Library Policies

Section A. Preliminary Statements

Our Mission: The mission of the Richmond Heights Memorial Library is to facilitate the enjoyment of life through personal growth and intellectual stimulation. Our Vision: We envision a citizenry rich with imagination, intellectual freedom and diversity in thought. Our Values: Learn. Imagine. Grow.
  • Learn: We work to facilitate a love of learning in our community.
  • Imagine: We love creativity, imagination and the desire to better the world around ourselves.
  • Grow: We're here to help our patrons and the community around us grow and achieve wonderful things.

Adopted by the Richmond Heights Memorial Library Board of Trustees January 16, 2001 Reviewed without changes March, 2015

Updated May, 2018

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
  4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
  5. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.
  6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on a equitable basis, regardless of the belief or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948; amended February 2, 1961, and January 23, 1980; inclusion of "age" reaffirmed January 23,1996 by the ALA Council.

Formally Endorsed by Richmond Heights Memorial Library Board of Trustees May 21, 2001 Reviewed and adopted by Board of Trustees, March, 2015

Section B. The Board of Trustees

Article I: Name

This organization shall be called “The Board Of Trustees of the Richmond Heights Memorial Library: existing by virtue of the provisions of Chapter 182 of the Laws of the State of Missouri, and exercising the powers and authority and assuming the responsibilities delegated to it under the said statute.

Article II: Officers

Section 1. The officers shall be a president, a vice president, a secretary, and a treasurer, elected from among the appointed trustees at the June meeting of the Board. Section 2. A nominating committee shall be appointed by the president who will present a slate of officers at the annual meeting. Additional nominations may be made from the floor. Section 3. Officers shall serve a term of one year from the annual meeting at which they are elected and until their successor are duly elected. All officers shall be bonded in an amount as may be required by a resolution of the Board. Section 4. The president shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the board, serve as an ex-officio voting member of all committees, and generally perform all duties associated with that office. Section 5. The vice president, in the event of the absence or disability of the president, or of a vacancy in that office, shall assume and perform the duties and functions of the president. Section 6. The secretary shall keep at the Library a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office. Section 7. The treasurer shall perform such duties as generally devolve upon the office. The treasurer shall be bonded in an amount as may be required by a resolution of the Board. In the absence or inability of the treasurer, the Board shall designate another of its members to perform the duties of the treasurer.

Article III: Meetings

Section 1. The regular meetings shall be held in the months of January, February, March, April, May, June, August, September, October and November, the date and hour to be set by the Board at its June meeting. (This section amended and approved March 20, 2000) Section 2. The annual meeting, which shall be for the purpose of the election of officers shall be held at the time of the regular meeting in June of each year. Section 3. The order of business for regular meeting shall include, but not be limited to, the following items, which shall be covered in the sequence shown so far as circumstances will permit:
a) Roll call of members b) Public presentation to, or discussion with, the board c) Disposition of minutes of previous regular meeting and any intervening special meeting d) Director’s financial report of the Library e) Action on bills f) Progress and service report of Library Director g) Committee reports h) Communications i) Unfinished business j) New business k) Adjournment
Section 4. Special meetings may be called by the secretary at the direction of the president, or at the request of at least 5 members, for the transaction of business as stated in the call for the meeting. Section 5. A quorum for the transaction of business at any meeting shall consist of 5 members of the Board present in person. Section 6. Conduct of meetings: Robert’s Rules of Order shall govern proceedings of all meetings.

Article IV : Library Director and Staff

The Board shall appoint a qualified Library Director who shall be the executive and administrative officer of the Library on behalf of the Board and under its review and direction. The Director shall recommend to the Board the appointment and specify the duties of other employees and shall be held responsible for the proper direction and supervision of the staff, for the care and maintenance of Library property, for an adequate and proper selection of Library materials in keeping with the stated policy of the Board, for the efficiency of library service to the public, and for its financial operation within the limitations of the budget appropriation. In the case of part-time or temporary employees the Director shall have interim authority to appoint without prior approval of the Board provided that any such appointment shall be reported to the board at its next regular meeting.

