Library Policies

Introduction to Policies

MISSION STATEMENT
The Elisha D. Smith Public Library is a dynamic and responsive community center for our diverse population.  We offer equal access to materials, programming, services and entertainment to inspire and enrich while supporting learning for all ages.

VALUES
1.  A free public library is essential to the public good.
2.  All library users are entitled to the highest level of service.
3.  All library users have a right to privacy and intellectual freedom.

VISION STATEMENT
The Elisha D. Smith Public Library will enhance the quality of life in our diverse community as we lead with exceptional customer service, a vibrant collection, innovative technology, and responsiveness to the people we serve.

ROLES
1.  To collect, organize, preserve, and make available to all members of the community materials, information, and technology that meet the needs of the community.
2.  To assist those who need to reach beyond the immediate resources of this library to other libraries and information services.
3.  To promote reading and lifelong learning.
4.  To support and complement the activities of the schools and other educational and cultural institutions and groups of the community.
To establish the library as a cultural center for the community.

Approved by the Elisha D. Smith Public Library Board of Trustees October 17, 2013

Library Patron Policies

A. PATRONS
1. Eligibility
2. Responsibility
3. Registration
4. Young Patrons
5. Confidentiality
B. CIRCULATION POLICIES
C. INTERNET POLICY
D. TEST PROCTORING
E. SOCIAL MEDIA POLICY
F. PATRON CODE OF CONDUCT

