Policy Manual

The Board of Trustees has adopted these policies for the Jefferson-Madison Regional Library, which serves the City of Charlottesville, and the counties of Albemarle, Greene, Louisa, and Nelson. These policies may be amended at any time by the Board of Trustees. In addition to the policies published in this manual, the Board of Trustees also supports the American Library Association's Library Bill of Rights and all ALA accepted interpretations, and the Freedom to Read Statement and its policy recommendations, Free Access to Libraries for Minors, and the Freedom to View Statement.


1.0 Administration and Governance

  • J-MRL Policy: Section 1.0 J-MRL POLICY STATEMENT The Board of Trustees has adopted these Policies for the Jefferson-Madison Regional Library, which serves the City of Charlottesville and the Counties of Albemarle, Greene, Louisa, and Nelson. These policies may be amended at any time by the Board of Trustees. In addition to the policies published in this manual, the Board of Trustees also supports the American Library Association's Library Bill of Rights and all ALA accepted interpretations, and the Freedom to Read Statement and its policy recommendations, Free Access to Libraries for Minors, and the Freedom to View Statement (see Appendix). Adopted 6/22/09
  • ​ ​ ​ ​ ​ ​ JMRL Policy: Section 1.1 Mission Statement JMRL fosters personal growth and life-long learning for all by connecting people with ideas, information, and each other. Values WE SERVE OUR COMMUNITY. Our goal is to deliver exceptional service and honor our place at the center of the communities we support. We are committed to offering you qualified and well-trained staff equipped to meet your information needs. We appreciate diversity and are mindful of the culture and history of our organization, our region, and our communities. WE PROVIDE FREE, EQUITABLE, OPEN ACCESS TO INFORMATION. We carefully curate a collection of physical and electronic materials that reflects our community. We believe public libraries play a critical role in fostering a democratic society, and we embrace our responsibility to amplify a full spectrum of voices. We advocate for intellectual freedom and make your privacy a priority. WE INSPIRE LIFELONG LEARNING. We provide education and experiences to community members at every stage of life. We strongly promote reading and writing, and teach critical skills that help you navigate the world of information and technology. We offer free recreational and educational events for kids, teens, and adults where you can indulge your curiosity, explore your interests, and discover new passions. WE CULTIVATE A WELCOMING ENVIRONMENT FOR COMMUNITY ENGAGEMENT. We want our libraries to be comfortable, inviting, accessible spaces where you can work and play. We create opportunities for people to connect, exchange ideas, and discover community resources. Our libraries are inclusive spaces for people of all backgrounds, where everyone is welcomed and respected. We promote kindness and believe in service to the community. Adopted 7/22/19
  • J-MRL Policy: Section 1.2 Jefferson Madison Regional Library Board of Trustees 1.21 Board Bylaws 1.22 Goals and Planning 1.23 Committees 1. Annual Committees and Assignments 2. Committee Charges 3. Staff Representation to the J-MRL Board of Trustees a. Policy of Staff Representation b. List of Staff Representatives on Board Committees c. Staff Attendance at Board Meetings 1.24 Regional Agreement 1.25 Charlottesville Adminstrative Services Agreement. 1.26 Procedure at the Board Meetings 1.27 Minutes 1. Contents 2. Preparation 3. Reading and Approval 1.28 Policy Manual 1. Procedures for Board Changes 2. List of Copy Locations of the Policy Manual
  • BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 1 JMRL Policy: Section 1.21 BYLAWS FOR THE JEFFERSON-MADISON REGIONAL LIBRARY'S BOARD OF TRUSTEES ARTICLE I: NAME AND MISSION Section 1 The organization shall be called the Board of Trustees of the Jefferson-Madison Regional Library existing by virtue of the provisions of Section 42.1-35 and Section 42.1-39 of the Virginia Code and as outlined in the Regional Library Agreement. Section 2 JMRL fosters personal growth and life-long learning for all by connecting people with ideas, information, and each other. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 2 JMRL Policy: Section 1.21 ARTICLE II: OFFICERS Section 1 Officers shall be elected once a year at the June meeting. (a) A President and a Vice President shall be elected from the Board of Trustees. (b) If desired, a Secretary shall be elected from the Board or appointed from the Library staff. Section 2 The Director of Finance of the City of Charlottesville and the Library's Business Manager handle the accounting of the Library system's expenditure of funds. Section 3 The duties of the officers shall be such as by custom and law devolve upon them in accordance with their names. (a) If the Secretary is not present, the Minutes may be taken by any designated person. (b) The President shall appoint all committees, and be a member, ex officio, of all standing committees. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 3 JMRL Policy: Section 1.21 ARTICLE III: MEETINGS Section 1 Regular meetings shall be held once a month on an agreed upon date, hour, and place. Section 2 Special meetings may be called by the President or any three Trustees. Section 3 A quorum for the transaction of business at any meeting shall consist of a majority of the currently serving Trustees. Section 4 Proceedings of all meetings shall be governed by Robert's Rules of Order (small meeting rules), and any rule may be suspended for any length of time by a unanimous vote of Trustees present in person. Section 5 The minimum content of the Agenda at regular meetings shall include: (a) Call to order (b) Disposition of the Minutes of the previous meeting (c) Announcements and public comments (d) Director's report (e) Committee appointments and reports (f) Old business (g) New business (h) Trustee continuing education (i) Other matters (j) Adjournment Section 6 Remote participation is allowed under the following conditions: (a) A central physical location is available for members who wish to attend meetings in person. (b) Non members cannot participate in meetings remotely except by specific invitation of the Board. (c) Meetings must provide conditions of opportunity for simultaneous aural communication. (d) All members participating remotely are treated as if they are actually present. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 4 JMRL Policy: Section 1.21 Section 7 Closed Meetings may be held for those purposes specified in Section 2.1-344 of the Virginia Code. (a) Attendance at Closed Meetings be limited to the Library's Board of Trustees, the Library Director, the Board's Attorney, and any others specially invited by the President with the concurrence of the Board to attend for specific reasons. (b) Upon the duly adopted motion of any Trustee at any regular or special meeting, the Board may adjourn to Closed Meetings. Section 8 A Trustee shall notify the Library Director when unable to attend a Board meeting. Two consecutive absences without previous notice being given shall be reported by the President of the Board to the Trustee's respective jurisdiction. Section 9 Jurisdictions may appoint an alternate Trustee under the conditions of the JMRL Regional Agreement section 2B. Any proxy voting shall be in the form of an alternate as specified in the JMRL Regional Agreement section 2B. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 5 JMRL Policy: Section 1.21 ARTICLE IV: COMMITTEES Section 1 There shall be a standing Budget Committee whose responsibilities shall include: (a) Develop budget calendar with key dates for completion. (b) Review and present salary recommendations to the Board. (c) Review and evaluate programs to determine needed changes, establishing priorities. (d) Approve or amend draft budget including all library funds. (e) Support budget with appropriate authorities. Section 2 There shall be a standing Personnel Committee whose responsibilities shall include: (a) Review positions. (b) Review and evaluate City contract with the Department of Human Resources. (c) Act as consultant to the Director in matters of personnel. (d) Act as advisor from the Board to the Director for matters of personnel. (e) Review and take appropriate action on documented input of personnel concerns from individual Board members. (f) Act as advisory to the Budget Committee in matters of personnel. (g) Formulate and implement evaluation of the Director, or designate the President to carry out the evaluation. (h) Review Staff Training Manual. Section 4 Special committees may be created by the President and shall exist until completion of the work for which they were created. Section 5 The President shall appoint members of all committees, designating one member chairman. Section 6 The President, in creating special committees, may become an ex officio, voting member of such committee, subject to approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 6 JMRL Policy: Section 1.21 approval of the Board. Section 7 The President and Library Director shall be invited to all committee meetings at the time regular committee members are notified. Section 8 The chairman of each committee shall on his/her own volition or when so instructed by the President or the Board call committee meetings, preside at these meetings, and report committee activities to the Board. Section 9 Membership on a committee shall expire upon the election of new officers. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 7 JMRL Policy: Section 1.21 ARTICLE V: DUTIES AND RESPONSIBILITIES The Library Board, representing all citizens of the region, is the policy-making body of the Library; the Library Director carries out the Board-established policies in the administration of the Library. The Board may properly seek advice from and assign technical and research projects to the Library Director and staff to assist Trustees in setting policy, but it is done with the complete understanding that the final determination rests with the Board. BOARD OF TRUSTEES Section 1 (a) Employ and contract with a competent and qualified Library Director. (b) Determine and adopt, after review by the Board's Attorney, written policies consistent with the Mission Statement to govern the operations of the Library. (c) Secure adequate funds to carry out the operations of the Library. (d) Know the program and needs of the Library in relation to the community; keep abreast of library standards and trends; develop and approve annual goals and objectives for the Library system. (e) Establish, support, and participate in a planned public relations program. (f) Support the Budget Committee in the preparation of the annual budget for approval by the Board; review monthly financial reports and contract for an annual audit by a CPA. (g) Know local and state laws germane to libraries; actively support library legislation in the state and nation. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 8 Section 2 approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw JMRL Policy: Section 1.21 (h) Establish Library policies dealing with book and material selection. (i) Attend all Board meetings and see that accurate records are kept on file at the Library. (j) Attend regional, state, and national trustee meetings and workshops, and affiliate with the appropriate professional organizations. (k) Be aware of the services of the state library. (l) Report regularly to the governing officials and the general public. (m) Approve new or deleted positions. (n) Approve all contracts in excess of $10,000 that are changes from the approved budget. LIBRARY DIRECTOR (a) Employ and supervise all personnel, consistent with the City of Charlottesville Personnel Department policy. (b) Act as a technical advisor to the Board; recommend needed policies for Board action and carry out the policies of the Library as adopted by the Board. (c) Suggest and carry out plans for extending library services. (d) Prepare regular reports embodying the Library's current progress and future needs; cooperate with the Board to plan and carry out the annual goals and objectives of the Library. (e) Maintain an active program of public relations. (f) Work with the Budget Committee to prepare an annual Library budget for Board approval; https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 9 JMRL Policy: Section 1.21 provide a current report of expenditures against the budget at each meeting. (g) Know local and state laws germane to libraries; actively support library legislation in the state and nation. (h) Select and order all books and other library materials. (i) Attend all Board meetings other than those in which his/her own salary or tenure are under discussion. (j) Affiliate with the state and national professional organizations and attend professional meetings and workshops. (k) Make use of the services and consultants of the state library. (l) Report regularly to the Library Board, to the officials of local government, and to the general public. (m) Report significant gifts and donations to the Library Board. (n) Refer all new or deleted positions to the Library Board for approval. (o) All contracts in excess of $10,000 that are changes from the approved budget should be brought to the Board for approval. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw BYLAWS-LIBRARY'S BOARD OF TRUSTEES PAGE 10 JMRL Policy: Section 1.21 ARTICLE VI: AMENDMENTS Section 1 Proposed amendments shall be read and discussed at a regular meeting and voted on at a subsequent regular meeting of the Board. Section 2 All amendments must be approved by a two-thirds majority vote of the currently serving Trustees. approved 08/27/2018 MM.DP.zw minor update 8/26/19 MM.DP.zw https://MM.DP.zw https://MM.DP.zw
  • JMRL Policy: Section 1.22 Revised 7/2016 JMRL BOARD OF TRUSTEES’ GOALS AND PLANNING The Library Board will set goals for the library system annually and will develop a comprehensive five- year plan that is updated annually to meet the requirements for State Aid to Public Libraries. Jmrl board of trustees’ goals and planning
  • Section: 1.23 JMRL Board Committees
    JMRL Policy: Section 1.23 JMRL BOARD COMMITTEES 1. Standing Committees Roles and Responsibilities: a. Budget/Finance Committee i. See JMRL policy 1.21 (Bylaws) Article IV, Section 1 b. Personnel Committee i. See JMRL policy 1.21 (Bylaws) Article IV, Section 2 c. Policy Committee i. Review JMRL policies to ensure they are in compliance with State and Federal laws. ii. Review the JMRL policies to keep it in compliance with updated American Library Association recommendations. iii. Advise the JMRL Board of Trustees when revisions need to be made in JMRL policy. iv. Draft new policies and policy revisions when requested to do so by the JMRL Board of Trustees and/or the Director of the Library. v. Review all proposed policies from other JMRL Board Committees. vi. Keep JMRL policies up-to-date with changes and new policies approved by the Board of Trustees. d. Technology Committee i. Promote technological vision for JMRL. ii. Ensure that operational decisions regarding technology are delegated. iii. Work with staff to draft and update JMRL’s Technology Plan as part of JMRL’s Strategic Plan. e. Strategic Plan Committee i. Advise the Library Board and Library Director on JMRL’s long range planning process. ii. Review and revise long-range vision and plans; advocate vision and plans to Library Board. iii. Ensure that the Library Board, the municipalities that form JMRL, and the public are notified and engaged in JMRL’s strategic planning process. 2. The JMRL Board of Trustees welcomes staff representation on standing committees and encourages attendance at Library Board and committee meetings, according to JMRL Procedure section 1.23. 3. The Jefferson-Madison Regional Library Board of Trustees supports the creation and maintenance of a Staff Association when organized by employees. Revised 12/16/19
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  • JMRL Policy: Section 1.26 Revised 7/2016 PROCEDURES AT THE JMRL BOARD OF TRUSTEES’ MEETINGS Guidance: Robert’s Rules of Order Newly Revised, 11th Edition Use the Procedure for Small Boards. “In a board meeting where there are not more than about a dozen members present, some of the formality that is necessary in a large assembly would hinder business. The rules governing such meetings are different from the rules that hold in other assemblies, the following respects:” (pp. 487- 488) Members are not required to obtain the floor before making motions or speaking, which they can do while seated. Motions need NOT be seconded. There is no limit to the number of times a member can speak to a question and motions to close or limit debate generally should not be entertained. Informal discussion of a subject is permitted while no motion is pending. Sometimes, when a proposal is perfectly clear to all present, a vote can be taken without a motion’s having been introduced. Unless agreed to by unanimous consent, however, all proposed actions of a board must be approved by vote under the same rules as in other assemblies, except that a vote can be taken initially by a show of hands, which is often a better method in such meetings. The chair need not rise while putting questions to vote. The chair can speak in discussion without rising or leaving the chair; and, subject to rule or custom within the board (which should be uniformly followed regardless of how many members are present), he or she usually can make motions and usually votes on all questions. procedures at the JMRL Board of Trustees’ Meetings