Article V: Committees

Section 1. The president shall appoint committees of one or more members each for such specific purposes as the business of the Board may require from time to time. The committee shall be considered to be discharged upon the completion of the purpose for which it was appointed and after the final report is made to the Board. Section 2. All committees shall make a progress report to the Library Board as appropriate in order to keep the full Board apprised of all business conducted. Section 3. No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act.

Article VI: General

Section 1. An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action before the Board. The president may vote upon and may move or second a proposal before the Board. Section 2. The Bylaws may be amended by the majority vote of all members of the Board provided written notice of the proposed amendment shall have been communicated to all members prior to the meeting at which such action is proposed to be taken. Section 3. Any rule or resolution of the Board, whether contained in these Bylaws or otherwise may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which at least 6 of the members of the Board shall be present and two-thirds of those present shall so approve. Section 4. In order to remain in good standing each Board member is required to miss no more than four of the total nine annual Board meetings. Absence from more than four meetings will result in removal from the board.  

Original draft approved and adopted March 16, 1992 Reviewed and adopted by Board of Trustees, March, 2015

Official Statement from United for Libraries

Public library Trustees are accountable for the resources of the library as well as to see that the library provides the best possible service to its community. Every Trustee makes a personal commitment to contribute the time and energy to faithfully carry out his/her duties and responsibilities effectively and with absolute truth, honor and integrity.
  • Trustees shall respect the opinions of their colleagues and not be critical or disrespectful when they disagree or oppose a viewpoint different than their own.
  • Trustees shall comply with all the laws, rules and regulations that apply to them and to their library.
  • Trustees, in fulfilling their responsibilities, shall not be swayed by partisan interests, public pressure or fear of criticism.
  • Trustees shall not engage in discrimination of any kind and shall uphold library patrons' rights to privacy in the use of library resources.
  • Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the library, acknowledging and supporting the formal position of the Board even if they disagree.
  • Trustees must respect the confidential nature of library business and not disclose such information to anyone. Trustees must also be aware of and in compliance with Freedom of Information laws.
  • Trustees must avoid situations in which personal interests might be served or financial benefits gained as a result of their position or access to privileged library information, for either themselves or others.
  • A Trustee shall immediately disqualify him/herself whenever the appearance of or a conflict of interest exists.
  • Trustees shall not use their position to gain unwarranted privileges or advantages for themselves or others from the library or from those who do business with the library.
  • Trustees shall not interfere with the management responsibilities of the director or the supervision of library staff.
  • Trustees shall support the efforts of librarians in resisting censorship of library materials by groups or individuals.

Approved by the United for Libraries Board in January 2012 United for Libraries Association of Library Trustees, Advocates, Friends and Foundations A division of the American Library Association

Reviewed and adopted by Board of Trustees March, 2015

Citizens are welcome at any open meeting of the Library Board either as observers or to present information and concerns to the Board. Library Board meetings will be held in compliance with state laws governing meetings of regulatory groups, Missouri Revised Statutes, Chapter 610. Any member of the public who wishes to speak to the board is asked to register upon arrival, indicate group affiliation (if speaking on behalf of anyone other than self), and to limit comments and general information to five minutes. Library administration and the Board welcome written documentation to support or restate information and concerns, but written documents are not required. Any group or individual wishing to place a library-related item on the official agenda for action should contact the Library Director one week in advance. When public information-gathering forums are planned, care will be taken to schedule forums at times that are convenient to potential participants. If necessary, several forums may be scheduled to allow maximum input into Library service decisions. Telephone calls, letters, and visits to the Library Director are encouraged and the director maintains an open door policy. Appointments to meet with the Director are encouraged, but not required. The Library Director or appropriate staff will respond to letters and telephone calls within five workdays. Comments placed in the Library’s suggestion box will receive a personal response, if desired.  