1. PATRONS
   1. Eligibility
      1. Any person living in Wisconsin may register for an Elisha D. Smith Public Library card free of charge.
      2. A business or institution located in the library’s service area may be issued a library card. The owner or other responsible official shall sign for the card, and the business or institution shall be personally responsible for library materials borrowed.
      3. An educator, daycare provider, or homeschooling parent may obtain a Teacher Card.  Teacher Cards shall be used to borrow only curriculum-related materials. These cards are exempt from overdue fines, though cardholders shall be responsible for lost or damaged materials.
   2. Patron Responsibility
      1. Patron registration forms shall include a signed statement indicating the patron’s agreement to abide by library rules and to return library materials promptly and in good condition.
      2. Library patrons who abuse library privileges may have those privileges revoked or restricted.
      3. Card-holders are responsible for materials checked out on their cards.
      4. Lost cards should be immediately reported to the library.
   3. Registration Procedures
      1. Prospective borrowers shall present personal identification in the form of a current photo ID.  If the ID does not have a current address, a current bill or receipt may be used to prove residence.
      2. Borrowers are registered for a period of 16 months.
      3. The library shall charge $1 to replace a lost or a damaged adult card and 50¢ to replace a child’s card, although a replacement shall be free once per calendar year.   
   4. Young Patrons
      1. A child may have a library card at any age.
      2. All registration forms for children age 11 or younger shall be signed by a parent or legal guardian indicating that the parent or legal guardian has responsibility for the reasonable use and return of materials borrowed.
      3. Parents or legal guardians may indicate on registration forms for children 11 or younger that their child is not allowed to borrow materials other than those from the Children’s Room.  Parents may remove or add this restriction after the initial registration.  
      4. Parents or legal guardians are responsible for their minor children’s use of library material, including payment of any fees or charges incurred by their children.
   5. Confidentiality of Patron Records
      1. All library circulation records and other records identifying patrons by name are regarded as confidential under Wisconsin Statute 43.30 regardless of source of inquiry, except those of children under age 16.  As provided in Wisconsin Statute 43.30, the library shall disclose to custodial parents or legal guardians any records of use by children under age 16.
      2. Circulation records shall not be made available to anyone other than the cardholder or parent/legal guardian of cardholders younger than 16, except pursuant to such process, order, or subpoena as may be properly authorized by law.
      3. Upon notification of such process, order, or subpoena, consultation shall be made with the city attorney to determine if such process, order, or subpoena is in good form and if there is a showing of good cause for its issuance. If not in proper form, or if good cause has not been shown, records shall not be released.
      4. The list of email addresses maintained by the library for recipients of its newsletter shall not be shared, given, or sold to any third party.
         1. Only library personnel may access the list.  No members of the public, municipal officers, law enforcement officials, library trustees, or Friends of the Library may view or access the list.
         2. Every email message sent to the list shall offer recipients the option of removal from the list.
         3. Maintenance of this list shall conform with Wisconsin Statute 43.30 regarding privacy of public library patron records.
      5. Library security camera footage may be released to law enforcement in these instances only:
         1. As provided in 5.a., 5.b., and 5.c. above.
         2. Upon the request of a law enforcement officer who is investigating criminal conduct alleged to have occurred at the library or in the library’s parking lot. This applies only to records produced by a video camera.
         3. If the library director requests the assistance of a law enforcement officer, and the director determines that records produced by a surveillance device under the control of the library may assist the law enforcement officer to render the requested assistance, the library may disclose the video records to the law enforcement officer. 
         4. If release of the video records will allow law enforcement to intervene in or prevent a crime that is occurring or about to occur.   
2. CIRCULATION POLICIES
   1. The library participates in Winnefox Automated Library Services (WALS) and works cooperatively with other WALS libraries to maintain borrowers’ records and lend materials.  Any card issued by a WALS library may be used to borrow materials from the library.
   2. The library reserves the right to require proof of identity or permission of a cardholder, in addition to a library card, in order to borrow library materials.
   3. The library may deny borrowing privileges to cardholders who do not present their card or other form of identification.
   4. Loan periods shall be established by the library director for each category of library materials to maximize the convenience of library patrons, balancing the need of patrons for sufficient time to use materials, and the need to make the materials available to other patrons.
      1. With a few exceptions, library materials check out for 28 days.
      2. Books and audiobooks with holds, new adult books, Rokus, Wifi hotspots, and magazines check out for 14 days.
      3. DVDs and video games check out for 7 days.
   5. The maximum number of items that may be checked out to a borrower’s account at any given time is the lesser of 100 items, or a total value of $1000.
   6. Reserves
      1. Patrons may place reserves on any items in the library’s collection that are not immediately available.
      2. Patrons may place reserves on items in the collections of other Winnefox Automated Library Services (WALS) libraries, and patrons of other WALS libraries may reserve materials in Menasha’s collections.
      3. Notice will be sent by text, email, or automated telephone message to patrons when an item is available for pickup.  The item will be held for 7 days, after which it will be made available to other borrowers.
      4. The library limits each card to 50 reserves at one time.    
   7. Interlibrary loans (obtaining information or materials from libraries other than those who belong to Winnefox Automated Library Services (WALS))
      1. Library materials not owned by a WALS library may be borrowed through interlibrary loan. There may be some restrictions on these items.
      2. Patrons shall follow the conditions for borrowing materials obtained through interlibrary loan set by the owning library, including return date and financial responsibility.  See section 8.a.4) below for interlibrary loan fine information.
      3. Photocopies may be substituted for original materials, and patrons shall be charged for the cost.
      4. Patrons shall be limited to five interlibrary loan requests at a time, with exceptions on a case-by-case basis.  
   8. Late Return Fines, unless otherwise noted below, shall not be charged or collected for materials checked out at the Elisha D. Smith Public Library.
      1. Accumulated fines or fees of $10 or more, accrued at any Winnefox library, shall result in suspension of borrowing privileges until payment to reduce total charges below $10.  
      2. Late return fines for interlibrary loans from outside of Winnefox and reference materials checked out with permission overnight are $1 per day, with a maximum of $50.
      3. Late return fines for WiFi hotspots, Rokus, and projectors are $5 per day, with a maximum fine of $50.
   9. Library’s Obligation to Secure Return
      1. Non-return, possession without the library’s consent, and concealment of library materials is designated as theft under Wisconsin Statute 943.61 and City of Menasha Ordinance Section 11-3-8 and shall be prosecuted as such.
      2. The library shall make every effort in keeping with common library practice to secure the return of library materials.
   10. Fees
       1. Unless specified in these policies, all library materials shall be lent free of charge.
       2. Certain items not normally available for borrowing may be lent on the decision of the library director or a library supervisor upon the payment of a refundable deposit fee.
       3. The library shall charge patrons for the cost of securing replacement materials overdue longer than 30 days.
   11. Lost or Damaged Items
       1. Patrons are expected to return materials to the library in the same condition as they borrowed them.
       2. Minor damage of materials attributable to normal use shall not incur a penalty.
       3. Loss of, or serious damage to, any library materials shall incur a charge for the replacement of the lost or damaged item.
       4. Cost shall be determined by the current list price, as listed in the Winnefox database, or a generic price for a particular type of material, according to the availability of such information.
       5. A patron may purchase a new and identical copy of the material for the library if it is delivered to the library within 3 weeks of determination of loss or damage. The patron may then be given the original damaged item.
       6. If a damaged item is available for purchase, a patron may pay the full current list price and retain the damaged item. Out-of-print damaged items shall be retained by the library for possible repair.
       7. A handling charge may be added to any replacement cost. 
3. INTERNET POLICY
   1. Appropriate use of library internet access:
      1. The library provides free computer and wireless internet access to the public as an informational, educational and recreational resource. The use of all forms of that access is bound by this policy.
      2. The library shall require a valid library card and/or photo identification to use library equipment to access the internet.  
      3. The library may impose restrictions, such as time limits or types of use.
      4. All patrons and staff shall use the internet in a responsible manner, consistent with the educational, recreational and informational purposes for which it is provided.
      5. Children in fifth grade and younger shall use the computers in the youth department for internet access after signing up at the department’s public service desk.  
   2. The following are prohibited uses of the library internet access:
      1. Viewing, distributing, or displaying visual depictions that are obscene.  Viewing or displaying visual images that are harmful to minors.
      2. Misrepresenting oneself, for fraudulent or illegal purposes, as another user.    
      3. Attempting to modify or gain access to files, passwords, or data belonging to others.
      4. Sending threatening or harassing material.
      5. Engaging in any activity that creates an intimidating or hostile environment.
      6. Disseminating anyone’s personal identification information without permission of that person.
      7. Seeking unauthorized access to any computer system.
      8. Making changes to the settings or configuration of software or hardware.
      9. Making unauthorized copies of copyrighted or licensed material in any form.
      10. Using software not installed by the Library.
   3. The library reserves the right to monitor access to the library internet for compliance with this policy.
      1. Library staff will ask users to end their access to the internet if they observe behavior in conflict with this policy or in the event that their access has exceeded 60 minutes and other patrons are waiting to use a library computer.
      2. Users may be banned from future access to the internet based on the infraction and the number of times the infraction has occurred.  The first offense will result in being banned from library internet access for at least one month; the library director shall determine the repercussions of further offenses.
      3. Library staff shall notify the police of willingly unlawful behavior. 
4. TEST PROCTORING POLICY
   1. Library Reference Staff will proctor exams as a free public service.
   2. Prior arrangement to have an exam proctored shall be made by calling 920.967.3690 or emailing reference@menashalibrary.org
   3. The library shall meet the testing institution’s requirements wherever possible.
   4. It is the student’s responsibility to make sure that the library received the test and that the institution receives the returned test upon completion. The library does not keep copies of test materials.
   5. The library cannot guarantee a completely quiet environment.
   6. Constant supervision shall not be provided by library staff.
   7. Tests may be received and returned through U.S. mail, email, fax or other delivery services. 
   8. A prepaid envelope addressed to the student’s institution shall be provided to the library if the test is to be returned by mail. The library will fax completed tests for a fee of $2 per transmission.
   9. The library cannot proctor online exams that require the installation of special software or the modification of existing computer settings.
   10. Testing may be canceled or postponed if the testing materials are not received in time, require clarification, incur an expense on the part of the library, or otherwise exceed the library’s ability to comply with the testing institution’s requirements.
   11. Test-takers shall arrive earlier than the arranged time, bring their own supplies, and notify the library if they are unable to keep the scheduled appointment. 
5. SOCIAL MEDIA POLICYThe library has established social media sites to inform library users about library programs, events, and materials and to encourage dialogue and the exchange of information and knowledge between users and library staff about library issues.  The library’s social media sites may also be used to notify the general public of library employment opportunities. The library’s social media sites are not intended to be traditional public forums for the general exchange of ideas and viewpoints, but a limited forum for discussing library programs, events, and materials. Courts have recognized that libraries are limited purpose public forums and as such are only obligated to permit the public to exercise rights that are consistent with the nature of the library and consistent with the government’s intent in designating the library as a traditional public forum. All postings related to this mission statement, as determined by the library in its sole discretion, are permitted except as otherwise stated in this policy.
   1. By joining, using, and/or posting on the library’s social media sites, you agree to comply with this policy.
   2. The library is not responsible or liable for the content of postings by third parties on any library-sponsored social media site, and postings do not reflect the opinions or positions of library, its employees, or its Board of Trustees.
   3. Users should have no expectation of privacy in postings on library-sponsored social media sites.  By using these sites, you consent to the library’s right to access, monitor, and read any postings on the sites. The library’s social media sites may be considered public records. If requested by proper legal authority, the library must disclose public records to third party requestors unless certain exemptions apply.
   4. By posting on the library’s social media sites, you give the library permission to use your name, profile picture, and the content of any posting you make without compensation to you or liability on the part of the library.
   5. The purpose of the library’s social media sites is to inform library users about educational opportunities, library programs, events (including those co-sponsored with other organizations) and materials, and to encourage dialogue and the exchange of information and knowledge between users and library staff about these programs, events and materials. Accordingly, any postings inconsistent with this stated purpose, as determined by the library in its sole discretion, may be removed in accordance with the process set forth in this policy. Examples of postings not permitted include, but are not limited to:
      1. Advertisements
      2. Spam
      3. Postings which contain obscene matter
      4. Disparaging, harassing, abusive, profane or offensive postings
      5. Postings that are hateful, threatening, pornographic, that contain graphic or gratuitous violence
      6. Potentially libelous or defamatory postings
      7. Postings which contain privileged, proprietary, or confidential information about any person, business, or entity, including, without limitation, patrons, vendors, the library or library partners
      8. Postings which violate or potentially violate local, state, or federal laws, including, without limitation, intellectual property and copyright laws
      9. Posting which discriminate on the basis of race, color, religion, national origin, sex, handicap, age, sexual orientation, creed, or ancestry
      10. Postings which are sexually harassing, including, without limitation, epithets, slurs, negative stereotyping, sexual rumors that show hostility toward individuals based on gender, derogatory comments about individuals’ body or appearance, unwelcome sexual compliments, innuendos, suggestions or jokes
      11. Postings that promote alcoholic beverages, cigarettes or other tobacco products, or any illegal product, service, or activity; support or oppose any labor organization or any action by, on behalf of, or against any labor organization; support or oppose the nomination or election of a candidate for public office, the investigation, prosecution, or recall of a public official, or the passage of a levy or bond issue.
   6. Postings which the library in its sole discretion deems unpermitted under this policy may be removed in whole or in part by the library or its agents immediately upon discovery by the library (or its agent) without prior notice. The library reserves the right to terminate accounts, ban, or block users who have posted in violation of this policy on more than one occasion.  Users may report violations of the library’s social media site’s policies to the library by contacting the library’s Reference Desk at reference@menashalibrary.org or 920.967.3690. 
6. LIBRARY PATRON CODE OF CONDUCT
   1. Everyone has the right to use the Elisha D. Smith Public Library without being disturbed.
      1. Disruptive, unsafe, inappropriate, illegal or damaging behavior is not allowed.
      2. Appropriate dress, including shirts and footwear, is required.  Clothing with graphic images that are obscene, offensive, or harmful to minors is prohibited.
      3. Talking is allowed; however, people making excessively loud noises will be asked to be quieter and will be required to leave if they continue.
      4. Sleeping is discouraged.  Library staff will wake sleeping patrons at their discretion based on any concerns related to health or safety, excessive noise, or for any other reason deemed necessary for library operations.
      5. The public is not permitted in employee work areas, except by invitation of a staff member.
      6. Animals are not allowed in the library, except for service animals accompanying people with disabilities or as part of a library program.
      7. Doors and aisles must remain unblocked.
      8. Covered drinks, as well as food or drinks provided as part of an event or program, are allowed.  All other food and drinks are not allowed in the library.
      9. Trash should be disposed of properly.
      10. The use of alcohol, tobacco, e-cigarettes and nicotine products inside the library or on library grounds is prohibited.
      11. Panhandling, soliciting, and selling inside the library or on library grounds without library administration permission is prohibited.
   2. Petitioning is allowed as long as it does not impede patrons’ access to library facilities and resources and abides by this code of conduct.  Prior reasonable notification to library administration is required.  Nothing shall be taped, hung, or tacked to any walls, windows, doors, or furniture without permission.  Materials with graphic images that are obscene, offensive, or harmful to minors are prohibited.
   3. Pandemic Emergency Rules:
      1. Patrons with any symptoms of illness are encouraged to remain out of the library.
      2. Patrons shall not bring into the library anything from home other than library materials they need to return. All materials should be returned to the outside bookdrop.
      3. Patrons must use hand sanitizer or wash their hands upon entering. Hand sanitizer will be provided by the library; they may wash their hands in a bathroom or at the hand washing station at the east end of the library concourse.
      4. Patrons may pay for library fees on the library catalog only, either at home or at the library with their credit card.   www.menashalibrary.org/catalog
      5. Meeting rooms shall not be occupied.
      6. Unless they share a household, patrons shall maintain a distance of at least six feet from other patrons while inside the library.
      7. Patrons are required to wear face coverings while at the library such as a mask or something that covers both the mouth and nose.
   4. Serious or repeated infractions may result in temporary or permanent revocation of any or all library privileges and/or legal action.
      1. Library staff may request proof of identification including library card or other ID at any time.
      2. Library staff may inspect bags, briefcases, backpacks or other personal items at any time.
      3. Weapons of any kind, including concealed or openly visible firearms, are prohibited unless carried by authorized law enforcement personnel. If staff become aware, whether by report or observation, that someone in the building may be carrying a weapon, they are directed to contact the Menasha Police Department by dialing 911, and the responding officer(s) will determine the appropriate response. Any person found to be carrying a weapon in violation of this policy will be suspended from the library for a period to be determined by the library director.
      4. Theft, failure to return, or willful damage of books or any other library property are crimes punishable by law.  Materials must be checked out before stepping through the security gates.
      5. Personal items may not be left unattended. Library staff will contact the police about suspicious or abandoned property.
      6. Using another person’s library card without permission is illegal and may be prosecuted.
      7. The Menasha Police Department will be called to manage anyone intoxicated with drugs or alcohol, anyone exhibiting threatening or combative behavior, anyone in possession of weapons, or for any illegal behavior.
   5. Parents or caregivers are responsible for their children’s safety and behavior at all times.
      1. Children age six and younger must be accompanied and supervised by a parent or adult caregiver while using the library.
      2. The materials, services, equipment, and restrooms in the Library Children’s Room are intended for the use of children ages birth through 12, their parents and caregivers, their teachers, and others needing children’s materials or services for some specific purpose. All other patrons are asked to use the adult areas of the library.
      3. Library staff may contact the parent or guardian of children misbehaving at the library.