  • JMRL Policy; Section 1.261 PUBLIC COMMENTS AT LIBRARY BOARD MEETINGS The Library Board wishes to provide an opportunity for the public to comment on regional library business. In addition to Public Hearings held for receiving comments on specific issues, the Board has established a Public Comment period at each regularly scheduled Library Board meeting. The following serves to support this process: 1. There will be a Public Comment period at each regularly scheduled Board meeting. 2. Speakers will have a maximum of five minutes for their comments. 3. Speakers are requested to pre-register with the Library Director; however, if there are available public comment slots open at the time of a Board meeting, the remaining slots may be filled by individuals registering at the meeting. 4. Board members will not question nor respond to speakers. The Chairperson is responsible for the orderly conduct of the meeting and shall rule on the appropriateness of speakers' presentations in light of the purpose of Public Comment periods. The Library Board as a whole shall have the final decision on such rulings. Comments on the performance of specific Library employees should be addressed to the Library Director. Comments about the performance of specific employees will be addressed by the Board of Trustees in Closed Meetings when requested by the Library Director. Adopted 2/1999 Revised 1/2016
  • JMRL Policy: Section 1.262 Adopted 7/1999 Revised 1/2016 PUBLIC HEARING POLICY At such time(s) as it wishes to seek public input on a specific topic the Jefferson-Madison Regional Library Board of Trustees may hold public hearings. The Board will set the date, time and location of the hearing and make announcement to the public. The topic of the hearing will be clearly stated. Sign up for speakers will begin 30 minutes prior to commencement of the hearing outside the door of the hearing room. Speakers will be called in order to the podium by the Board Chair. Each speaker must state his or her name. Each speaker may speak for 5 minutes. Remarks will be addressed to the Board as a whole and must be confined to the topic of the hearing. Written transcripts of remarks may be handed to the Board Chair. The Board of Trustees will neither question nor respond to speakers during the hearing. During public hearings the Board will try to hear everyone who wishes to speak on a topic, but sometimes discussion must be limited because of time constraints. The Chair may terminate the hearing after two hours even though all seeking to speak have not been heard. Public Hearing Policy
  • JMRL Policy: Section 1.27 Revised 7/2016 MINUTES OF THE JMRL BOARD OF TRUSTEES’ MEETINGS 1. CONTENT OF MINUTES Guidance: Robert’s Rules of Order Newly Revised, 11th Edition “The minutes should contain mainly a record of what was done at the meeting, not what was said by the members.” (p. 468) First section of the minutes should contain the following: • kind of meeting, i.e, regular, special, etc., the name of the organization • the date, time • the chairperson is present or the name of the person substituting • names of Board members present, and names and times of late arrivals and early departures • names of visitors to Board meetings Body of minutes: Should contain a separate paragraph for each subject matter, giving the name of the mover. Record all main motions stating: • the wording in which each motion was adopted or otherwise disposed of; the facts as to whether a motion may have been debated or amended being mentioned • the disposition of the motion • secondary motions that were not lost or withdrawn where necessary to record them for completeness or clarity, e.g. motions to recess or to suspend the rules • the name of the maker of motions should be recorded Record all points of order and appeals, whether sustained or lost, with the reasons given by the chair for its ruling. Contain certifications and recorded votes as required by the Virginia Freedom of Information Act. The certification of Closed Meetings should be included. If a Board member requests a specific discussion in the Minutes, it should be included. The last paragraph should state the hour of adjournment. Additional rules and practices: When a vote count has been ordered, the number of votes on each side should be entered. The names of members voting aye, nay, present, or abstaining should be recorded. JMRL Policy: Section 1.27 Revised 7/2016 The proceedings of a committee of the whole should not be entered in the minutes but the fact that the board went into a committee of the whole should be recorded. The Virginia Freedom of Information Act requires that minutes be kept for any meeting of three or more Board members. It is therefore necessary to prepare and maintain minutes of committee meetings. When a committee report is of great importance or should be recorded to show the legislative history of a measure, the Board can order it to be entered in the minutes. Otherwise it should be noted that a committee report was received and will be placed on file. This means that a file of committee reports should be maintained. These should be kept in the Administrative Offices. If a report is to become a permanent official document of the Board, it should be formally adopted by the Board. Once this has been done, the document can be placed in a permanent file for documents of a similar nature, and/or, for one-of-a-kind documents, appended to the minutes of the meeting. The name and subject of a guest speaker can be given, but no effort need be made to summarize his or her remarks. The minutes will generally be limited in length to two 8.5” x 11” pages. Signature For Boards having a Secretary (member), the Secretary signs. For Boards without that officer, the Chair should sign. 2. PREPARATION OF MINUTES The Board Secretary shall attend Board meetings for the purpose of recording the minutes for such meeting. No minutes will be kept for closed meetings. If the person regularly charged with recording minutes is not in attendance at a meeting, another person will be assigned this responsibility on an ad hoc basis. The person recording the minutes shall use such aids for recordation of the minutes as shall seem necessary and sufficient. These might include the use of shorthand, audio tape recorder, or written notes. The person recording the minutes shall prepare a draft of the minutes using the guidance provided in the Board’s policy on the prescribed content of minutes. The preparer shall submit the minutes to the Board for review and action. The Board Secretary will transmit a copy of the draft minutes by e-mail to all members of the Board and the Library Director. It should be the goal of the Library System to conduct this mailing within seven days of the applicable Board Meeting. Board members should review the draft minutes for accuracy and for conformance with the Board’s policy for the content, and if applicable, should call to the attention of other members any proposed corrections at the next regular meeting. JMRL Policy: Section 1.27 Revised 7/2016 3. READING AND APPROVAL OF THE MINUTES Guidance: Robert’s Rules of Order Newly Revised, 11th Edition When a draft of the minutes of the preceding meeting is sent to all members in advance, it is presumed that all members have had an opportunity to read them, and they are not read at the meeting unless this is requested. Corrections, if any, and approval of the minutes are normally done by unanimous consent. The Chair then declares the minutes approved. The formal copy of the minutes placed in the Minutes Book contains all corrections which were made. None of the draft copies circulated to members and marked by them is authoritative. If, at a later time, an error or material omission in the minutes becomes reasonably established after their approval, the minutes can then be corrected by means of the motion to Amend Something Previously Adopted, which requires a two-thirds vote, or a majority vote with advance notice, or unanimous consent. Minutes of the JMRL Board of Trustees’ Meetings 1. Content of Minutes First section of the minutes should contain the following: Body of minutes: Additional rules and practices: Signature 2. Preparation of Minutes 3. Reading and Approval of the Minutes
  • JMRL Policy: Section 1.28 PROCEDURES FOR BOARD CHANGES TO THE POLICY MANUAL 1. Any Trustee, staff, government or private individual or group may suggest a review of current policy or the addition of new policy for the Library to consider. Suggestions should be made in writing to the Library Director. 2. The Library Director will work with Board committees or individuals to refine proposals, discuss policy changes with staff, and will submit final proposals to the Policy Committee. 3. The Policy Committee will review final proposals and will determine the format and Policy Manual location for approved proposals. 4. The written draft proposal will then be submitted to the Library Board by the Policy Committee. 5. Following adequate time for consideration, generally one month, the Library Board will take official action on the proposal. 6. If the proposal is approved by the Board, the Library Director will add the new policy to the Policy Manual, and notify the group or individual that initially requested the review of the outcome. 7. The Policy Committee will review policies on a set schedule (no longer than ten years per policy) and make recommendations for the Library Board if any changes are deemed necessary. Revised 2/2019
  • JMRL Policy: Section 1.3 OFFICIAL STATEMENTS All public statements concerning Library policies, services, and personnel are the sole responsibility and authority of the Library Director and the President of the Library Board of Trustees, or anyone specifically authorized by the Library Board of Trustees to speak on behalf of the Library. Any use of the Library’s name and logo is limited to the same authority. The Library Board acts only as a whole unless it specifically authorizes a Trustee to act on behalf of the Library. Any Trustees or Library personnel wishing to express themselves on these topics must ensure that it is clear they are speaking as individuals and not on behalf of the Library. Adopted January 24, 2000 Reviewed 11/23/09 Revised 5/22/17
  • JMRL Policy: Section 1.4 FRIENDS OF THE LIBRARY The Library Board recognizes and supports the Friends of the Jefferson Madison Regional Library. The Friends of JMRL are a special category of volunteers who support the regional library system through fundraising and increasing community awareness of the mission and services of the Library. The Board also supports the activities of local groups of Friends, which provide for needs and programs related to the specific Branches. The Library Director shall encourage and appropriately facilitate the events and fund-raising activities of the Friends of the Jefferson Madison Regional Library including but not limited to book sales. Use of the funds raised through the Friends' activities must be consistent with the policies and mission of the Library and is determined by the Friends' Board in consultation with the Library Director. Adopted 1/1990 Revised 09/2020
  • JMRL Policy: Section 1.6 GIFTS OF NON-LIBRARY MATERIALS The acceptance of unsolicited gifts of money or other non-library materials may be subject to approval by the Library Board of Trustees, at the discretion of the Director. Donors of these gifts may suggest uses limited to a specific purpose or location prior to acceptance, but any restrictions must be acknowledged in advance by a written agreement between the donor and the Library. Once accepted, the gifts become the property of the Library. Undesignated gifts will be used by the Library Board in any way it deems appropriate. In order to ensure alignment with JMRL priorities, gifts that are solicited on behalf of the Library by staff, Friends of the Library, or fundraising organizations should be approved in advance by the Library Director. Adopted 2/2001 Revised 1/2021
  • JMRL Policy: Section 1.7 Page 1 of 9 Adopted 2/2004 Revised 9/2015 RECORDS RETENTION AND DISPOSITION The following schedule is a result of and partially derived from reviewing The Library of Virginia’s Records Retention and Disposition Schedules (the continuing authority under the provisions of the Virginia Public Records Act, Sections 42.1-76, et. seq. of the Code of Virginia). All known audits and audit discrepancies regarding the listed records must be settled before the records can be destroyed. All known investigations or court cases involving the listed records must be resolved before the records can be destroyed. Knowledge of subpoenas, investigations or litigation that reasonably may involve the listed records suspends any disposal or reformatting processes until all issues are resolved. The retentions and dispositions listed apply regardless of physical format, i.e., paper, microfilm, electronic storage, optical imaging, etc. Custodians of records must ensure that information in confidential or privacy-protected records is protected from unauthorized disclosure through the ultimate destruction of the information. Destruction of confidential or privacy-protected records will be done by shredding or pulping. “Deletion” of confidential or privacy-protected information in computer files or other electronic storage media is not acceptable. Electronic records must be “wiped” clean or the storage media physically destroyed. DISPOSITION FOR ADMINISTRATIVE RECORDS Upon Receipt Unsolicited Applications and/or Resumes Refers to applications or resumes received for which no position has been announced. Retain Permanently Audit Records – External Audit Report Refers to audit of the library by an outside auditing firm. Budget Records: Adopted Budget Files Refers to budget adopted by the appropriate governing body (consists of final copy that outlines the approved expenditures for the year). Correspondence of Board Chairperson Refers to documents of incoming and outgoing letters, email, memoranda, faxes, notes and their attachments, in any format. Legal Opinions Refers to opinions requested by the board, employees or departments from attorneys on matters of law. Minutes (Board/Committees) (of Enforcement, Regulatory, or Decision Powers) Refers to documents of proceedings of various meetings of boards and/or committees having regulatory or decision powers. JMRL Policy: Section 1.7 Page 2 of 9 Adopted 2/2004 Revised 9/2015 Policy and Procedure Records (Originator’s Record Copy) Policy(ies) or procedural guidance issued and/or approved by the board. Retain until Superseded Circulation Records – Patron History Refers to the borrowing history of specific patrons. Items returned on time and undamaged do not become part of a patron’s recorded history. Employee Directories Fixed Assets Files Retain Until Employee Departure Employee Personnel Files Refers only to Supervisor’s Copy. Retain 30 Days Computer/Equipment Sign-Up Sheets Refers to sheets used, primarily for computer use sign up, for the purposes of control and maintenance of statistics. Retain 1 Year Audio-Visual Equipment Use Forms Display Case/Artwork Use Records and Forms Interlibrary Loan Files Meeting Room Use Records Monticello Avenue Applications/Renewals Public Hearing Notices Documents of issuance and publication of public hearings. Requests for Purchase of Library Materials Staff Training Requests Retain 2 Years Emergency Planning and Related Records Refers to disaster plans, emergency action plans, contingency plans. JMRL Policy: Section 1.7 Page 3 of 9 Adopted 2/2004 Revised 9/2015 Retain 3 Years Accounts Payable Records Or until audit, whichever is longer. Accounts Receivable Records Or until audit, whichever is longer. Agendas and Supporting Documentation Files Refers to scheduled and published agendas and public notices of meetings along with materials reviewed or used by the board in making decisions. May include items presented to the board or introduced by board members. Attendance Records Board/Conference/Committee Meetings (Electronically Held Meetings) Or until minutes are transcribed and approved, whichever is greater. Cash Reports and Records (Settlement Records) Or until audit, whichever is longer. Cash Reports and Records (Transmittal Records) Or until audit, whichever is longer. Compensation Board Records and Reports Or until audit, whichever is longer. (Refers to actions and activities of the board.) Correspondence of Board Members Refers to documents of incoming and outgoing letters, email, memoranda, faxes, notes and their attachments, in any format. (Note: Except for Chairperson.) Correspondence of Department and Branch Managers Refers to incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical format. Credit Card Receipts Or for the terms of the contract, whichever is longer. Deposit Records Or until audit, whichever is longer. Refers to documents for the deposit of funds into bank accounts.) Employee/Volunteer Background Checks Employment Reference Waiver Forms Equal Employment Opportunity Commission Records and Reports Or until closure of the unresolved personnel issues. JMRL Policy: Section 1.7 Page 4 of 9 Adopted 2/2004 Revised 9/2015 Exit Interviews Financial Accounting Reports Or until audit, whichever is longer. (Refers to documents for financial transactions which provide reference information on the income and expenditures by the library.) Freedom of Information Act After final action. (Refers to requests to view official records or retrieve information from official records.) Grant Files, Federal and State Or until audit, or as long as required by the terms of the grant, whichever is longer. Grievance Records and Reports After closure. Health Certificates After departure from the position. Refers only to certificates required for that particular position. Insurance Records and Reports After policy expiration or until audit, whichever is longer. (Refers to insurance coverage carried by the library.) Investigative Files, Records or Reports Refers to records of any internal investigation of incidents, officers, employees, departments or operations and policies not covered by another general/specific schedule. Leave Records Or until