Adopted by the Richmond Heights Memorial Library Board of Trustees April 16, 2001 Reviewed and adopted by Board of Trustees, March, 2015

August
  • Public Hearing for the purpose of fixing the ad valorem property tax rates for Richmond Heights Memorial Municipal Library
  • Introduction of New Board Members
September
  • Second Hearing to levy and establish the rate of annual taxes for Library purposes to be collected in the next calendar year
  • Discussion of Board Objectives for the Year
  • Plan the year’s activities
  • Appoint Standing Committees
October
  • Report on Library Cooperation, Reciprocal Borrowing
November
  • Review the Library’s Financial Situation – Plan
December – No Meeting January (Revolving Reviews)
  • (each three years) Conduct user survey and library needs assessment.
  • (each five years) Conduct community needs assessment.
  • (each five years) Conduct library space needs assessment.
February
  • Review Board By-Laws, Mission Statement • Perform Annual review of Policies and Regulations
March
  • Perform Public Services Plan Review (To be performed by both Board and Staff)
April
  • Personnel Policies and Regulations Review
May
  • Budget presentation and Approval
  • Evaluation of Director
June
  • Election of New Officers

Adopted by the Richmond Heights Memorials Library Board of Trustees, October 21, 2002 Reviewed and adopted by Board of Trustees, January 2003 Revised and adopted by Board of Trustees, September, 2005 Reviewed and adopted by Board of Trustees, March, 2015

Section C. Public Services

Fines and fees are as follows:
  • The cost of non-resident Library Card is $50 per year.
  • Overdue charge for HOT DVDs is $.50 per day.
  • Overdue charge for all other adult and children’s materials is $.10/day.
  • Maximum fine per item is $5.00.
 

Adopted by the Richmond Heights Memorial Library Board of Trustees Adopted February 21, 2017

As a method for area residents to become familiar with the Library and create opportunities for individuals to feel personal satisfaction while performing a valuable service for the community, the Richmond Heights Memorial Library welcomes members of the community to volunteer their time and talents to enrich and expand Library services. Volunteers are expected to conform to all policies of the Library and perform services as deemed appropriate and at the discretion of the Director.  

Adopted by the Richmond Heights Memorial Library Board of Trustees April 17, 2000 Revised and adopted by the Board of Trustees, March, 2015

The Richmond Heights Memorial Library may provide scratch paper and incidentals for note taking, as well as crayons, coloring pages, and the like for entertainment of children. The Library cannot act as a primary supplier of office or school supplies or equipment.  

Adopted by the Richmond Heights Memorial LibraryBoard of Trustees March 21, 2011

Reviewed and adopted by Board of Trustees, March, 2015

The Richmond Heights Memorial Library encourages people of all ages to visit the Library. Those using the Library and its resources have the right to expect a safe, comfortable environment that supports quality services. People demonstrating disruptive or otherwise inappropriate behavior may be required to leave the Library after one warning from Library staff. These behaviors include, but are not limited to noisy or boisterous actions, eating, smoking, running, loud talking, misuse of library property, uncooperative attitude, or any other actions that deliberately annoy others or prevent the legitimate use of the Library and its resources. Abusive language or behavior toward staff will not be tolerated. Use of  mobile phones is discouraged in the Library. When possible these devices should be turned off or switched to a non-audible signal and should be taken outside the Library for use. Personal appliances, such as computers, audio devices, and calculators, may be used if the noise level is low and use does not interfere with others. Patrons should use headphones as necessary. Young children are not safe when left unattended in the Library. Staff cannot know if children are leaving with a parent, a friend, or a stranger. Library staff will not deliberately seek out unattended children; however, unattended children frequently become disruptive. Parents are responsible for ensuring the appropriate behavior of their children while in the Library. If a parent or other responsible adult cannot be located, children may be placed in the care of the Richmond Heights Police Department. Under no circumstances will Library staff take a child out of the building or transport children to another location.