Approved by the Elisha D. Smith Public Library Board of Trustees, March 24, 2020

Selection of Materials

   A.    Responsibility for Selection        
   B.    General Criteria for All Library Materials    
   C.    Request for Reconsideration         

INTRODUCTION
 
The Elisha D. Smith Public Library is primarily a popular materials library.  As such, the first criterion for inclusion in the library’s collections is public demand. The library’s collections support the leisure, cultural, educational, self-improvement and economic development needs of the library’s service area. Current materials are emphasized over the development of historical collections. Library content reflects a diversity of issues. The library acknowledges the important role of the community in collection development by inviting suggestions for purchase, monitoring requests, and evaluating the collections on an ongoing basis.
 
A.    RESPONSIBILITY FOR SELECTION
 
All materials added to the library collection shall support the principles, vision, and mission of the Elisha D. Smith Public Library:
 
•    A free public library is essential to the public good and improvement.
•    All library users are entitled to the highest level of service.
•    All library users have a right to privacy and intellectual freedom.
 
VISION:  The Elisha D. Smith Public Library shall enhance the quality of life in our diverse community as we lead with exceptional customer service, a vibrant collection, innovative technology, and responsiveness to the people we serve.
 
MISSION:  The Elisha D. Smith Public Library is a dynamic and responsive community center for our diverse population, offering equal access to materials, programming, services, and entertainment to inspire and enrich while supporting learning for all ages.
 
Selection of library materials is the responsibility of the Library Director. This process is done under the supervision of the Library Director and effectuated by members of the staff who are qualified by reason of education, training, and experience. The public is encouraged to recommend materials for purchase. The most recently adopted Library Bill of Rights (https://www.ala.org/advocacy/intfreedom/librarybill) and the Freedom to Read statements as adopted by the American Library Association are incorporated as part of this selection policy.  

B.    GENERAL CRITERIA FOR ALL LIBRARY MATERIALS
 
       1.    General. Whether purchased or donated, materials added to the collection must meet some of the following criteria based on the discretion of the Library Director:
              a.    Appropriate format for library use.
              b.    Suitable subject and presentation for intended audience (not necessarily all library patrons).
              c.    Author generally accepted as appropriate for public library collections.
              d.    Contemporary significance or lasting value.
              e.    Complementary relationship to the existing collection.
              f.    Scarcity of information in a particular subject area.
              g.    Community/patron interest or requests.
              h.    Complementary to established school curricula (MJSD, local private schools, or home schools).
              i.    Non-availability of otherwise appropriate material elsewhere in the community, particularly if unavailable through Interlibrary Loan, the Winnefox Automated Library Systems consortium.
              j.    Reasonable price relative to value.
              k.    Favorable review in one or more publications.
              l.    Technical or artistic quality.
              m.    Accuracy.
              n.    Originality of thought.
              o.    Conforms to U.S. copyright and trade laws.
 
       2.    Controversial material. The library provides a resource where the public can examine issues freely and make independent decisions. The library shall attempt to provide a variety of opinions whenever possible on subjects of interest to the public, including materials on various sides of controversial questions. Inclusion of a particular title or subject in the collection should not be considered an endorsement by the library of the viewpoint expressed. A title which meets the selection criteria shall not be excluded because of the beliefs of the author.

