COMPLETE TABLE OF CONTENTS

100.00 BUILDING AND GROUNDS

200.00 BY-LAWS/ORGANIZATION

300.00 COOPERATIVE AGREEMENTS

400.00 FEES / FINES / LOAN PERIODS / PRIVILEGES

500.00 HOURS OF OPERATION

600.00 PERSONNEL

700.00 SERVICES

APPENDIX A Freedom to Read Statement (ALA)

APPENDIX B Freedom to View Statement (ALA)

APPENDIX C Library Bill of Rights (ALA)

APPENDIX D Access to Electronic Information (ALA)

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