audited, whichever is longer. Pay Classification Records Payroll Records – Leave Records Or until audit, whichever is longer. Personnel Action Notices Documents, which effect an individual’s pay, grade, job title or classification, changes of pay and/or status. Promotions/Demotions, Layoffs, Terminations or Tenure Records Purchasing Records (Bid and Bid Proposal Records) Or until audit, whichever is longer. Purchasing Records (Purchase Orders and Requisitions) Or until audit, whichever is longer. JMRL Policy: Section 1.7 Page 5 of 9 Adopted 2/2004 Revised 9/2015 Receipt Records Or until audit, whichever is longer. (Refers to documents for receipt of money by library – consists of copy of receipt issued to the payee.) Recruitment Records After position filled. Refers to hiring, interviewing and selection (remaining documents after transferring of relevant records to personnel file.) Reimbursement Records/Reports Or until audit, whichever is longer. (Refers to reimbursement of money to employee for library related expenses borne out-of-pocket.) Retirement Files (Employment Records) After death, Or until employee is no longer vested in the system. Safety Records After last action. (Refers to accident reports, accident investigations and safety policy statements, except records required by OSHA or the Department of Labor and Industry.) Verification of Employment Records Volunteer Records – Recruitment & Selection Volunteer Records – Work History Retain 5 Years Accident/Illness Reports After the incident. (Refers to documents of the occurrence of occupational injuries and illnesses such as OSHA Records.) Annual Reports Refers to annual reports submitted to the State Library and those produced for public use. Budget Records: Budget Working Files After budget adoption. (Refers to working files used to draw up/plan the budget for consideration by the governing body). Consultants’ Reports and Related Documents Refers to consultant reports produced by or for the library. Contracts After contract expiration or until audit, whichever is longer. (Refers to legal agreements between library and businesses, groups, and other organizations. Consists of signed contracts and supporting documentation.) Friends of the Library Funding Requests JMRL Policy: Section 1.7 Page 6 of 9 Adopted 2/2004 Revised 9/2015 Incident Reports Litigation Case Files After final disposition. (Refers to documents of current status of legal cases involving the library, board, employees or departments.) Payroll Records (Deduction Authorizations) After being superseded. Payroll Records (Payroll) Or until audit, whichever is longer. Payroll Records (Time and Attendance) Or until audit, whichever is longer. (Refers to work hours.) Reconsideration of Library Materials/ Website Unemployment Insurance (Claim Files) After case closure and audit. Unemployment Insurance Records (Report Files) Or until audit, whichever is longer. Vouchers (Accounting) Or until audit, whichever is longer. (Refers to document of the expenditure of funds by the library and is the authorizing document upon which the checks are issued.) Worker’s Compensation (Reports and Documentation) After closure or audit, whichever is longer. Retain 5 Years After Termination Employee Personnel Files Creation of a “History Summary Sheet” should be created prior to destruction of actual records. Retain 10 Years Ledger, General Refers to documents of fiscal transactions of the library – ledger documenting receipt, transfer, and expenditure of funds by agency. Retain 10 Years After Closure Legal Case Files Refers to Administration’s copies of suits by or against the library, its departments, officers or employees. JMRL Policy: Section 1.7 Page 7 of 9 Adopted 2/2004 Revised 9/2015 Retain 30 Years After Departure Employee Health Records Employee History Summary Sheets General Administrative Board/Conference/Committee Meetings (Notes/Recordings) Destroy after minutes are transcribed and approved. (Refers to notes or recordings of meetings, including stenographer’s notes or audio or visual recordings.) This does not apply to electronically held meetings. Computer System Test Records Delete or destroy when no longer administratively useful. Correspondence-Routine Administrative (Not Specified Elsewhere) Retain as long as administratively necessary. Discrimination Complaint Case Files -- Charges Files Retain all records of the charge or the action until final disposition of the charge or action, then destroy. Electronic Databases or Spreadsheets (Administrative) Delete or destroy entire file or individual records when no longer administratively useful. Electronic Files (Used Solely To Create a Hard Copy Record) Delete when no longer administratively useful. (Refers to electronic file created solely to produce a specific paper or other nonelectronic output, having no value in itself because it is a duplicate.) Electronic Indexes or Finding Aids Delete or destroy entire file or individual records when replaced or when related records are destroyed. (Refers to listings used to locate/identify names, files, phone numbers or records. Only value of the file is to locate or identify something else.) JMRL Policy: Section 1.7 Page 8 of 9 Adopted 2/2004 Revised 9/2015 Electronic Mail (Non-Records) Delete when no longer administratively useful. (Refers to messages, mail, files, or other products sent or received electronically through a computer system, network and/or modem. Includes listserv messages, courtesy copies of messages, non- policy announcements, information-only copies of messages.) Correspondence of Board Chairperson, including email, must be retained permanently. Correspondence of Board members, including email, must be retained for at least 3 years. Input Documents Retain until verified, then destroy. These documents are classified as duplicates once input is verified. (Refers to documents created for sole purpose of entering data into computer databases and spreadsheets.) Job Descriptions Retain until elimination of position or as long as administratively useful. Monthly/Personnel Reports Retain as long as administratively useful. (Refers only to documented activities by library managers to others. Includes regular monthly reports.) Photo Release Forms Retain until photos are no longer needed. Policy and Procedure Records (Others) Retain until superseded, obsolete, or rescinded. (Refers to policy or procedural guidance not issued or approved by the Board or to duplicate copies of approved material.) Presentation Materials Retain as long as administratively necessary. (Refers to materials created for use in briefings, demonstrations, classes or seminars- e.g., slides, overheads, flip charts, handouts.) Printouts, Print Files, or Master File Extracts Destroy when no longer administratively useful. (Refers to documents or files containing only information extracted from a master file or database when original information remains on the master file or database.) Programs, Program Documentation, and Instructions Retain until all electronic records created using the programs have been destroyed or converted to another program or format; then delete or destroy. Publisher Permissions Retain as long as administratively useful. JMRL Policy: Section 1.7 Page 9 of 9 Adopted 2/2004 Revised 9/2015 Security Backup and Recovery Copies and Files of Electronic Records or Programs Retain off-site until replaced or superseded or retain as long as administratively necessary. (Note: Includes circulation records.) Staff Training Evaluation Forms System Management or Control Records Delete when no longer administratively useful. Voice Mail Messages Delete when no longer useful. Records Retention and disposition DISPOSITION FOR ADMINISTRATIVE RECORDS Upon Receipt Retain Permanently Retain until Superseded Retain Until Employee Departure Retain 30 Days Retain 1 Year Retain 2 Years Retain 3 Years Retain 5 Years Retain 5 Years After Termination Retain 10 Years Retain 10 Years After Closure Retain 30 Years After Departure General Administrative
  • JMRL Policy: 1.8 FOIA Rights & Responsibilities THE RIGHTS OF REQUESTERS AND THE RESPONSIBILITIES OF JEFFERSON-MADISON REGIONAL LIBRARY UNDER THE VIRGINIA FREEDOM OF INFORMATION ACT The Virginia Freedom of Information Act (FOIA), located § 2.2-3700 et seq. of the Code of Virginia, guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees. A public record is any writing or recording – regardless of whether it is a paper record, an electronic file, an audio or video recording, or any other format – that is prepared or owned by, or in the possession of a public body or its officers, employees or agents in the transaction of public business. All public records are presumed to be open, and may only be withheld if a specific, statutory exemption applies. The policy of FOIA states that the purpose of FOIA is to promote an increased awareness by all persons of governmental activities. In furthering this policy, FOIA requires that the law be interpreted liberally, in favor of access, and that any exemption allowing public records to be withheld must be interpreted narrowly. YOUR FOIA RIGHTS ● You have the right to request to inspect or receive copies of public records, or both. ● You have the right to request that any charges for the requested records be estimated in advance. ● If you believe that your FOIA rights have been violated, you may file a petition in district or circuit court to compel compliance with FOIA. Alternatively, you may contact the FOIA Council for a nonbinding advisory opinion. MAKING A REQUEST FOR RECORDS FROM JEFFERSON-MADISON REGIONAL LIBRARY ● You may request records by U.S. Mail, fax, e-mail, in person, or over the phone. FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA. ○ From a practical perspective, it may be helpful to both you and the person receiving your request to put your request in writing. This allows you to create a record of your request. It also gives the library a clear statement of what records you are requesting, so that there is no misunderstanding over a verbal request. However, the library cannot refuse to respond to your FOIA request if you elect to not put it in writing. ● Your request must identify the records you are seeking with “reasonable specificity.” This is a common-sense standard. It does not refer to or limit the volume or number of records that you are requesting; instead, it requires that you be specific enough so that the library can identify and locate the records that you are seeking. ● Your request must ask for existing records or documents. FOIA gives you a right to inspect or copy records ; it does not apply to a situation where you are asking general questions about the work of the library, nor does it require the library to create a record that does not exist. Approved June 25, 2018 mm.dp.zw JMRL Policy: 1.8 FOIA Rights & Responsibilities ● You may choose to receive electronic records in any format used by the library in the regular course of business. ○ For example, if you are requesting records maintained in an Excel database, you may elect to receive those records electronically, via e-mail or on a computer disk, or to receive a printed copy of those records ● If the library has questions about your request, please cooperate with staff's efforts to clarify the type of records that you are seeking, or to attempt to reach a reasonable agreement about a response to a large request. Making a FOIA request is not an adversarial process, but the library may need to discuss your request with you to ensure it is understood what records you are seeking. To request records from Jefferson-Madison Regional Library, you may contact the Library Director at director@jmrl.org or 434-979-7151, extension 6670. You may also contact the Library Director with questions you have concerning requesting records from the library. In addition, the Freedom of Information Advisory Council is available to answer any questions you may have about FOIA. The Council may be contacted by e-mail at foiacouncil@dls.virginia.gov , or by phone at (804) 225-3056 or [toll free] 1-866-448-4100. JEFFERSON-MADISON REGIONAL LIBRARY’S RESPONSIBILITIES IN RESPONDING TO YOUR REQUEST ● The library must respond to your request within five working days of receiving it. “Day One” is considered the day after your request is received. The five-day period does not include weekends or holidays. ● The reason behind your request for public records from the library is irrelevant, and you do not have to state why you want the records before the library responds to your request. FOIA does, however, allow the library to require you to provide your name and legal address. ● FOIA requires that the library make one of the following responses to your request within the five-day time period: 1) The library provides you with the records that you have requested in their entirety. 2) The library withholds all of the records that you have requested, because all of the records are subject to a specific statutory exemption. If all of the records are being withheld, the library must send you a response in writing. That writing must identify the volume and subject matter of the records being withheld, and state the specific section of the Code of Virginia that allows the library to withhold the records. 3) The library provides some of the records that you have requested, but withholds other records. The library cannot withhold an entire record if only a portion of it is subject to an exemption. In that instance, the library may redact the portion of the record that may be withheld, and must provide you with the remainder of the record. The library must provide you with a written response stating the specific section of the Code of Virginia that allows portions of the requested records to be withheld. Approved June 25, 2018 mm.dp.zw mailto:director@jmrl.org mailto:foiacouncil@dls.virginia.gov mailto:foiacouncil@dls.virginia.gov JMRL Policy: 1.8 FOIA Rights & Responsibilities 4) The library informs you in writing that the requested records cannot be found or do not exist (the library does not have the records you want). However, if the library knows that another public body has the requested records, the library must include contact information for the other public body in the response to you. 5) If it is practically impossible for the library to respond to your request within the five-day period, the library must state this in writing, explaining the conditions that make the response impossible. This will allow seven additional working days to respond to your request, providing a total of 12 working days to respond to your request. ● If you make a request for a very large number of records, and library staff cannot provide the records to you within 12 working days without disrupting other organizational responsibilities, the library may petition the court for additional time to respond to your request. However, FOIA requires that the library make a reasonable effort to reach an agreement with you concerning the production of the records before going to court to ask for more time. COSTS ● A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for the requested records. No public body shall impose any extraneous, intermediary, or surplus fees or expenses to recoup the general costs associated with creating or maintaining records or transacting the general business of the public body. Any duplicating fee charged by a public body shall not exceed the actual cost of duplication. All charges for the supplying of requested records shall be estimated in advance at the request of the citizen as set forth in subsection F of § 2.2-3704 of the Code of Virginia. ● You may have to pay for the records that you request from the library. FOIA allows the library to charge for the actual costs of responding to FOIA requests. This would include items like staff time spent searching for the requested records, copying costs, or any other costs directly related to supplying the requested records. It cannot include general overhead costs. ● If library staff estimates that it will cost more than $200 to respond to your request, you will be required to pay a deposit, not to exceed the amount of the estimate, before proceeding with your request. The five days that the library has to respond to your request does not include the time between when the deposit is requested and when you respond. ● You may request that library staff estimate in advance the charges for supplying the records that you have requested. This will allow you to know about any costs upfront, or give you the opportunity to modify your request in an attempt to lower the estimated costs. ● If you owe the library money from a previous FOIA request that has remained unpaid for more than 30 days, the library may require payment of the past-due bill before it will respond to your new FOIA request. Approved June 25, 2018 mm.dp.zw JMRL Policy: 1.8 FOIA Rights & Responsibilities TYPES OF RECORDS The following is a general description of the types of records held by the library: ● Records of Library Board actions, such as contracts, resolutions, and minutes ● Meeting minutes from Library Board committee meetings ● Fiscal records ● Staff reports and correspondence If you are unsure whether the library has the record(s) you seek, please contact the Library Director at director@jmrl.org or 434-979-7151 extension 6670. COMMONLY USED EXEMPTIONS The Code of Virginia allows any public body to withhold certain records from public disclosure. The library commonly withholds records subject to the following exemptions: ● Personnel records (§ 2.2-3705.1 (1) of the Code of Virginia) ● Records subject to attorney-client privilege (§ 2.2-3705.1 (2)) or attorney work product (§ 2.2-3705.1 (3)) ● Records relating to the negotiation and award of a contract, prior to a contract being awarded (§ 2.2-3705.1 (12)) For a full list of exemptions, see Virginia Code § 2.2-3705.1 et seq. Approved June 25, 2018 mm.dp.zw mailto:director@jmrl.org