Plans for the development of specific collections may be developed by library staff as
needed. These plans may outline selection and acquisition procedures, reviewing
tools, and maintenance of the specific collection. Collection development plans shall be inclusive of general collection criteria and reflect the values of the community. Some materials may be placed in collections according to age appropriateness.
 
       3.    Gifts of Library Materials. Material donations are welcomed with the understanding that they will be evaluated for addition to the collection on the same basis as purchased materials. It shall be understood that the library may add such donations to its collection, offer them to the Friends of the Menasha Library for their books sales, share them with other appropriate institutions, or recycle them. Cash donations made specifically for the purpose of buying books and other materials for the library may be designated for a specific collection.  Donors may request that bookplates acknowledging their gifts be affixed to books purchased with their donations.  All gifts of money shall be acknowledged.
 
       4.    Duplication of titles is determined by popularity, by the continuing importance of the subject or author, and by available funds.
 
       5.    Replacement and binding. The library may replace, repair, or rebind books or other materials which are lost, damaged, non-returned, or worn as need and budget dictate.
 
       6.    The library collection will be kept in good condition and current by an ongoing program of repairing, discarding or replacing worn, under-utilized, and obsolete materials. When appropriate materials removed from the collection will be turned over to the Friends of the Menasha Library for resale to support library collections and services.
C.    REQUESTS FOR RECONSIDERATION

Written or oral requests for reconsideration of materials in the library collection may be made by citizens of the library’s service area.

       1.    Requests for reconsideration may be made directly to library staff members. Staff members shall refer requests to the Library Director. Staff members may not remove library materials from the collection in response to a patron request without the express consent of the Library Director or Library Board of Trustees.

       2.    A Request for Reconsideration of Materials form is available to assist in expressing concerns about materials. (see last page of this policy, after the Appendix)

       3.    Citizens may meet with the Library Director to review the objection and the material in question.

       4.   The Library Director shall decide whether the material will be maintained in the library’s collection or removed.

       5.    The Library Director’s decision may be appealed to the Board of Trustees. The Board of Trustees’ decision is final.

Approved by the Elisha D. Smith Public Library Board of Trustees, July 27, 2016
​Amended by the Elisha D. Smith Public Library Board of Trustees, November 26, 2019
Amended by the Elisha D. Smith Public Library Board of Trustees, August 24, 2021

Facilities Policy

   A.    Library Hours                           
   B.    Meeting Rooms                      
   C.    Displays and Notices            

A.    LIBRARY HOURS

       1.    WINTER (Saturday after Labor Day through the Friday before Memorial Day)
              9:00 AM – 8:00 PM   Monday through Thursday
              9:00 AM – 6:00 PM    Friday 
              10:00 AM – 4:00 PM   Saturday
              12:00 PM – 4:00 PM   Sunday

       2.   SUMMER (Saturday before Memorial Day through the day after Labor Day)
              9:00 AM – 8:00 PM   Monday through Thursday
              9:00 AM – 6:00 PM    Friday 
              10:00 AM –2:00 PM   Saturday
              CLOSED – Sunday

      3.   HOLIDAY HOURS 
              Staff Training Day*                                   Closed
              New Year’s Day **                                    Closed
              Easter                                                          Closed
              Memorial Day Weekend (Sun/Mon)       Closed
              July 4 **                                                       Closed
              Labor Day Weekend (Sun/Mon)              Closed
              Thanksgiving                                              Closed
              Christmas Eve                                            Closed
              Christmas Day **                                      Closed
                  * Date will be announced.
                ** Library will be closed on the day of legal observance. 

Necessary closings or changes in hours due to emergencies authorized by the Library Director in consultation with the Board of Trustees President will be publicized to minimize patron’s inconvenience. Library Trustees may authorize additional holiday closings on an ad hoc basis. These hours are subject to change as needed.

   B.   The library provides MEETING ROOMS.  
         1.    The library provides meeting rooms for community use as a free public service.  
              a.    Meeting rooms are booked on a “first come, first served” basis.  The library will prioritize meeting spaces for library programs.  Library patrons may use the library’s website to check for availability and to reserve a room or they may call the library at 920.967.3690.
              b.    Donations to the library for use of its meeting rooms are accepted but not required.
              c.    There are meeting rooms available:
                     1)    The Company E Room for 30 to 150 people.

 2)  Two training rooms for 20 or fewer, the two rooms can be combined for larger groups
                     2)    Two group meeting spaces for 14 or fewer people.
                     3)    Three Study Rooms on the main floor for up to 4 or fewer people each. 

        2.    Allowed meeting room uses: examples (not inclusive)
              a.    Events, programs and activities organized, sponsored or conducted by the library.
              b.    Club events (veterans, youth, sports, service, etc.).
              c.    Meetings (not-for-profits, unions, associations, political parties, etc.).  Not-for-profit organizations may collect dues, fees, or other appropriate charges.
              d.    Classes offered by not-for-profit educational institutions, local municipalities, counties, or their subdivisions (class fees permitted).
              e.    Home-school classes, meetings, events, etc. (class and event fees permitted).
              f.     Religious organizations (meetings, clubs, events, services, etc.).
              g.    Political meetings, candidate forums, legislator “listening sessions,” etc.
              h.    Events closed to the general public (if otherwise compliant with meeting room policies).  Library employees have an absolute right to enter any meeting room at any time to ensure library policies are being followed.
              i.     Legal negotiations, proceedings, conflict resolutions, depositions, etc.
              j.     Recitals (piano, voice, etc.).
              k.    Tutoring or test proctoring (fee or free) by the library or non-profit organizations.
              l.     Individuals (or formal or informal groups) for purposes of studying, researching, planning, etc.

        3.    Serving of Alcohol in Library – Alcohol may be served as part of a library sponsored program provided the following steps are followed:
             a.    Permission must be obtained from the library director to serve alcohol on library premises.
             b.    Appropriate permissions and licenses must be acquired through the city clerk’s office.
             c.    A licensed bartender must be present to serve any alcoholic beverages.
             d.    Library staff are responsible for obtaining appropriate permissions and licenses for library hosted events.

 Private events hosted by individuals or organizations will be prohibited from serving or consuming alcohol on library premises.

       4.  Prohibited uses
            a.    Commercial events (where products, services or memberships are advertised, solicited, or sold) including educational classes or seminars, which charge a fee.  (Library sponsored performers may sell merchandize related to their performance).
            b.    Serving/consumption/use of tobacco or drugs.
            c.    Purely social events, including personal and family birthday parties, receptions, showers, etc.
            d.    Any event that is disruptive of normal library operations or services.
            e.    Any illegal activity.