Adopted by the Richmond Heights Memorial Library Board of Trustees March 21, 2011

Reviewed and adopted by Board of Trustees, March, 2015

The Children’s Library was established within the Richmond Heights Memorial Library for the exclusive use of children, parents, and caregivers.  It houses a collection of materials, toys and games expressly chosen to answer the recreational and educational tastes of children and provides a space for use of these materials by children.  Adults, other than parents, caregivers, teachers, or students of children’s literature enrolled in a class at an accredited college or university, who are unaccompanied by a child have no reason to be in the Children’s Library and will be asked to leave.  Any variance to this policy will be only through express permission of the library staff as requested and when presented with compelling reason.

Adopted by the Richmond Heights Memorial Library Board of Trustees September 15, 2008

Reviewed and adopted by Board of Trustees, March, 2015

The Internet is a vast, global resource that is useful in meeting the education, information and recreation needs of society. It is within this context that the Richmond Heights Memorial Library offers access to the Internet. Users should be aware that not all information found on the Internet is complete, accurate or current. Some information may be controversial or objectionable. In compliance with the Federal Child Internet Protection Act and Missouri State Law, the Library has installed filtering software on our Internet connection. Filtering software reduces the likelihood of accessing objectionable material, but filtering software is imperfect. Whereas the Library staff may recommend reliable sites, they cannot guarantee the suitability of the links on these sites. Ultimately, users are accountable for the sites they access. Parents or guardians, not Library staff, are ultimately responsible for material accessed by their children. Parents with children under age 16 must sign an Internet Permission Form granting their children access to the Library’s Internet computers. It is recommended that parents spend time with their children online and establish their own standards for Internet use. We support the Children’s Online Privacy Protection Act of 1998, which makes unlawful the disclosure of personal information collected via a website, from a child, without express parental permission. Parents should be aware of and discuss with their children the dangers of giving out personal information on the Internet when using email, social networking sites, chat rooms, or other forms of communication via the Internet. Patrons viewing material on the Internet, that in the judgment of Library staff is degrading to other patrons or pornographic to minors, will be asked to remove the material from the computer screen. Failure to comply with this request may result in suspension of Internet access for that patron at the discretion of the Library staff. Computer users may not tamper with nor perform any acts that would jeopardize the integrity of the Library’s computers, the computers of others, or any computer network. Making any change to the setup or configuration of the hardware or software of Library computers is strictly prohibited. Library computers, the Library’s Internet access and network may not be used for illegal purposes. Illegal acts include but are not limited to hacking, copyright infringement, fraud, libel, slander, harassment, invasion of privacy, or public display of materials that may be deemed unlawful under federal or state statutes. Failure to comply with the Library’s regulations regarding Internet usage may result in a loss of computer privileges in accordance with administrative policy, Suspension of Internet Privileges, and the Library Board Policy, Patron Behavior in the Library.

Adopted by the Richmond Heights Memorial Library Board of Trustees Reviewed and adopted by Board of Trustees, March, 2015

The Board of Trustees of the Richmond Heights Memorial Library recognizes patron circulation records and other records identifying the names of library users to be confidential in nature. Each patron has individual control over his or her borrower’s card and presentation of the card permits access to information about the borrower’s current circulation record. The Board of Trustees of the Richmond Heights Memorial Library advises all Library staff that without presentation of the borrower’s card, such records shall not be made available to any individual, organization, agency of state, federal or local government except in response to a valid court order or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power. Any such requests for information from a borrower’s record must be referred to the Library Director. Evaluation of the request and decision to respond shall be the responsibility of the Director or staff designated by the Director. This statement is in adherence to Missouri State Statutes 182.815 and 182.817.

Adopted by the Richmond Heights Memorial Library Board of Trustees October 19, 2009

Reviewed and adopted by Board of Trustees, March, 2015

Section D. Library Collections

It is the intent of the Richmond Heights Memorial Library to comply with Title 17 of the United States Code, titled "Copyrights" and other federal legislation related to the duplication, retention, and use of copyrighted materials. A notice of copyright will be prominently posted in the Library.  