2.0 Personnel

  • JMRL Policy: Section 2.1 PUBLIC EMPLOYEES' CODE OF ETHICS 1. Employees will conduct themselves at all times in such a manner as to create respect for themselves as public servants and the jurisdictions they represent. 2. Employees will place public interest above individual, group, or special interests and will consider their jobs as an opportunity to serve the public. 3. Employees will not discriminate because of race, color, religion, age, sex, sexual orientation, disability, political affiliations, or national ancestry. Each employee will work to prevent and eliminate such discrimination in providing services, assigning work schedules, and in executing all personal actions. 4. Employees will not have any material financial interest in any private business or professional activity which would be in conflict with their job responsibilities. Employees will not engage in any business activity or professional activity that would appear to be in conflict with their job responsibilities or that would tend to impair independence of judgment or action in the performance of official duties. (See Section 2.1-639.8 Code of Virginia.) 5. Employees will refrain from using their positions for personal gain and will keep confidential all information not available to all citizens that is acquired by virtue of their position in the organization. (See Section 2.1-639.4, Code of Virginia.) 6. Employees will not accept any personal gift, favor, service, money, or anything of value from the public which might reasonably tend to influence the impartial discharge of duties. (See Section 2.1-639.4 Code of Virginia.) (Adapted from the City of Charlottesville Personnel Policies) Revised 12/20/10
  • JMRL Policy: Section 2.11 LIBRARY EMPLOYEES' CODE OF ETHICS Jefferson-Madison Regional Library encourages employees to strive for the highest level of ethical conduct, and to that end employees will: 1. Provide the highest level of service to all library users through appropriate and usefully organized resources, equitable service policies, equitable access, and accurate, unbiased, and courteous responses to all requests. 2. Uphold the principles of intellectual freedom and resist all efforts to censor library resources. 3. Protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted. 4. Make a good faith effort to recognize and respect intellectual property rights. 5. Treat co-workers and other colleagues with respect and fairness, and advocate conditions of employment that safeguard the rights and welfare of all employees. 6. Distinguish clearly in their actions and statements between their personal convictions and philosophies and their professional duties and do not allow personal beliefs to interfere with fair representation of the aims of the library or the provision of access to library resources. 7. Avoid situations in which personal interests might be advanced or financial benefits gained at the expense of the library patrons, colleagues, or Jefferson- Madison Regional Library. 8. Strive for excellence by maintaining and enhancing knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the library profession. (Adapted from the American Library Association Statement on Professional Ethics, 2008) Adopted May 21, 2001 Revised 12/20/10
  • Section 2-12: Religious Accommodations
  • JMRL Nondiscrimination policy
  • Staff Training and Development
  • JMRL Policy: Section 2.42 EXCESSIVE ABSENTEEISM Excessive Absenteeism constitutes a hardship on the library and on other members of the library staff. The library provides a variety of leave benefits to cover the normal contingencies of everyday living. The following shall constitute excessive absenteeism: 1. Documented and chronic lateness (which may include either frequency or length of lateness) or unauthorized absences; 2. Unauthorized use of annual leave or sick leave beyond total hours accrued. (Such unauthorized use will result in the employee’s pay being docked for the hours of unaccrued leave taken.) Continued documented excessive absenteeism will result in disciplinary action up to and including dismissal. Approved 04/23/2018 PM.DP.zaw
  • JMRL Policy: Section 2.43 DISCIPLINARY ACTIONS It is the policy of the Library to act with integrity toward each employee. Each employee is expected to comply with instructions, established policies, procedures, rules and regulations. The supervisors are responsible for seeing that each employee does the assigned job properly and in accordance with such regulations. Supervisors are also responsible for monitoring the employee’s personal conduct on the job and for carrying out all disciplinary action. Whenever employee performance, attitude, work habits, or personal conduct on the job at any time fall below a desirable level, supervisors are expected to inform employees promptly and specifically of such lapses and give counsel and assistance. If appropriate and justified, a reasonable period of time for improvement may be allowed before initiating disciplinary action. Supervisors should follow the steps laid out in JMRL’s Disciplinary Actions Procedure manual when such actions are required. In some instances a specific incident, in and of itself, may justify severe disciplinary action. However, the disciplinary action taken depends on the seriousness of the incident and the whole pattern of the employee’s past conduct and performance. Any staff grievance about JMRL disciplinary action should follow the City of Charlottesville’s Grievance Procedure laid out in the City’s Personnel Regulations manual. Approved 04/23/2018 PM.DP.zaw
  • JMRL Policy: Section 2.44 Adopted 5/2015 EMPLOYMENT REFERENCES The Library Director is responsible for responding to requests for employment references and may provide only job title, dates of employment, and salary information. If any employee/former employee/volunteer makes a written request that additional information be provided, and if the request clearly states the Library Board, Director, and staff will be held harmless for releasing additional information, then the Library Director may reply accordingly. [See JMRL Form: Section 2.44, “Authorization for Release of Personnel Records & Information Consent Form.] Employment References
  • Section 2.6: JMRL Travel Regulations
    JMRL Policy: Section 2.6 TRAVEL REGULATIONS The purpose of budgeting travel funds and establishing procedures for their use is to provide mobility for the library staff and trustees in carrying out necessary work for the Jefferson-Madison Regional Library and to reimburse staff for necessary expenses incurred when leaving their normal work place to perform library work or to attend appropriate continuing education programs designed to improve their ability to serve the Jefferson-Madison Regional Library. Library Trustees may be reimbursed for official travel performed at their own expense, including monthly meetings, at a rate identical to the rate for official travel by library staff. Intra-regional mileage reimbursement shall be approved for staff by the Branch Manager, Department Head, or Library Director. Mileage and travel time may be claimed when an employee travels between two library facilities, or from home (minus the normal commuter mileage and time) to a library facility that is not the employee’ s regular work station. Activities that qualify for paid mileage and travel time include travel to a JMRL facility other than the regular work station to work as a substitute or to attend a JMRL staff meeting, travel to a school to present a JMRL program and travel to city or county meetings to officially represent JMRL. The mileage reimbursement rate shall be identical to the rate for official travel adopted by the City of Charlottesville. All other mileage and expenses shall be approved by the Library Director. Approved guidelines for travel outside the region include: 1. The particular benefit to the Jefferson-Madison Regional Library shall be identified and recorded on a travel application form. 2. When funds are necessary for activities clearly beneficial to the Jefferson-Madison Regional Library, full coverage of expenses shall be provided. 3. When benefits to the Jefferson-Madison Regional Library are less clearly definable, a proportion of expenses shall be provided as determined by the Library Director. 4. When benefits are determined to be purely personal, the staff shall be encouraged to undertake self-improvement, but not at Jefferson-Madison Regional Library expense. 5. Non-reimbursable items are personal expenses, alcoholic beverages, and entertainment. 6. Beneficiaries of this policy are expected to exercise prudent judgement in incurring travel expenses on official library business. Excessive or unnecessary expenses shall not be approved or reimbursed. 7. When making arrangements for lodging, beneficiaries of this policy must ask for the government, conference, or commercial rate discount. 8. Itineraries shall be planned to minimize travel required. Car pooling will be utilized when possible. When available and feasible, Jefferson-Madison Regional Library vehicles will be used. Reimbursement for use of private vehicles requires prior approval. 9. The Jefferson-Madison Regional Library will not reimburse for expenses that are not Adopted 4/1998 Reviewed 2/2020 JMRL Policy: Section 2.6 accompanied by proper invoices or itemized receipts. Tips higher than 20% will not be reimbursed. Adopted 4/1998 Reviewed 2/2020
  • JMRL Policy: Section 2.9 Adopted 5/2005 Revised 12/2015 VOLUNTEERS Library volunteers play an important role in libraries across the country including the Jefferson-Madison Regional Library system. It is important to create and sustain a volunteer program that assists the work of libraries. Effective use of library volunteers can extend the value of every tax dollar. Jefferson-Madison Regional Library welcomes the participation of volunteers. Volunteers bring a positive attitude towards library services, and they generally gain a sense of personal achievement from learning new skills. Department and Branch Managers are encouraged to plan for and use them whenever and wherever appropriate; however, a volunteer shall not be considered as taking the place of a paid staff member. Volunteers may conduct or assist with programs such as forums, discussion groups, and outreach programs. They may also perform appropriate Library tasks such as shelving, shelf-reading, book mending, weeding, and assisting with Library surveys. Generally, volunteers should be at least 13 years of age. All volunteer work must be approved by the Department or Branch Manager and be under the direct supervision of a paid staff member. In accordance with the Library’s Safe Child policy (Section 4.234), volunteers must wear JMRL badges and every reasonable effort shall be made to avoid situations where an employed or volunteer worker is alone with a child or youth in a closed room with no outside visual contact. The Library has criminal background checks performed for prospective staff and volunteers. Volunteers may use the Library as an employment reference within the guidelines of the Library’s Employment References policy (Section 2.44). Volunteers