      5.   Meeting room users agree to abide by these regulations:
            a.    Meeting room reservations will be confirmed when an application is approved by the library office during normal business hours.
            b.    Groups or individuals using a meeting room shall not publicize their event in any way that implies that it is sponsored, co-sponsored, endorsed, or approved by the library, unless permission to do so has been given in advance by the library director or designee in writing. 
            c.    Groups or individuals using a meeting room shall be responsible for reasonable care of the room and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, etc.  Nothing shall be taped, hung, tacked, etc. to any walls, windows, doors, furniture, etc. (except for surfaces provided for such purposes) without prior permission.  Nothing associated with or advertising a meeting or event shall be placed in the library’s entrance, hallways, or main floor that impedes patrons’ access to the library or its services.
            d.    The library cannot accept calls or relay messages to persons attending meetings except in emergencies.
            e.    It is the responsibility of meeting participants to supervise children accompanying them. Leaving children under the age of 8 unattended in the building is not permitted.
            f.    Meeting rooms are available during normal library open hours.  Meetings may be scheduled before or after open hours by special arrangement.  Meetings and activities should be ended in time for cleanup and to permit all persons, equipment and supplies to leave the room (and library if after normal hours) by the end of the reserved time.
            g.    Meeting rooms can be booked no more than 90 days in advance. 
            h.    Outside organizations may book library meeting rooms no more than 12 times per year, exceptions are made for City of Menasha departments and local schools may use the rooms more frequently. 
            i.    If necessary, the library reserves the right to transfer individuals or a group to another meeting room in the library.
            j.    If an event is cancelled, the meeting room user shall contact library staff within 48 hours of the meeting time except for weather emergencies. Three no call / no shows may result in the library no longer taking reservations from the group or organization.   
            k.   Meeting rooms and/or kitchen shall be left in an orderly condition.  If library staff must provide more than reasonable cleanup, a fee of $25 (or more based on actual costs) will be charged.  Any fee charged must be paid in full before the group may reserve or use a meeting room again.
            l.    Fire exit doors or pathways shall not be blocked in any way.
            m.   Refreshments may be served in all meeting rooms. Anyone serving food is responsible for cleaning up the room and for not leaving food behind.
            n.    The library shall not be responsible for any material used in or left in a meeting room, nor for the loss or damage of personal property.
            o.    The library director has the authority to issue reasonable meeting room rules and to revoke permission for use of meeting rooms if policies and rules are not followed, and has authority to interpret minor variations from this policy.  Any person or group may appeal the Library Director’s decision to the library board Library Board of Trustees.

        6.     Meeting room users may request equipment for use during their meeting or event.  A list of available meeting room equipment can be found on the room booking page on the library website.  The library may charge fees for set-up and use of specialized equipment.  These fees will be clearly noted on the room booking page.           

C.    DISPLAYS AND NOTICES.

        1.    Display cases and areas will promote educational, cultural, intellectual, or charitable activities consistent with the library’s collection and services, promoting the use of the library. 

        2.    Display space may be granted to groups outside the library on an invitational basis, in which case the library neither endorses nor advocates for any viewpoints or opinions expressed. The library reserves the right to arrange exhibits and to make the final decision regarding content and physical presentation of all exhibits and displays. The library shall not consider for display any material deemed harmful to minors or which creates an intimidating environment.

        3.    Any individual or group placing items on display is required to sign a waiver releasing the library from liability for loss or damage to the items.

       4.    Exhibits and displays shall not involve the sale, advertisement, solicitation, or promotion of commercial products.        

              a. This provision does not exclude sponsored exhibits, approved art exhibits, exhibits primarily informational in content, or exhibits containing advertising involving a variety of beneficiaries. The library director shall determine whether exhibits qualify under this policy.
             b. The library director is authorized to make exceptions for sale of art display items where a portion of the proceeds is donated to the library or for sale of items displayed by program performers.

Approved by the Elisha D. Smith Public Library Board of Trustees January 28, 2025.

Organizational Structure

 A.    Governance              
 B.    Board of Trustees        
        1.    Functions    
        2.    Number                 
        3.    Membership                            
        4.    Officers and Committees    
        5.    Meetings   
        6.    Conflicts of Interest
 C.    Administration        
        1.    Library Director    
        2.    General Staff        
Appendix: City of Menasha Ordinance Sec. 2-4-2

A.    GOVERNANCE

       1.    The Elisha D. Smith Public Library is organized and operated according to Chapter 43 of the Wisconsin State Statutes.  Appropriate and applicable other portions of other statutes and Administrative Code are also followed.

       2.    The library is established by City of Menasha ordinance and, as a department of city government, is subject to certain city ordinances.  (This ordinance is appended at the end of this document.)

       3.    The Board of Trustees governs itself and the library through policies which it adopts. The Board of Trustees may temporarily or, in particular circumstances, vote by a two-thirds (2/3) majority of its members to approve an exception to its policies providing that doing so does not violate other laws or ordinances to which the library is subject. Changes in policies must be presented at one meeting for adoption at a subsequent meeting.

B.    BOARD OF TRUSTEES

       1.    FUNCTIONS – The Board of Trustees shall:

             a.    Serve as a policy-making body.  Legal responsibility for the operation of the library is vested in the Board of Trustees. Subject to state and federal law, the Board of Trustees has the power and duty to determine rules and regulations governing library operations and services. The Board of Trustees shall determine the policies, plans, and services of the library, including bylaws, service policies, mission statement, long range plans, significant changes in levels or types of service, and changes in library hours.

             b.    Serve as liaison between the library and municipal government.

             c.    Hire the library director.

             d.    Have exclusive control of the expenditure of all funds collected, donated, or appropriated for the library.  

             e.    Promote good relations between the library and the public.

             f.    Be aware of community needs and translate needs into suggested programs.

             g.    Be involved in state and national Trustee and Library Associations to broaden their knowledge of library service.

       2.   NUMBER – The Menasha City Council has set the number of library trustees at seven representing the City of Menasha. In addition, Winnebago County may appoint a member (or members) according to Wisconsin Statutes.  The Board of Trustees may also include a high school student representative.

       3.   MEMBERSHIP

              a.    Seven trustees are appointed by the mayor and approved by the common council. One of these trustees shall be the school district administrator or his representative to represent the public school district.

             b.    Trustees appointed by the city shall be residents of the city, except that the school district representative may reside in another municipality.

             c.    Trustees serve terms of three years on a staggered basis. Partial terms of less than three years resulting from mid-term appointments shall count as a full term. The school district administrator’s appointment does not expire.

             d.   Not more than one city council member may at any given time serve as a library trustee.

             e.   Winnebago County may appoint from among residents of the county service area additional trustees based upon the following:
       
                  1)    One trustee may be appointed by the county if the annual sum appropriated by the county to the library is equal to at least one-sixth of the city’s portion of the annual library budget.  If the annual sum appropriated by the county to the library is equal to at least one-third of the city’s portion, one additional trustee may be appointed.

                  2)    Trustees appointed by the county serve a term of 3 years from the May 1 following the appointment and thereafter for a term of 3 years.

                  3)    No more than one county supervisor may serve as a trustee at a given time.  

                  4)    If any trustee appointed by the county loses the status upon which the appointment was based, he or she ceases to be a trustee effective on the following May 1.

             f.   The high school student representative shall be a non-voting member recommended by the library director.  He or she shall be approved by the Board of Trustees at the July meeting to serve for one year and shall reside within the boundaries of the library’s service area.

       4.    OFFICERS AND COMMITTEES

             a.    Officers shall be elected annually at the regular July meeting.  Officers of the Board of Trustees shall be Chairman, Vice-Chairman and Secretary. No person shall hold the office of Chairman for more than five consecutive one-year terms.

             b.    Duties shall be as follows:

                   1)   The Chairman of the Board of Trustees shall:
                         a)    Preside at all meetings.
                         b)    Appoint all committees.
                         c)    Certify all bills and documents approved by the Board of Trustees.
                        d)    Authorize calls for any special meetings.
                        e)    Generally perform the duties of a presiding officer.
                        f)    Be an ex-officio member of all committees.

                   2)    The VICE-CHAIRMAN shall:
                          a)    Preside at board meetings in the absence of the Chairman of the Board.
                          b)    Perform all other duties of the Chairman of the Board in the absence of the Chairman.