Adopted by the Richmond Heights Memorial Library Board of Trustees March 21, 2011

Reviewed and adopted by Board of Trustees, March, 2015

Richmond Heights Memorial Library welcomes comments and suggestions regarding the continued appropriateness of materials. All public suggestions will be considered in the ongoing process of collection development. Individuals may take issue with library materials that do not support their tastes and views. Staff is available to discuss concerns and identify alternate materials that may be available. If a patron’s concern is not satisfied through discussion with staff, a formal, written request for consideration of materials may be submitted to the Library Director. Copies of this form are available at the reference desk or from the Director’s office. The Library is not a judicial body. Laws governing obscenity, subversive materials, and other questionable matters are subject to interpretation by the courts. Therefore, no challenged material will be removed solely for the complaint of obscenity or subject covered by the material. No materials will be knowingly added to the library collection that have been previously determined to be in non-compliance with local laws. For a request for reconsideration to be considered, the form must be completed in full. The patron submitting the request must be a resident of Richmond Heights and hold a valid borrower’s card. The Director will respond, in writing within thirty days of receipt, to the patron’s request for reconsideration. The response will indicate the action to be taken and reasons for or against the request. An item will only be evaluated for reconsideration once in a twelve-month period.

Adopted by the Richmond Heights Memorial Library Board of Trustees March 12, 2001 Reviewed and adopted by Board of Trustees, March, 2015

The Richmond Heights Memorial Library welcomes gifts of new and gently used books, audiorecordings on CD, DVDs, and similar materials. Items will be added to the collection in accordance with the Collection Development Policy of the Library. Once donated, items become the property of the Library, and may be given to other libraries and non-profit agencies, sold, traded, or discarded if they are not added to the collection. Donated items will not be returned to the donor and the Library will not accept any item that is not an outright gift. The Library will acknowledge receipt of donated items but is unable to set fair market or appraisal values. The Library reserves the right to decide when a gift added to the collection must be withdrawn. Monetary gifts, bequests, and memorial or honorary contributions are particularly welcome. Funds donated will be used to purchase items in accordance with the Collection Development Policy of the Library. Items purchased with bequests and memorial or honorary contributions will be identified with special donor plates whenever possible. If requested, notification of memorial or honorary contributions will be sent to the family of the person being recognized. Suggestions for subject areas or other areas of interest are welcome and will be followed to the extent possible. Acceptance of major donations of equipment, real estate, stock, artifacts, works of art, collections, etc., will be determined by the Board of Trustees based on their suitability to the purposes and needs of the Library, laws and regulations that govern the ownership of the gift, and the Library's ability to cover insurance and maintenance costs associated with the donation.

Adopted by the Richmond Heights Memorial Library

Board of Trustees

February 19, 2008

Reviewed and Adopted by Board of Trustees, March, 2015

RICHMOND HEIGHTS MEMORIAL LIBRARY PURPOSE STATEMENT In the tradition of public libraries, the Richmond Heights Memorial Library provides a variety of materials and services to all citizens in our diverse community, which represents a wide range of economic, educational, and ethnic backgrounds. The Library's principal responsibility is to select, acquire, organize, and preserve a broad range of materials, including print, non-print, and electronic media sources for the education, intellectual stimulation, and pleasure of the entire community. The library upholds the principles of intellectual freedom and the public's right to know by providing people of all ages with access and guidance to information and collections that reflect all points of view. Library services and programs are targeted to adults, young adults, and children. The Library encourages the use of its services and facilities by informing the public of their availability.