3.0 Finance

  • JMRL Policy: Section 3.1 DISPOSAL OF LIBRARY EQUIPMENT Equipment purchased with State or Federal funds or other grants must be disposed of using the process specified by the applicable funding agency. Equipment purchased with other than State or Federal funds will be disposed of through the City of Charlottesville Equipment Sale. Any income derived from the sale of such equipment will accrue to the Library Equipment Fund. Revised 3/28/11
  • JMRL Procedure: Section 3.11 FIXED ASSET PROCEDURES DEFINITION OF A FIXED ASSET Fixed assets are tangible assets that are relatively long-lived (more than one year), are relatively fixed or permanent in nature, and are used by the Library in its operations. Generally, they are relatively expensive. Examples are copiers, vans and computers. With the exception of computer software and shelving, any item with an original purchase price greater than $5,000 will be considered a fixed asset. Should a question arise as to whether an item is a fixed asset, request clarification from the Business Manager. PROCEDURES FOR RECEIPT OF FIXED ASSETS As the central purchasing point for the JMRL Library system, the Business Manager will normally receive, inventory and tag, as appropriate, all fixed assets before turning them over to the cognizant branches or departments. In those instances when, due to size, a fixed asset is shipped directly to a branch library, the Branch Manager will submit a Fixed Asset Receipt Form to the Business Manager. The Business Manager will, in turn, send a tag to the cognizant branch/department head. That individual will tag the equipment and the Business Manager will update the inventory records. All fixed assets will be tagged with a sticker that includes a number and a statement that reads "Property of Jefferson-Madison Regional Library." INVENTORY PROCEDURES The Business Manager will maintain the complete inventory of fixed assets for the JMRL. The Technical Support Specialist will maintain an inventory of computer/automation equipment and will advise the Business Manager of any changes to that particular inventory. Revised 6/25/12
  • J-MRL Policy: Section 3.2 LIBRARY EQUIPMENT FUND The Jefferson-Madison Regional Library's Equipment Fund is generated by revenues from fees and fines collected from use of Library materials and equipment. The purpose of this fund is to support the orderly operation, maintenance, and replacement of Library equipment. This fund is intended to be the first source of funding for equipment needs. Annually, each June, all items to be purchased from the Equipment Fund will be presented to the Board for review. Adopted June 26, 1990 Revised 8/96 Reviewed 5/20/02

4.1 Selection of Materials

  • JMRL Policy: Section 4.11 MATERIALS SELECTION The Library will provide citizens with free and equal access to the printed and recorded word and to the visual image. However, because no public library can afford to acquire or to house all materials available to libraries, a selection process must take place. PHILOSOPHY To support the mission of the Jefferson-Madison Regional Library, library materials are selected and made accessible to the public. The Board of Trustees adopts this materials selection policy to guide librarians and to inform the public about the principles upon which selections are made. While a policy cannot replace the judgment of librarians, stating goals and indicating boundaries will assist in choosing from a vast array of materials available. GUIDELINES FOR SELECTION AND USE OF MATERIALS 1. The Library recognizes that many materials are controversial and that any given item may offend some library user. Selections will not be made on the basis of any anticipated approval or disapproval, but solely on the merits of the work or in relation to building the Library's collections and to serving the interest of all individuals and groups in the region. Different viewpoints on controversial issues will be acquired including those that may have unpopular or unorthodox positions. The criteria for selection of materials for the Library's collections will include the following: - relevance to community needs and interests - quality of writing/production - importance of subject matter - timeliness - authority, significance, and/or reputation of the author, artist, publisher, or producers - readability, clarity, and/or ease of use - format, cost, and availability - public demand, through direct request and analysis of existing collection - evaluation of reviewers in trade and professional publications and critics in the popular press, or inclusion in standard bibliographies. 2. The Library acknowledges the purpose and existence of other libraries in the Jefferson-Madison Regional Library region and will not unnecessarily duplicate functions and materials. 3. The Library acknowledges a particular interest in local and state issues. Publications of the City and County governments and tax-supported agencies within the region are deemed to be of interest to the public and necessary to an informed electorate. The Library will collect and retain local documents in print and/or provide access electronically as appropriate. Adopted 12/2014 Minor Update 4/22/19 ​ ​ JMRL Policy: Section 4.11 4. Because the Library serves a public embracing a wide range of ages, educational backgrounds, and reading abilities, it will always seek to select materials of varying complexity. 5. Library materials will not be marked or identified to show approval or disapproval of the contents, and no item will be sequestered except for the express purpose of protecting it from injury or theft. The use of rare and scarce items of great value may be controlled only to the extent required to preserve them from harm. 6. Responsibility for the reading, listening, and viewing of library materials by children rests with their parents or legal guardians. Selection will not be inhibited by the possibility that materials may inadvertently come into the possession of children. 7. The selection of materials for the Jefferson-Madison Regional Library is the responsibility of the Collections Manager. GIFTS The Library accepts gifts of library materials for consideration as additions to its collections. Gifts are subject to evaluation according to the same selection standards as materials considered for purchase. The Library reserves the right to use any gift as it sees fit. Upon acceptance, all gifts become the property of the Library. Gifts of library materials of local authors are subject to the selection criteria of the Local Voices collection. Materials of local historical or genealogical interest pertaining to the Library’s service area will be accepted as follows: - published histories of a general interest - deed books, birth, marriage and death records - census records - church and cemetery records Donors of family histories and other items not listed above will generally be referred to local historical societies. Ephemera of any type (e.g., pamphlets, flyers, or other short-lived printed material) will not be accepted. The Library does not attempt to acknowledge acceptance of every gift it receives but will provide acknowledgement upon request of the donor. MATERIALS FROM NON-LIBRARY SOURCES The Library does not accept either permanent or temporary loan of materials from any source. Individuals or organizations wishing to have materials available at the Library may submit them for review as gifts. The policies, standards, and procedures for gifts will apply. Adopted 12/2014 Minor Update 4/22/19 https://jmrl.org/localvoices.htm https://jmrl.org/localvoices.htm JMRL Policy: Section 4.11 REQUEST FOR PURCHASE CONSIDERATION The Library welcomes suggestions from library users for titles to purchase as additions to its various collections (print books, digital content, periodicals, and audiovisual materials). All suggested titles are considered according to the criteria outlined in the Materials Selection Policy. Not all titles suggested will be purchased. Library users may request notification of the Library's decision regarding the purchase of suggested items. REQUEST FOR RECONSIDERATION Any library user has the right to request reconsideration of an item in the collection, in accordance with JMRL Reconsideration Policy: 4.24. REQUEST FOR RECONSIDERATION forms (JMRL Form: Section 4.24) are available at each public service desk. The Library supports the American Library Association's (ALA's) Bill of Rights, Freedom to Read, Free Access to Libraries for Minors, and Freedom to View Statement. WITHDRAWALS/DISCARDS The Library uses weeding as a collection development tool. Its purpose is to maintain, throughout the system, library collections of high quality that are appropriate in size to the capacity of their locations and that are current, accessible and appealing to users. Items are withdrawn from the collection when they are dated, worn, or damaged beyond repair, or if interest in a title or subject has decreased. Withdrawn items will be disposed of through book sales, recycling, or donations. Items deemed unfit for sale or donation will be discarded. Items are withdrawn from the collection database when they are reported as lost and paid, or are missing for at least one year. Adopted 12/2014 Minor Update 4/22/19

4.22 Circulation

  • Library Card Eligibility (Section 4.221)
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  • Section 4.224: Confidentiality of patron circulation records
    ​ ​ JMRL Policy: Section 4.224 CONFIDENTIALITY OF PATRON CIRCULATION RECORDS The Code of Virginia 2.2-3705(A)(10) (Virginia Freedom of Information Act) states that the following records are excluded from the provisions of the Freedom of Information Act: “(8) Library records which can be used to identify both (i) any library patron who has borrowed material from a library and (ii) the material such patron has borrowed.” Patron circulation records exist for the sole purpose of maintaining and conserving public property and are generally deleted soon after the timely and proper return of materials. Therefore, it is the policy of the Library Board that the Library shall not provide to a third party the details, nature, or purpose of information pertaining to an individual patron, unless required by court order, subpoena from a governmental agency or as otherwise required by law, or as necessary to protect the Library’s interests in pending litigation. Therefore, to protect the privacy of individual Library patrons, the Library shall not reveal patron circulation records except as required by law or as necessary to protect the Library’s interest in pending litigation. The parent or guardian who has signed a child’s application accepting responsibility for materials charged on the account has full access to the child’s account until age 16, including borrowing records. Other adults may be granted full access according to standard permissions procedures. In the event that the Library is served with a discovery order or a subpoena requesting production of Library circulation records, or a court order directing that the Library provide such records, the Library Director shall inform legal counsel for the Library and the President of the Jefferson- Madison Regional Library Board of Trustees, and shall take appropriate action after having been advised by legal counsel as to the available options An individual patron is not required to provide the Library with his/her Social Security number. Revised 12/16/19