                   3)    The SECRETARY shall:
                         a)    Ascertain that notices of all meetings of the Board of Trustees and its committees are
             prepared and distributed according to Wisconsin’s “open public meeting law.”
                         b)    See that accurate minutes are taken of all board and committee meetings and distributed in a timely manner to trustees, the City of Menasha, and the press and that minutes are on file at the library. (Minute taking may be delegated to a recording secretary.)
                         c)    Ascertain that the State of Wisconsin annual reports are prepared and filed with the city clerk and Winnefox Library System.
                         d)    Notify the mayor (or county executive) of trustee resignations or term expirations which require new or renewed appointments.
                         e)   Perform all duties of the Chairman of the Board and Vice-Chairman in their absence.

             c.    Standing committees shall be appointed by the Chairman of the Board as soon as possible after election of officers. Standing committees shall be:  
                   1) Governance. This committee shall be made up of the three Board of Trustees officers and shall regularly review and update trustees’ roles and areas of responsibility, assess board composition, design and oversee trustee orientation, propose changes in board structure and operation, review trustees’ participation, conflict of interest, and confidentiality and suggest improvements as needed, take the lead in planning, and nominate trustees for officers.
                  2) Finance & Investments.  This committee shall develop and recommend to the Board of Trustees an annual budget and oversee the library’s endowment fund.
                  3) Building and Grounds.  This committee shall approve capital improvement recommendations to the Board of Trustees for inclusion in the annual budget.
                  4) Policies and Personnel.  This committee shall periodically review library policies and make recommended changes for the Board of Trustees. The chair of this committee shall coordinate with the Chairman of the Board to conduct an annual performance review of the library director.
                  5) Marketing & Resource Development. This committee shall develop and recommend methods to increase use of the library by community members.  It is also responsible for development of the library’s endowment fund and donor relations.
 
             d.    Other committees may be formed and members may be appointed by the Chairman of the Board on an ad hoc basis.

             e.    No committees shall have anything other than advisory powers.
 
       5.    MEETINGS

             a.    Regular meetings of the Board of Trustees will be held once a month at a publicly announced time and venue. The time, date, and location of each committee meeting shall be determined by the chair of the committee.

             b.    The order of business of regular meetings shall be as follows:
                    1)    Call to Order
                    2)    Roll Call
                    3)    Authorization of Bills
                    4)    Consent Business
                    5)    Information Items/Director’s Report
                    6)    Discussion/Action Items
                    7)    Adjournment

              c.    The agenda for the current board meeting shall be provided to members at least three days before the meeting.

              d.    Special meetings of the entire Board of Trustees may be called at the direction of the Chairman of the Board or by two members sending a written request to the Chairman.

              e.    Five members shall constitute a quorum.  If at least three members are present, they can vote to continue the meeting with a lack of majority quorum, citing State Statute 43.54(1)(e). A quorum for transaction of business at any committee meeting shall consist of a simple majority.

               f.   The library director shall notify the local newspaper of all meetings.

              g.   In accordance with Wisconsin Statutes, all board and committee meetings shall be open to the public and comply with open meeting law, except for matters of business legally excepted under the law.  They may be audio- or video-recorded only if doing so does not interrupt the meeting.

              h.  Conduct of meeting shall be in accordance with the current edition of Robert’s Rules of Order.

              i.   Minutes of all meetings shall, at a minimum, indicate trustees and officers present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken.

              j.    Everyone attending board meetings, including the general public, shall have their cell phones silenced for the duration of the meeting.

              k.    Attendance by trustees is expected at all meetings of the Board of Trustees and committee meeting except as prevented by a valid reason.

       6.    CONFLICT OF INTEREST

              a.    Trustees shall not in their private capacity negotiate, bid for, or enter into a contract with the library in which they have or may have direct or indirect financial interest.

              b.    Trustees shall recuse themselves from any and all Board of Trustees meeting and committee meeting discussions, deliberations, and votes in which the trustee is associated with or may have a substantial financial interest. Trustees are not required to disclose the nature of their conflict of interest.

              c.    Trustees shall not accept anything of any value that could reasonably be expected or implied to influence their vote or other official action.  

D.   ADMINISTRATION

       1.    The LIBRARY DIRECTOR shall:

             a.    Have a master’s degree in Library Science from a library school accredited by the American Library Association and all other pertinent qualifications enumerated in the Wisconsin Administrative Code, Sec. PL 6.03.  

             b.    Preferably have work experience and training equivalent to six years of increasingly responsible professional public library experience, including four years of public library administrative and supervisory responsibility.  

             c.    Possess or have the ability to obtain a valid driver’s license and to maintain physical condition necessary for sitting or standing for prolonged periods of time, moderate lifting, and reaching.

             d.    Coordinate all library operations and functions, meeting the requirements of the Board of Trustees, the community, the staff, and local and state government.

             e.    Act as the executive officer of the Board of Trustees and be directly responsible to it.

             f.    Act as a designated member of the Friends of the Library organization.

            g.    Perform these duties:

                   1)    Board Relations – The director shall:
                          a)    Organize and plan agendas for board meetings in consultation with the Chairman of the Board.
                          b)    Notify trustees of meetings and prepare appropriate public notices.
                          c)    Attend all library board or committee meetings except when officially excused by the Chairman of the Board.
                          d)    Prepare regular monthly reports and otherwise generally apprise the Board of Trustees of significant activities, events, problems and concerns of the library.
                          e)    Formulate and recommend policies for approval by the Board of Trustees and implement the same.

                  2)    Planning – The director shall:
                         a)    Continually evaluate the effectiveness of library services in relation to changing needs of the community and develop plans to meet those needs.
                         b)    Evaluate future needs for library services and resources to meet those needs.
                         c)    Prepare long-range plans for the library.

                 3)    Finance – The director shall:
                        a)    Prepare an annual budget for consideration and adoption by the Finance Committee and Board of Trustees.
                        b)    Present the budget as adopted to the Menasha City Council.
                        c)    Represent the library’s budgetary interests to the Winnebago County Board.
                        d)    Supervise expenditures of library funds.
                        e)    Prepare bills for approval by the Board of Trustees at regular meetings for subsequent payment by the city.
                        f)    Prepare monthly and annual financial reports on budget accounts, receipts, and endowment funds, and present an audit report to the Board of Trustees.
                       g)    Prepare and send to the Division for Library Services the required annual report.
                       h)    Prepare an annual review of library insurance policies and recommendations for any changes.

                  4)   Personnel – The director shall be responsible for all aspects of personnel management, including:
                        a)    Classification of staff positions and periodic revision of job descriptions.
                        b)    Recruitment and interviewing of candidates for positions.
                        c)    Recommendation of employee hiring, termination, and promotions to the Board of Trustees.
                        d)    Scheduling, organizing, and supervising work operations.
                        e)    Establishment and implementation of work rules and regulations.
                        f)    Training and professional development of employees.
                       g)    Promotion of employee work satisfaction and general staff welfare.
                       h)    Preparation of annual evaluations of all staff members.
                        i)    Fostering a positive work environment for staff and volunteers.

                  5)  Public and Patron Relations – The director shall:
                       a)    Work to create communication between the library and the community so that the library becomes aware of and responds to community needs by providing services to meet those needs.  
                       b)    Recommend and administer public relations activities, furnish announcements, press releases, or other publicity materials to other libraries, area newspapers, radio stations, and other media outlets.
                       c)    Establish and maintain effective working relationships with other governmental and educational agencies, civic and community groups, the general public and the news media.
                       d)    Represent the library at and speak to community, civic and other groups regarding the objectives and activities of the library.
                       e)    Actively and regularly communicate with the Winnefox Library System Administrator and Menasha representative on the Winnefox Library System Board.
                        f)    Cooperate with other libraries through joint programs, interlibrary loans, and information exchanges.
                       g)    Respond to patron complaints.