Reviewed and Adopted by the Richmond Heights Memorial Library Board of Trustees

March, 2015

Overall Collection Selection of materials across all RHML Collections is based upon recognition of the needs of the community and on the knowledge and ability of the professional Library Staff to recognize those needs and, using their command of current publishing trends and formats, seek out those materials which will fill those needs. The Library Collection performs as one unit. Materials are purchased to serve children, young adults and adults of varying educational and skill levels. Though these categories are recognized as somewhat distinct, all areas of the Collection are drawn upon to serve any given patron. Therefore, cooperation and communication among selectors is essential in order to have the best possible collection without duplication of effort or materials and to prevent gaps in the collection. Circulating Collection The following criteria are used in the selection of materials for the Library's Collection: popularity, literary merit, enduring value, accuracy, authoritativeness, social significance, importance of the subject matter to the Collection, cost, scarcity of material on the subject and availability elsewhere. Quality and suitability of the format are also considered. Selections are made with a constant awareness of the need to build a well-balanced collection that includes varying viewpoints and opinions. Interlibrary Loan service is also used for materials not available within the Consortium. All interlibrary loans will be considered for purchase by ordering staff, with particular attention paid to recently published items and items that are interlibrary-loaned frequently. Audio-Visual Collections The same selection criteria governing circulating print materials are also applied to the purchase of materials in this category. New Formats As new media and ways of accessing and/or viewing information and entertainment become available, each will be evaluated for inclusion in the Collection keeping in mind all previously mentioned criteria as well as fulfilling the roll of the Library as an institution which facilitates the introduction of new technologies to the public. Newspapers and Magazines The same basic selection criteria governing circulating print materials are also applied to the purchase of materials in this category. Additional criteria also apply to these materials: value as a reflection of the current scene and, availability on the Internet. The Reference Collection The Library will provide a thorough, basic, and general-purpose reference collection in order to meet the needs of our patrons. A collection of research depth is beyond the mission and monetary scope of the Library. Patrons requiring more in-depth research sources will be referred to other appropriate academic, special or major public libraries or agencies in the area. Electronic Resources Collection The same selection criteria governing print reference sources apply to these Electronic Information Resources. In addition to these considerations, the following criteria apply: timeliness in updating information, ease of use for public and staff, cost, and acceptable licensing agreements. Internet Sites. The Library actively seeks out World Wide Web sites that offer reliable, useful information on subjects that are of use to the public. For children, the Library also seeks out World Wide Web sites of educational and entertainment value as well. These sites are communicated to the public through a variety of means, including printed lists, one-on-one interactions with patrons and links from the Library Web Page. Weeding In order to maintain a current, relevant and useful collection, regular and ongoing evaluation and identification of materials for removal from the Collection is as important as selection. Criteria used to evaluate materials for de-selection include: outdated information, significant wear, lack of interest in a subject area demonstrated by lack of use, availability of newer and/or more reliable sources on a subject, and consideration of space available in the Library. Items may be identified for repair, replacement, or retention based on the following criteria: enduring importance or literary value, continuing popularity with local population, lack of sources for replacement of an item or coverage of a subject. Library Bill of Rights The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
  4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
  5. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.
  6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on a equitable basis, regardless of the belief or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948; amended February 2, 1961, and January 23, 1980;  inclusion of "age" reaffirmed January 23,1996 by the ALA Council.

Formally Endorsed by Richmond Heights Memorial Library Board of Trustees

May 21, 2001

Reviewed and adopted by Board of Trustees, March, 2015

Section E. Personnel

These Service Policies have been prepared as guidelines for the operation of the Library within the structure of its mission to the community. These policies shall be subject review. Procedural interpretation and implementation shall be at the discretion of the Director. All employees of Richmond Heights Memorial Library are and remain employed as at-will employees unless they are parties to a written agreement signed by the Board of Directors and renewed annually by them. Employees may resign at any time with or without notice unless a contract term provides otherwise. No promise regarding employment is enforceable unless placed in writing and signed by the Board of Trustees.

Adopted by the Richmond Heights Memorial Library Board of Trustees Reviewed and adopted by Board of Trustees, March, 2015

The objective of the Salary Plan is to provide equal pay for equal work, and to allow the Library to compete in the job market with other public employers. A. In order to justly administer the salary plan, all employees hired on or before Dec 31st of the previous year shall be evaluated in May of each year. Each evaluation shall be done in writing and must be reviewed and signed by the Director. B. The Director may place newly-hired personnel at beginning salary appropriate to qualifications. C. On July 1st of each year, merit raises will be given on a percentage basis.