4.23 Patrons

  • ​ ​ JMRL Policy: Section 4.234 SAFE CHILD The Jefferson-Madison Regional Library welcomes children of all ages to use its facilities and services, but does not accept responsibility for their safety and supervision. The Library strives to provide a safe environment, but safety cannot be guaranteed. The Library does not act in loco parentis. For the safety and well-being of children: Children age 9 or under must be adequately supervised, defined as a parent/guardian or assigned caregiver in the immediate vicinity (within sight and conversational distance). Older children 10 and up may use the library unattended provided they maintain proper behavior. Children 12 years of age or older may act as caregivers for younger children. Staff is authorized to contact appropriate authorities if a situation appears to be dangerous or neglectful to a child, or if a parent/guardian or caregiver cannot be located or contacted within 30 minutes or if a child is suspected to be truant. The library cannot be held responsible for children not picked up by library closing time. Failure to comply with this policy may result in suspension of library privileges. In addition, library employees and volunteers who work with children and youth (under age 18) should observe the two-person rule or the open-door policy. The two-person rule requires that employees shall make every reasonable effort to avoid situations where an employed or volunteer worker is alone with a child or youth in a closed room with no outside visual contact. The open-door policy requires any solid panel door be open at all times an employee or volunteer worker is alone with a child or youth. Under no circumstances will a staff member give a child or youth a ride home, or take a child or youth outside the building except on official library business such as a teen volunteer work assignment, or remain in a building alone with an unattended child. Library staff should never make physical contact with any patron without prior consent from the individual or their caretaker, unless that patron is exhibiting behaviors dangerous to themselves or others. In order for library staff and volunteers to be easily identified, designated JMRL badges must be worn at all times when representing the library. Revised 3/25/2013 Minor Update 7/22/19
  • ​ ​ ​ JMRL Policy: Section 4.235 SUGGESTIONS AND COMPLAINTS Each service location has a box for comments, suggestions, and complaints regarding Library services. Comments, suggestions, and complaints may also be emailed to feedback@jmrl.org. These comments will be regularly analyzed and addressed by the Library Director or appropriate Departments of the Library. Requests for the reclassification or reconsideration of specific library materials or resources will be accepted using JMRL Form: 4.24 in accordance with JMRL’s Reconsideration Policy: 4.24. Revised 4/2012 Minor Update 4/22/19 https://jmrl.org/contact1.php?email=feedback&name=let%20us%20know%20what%27s%20on%20your%20mind%20
  • Jmrl Policy: Section 4.236 Smoke-Free Library SMOKE-FREE LIBRARY All Jefferson-Madison Regional Library libraries are non-smoking facilities. Branch Managers have the authority to establish no-smoking areas on library grounds outside the buildings. Approved : June 25, 2018 mm.dp.zw

4.24 Reconsideration

  • JMRL Policy: Section 4.24 RECONSIDERATION POLICY Any library user has the right to request reconsideration of library materials and resources: an item’s inclusion or location in the collection, a library program, a library display, or access to web content through the library’s filtering system. JMRL Request for Reconsideration form (4.24) is available at each library location. The Library supports the American Library Association’s Bill of Rights, Freedom to Read, Free Access to Libraries for Minors, and Freedom to View Statement. Initial requests will be forwarded to the manager in charge of the service for a response. Appeals will be heard by the Library Director, and any final determination will be made by the Library Board of Trustees, if necessary. Adopted December, 2018

4.3 Reference and Readers' Services

  • Section 4.32 Interlibrary Loan
  • JMRL Policy: Section 4.38 LIBRARY PROGRAMS Library programs support the mission of the Library by providing users with additional opportunities to access information, education, and recreation. Article I of the Library Bill of Rights states, "Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves." The Library recognizes that it serves communities that comprise people of different ages, backgrounds, sensibilities, personalities, interests, and needs. The Library actively seeks to present a variety of programming options representing a diversity of formats, ideas, and expressions that reflect the broad range of viewpoints and cultural perspectives in its communities. Library programs may take place on-site at the library, in other locations, or online, and may be presented by library staff, library-approved volunteers, or partners. The Library may participate in cooperative or joint programs with other organizations, institutions, or individuals in order to make use of outside skills or expertise. Individuals or organizations may request consideration to partner with Library staff to present a program by completing a Program Partnership Request Form (JMRL Form: Section 4.53). Alternatively, groups may use meeting rooms for their own purposes as described in the Library’s Meeting and Conference Rooms Policy (JMRL Policy 5.1). Library programs are open to the public and generally free of charge, although some may be subject to capacity limits and target age guidelines. Programs that are of a primarily commercial nature intended to solicit business are not offered. However, with advance written permission from the Library Director, program presenters may sell copies of their creative works related to their performance/presentation as a resource to program participants. Library staff shall not be involved in such sales in any fashion. Library presentation of a program does not constitute an endorsement of the program content or the views expressed by the participants or speakers, any more than the purchase of material for the Library collection constitutes an endorsement of the material content or its creator's views. Concerns, questions, or complaints about Library programs are handled in accordance with the Library’s Reconsideration Policy (JMRL Policy 4.24). Adopted February 26, 2001 (Reviewed 10/24/11) Revised December 2018

4.4 Extension of Library Services

  • JMRL Policy: Section 4.41 BOOKMOBILE The Library, through Bookmobile service seeks to serve its constituents who are unable to use the Central and Branch Libraries because of physical impairment, transportation problems, age, or geography. BOOKMOBILE SCHEDULE Community or neighborhood stops shall not be added to the schedule if there is a branch within five miles of the requested location. Institutional stops, such as nursing homes and subsidized housing projects, due to special needs, are eligible for consideration regardless of branch location. Neighborhood stops are eligible for service due to special needs such as handicapped or homebound residents. A community or neighborhood stop will be considered on the request of five families in the area submitting a letter to the Library Director or Bookmobile Manager. The duration of the stop is at least one-half hour for a community stop. If few library users utilize a stop regularly, a shorter time may be scheduled. Decisions to continue routine lower circulation stops are made only for specific reasons, such as geographical coverage, or library priorities. Minimum circulation of 40-50 per hour at a stop is desirable. Circulation of over 100 per hour is considered as a possible indication that more time at a stop is needed. Library user count as well as circulation is used in evaluating stops. A library user count of 10-12 per stop is considered to be of equal value to a 40-50 per hour circulation. Safety precautions are taken to reduce the danger of accidents to staff and library users when establishing the actual site for a stop. If a situation should arise that places a staff member in jeopardy, the stop will be immediately investigated and re-evaluated. When Albemarle County schools are closed for inclement weather, Bookmobile routes for that day will be canceled. Library materials are to be checked out by individuals. The Library does not issue institutional cards. In order to accommodate outreach services to institutions (e.g., nursing homes, daycare centers), the Library will establish outreach accounts. These accounts will be guided by the following parameters: • A contact person will be named at each institution. • The institution name, address, and phone number will appear on the account, with the contact person’s name available in the account information. • Materials will be checked out to the outreach account as deposit collections. • Fines will not be charged against these accounts. • Charges for lost items will not be charged against these accounts, up to a total of three items. Adopted 9/2014 JMRL Policy: Section 4.41 • After the accumulation of three lost items and/or repeated late returns, the institution will either pay lost fees or service will be discontinued. • The Library retains the right to cancel outreach accounts any time. Adopted 9/2014 BOOKMOBILE BOOKMOBILE SCHEDULE

4.5 Cooperative Activities

  • JMRL Policy: Section 4.51 DISPLAYS AND HANDOUTS DISPLAYS Displays in the Library are primarily for the promotion of Library materials and services. The Library may seek outside assistance in creating a display on a particular topic, but the library retains complete control over the display content. Library display areas are not to be used as a public forum. To encourage community discussion of current events and issues, JMRL shall maintain at least one "Freedom of Speech" display case for use as a public forum by community groups, organizations, and individuals. Each "Freedom of Speech" display case shall permanently incorporate the following quotation from the late U.S. Supreme Court Justice Thurgood Marshall: "Above all else, the First Amendment means that government has no power to restrict expression because of its message, its ideas, its subject matter, or its content." In that spirit, "Freedom of Speech" displays shall be unfettered as long as they do not include defaming or obscene materials as defined by the United States Supreme Court, or materials which could lead to a breach of peace or which advocate the violation of state or federal criminal laws. Realizing most library visitors do not come to the library to view displays, the "Freedom of Speech" display cases shall be located in areas generally used only by adults at a minimum of 20 feet from the front door. Each "Freedom of Speech" display shall include a sign stating the sponsorship of the display. Note: ● The Library does not endorse any cause, opinion, or activity represented in "Freedom of Speech" displays. ● JMRL allows one reservation of the “Freedom of Speech” display case per group every twelve (12) months, up to a calendar year in advance. After the 20th of a month, if there is no reservation for the following month, a display may be renewed one time for a second month. ● Library materials must be incorporated into displays. For all displays, the individual, group, or organization must complete a Display Use Permission Form (JMRL Form: Section 4.51). Displays for the purpose of commercial advertisement are not permitted. ● All questions regarding a display will be decided by the Manager of the Department or Branch in which the display is located. Requests for reconsideration of displays shall follow JMRL Reconsideration Policy: 4.24 by using JMRL Form: 4.24. Revised: 12/06/2017 Minor Update 4/23/19 HANDOUTS AND BULLETIN BOARDS The Library posts and/or makes available to Library users community pamphlets, flyers, calendars, and other information from civic, cultural, educational, religious, and non-profit community groups and organizations for public awareness and convenience. The Library posts and/or distributes these materials at its discretion. Note: ● This service does not indicate Library endorsement of a cause, opinion, or activity ● Prior to distribution, Library staff members will review all materials. Library staff members will consider patron interest and local space limitations and will utilize the following priorities, in descending order, when determining which materials to make available: a. Jefferson-Madison Regional Library announcements or publications b. Friends of the Library announcements or publications c. Local city/county government announcements or publications d. Commonwealth of Virginia announcements or publications e. Neighborhood civic, educational, cultural, recreational, religious announcements or publications f. Political information that is current; materials that are informational and pertain to an election being held within the next 45 days. Political posters supporting a specific candidate or issue are not permitted. Once the election is held, the material will be removed. g. Commercial publications containing information of general interest to Library users Requests to review or reconsider the propriety of handouts or postings shall follow JMRL Reconsideration Policy: 4.24 by using JMRL Form: 4.24. Revised: 12/06/2017 Minor Update 4/23/19
  • J-MRL Policy: Section 4.52 DISPLAYS OF ORIGINAL ART Original pieces of art will be accepted for display at all Library locations at the discretion of the Director and/or Branch Manager. In accepting art for display the Director and/or Branch Manager shall be guided by JMRL’s Mission and criteria for selection of other materials. Student art shows qualify for display as components of Children’s and Young Adult programming. Displays may not include defaming or obscene materials as defined by the United States Supreme Court, or material which could lead to a breach of peace or which advocate the violation of state criminal laws. Prior to display, artists must complete a Liability Release form which will hold harmless the Library Trustees, employees, and JMRL jurisdictions, if loss or damage occurs while their materials are in the possession of the Library. The Library reserves the right to limit or cancel an exhibit at any time. The Library will not act as agent for the sale of materials, and none of the exhibited materials may be priced. Artists will be allowed to display biographical information and their names and addresses so that patrons may contact them directly. Revised 2/24/14
  • JMRL Policy: Section 4.53 LIBRARY/COMMUNITY PARTNERSHIPS J-MRL supports library partnerships with other community organizations. Such cooperation allows an exchange of services, products, or monetary donations that may assist each organization in achieving mutual and compatible goals. Coordination of community requests is essential to maintaining these selective relationships and avoiding duplication of requests. Adopted 8/96 Reviewed 3/25/13
  • JMRL Policy: Section 4.54 Revised: 3/2016 COOPERATION WITH SCHOOLS Jefferson-Madison Regional Library supports cooperation with schools to the extent feasible. COOperation with schools