                   6)  Collections – The director shall supervise selection, acquisition, and processing of library materials to meet public needs within the structure of library selection policies and budgetary limitations.

                   7)    Physical Facilities – The director shall supervise housekeeping, maintenance and repair of building, equipment, and grounds.

                   8)  Professional Awareness – The director shall follow current trends in library service and management, including attendance at professional and other meetings as appropriate.

       2.    The GENERAL STAFF shall:

              a.    Meet educational requirements as set in the appropriate job descriptions and classifications and in accordance with the standards of Wisconsin Division for Library Services and other generally accepted standards.   Exceptions may be made at the discretion of the director with the approval of the Board of Trustees.

             b.    Contribute to the periodic development and updating of job descriptions.  Job descriptions shall be designed to maximize the effectiveness of all employees and shall be made available to staff members and trustees.

             c.   Perform the duties as described in the appropriate job descriptions.

Menasha Municipal Code SEC. 2-4-2   LIBRARY BOARD.

(a) ORGANIZATION; TERMS. Pursuant to Wis. Stats. §43.54, a Library Board is created for the Elisha D. Smith Public Library and shall consist of seven (7) members.

(1) Members shall be appointed by the Mayor with the approval of the Common Council commencing July first in the year of appointment for three (3) year terms, except as otherwise provided below. Not more than one (1) member of the Common Council shall at any time be a member of the Library Board. If appointed, a member of the Common Council shall serve a one (1) year term commencing May first in the year of appointment.

(2) The Mayor shall appoint the Menasha Joint School District Superintendent of Schools or representative to the Library Board.

(3) Members shall be residents of the City, except that the Menasha School District Superintendent or representative may be a resident of another municipality.

(4) A county may appoint from among residents of the library’s county service area additional members as prescribed by Wis. Stats. §43.60(3). (b) DUTIES AND POWERS. The Library Board shall have the duties and powers prescribed by Wis. Stats. §43.58.

Financial & Business Policies

A.    Budget        
B.    Financial Records    
C.    Receipts and Disbursements                                            
D.    Audit              
E.    Purchasing Procedure      
F.    Insurance        
G.   Endowment Funds 
H.   Gifts   
I.     Disposal of Property

A.     BUDGET
        1.    A preliminary annual budget shall be prepared by the library director with input from staff.
        2.    The preliminary budget shall be presented to the Board of Trustees’ Finance Committee by the end of each September.
        3.    The Finance Committee shall study, revise, and approve a budget to be presented to the Board of Trustees.  This budget shall be sent to the Board of Trustees at least 5 days prior to the next meeting of the Board of Trustees.  
        4.    The Board of Trustees may alter the proposed budget in full session or return it to the Finance Committee.
        5.    The Board of Trustees shall approve a budget to be submitted to the Mayor.  The Mayor presents the budget as part of an overall city budget for the forthcoming year to the Common Council.
        6.    At any budget hearing scheduled by the Mayor, the Common Council, or Council Committees, the library shall be represented by the library director, the chair of the Finance Committee, and other trustees as appropriate.
        7.    Any budget alterations proposed by the Mayor, Common Council, or Council Committees shall be considered by the Board of Trustees.  The Board of Trustees may authorize the Finance Committee to act in its place.
        8.    The budget approved by the Common Council shall be placed on file as the operating budget for the coming year.
        9.    The library director is responsible for the administration of the budget.  The budget shall be adhered to as closely as possible.  Alterations in the amounts or purposes of the appropriations stated in the budget may be made only when authorized by a vote of the majority of members present at a Board of Trustees meeting with a quorum of members.

B.    FINANCIAL RECORDS
        1.    Invoices, records of accounts payable and receivable, deposit slips, cancelled checks, purchase orders, cash receipts, and bank statements shall be kept on file during the current fiscal year plus 4 previous years.
        2.    The library director’s financial reports to the Board of Trustees shall be kept on file permanently.

C.    RECEIPTS AND DISBURSEMENTS
        1.    Receipts shall be listed on monthly and annual reports to the Board of Trustees by the library director.
        2.    A list of all invoices and amounts presented for payment by the library director shall be sent to the city’s Finance Department for issuance of checks.
        3.    The Board of Trustees shall approve all expenditures of the library for payment by the city’s Finance Department with the exception that the Board of Trustees grants permission to the Finance Department to pay the following bills without prior Board authorization:
              a.    Public utilities (gas, water, electricity)
              b.    Postal expenses incurred on behalf of library
              c.    Charges by other city departments for services rendered at the request of the library
              d.    Insurance premiums when the library is included on general city policies
              e.    Salaries and wages of employees
              f.    All appropriate employee benefit expenses
              g.    Advance meeting and travel reimbursement for employees from budgeted funds and with the director’s approval
              h.    Such expenditures shall appear on the financial reports presented to the Board of Trustees.
        4.    A list of approved expenditures, including those listed above, shall be placed on file in the library.
        5.    The library director will provide a monthly list of all disbursements by budget category to the Board of Trustees, including the balance remaining in each budget category.

D.   AUDIT
        1.    An annual audit of library finances shall be conducted by the auditor selected by the City of Menasha unless the Board of Trustees chooses to engage another.
        2.    The cost of the audit shall be included in the annual budget.

E.    PURCHASING PROCEDURE
       1.    Purchases shall be made by the library director within the guidelines set in the budget.
       2.    Outlay for a specific item not anticipated in the budget’s account allocations amounting to $1,000 or more shall be approved by the Board of Trustees prior to a commitment for the expenditure.
       3.    In an emergency, the library director may authorize prudent and reasonable expenditures of funds without board approval.  In such cases, the director shall notify the Chairman of the Board of Trustees of the need for the expenditure, and it shall be brought before the Board of Trustees for action at its next regular meeting.
       4.    Purchases over $1,000 but less than $5,000 shall have at least 2 price quotes.  Purchases over $5,000 shall have at least 2 written price quotes and shall be authorized by a written purchase order.   

F.    INSURANCE
        1.    Adequate insurance coverage for library properties shall include general property and fire insurance, liability insurance, workers’ compensation insurance, errors and omissions insurance and any other insurance deemed necessary.
        2.    The library’s insurance coverage shall be included in the policies carried by the city.  The library’s budget shall include its share of the policy cost.