Adopted by Board of Trustees as policy in place April 17, 2000 Reviewed and adopted by Board of Trustees, March, 2015

The Board will review salaries of all Library personnel at the May/June Board meeting. Adjustments in salaries are to go into effect the first of July of the same year until June 30 of the next year.

Supported as in policy in place April 17, 2000 Reviewed and adopted by Board of Trustees,March, 2015

All travel expenses for staff must be authorized by the Director and must be incurred for the professional growth of staff members or be made in the interest of the Library. All travel expenses will be included in the Director’s Report in a timely fashion. Any such expenses shall not exceed the current year’s travel budget.

Adopted by the Richmond Heights Memorial Library Board of Trustees, January 16, 2001 Reviewed and adopted by Board of Trustees, March, 2015

Public employees are held to a high standard of ethical behavior. Staff is prohibited from using their position for private gain and from transacting Library business with any entity in which they have a financial interest. Library telephones, copiers, fax machines, personal computers and other office equipment and communication media are intended for Library business. Use of this equipment for personal communication should be extremely limited and employees are responsible for any associated fees, costs or charges. Personal use of phones and email should not occur from a public service desk. Library materials or equipment for personal use must be checked out if they are to be removed from the Library.

Adopted by the Richmond Heights Memorial Library Board of Trustees April 17, 2000 Reviewed and adopted by Board of Trustees, March, 2015

Public image plays an important role in developing and maintaining support for the Richmond Heights Memorial Library. In order to maintain a public image consistent with a professional organization, it is expected that each staff member’s dress and grooming will be appropriate for a business environment and in keeping with his or her work assignment. Health and safety standards must also be considered in dressing for work. Staff working in public areas may not use personal listening devices. These include, but are not limited to, radios, MP3 devices or iPods. Questions regarding appropriate attire or exceptions to the dress code must be directed to the Library Director.

Adopted by the Richmond Heights Memorial Library Board of Trustees Reviewed and adopted by Board of Trustees, March, 2015

It is recognized that library employees may engage in the sale of goods or services outside of their employment with the Library. It is never appropriate to solicit business from staff or patrons during Library work time. Soliciting business from patrons during off-work time while on Library property is not permitted; however, staff may offer their business card if requested. Information regarding personal business and contact information may be distributed to other employees by placing business and contact information on the staff bulletin board, posting information regarding the business, off-work hours, and contact information, or by leaving catalogs or brochures in the staff room. Oral and/or written invitations to product parties, sending out of information through Library email, interoffice mail, or display of items for sale are not permitted on Library property.

Adopted by the Richmond Heights Memorial Library Board of Trustees April 17, 2000 Reviewed and adopted by Board of Trustees, March, 2015

In compliance with the Substance Abuse Policy of the City of Richmond Heights, it is the policy of the Richmond Heights Memorial Library to maintain a drug-free workplace in keeping with the spirit and intent of the Drug Free Workplace Act of 1988.  The use of controlled substances is inconsistent with the behavior expected of Library employees and subjects both our employees and our patrons to unacceptable safety risks.  Accordingly, the unlawful manufacture, distribution, dispensation, possession, sale, or use of a controlled substance or alcohol in the work place or while engaged in Library business is strictly prohibited.  Such conduct is also prohibited during non-working time to the extent that, in the opinion of the Library, it impairs an employee’s ability to perform on the job or threatens the reputation or integrity of the Library’s work force. In compliance with the City’s employment procedures, the Library conducts post-offer, pre-employment alcohol and drug screening conducted by a physician designated by the City.  An offer of employment by the Library is contingent upon, among other things satisfactory completion of this examination and screening.  As a condition of continued employment, Library employees may also be required to undergo periodic alcohol and drug screenings at times specified by the Library.  In connection with these examinations, employees are required to provide the Library with access to their medical records if requested.  All required alcohol and drug screens are paid for in full by the Library, although the employee shall be responsible for the cost of and testing that is performed at the employee’s request. Violations of this policy shall be grounds for disciplinary action, up to and including discharge, for serious or repeated infractions.  Refusal to submit immediately to an alcohol and/or controlled substance analysis when requested by management will constitute insubordination, which alone will form a basis for discipline. Employee Assistance Program Through the City of Richmond Heights, the Library provides, at no cost to the employee or his/her immediate family, an employee assistance program to confidentially counsel and help employees resolve personal problems.  Information, consultation and counseling are provided by professionals who work for an independent, outside firm.