4.6 Monticello Avenue

  • JMRL Policy: Section 4.61 Revised 5/2005 Reviewed 12/2015 MONTICELLO AVENUE COMMUNITY INFORMATION NETWORK Monticello Avenue is dedicated to promoting civic use of the World Wide Web by assisting community organizations in establishing web pages; educating residents about the resources available online; and organizing the growing amount of electronic community information. The City of Charlottesville, the County of Albemarle, and the Jefferson-Madison Regional Library jointly support Monticello Avenue. MEMBER ORGANIZATION ELIGIBILITY Any non-profit organization and/or agency that is based in or has a chapter in the City of Charlottesville or Albemarle County may apply for an account. These include: 1. Local governments and publicly funded agencies 2. Local school divisions and other educational entities 3. Regional entities that include Albemarle County and the City of Charlottesville 4. State and Federal agencies with a local presence 5. Local organizations with Federal tax-exempt status 6. Neighborhood associations This is not intended to be an exhaustive list. Monticello Avenue reserves the right to request relevant documentation from organizations and/or their representatives to establish eligibility. Organizations denied eligibility status may appeal to the Jefferson-Madison Regional Library Board of Trustees. The Jefferson-Madison Regional Library Board of Trustees is the final authority concerning eligibility. Commercial (for-profit) entities and activities requiring a business license are not eligible to be Member Organizations on Monticello Avenue. Monticello Avenue websites may include links to for-profit locations. All advertising and commercial activity must take place on other servers. Individuals are not eligible for an account to post information on Monticello Avenue. Monticello Avenue websites are reserved for eligible organizations and entities and may not be used to represent any one individual. MEMBER ORGANIZATION RESPONSIBILITIES To ensure a positive experience to all Monticello Avenue users, Member Organizations are required to adhere to the following criteria for Acceptable Use in addition to all applicable State and Federal laws. Monticello Avenue members are expected to use good judgment in all their online activities, and help provide a positive image of Monticello Avenue to the community. The authorizing signature on the Monticello Avenue application form, serves as an agreement to be aware of and abide by the policies and procedures established for Monticello Avenue by the Jefferson- Madison Regional Library Board of Trustees. Member Organizations must designate an account manager to be responsible for developing, submitting, and updating information. In addition to the account manager, organizations must name a contact person to serve as a secondary representative of the organization. These individuals are jointly JMRL Policy: Section 4.61 Revised 5/2005 Reviewed 12/2015 responsible for ensuring that the account and password are used only by designated representatives for the development of materials for Monticello Avenue. Member Organizations are responsible for all activity carried out through their account. Member Organizations may not post illegal materials or materials that advocate unlawful activities. Member Organizations must comply with current copyright laws. Copyrighted information may not be posted on Monticello Avenue without written permission from the copyright holder. Member Organizations are liable for any damage resulting from infringement of copyrights or for any other harm. Monticello Avenue members are requested to act with respect for the values and individuality of others in the community. Use of language which expresses prejudice, harassment, or disdain for personal, religious, intellectual, racial, sexual, or other reasons is bad network citizenship. It is not acceptable to use access to the Monticello Avenue server in ways that interfere with or disrupt users, services, or equipment on Monticello Avenue. Such interference or disruption includes, but is not limited to: distribution of unsolicited advertising; propagation of computer viruses; and using the network to make unauthorized entry to other computers, networks, or communication resources. To serve both Member Organizations and visitors to hosted websites, Monticello Avenue has established content and style requirements (J-MRL Procedure: Section 4.62). Member Organizations agree to hold harmless Monticello Avenue, its staff and volunteers, and the Jefferson-Madison Regional Library and its Library Board of Trustees from any activity resulting from the use of Monticello Avenue. Member Organizations acknowledge that the Board of Trustees of the Jefferson-Madison Regional Library reserves the right to set policy for the operation and use of Monticello Avenue. Monticello Avenue community information network MEMBER ORGANIZATION ELIGIBILITY MEMBER ORGANIZATION RESPONSIBILITIES

4.7, 4.8 Computer and Internet

  • Section 4.7: Computer and Internet Access
    ​ ​ ​ ​ ​ ​ JMRL Policy: Section 4.7 COMPUTER AND INTERNET ACCESS JMRL provides computers and Internet access in support of the Library’s mission to provide services emphasizing general information and information literacy. The Library’s Internet access is intended primarily as an informational and educational resource. Jefferson-Madison Regional Library cannot guarantee computer viewing privacy, nor can the Library guarantee the privacy of information sent or received over the Internet. However, Library staff will take practical steps to minimize the inadvertent viewing of computer sessions by others. Library staff is authorized to monitor computer use as needed to determine compliance with library policies. Library staff is not in a position to supervise juveniles’ use of the Internet (see Policy Section 4.234). As with other Library materials, restriction of a juvenile’s access to the Internet is the responsibility of the parent or legal guardian. In compliance with the Children’s Internet Protection Act (CIPA), JMRL provides Internet workstations equipped with filtering/blocking technology intended to prevent juvenile access to inappropriate or harmful materials and to ensure juvenile security while using electronic communication, and to protect against personal identity theft or any other unlawful activities. However, filtering/blocking technology is not a completely reliable means of protection from materials that may be offensive, controversial or illegal. To help Internet users find useful information while avoiding unwanted information, Library staff can provide Internet instruction. The JMRL website will include links to other websites selected by Library staff on the basis of their informational or educational value in compliance with the Library’s Material Selection Policy. All adults (18 years old and older based on library card registration) seeking unfiltered Internet access for their own use may temporarily disable filtering for each session. Adults may not share unfiltered computers with minors (under 18 years old). Library staff will not disable filtering/blocking technology on computers located in children’s or young adult areas of the Library. The Library will consider formal requests to block or unblock specific websites after the submission of JMRL Form 4.24 by following JMRL Reconsideration Policy: 4.24. Where computer sign-in or check-out is required, computer users must use their own valid JMRL library card (Library Card Eligibility JMRL Policy Section 4.221). Visitors and/or persons who are not eligible for a Library card may request a guest pass or a computer access only card. Unless otherwise posted, computer sessions are limited to 30 minutes when others are waiting. During busy times staff may require half-hour intervals between sessions by the same computer user. Use of Library printers will be charged in accordance with JMRL’s Printing and Copying Policy, Section 4.33. The Library provides staff support when possible for computer and Internet access. Library staff support may be limited regarding personal devices. The Library reserves the right to terminate a computer session should computer use result in disruption of Library service, or if a user otherwise violates JMRL’s Conduct Policy, 4.232. Library Internet access and computers shall not be used to access or distribute illegal materials. Any illegal activity involving the Internet and/or Library computers shall result in suspension or loss of Library privileges. (Code of Virginia, Section 42.1-36.1). Computer users using Jefferson-Madison Regional Library’s facilities shall agree to and abide by this policy. Computer users shall agree to hold harmless the Jefferson-Madison Regional Library for any liability or damage claim arising from any use or misuse of Internet access, Revised 6/2020 JMRL Policy: Section 4.7 Library computers, or any storage devices used with Library computers. Staff using Library computers are responsible for using resources in an efficient, ethical, and lawful manner. Library email accounts are considered to be the property of the Library. At any time, email messages may be accessed for the Freedom of Information Act, criminal investigations, or for good business practices the Library may implement. E-mail should be primarily used for Library business, and only incidental personal use. Revised 6/2020
  • JMRL Policy: Section 4.8 WEBSITE 1. ADMINISTRATION a. Mission Statement The mission of the Jefferson-Madison Regional Library (JMRL) website is to provide accurate and timely information about library services and resources to the regional community. The JMRL website serves as a guide to the library system, and provides access to the JMRL catalog, online subscription databases and selected Internet resources. As the virtual entrance to the library system, the main website or the branch home page website should be the home page at library Internet terminals, except for the Library Catalog terminal and Monticello Avenue. 2. WEBSITE COMMITTEE a. Staff Composition 1. Committee will consist of those people responsible for designing sections of the website plus other members, as needed, to be appointed by the Library Director. 2. Chair will be the Library’s Web/Publicity Librarian whose job description includes maintaining the website. 3. Members will represent Teen, Children, Adult & Reference Services, and Branch sections of the library. b. Responsibilities 1. Oversee management of the entire website 2. Determine content 3. Determine standards for adding links 4. Create style standards 5. Ensure that all web pages conform to established standards 6. Ensure that a person in each branch is responsible for supplying updated information to the appropriate webmaster 3. WEBSITE DESIGN & MAINTENANCE RESPONSIBILITES a. There will be a main design for the JMRL website with variations for the Teen website, the Children’s website, and the Adult & Reference Services website. b. Branch homepages may have some variations but will use the same template as the main website. c. New web pages and changes must be approved by the Chair of the Web Committee, with a final decision made by the Library Director. d. All web pages must fit into the library color scheme and template. e. The following staff have web design as part of their job description: 1. The Library’s Web/Publicity Librarian is responsible for the main JMRL website. 2. The Young Adult Services Manager is responsible for the Teen website. 3. The Children’s Services Manager is responsible for the Children’s website. 4. The Reference & Information Services Manager is responsible for the Adult & Reference Services website. 5. The responsible person can delegate maintenance of portions of the website as necessary. 4. WEBSITE CONTENT JMRL maintains a site on the Internet that reflects the Library’s mission. Information about the Library’s services is included, along with access to the library’s online catalog and an Internet Resources website that includes external links that are consistent with the guidelines in the Collection Development Plan. (See III. Material Selection Organization, Section 4. Web Links.) This information is also included below. a. Website Links 1. Influencing Factors - External links on the Library’s website are selected to help enrich and complement existing print and non-print collections. The ability of the site to meet staff and patron needs is a prime consideration in its inclusion. Sites that can offer more than can be provided with print resources are also strongly considered for selection. Such sites must be well designed and organized, authoritative, stable, and provide accurate and useful information without fees. 2. Selection Plan - Sources such as Computers in Libraries, Online, Library Journal, School Library Journal, and VOYA (Voice of Youth Advocates) are consulted for relevant sites. Library listservs, award winning sites, and staff and patron recommendations are also considered. The number of sites selected is limited to what can be maintained in a timely manner by the staff. Evaluation for inclusion of a site follows the criteria below: - AUTHORITY: site clearly lists author and affiliation; author is qualified to produce the site. - PURPOSE: the purpose of the site (research, information, entertainment, commercial, etc) is clearly evident. - CONTENT: subject area and scope are defined, along with bias and opinion; contents include original information and external links that contain current and relevant information. - BIAS/OBJECTIVITY: source of the site’s developer or sponsor is identified; i.e. academic institution, government, military, commercial organization, non-profit organization. - CURRENCY: updates to the site occur regularly as appropriate to content; ideally, the date of most recent modification is listed on the site; out-of-date links are promptly corrected. - ORGANIZATION and EASE of USE: site is well organized; it is visually appealing but also loads quickly; help screens are available; site is easy to search if database is searchable. - As most sites have some weaknesses, it is necessary to measure the benefits of each prospective site against its drawbacks. A resource may be added that does not meet all the criteria above if it is useful and provides information that may not be readily available otherwise. - Requests for suggestions and reconsideration of websites will follow the same procedures as for reconsideration of other library materials, with the initial review coordinated by the Chair of the Website Committee. 3. Retention and Weeding - The constantly changing nature of the World Wide Web requires frequent reviewing of the Library’s site and its links to keep the information as up-to-date as possible. Prospective new sites are reviewed on an ongoing basis to determine their suitability for inclusion, while existing links are checked frequently to determine if they still meet the criteria for evaluation. Sites that duplicate information are compared, retaining the site that best meets evaluation criteria. Any sites that have become inactive or no longer meet criteria are promptly removed. b. Additional Content Considerations 1. No items for sale may be on the website. 2. No advertising may be on the website. 3. Each Branch Library and the Bookmobile will have its own homepage. 4. Each legally established [501(c)(3)] Friends of the Library group supporting a Branch Library may maintain a website on the JMRL server using up to 20MB of space. Adopted 3/23/09 Revised 5/23/11
  • JMRL Policy: Section 4.81 SOCIAL MEDIA The library may utilize social media platforms in ways that are consistent with the library’s mission. The library uses these tools to provide library users with a wide variety of ways to interact, thus building community and continuing library service and information beyond the physical walls. These tools are another way to deliver library information to patrons. 1. Social media platforms include (but may not be limited to) Facebook, blogs, Twitter, Instagram, and LinkedIn. 2. A Social Media Committee made up of one representative from each JMRL branch as well as one representative from Young Adults’ and Children’s services, and the Public Communications Specialist, will moderate all social media efforts on behalf of the library. a. Library staff responsible for these accounts must comply with JMRL policies, Federal and State laws and must be neutral in relation to politics, religion, etc. b. The Social Media Committee may appoint moderators or administrators to social media accounts and may post on any JMRL-approved social media account. c. Moderators shall monitor social media content to keep it current and devoid of profanity. The Social Media Committee and the Public Communications Specialist reserve the right to terminate an account at any time due to inactivity or profanity. d. Library staff who are not members of the Social Media Committee may also post to a platform on behalf of the library, but only after signing a form that states they have read and accepted the Social Media Policy and Procedures. e. The library only endorses social media content created by approved library staff. 3. In addition: a. The JMRL website shall provide links to all social media platforms utilized by the library. b. The library’s Public Communications Specialist will maintain a list of platforms utilized by the library, account holders, and moderators. c. The Social Media Committee will determine if an account or a new platform is necessary and relevant to the library’s social media strategy. d. The Public Communications Specialist must approve branding of the site’s content before it is published to ensure conformity, insofar as such is possible, with JMRL’s style manual. e. Once an account is published, if any of JMRL’s content is brought into question, only the Public Communications Specialist or the Library Director is empowered to revise or remove content. 4. Members of the community are encouraged to interact with the library through social media. However, the posts/comments/messages are monitored. They are subject to editing, modification and/or deletion if they: a. Contain vulgar language, personal attacks of any kind, or discriminatory comments that target group identities. Approved 04/23/2018 PM.DP.zaw JMRL Policy: Section 4.81 b. Promote services, products or political organizations. c. Are clearly off topic. 5. A community member may interact with the library’s social media accounts by becoming a “follower” or a “member” of various library social networking accounts. The library has the ability to end that relationship at any time. 6. All current library policies apply regarding parental responsibility for the Internet use of minors (Policy Section: 4.234), and Computer and Internet Access (Policy Section: 4.7). 7. As with all use of library computers (Policy Section: 4.7), staff members are responsible for using resources in an efficient, ethical, and lawful manner. Approved 04/23/2018 PM.DP.zaw