G.    ENDOWMENT FUNDS
        1.    POLICY
              a.    NAME AND PURPOSE.  The Board of Trustees manages an endowment fund named the Elisha D. Smith Public Library Endowment Fund for the purpose of making expenditures for items, services, or other expenses which the Board of Trustees considers beneficial to the library, but which might be considered inappropriate or impossible from the regular budget.  The Board of Trustees may choose to supplement regular budget items beyond amounts the Board of Trustees feels can be fairly charged to the tax-based budget appropriation.  Capital expenditures for facility expansion, remodeling or major service or equipment purchases may be approved from the Endowment Fund disbursement and checking account, but the principal amount of the endowment shall not be reduced by such expenditures.
              b.    AUTHORITY.  The Board of Trustees shall retain exclusive control of all moneys, investments, or other items of value in the endowment or donated to the endowment.  (Wisconsin State Statute § 43.58)
              c.    INVESTMENTS.  The goal of endowment fund investments shall be to reasonably insure against loss while gaining sufficient value to compensate for inflation and provide funds for expenditure on behalf of the library.   The principle amount of the endowment shall not be expended.
              d.    GIFTS.  The value of the endowment fund shall be increased through the solicitation and acceptance of gifts, grants, and bequests.  The Board of Trustees reserves the right to reject any gift or bequest. (See H. Gifts at the end of this policy.)
              e.    DISPOSITION OF FUND.  In the event that the Elisha D. Smith Public Library becomes defunct for any reason, the City of Menasha shall assume the responsibility for the management and/or liquidation of the fund.  Such actions shall conform as nearly as possible to the conditions of this policy, the aims and purposes of the library, and any conditions set forth in specially named accounts, including preserving the tax deductibility of gifts made to the endowment fund.
              f.    EXPENDITURES. Expenditures shall be approved by a majority vote of the Board of Trustees. Bills to be paid from the endowment fund shall be listed on the monthly list of bills prepared for approval.  Checks drawn on the endowment shall be signed by the library director or a library supervisor and one of the following:  the Chairman of the Board of Trustees, Vice-Chairman, or Secretary.  Signature cards for the library director and a library supervisor shall be filed with the bank.  If payment for an appropriate and urgent expenditure is required, the library director or library supervisor shall authorize it with his/her signature alone for amounts under $500, in which case the payment will be included on the monthly list of bills and marked as paid.
              g.    MANAGEMENT.  The Board of Trustees may delegate management of the fund to a committee or to a professional manager or institution.
              h.    ACCOUNTING.  Regular and appropriate accountings of the fund shall be presented to the Board of Trustees, the City of Menasha’s Finance Department, the Winnefox Library System, and the State of Wisconsin.  An audit of the fund shall be conducted annually.
        2.    PROCEDURES
              a.    INVESTMENT COMMITTEE.  A committee appointed by the Chairman of the Board of Trustees at their July board meeting shall review the fund’s investments at least annually and recommend any changes to the Board of Trustees for approval.  
              b.    TRUST/INVESTMENT ACCOUNT. The library director and administrative assistant shall maintain an accounting of the endowment, which includes investments and a checking account.  The checking account is subdivided into various expenditure accounts.  
              c.    BUDGET. Annually a budget of anticipated endowment expenditures shall be prepared in conjunction with the library budget.  This budget shall be approved by the Board of Trustees.  This budget is a plan; actual expenditures may vary.  Unexpended encumbered funds at the end of the year remain in their respective subaccounts unless specifically transferred by the Board of Trustees.
              d.    MEMORIAL FUNDS.  Subaccounts in the checking account shall be established for funds donated in memory or honor of someone.  The library director shall determine whether the donors intend the funds to be used for a specific purpose, including the option of adding the funds to the endowment’s investment funds.  The Investment Committee shall review the wishes accompanied by donations greater than $5,000 and recommend to the Board of Trustees for approval the use of such funds.
              e.    ACCOUNTING.  As stated in the policy section above, all bills to be paid from the fund shall be included in the monthly list of bills prepared for the Board of Trustees.  Copies of monthly balanced checking statements and quarterly trust account statements shall be sent to the City’s Finance Department.  Quarterly and annual reports are prepared for the Board of Trustees and filed with the Finance Department.  The annual endowment report is also filed with the Wisconsin Department of Public Instruction, the City Clerk, and the Winnefox Library System.  Endowment fund records shall be audited annually as part of the city’s annual audit.  Copies of bills paid are kept on file by the library for a minimum of 4 years.  All records are available for public examination under Wisconsin open records statutes.

H.    GIFTS
        1.    Gifts of money to purchase books or other library materials may be accepted at the discretion of the library director.
        2.    Gifts of money to establish a department, subject area, or service not already part of the library shall be approved by the Board of Trustees before acceptance.
        3.    Gifts of art works, antiques, artifacts and similar items or money to purchase them shall be approved by the Board of Trustees before acceptance.
        4.    Gifts of furniture of any type or money to purchase same shall be approved by the Board of Trustees before acceptance.
        5.    Gifts of new or used books or other library materials may be accepted at the discretion of the library director with the understanding that they may be discarded or sold in a book sale if the library cannot use them.
        6.    All gifts become the sole property of the Elisha D. Smith Public Library.
        7.    No valuation or appraisal for income tax purposes shall be issued on any items donated to the library, although the library will, on request, prepare a simple receipt for donated items with no value attached.

I.     DISPOSAL OF PROPERTY
        1.    The library director shall determine which property has no further use by the library.
        2.    The director shall determine the fair market value of such property  and  dispose of property with a value less than $5,000 by
               a.     Donation to a nonprofit organization within the city or to a governmental agency.
               b.     Public auction.
               c.     Sale by sealed bid.
               d.     Sale on eBay or similar website.
               e.     Trade in.
               f.      Through a commercial resale service.
               g.     Destruction.
               h.     The library’s book sales.
        3.    Property of value greater than $5,000 shall be disposed by action of the Board of Trustees.
        4.    All funds received from sale of library property shall be added to the library’s endowment fund.
        5.    Lost and found property or money found by library patrons or employees shall be turned into the Circulation Desk where efforts shall be made by Support Services staff to locate the owner.
              a.    No employee shall take possession of property or money found at the library at any time.
              b.    If the rightful owner is not located within one month, it becomes the property of the library, with the exception of property such as wallets with identification inside, which shall be turned over to the police department.
        6.    All stipulations apply from City of Menasha Municipal Code Section 3-4-1 and State of Wisconsin Statutes Section 66.28.

Approved by the Elisha D. Smith Public Library Board of Trustees, October 26, 2016

Volunteer Policies

A.    Status Within the Organization      
B.    Requirements    

Elisha D. Smith Public Library volunteers supplement the efforts of paid library staff to provide quality library collections, services, and programs.  
A.     STATUS WITHIN THE ORGANIZATION
        1.    Volunteering allows area residents to become familiar with the library and creates opportunities for individuals to feel personal satisfaction while performing a valuable service for the community.
        2.    Volunteers are not “subject workers” as defined by the state workers’ compensation law; therefore they do not have worker’s compensation coverage.
        3.    Volunteers will be given an overview of the library and relevant training.
        4.    Volunteers will be supervised by a library supervisor or librarian.  Performance problems will be corrected or the volunteer service will be terminated.
        5.    Volunteers are recognized by the public as representatives of the library and shall be guided by the same work, conduct and behavior codes as library employees.
B.    REQUIREMENTS
        1.    Volunteers who work on a regular basis shall fill out volunteer information registration forms, which will be kept on file in Library Administration.
        2.    Minor children may only work as volunteers with the consent of a parent or legal guardian.
        3.    Volunteers 18 and older may begin serving at the library pending satisfactory results of a background check.
        4.    The library director has the final authority to accept or reject a volunteer applicant.
        5.    The library shall not be responsible for damage to a volunteer’s personal property regardless of whether the damage occurs while the volunteer is performing authorized library duties or not.  If private property is damaged in  that context, the library shall make a thorough investigation of the incident and complete a report of the findings.  The library does not provide insurance coverage for a volunteer’s privately-owned vehicle; volunteers should confirm that their personal auto insurance policy provides coverage for this use.  A volunteer’s personal auto insurance will be considered primary.  All volunteers who drive non-library-owned vehicles for library business shall be required to purchase at their own expense and maintain auto insurance, at a level set by the library.

Approved by the Elisha D. Smith Public Library Board of Trustees, October 26, 2016