Adopted by the Richmond Heights Memorial Library Board of Trustees September 15, 2008 Reviewed and adopted by Board of Trustees, March, 2015

This policy is currently undergoing revision.
All full time Library employees are covered under LAGERS. The Missouri Local Government Employees Retirement System (LAGERS) is a non-profit public pension system that provides retirement, disability and survivor benefits to Missouri's local government employees. Employees contribute 4% of their income to this retirement plan. The Plan Level is L-6. See website for details. For more information - www.molagers.org

Adopted by Richmond Heights Memorial Library Board of Trustees April 16, 2012 Reviewed and adopted by Board of Trustees, March, 2015

Section F. Fiscal Policy

Fiscal Policy
  1. The Richmond Heights Memorial Library by State statute has the legal authority to acquire the revenue needed to maintain the Library through appropriate property tax levies, fines, fees, grants, donations, and investments, and to spend it appropriately on quality service.
  2. The Library's fiscal year runs from July through June.
  3. No bank account can be opened in the name of the Library without prior Board approval and must have all appropriate signatories.
    1. Signatories are : President, Vice-President, Treasurer, Director and Adult Services Librarian.
  4. The Library Trustees with input from the Director set the budget for the Library in each fund category before the start of the fiscal year.
    1. The Library may not run a deficit budget balance.
  5. The Director provides a monthly statement of revenues and expenditures to the Board.
    1. An outside accountant may be employed, as determined by the Board.
  6. All expenditures must be assigned to a budget expense category by the Director.
  7. All expenditures must have an invoice or other documentation showing the recipient, purpose, date and amount of the expenditure.
  8. The Board Treasurer, or other appropriate Board Officer, must approve all invoices and sign all checks.
    1. Payments made on-line require approval only.
    2. Two signatures are required on all checks
  9. With the Director's approval, expenditures may be made for the Library by staff or Board members and will be reimbursed upon presentation of sales slips or other evidence of the purchase.
  10. Cash receipts from fines and fees are deposited weekly.
    1. Receipt amounts are assigned to budget revenue categories.
  11. Cash is kept on hand for making change and can be used at the Director's discretion for petty cash expenditures
    1. Petty cash reimbursements require a sales slip or other evidence of the expenditure.]
  12. Tax revenue is received by direct deposit in the Library's General Fund Account.
  13. Cash reserves may be maintained by the Library.
    1. Reserves are acquired from budget surpluses, donations, investment income and any other appropriate revenue source.
    2. The Library retains reserves equal to at least one half of the average annual operating budget, sufficient to meet the following needs:
                                                         i. Fund the first half of each budget year before tax revenue for that year is                                                                         received.
                                                        ii. Pay accrued vacation in case of resignation.
                                                       iii. Legal and building expenses
                                                       iv. Unanticipated equipment and capital expenses.
                                                        v. Unreimbursed catastrophic loses
  1. Donations and Gifts
    1. Donations and gifts may be restricted or unrestricted.
    2. The Library may use unrestricted gifts in any way it sees fit.
    3. The Library reserves the right to refuse restricted gifts.
    4. Donations in kind may be converted to cash by sale or other means, at the Library's discretion.
  2. The Library may invest its operating funds and reserves in any legally-sanctioned investment instrument, so long as the mission of the Library is not negatively impacted.
  3. As a member of the Municipal Library Consortium, the Library has legal and fiscal obligations to that organization, as defined by the Consortium contract and policies, so long as the mission of the Library is not negatively impacted.

Adopted by the Richmond Heights Memorial Library Board of Trustees November 17, 2014