4.9 Notary Public

  • JMRL Policy: Section 4.9 Adopted: 11/2006 Revised: 3/2016 NOTARY PUBLIC SERVICES Free Notary Public services are offered at all locations of the JMRL. Library staff volunteer to provide this service. Please call ahead of your visit to check availability of a Notary Public. In providing this service, library staff follow The Code of Virginia. notary public services

5.0 Facilities

  • Section 5.1: Meeting and Conference Rooms
    ​ ​ ​ ​ ​ JMRL Policy: Section 5.1 MEETING AND CONFERENCE ROOMS MEETING ROOMS The Jefferson-Madison Regional Library welcomes groups (more than two people) to use its meeting rooms for civic, cultural, and educational activities and for discussion of current public questions. The meeting rooms are available for use during hours the Library is open on equal terms to all groups in the community, regardless of the beliefs and affiliations of their members, provided that the meetings are open to the public. The fact that a group is permitted to use a room does not in any way constitute an endorsement of the group's policies or beliefs by the Library. All literature and publicity regarding meeting room activities must clearly identify the sponsor(s). Where access to a meeting room is independent of the Library, restricting hours to when the Library is open does not apply. Meeting room use requires completion of a JMRL Meeting Room Registration form (JMRL Form: Section 5.1) by an authorized group/organization representative with a valid JMRL library card. Library and Library-sponsored activities have first priority in scheduling; and, thereafter, the rooms are available for informational public gatherings. If a party reserving a meeting room does not arrive within 15 minutes of the scheduled reservation time, library staff may make the room available to other users. When not in use, rooms may be available to individuals on a first-come, first-served basis for up to 3 hours per day. The rooms are not available for programs involving the sale, advertising, or promotion of commercial products or services, regardless of purpose, except programs of Jefferson-Madison Regional Library, Friends of Jefferson-Madison Regional Library, the Virginia Library Association, the Virginia Festival of the Book, or the Jefferson-Madison Regional Library Board of Trustees, at which programs performers/presenters are permitted to sell sound recordings, videos and books related to their performance/presentation. Library staff shall not be involved in such sales in any fashion. Solicitation is not permitted in meeting rooms; however, local offices of Voter Registration and/or their designees may use library facilities to encourage voter registration. The Library Director or Branch Manager may, upon application in writing, extend meeting room use beyond regular library hours. Such extensions may require that janitorial service fees be paid by the group or organization using the room. Meetings or classes held in library meeting rooms must be open to the public free of charge. Fees to cover only the cost of materials and supplies may be charged by publicly-funded institutions and accredited educational facilities. Guidelines for the use of the meeting rooms in each facility are available. CONFERENCE ROOMS The Jefferson-Madison Regional Library welcomes individuals and small group to use the Library’s conference rooms. The conference rooms are designed to meet the needs of Library users who want to work individually or in small groups for limited periods of time. The rooms are not available for social gatherings and are not intended for the conduct of daily business or regular “office hours.” Conference rooms may be reserved in advance for a single block of time of up to 3 hours. At the Adopted 7/2016 Revised 6/2020 JMRL Policy: Section 5.1 conclusion of the first 3 hours, users may reserve an additional block of time, up to an additional 3 hours, if a room is available. When not reserved or in use, rooms may be available on a first-come, first-served basis with the same time limits. A valid JMRL library card shall be required to check out a conference room key. While in use, conference room doors must remain unlocked and windows may NOT be covered. Covered drinks and dry snacks (e.g., food generally dispensed in vending machines) are permitted in conference rooms, but hot foods are prohibited. Individuals and groups may not store personal belongings or supplies in conference rooms. The following rules for the Library meeting rooms also apply to conference rooms: 1. The Library does not endorse the policies or beliefs of anyone using the rooms. 2. Library and Library-sponsored activities have first priority in scheduling. 3. If a party reserving a meeting room does not arrive within 15 minutes of the scheduled reservation time, library staff may make the room available to other users. 4. The rooms are not available for the sale, advertising, or promotion of products or services. 5. Solicitation is not permitted, except by local officers of Voter Registration to encourage voter registration. Guidelines for the use of conference rooms are available. Adopted 7/2016 Revised 6/2020
  • JMRL Policy: Section 5.3 EMERGENCY CLOSING The Library Director (or designee) shall determine when weather or other emergency conditions necessitate the closure, delayed opening, or early closing of any or all Library facilities. Generally, in cases of bad weather the Library Director (or designee) will use county office buildings as a guide. For Charlottesville area libraries, the Albemarle County Office Buildings will be the guide. For libraries in Greene, Louisa, and Nelson, county offices in Stanardsville, Louisa, and Lovingston, respectively, will be used as guides. Adopted 9/2014 Emergency Closing
  • ​ ​ JMRL Policy: Section 5.5 PHOTOGRAPHY, AUDIO AND VIDEO TAPING IN LIBRARY FACILITIES To safeguard the privacy and safety of library patrons, the use of photographic and audio or video recording equipment (including still cameras, movie cameras, video cameras, and cell phone cameras) is prohibited inside library facilities without the prior approval of the Library Director, Branch Manager, or their designee(s). Once approved, use of photographic and audio or video recording equipment must be used in a manner that avoids inadvertent photographing or recording of library patrons or the library materials they are using. Anyone photographing or recording adults must have prior approval from the subject; anyone photographing or recording a child (under 18) must have prior approval of the child’s legal guardian. Library staff or their designee(s) may photograph or record library patrons or programs solely for official library purposes such as news, public relations, or archival purposes. In such cases, if the subject is identifiable, Library staff must obtain prior written approval from the subject or, in the case of a child, a legal guardian (JMRL Form 5.5). The Library reserves the right to terminate any photography or recording that causes a disturbance, violates Library policies, or endangers the health and safety of participants, Library patrons, Library staff or volunteers. To maintain a safe and secure environment for its staff and patrons, the Library Board equips some library facilities with video cameras that are recording at all times. The library’s video security system shall be used only for the protection and safety of patrons, employees, assets, property, and to assist law enforcement. Reasonable efforts shall be made to safeguard the privacy of patrons and employees. Video cameras shall not be positioned in areas where there is a reasonable expectation of personal privacy such as restrooms or employee break rooms. The video security cameras will be positioned to record only those areas specified by the Library Director or Branch Manager, and will complement other measures to maintain a safe and secure environment in compliance with library policies. Only the Library Director, Branch Managers, or their designees are authorized to operate the video security system. Access to video records shall be limited to authorized employees, for authorized purposes only. Images from the library video security system are stored digitally on hardware in the library. It is the intent of the library to retain all recorded images for approximately 30 days. Typically, images will not be routinely monitored in real-time, nor reviewed by library staff, except when specifically authorized by the Library Director, Branch Manager, or other authorized employee. Any records produced by the video security system shall be kept in a secure manner and managed appropriately by the library to protect legal obligations. Only the Library Director shall be authorized to release any video record to any third-party other than law enforcement. Revised 6/2020
  • JMRL Policy: Section 5.6 SIGNAGE SIGNAGE BY LIBRARY STAFF Signage in the library should be clear, neat, and professional, generally not handwritten. All signs in public areas must be approved by the Branch Manager or designee. Sign Content: All signs require a small initial and date in the bottom left corner to indicate when the sign was made and who made it. All signs, no matter how long they are being used, need to follow the guidelines of the JMRL Style Manual in the usage of font, color, and layout ideas. The exceptions are the brochures for the Teen and Kids summer reading programs and the READ posters. If possible the JMRL Style Manual font should be used where appropriate for summer reading brochures. Signage templates that are on the Intranet should be used as guidelines for sign layout. All signs need the JMRL footer from the JMRL Style Manual. Posting Signs: Signs should be changed in a timely manner to keep them interesting. No sign should be left up for more than 2 years without approval of the Branch Manager. Except for hours and closing signs, signs should not be put on exterior windows or glass doors. Signs should be put in plastic sign holders, printed on card stock, or laminated. SIGNAGE BY PUBLIC In general the public may not put up signs on Library property. See JMRL Policy Section 4.51 for more information. Adopted January 28, 2013
  • JMRL Policy: Section 5.7 AUDIO-VISUAL EQUIPMENT USE The Jefferson-Madison Regional Library welcomes library card holders to use its audio-visual (A/V) equipment for civic, creative, cultural, and educational activities. Library audio-visual equipment is available at select branches for use during hours the Library is open on equal terms to all card holders in the community. Library and Library-sponsored activities have first priority in scheduling; and, thereafter, the equipment is available for use, and may be reserved for use on a specific day during the current month or the subsequent three months in advance. If Library A/V equipment is not reserved, it may be requested on a first come, first served basis. Library equipment users must agree to the following guidelines: • A valid JMRL library card in good standing is required to use JMRL A/V equipment. • Any material created with library equipment must not be made available for sale, advertising purposes, or the promotion of commercial products or services. • Compliance with copyright laws in the use of Library equipment is the responsibility of the user. • All equipment users must sign JMRL’s Library Audio-Visual Equipment Use Form. Card holders under the age of 16 must have the form signed by a legal guardian, who will be held financially responsible for the costs of replacement of any damaged or lost equipment. Card holders must also sign JMRL’s Meeting Room Registration Form, and agree to JMRL’s Meeting Room policy. Card holders under the age of 16 must have JMRL’s Meeting Room Registration Form signed by a legal guardian. • Card holders will be held financially responsible for any damaged or lost equipment at the rate provided by the branch library at the time of form sign-up. • Equipment and all peripheral materials (cords, adapters, plug-ins, etc.) checked out to the user must be returned in the condition in which they were checked out on the same day in which they were checked out. • Library A/V equipment may not leave the interior of the branch where it was checked out. • Card holders agree not to use A/V equipment to take audio or video footage of any individuals without their explicit permission. • Card holders agree not to hold JMRL liable or responsible for any personal injury occurring while using library equipment. • JMRL does not guarantee the availability of any A/V equipment, and is not responsible for the performance of said equipment. Upon filling out JMRL’s Library Equipment Use Form, patrons will be given a list of available equipment (along with replacement prices should said equipment be damaged in any way). Adopted 2/2015 audio-visual equipment use