Richmond Heights Memorial Library Policies

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 which 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. Adopted by the RHML Library Board of Trustees January 16, 2001 Reviewed and adopted by Board of Trustees, March, 2015

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 an 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. Adopted by the RHML Library Board of Trustees May 21, 2001 Reviewed and adopted by Board of Trustees, March 2015

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: Membership and Appointments

Section 1. Appointments and Terms of Office.  The board shall consist of nine members who shall be appointed by the Mayor of Richmond Heights and approved by the Richmond Heights City Council.  Trustees are appointed for a three-year term and may serve a maximum of three successive full terms.

Article III:  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. The President shall accept nominations for officers at the May meeting.

  Section 3.  Officers shall serve a term of one year from the annual meeting at which they are elected and until their successors 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. The Library  director or a member of the staff may be designated by the Board to perform any or all of the above duties.

 Section 7.  The treasurer shall perform such duties as generally devolve upon the office. 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.

 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. Agendas and Notices.  Meeting agendas and notices shall indicate the time, date, and place of  meeting and indicate all subject matters intended for consideration at the meeting.

Section 4.  Minutes.  Minutes of all meetings shall, at a minimum, indicate board members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken.

Section 5.  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 6.  A quorum for the transaction of business at any meeting shall consist of 5 members of the Board present in person or via videoconference.

Section 7.  Open Meetings Law Compliance.  All board meetings and committee meetings shall be held in compliance with Missouri’s Sunshine Law, or Chapter 610 of the Revised Statutes of Missouri.

Section 8. 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 hire and maintain a staff of qualified employees, specify the duties of those employees and shall be held responsible for the proper direction and supervision of all employees.  The Director shall be invited to attend all board meetings  (but may be excused from closed sessions) and shall have no vote.  The Director shall inform the Board in a timely manner of all personnel changes.  The Board reserves the right to intercede in hiring decisions and in retention of staff when conditions demonstrate an obvious need for intervention.  The Director shall be held responsible for the care and maintenance of Library property, for 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.

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. Duties of the Board of Trustees

Section 1. Legal responsibility for the operation of the Richmond Heights Memorial Library is vested in the Board of Trustees. Subject to state and federal law, the Board has the power and duty to determine rules and regulations governing library operations and services.

Section 2. The Board shall select, appoint and supervise a properly certified and competent Library director, and determine the duties and compensation of all Library employees.

Section 3. The Board shall approve the budget and make sure that adequate funds are provided to finance the approved budget.

Section 4. The Board shall have exclusive control of the expenditure of all moneys collected, donated or appropriated for the Library fund and shall audit and approve all Library expenditures.

Section 5. The Board shall regularly review various physical and building needs to see that the Library space meets the requirements of the total Library program.

Section 6. The Board shall study and support legislation as it pertains to the mission of the Richmond Heights Memorial Library that will bring about the greatest good to the greatest number of Library users.

 Section 7. The Board shall cooperate with other public officials and boards and maintain vital public relations.

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.

Revised and adopted by RHML Board of Trustees November 17, 2025

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 from 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.

Signature____________________________________Date_____________________ 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 RHML Board of Trustees November 17, 2025

Officers, Board Members and Employees

No Board member or committee member of the Richmond Heights Memorial Library shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation on the Board. Other than compensation, no employee shall derive any personal profit or gain, directly or indirectly, by reason of his or her employment by the Richmond Heights Memorial Library except through activities that may facilitate professional advancement or contribute to the profession such as publications and professional service and have been fully disclosed to the Board. Each individual shall disclose to the Board any personal interest which he or she may have in any matter pending before the Board and shall refrain from participation in any decision on such matter. A board member shall withdraw from Board discussion, deliberation, and vote on any matter in which the Board member, an immediate family member, or an organization with which the Board member is associated has a substantial financial interest. A Board member may not receive anything of value that could reasonably be expected to influence his or her vote or other official action.

Members of the Richmond Heights Memorial Library Board, its committees, and library staff shall refrain from obtaining any list of library patrons that results in personal benefit. Statement of Associations This is to certify that I, except as described on the reverse of this sheet and to the best of my knowledge, am not now nor at any time during the past year have been: A participant, directly or indirectly, in any arrangement, agreement, investment, or other activity with any vendor, supplier, or other party doing business with the Richmond Heights Memorial Library that has resulted or could result in personal benefit to me. Any exceptions to the above are stated on the reverse of this sheet with a full description of the transactions, whether direct or indirect, which I have (or have had during the past year) with persons or organizations having transactions with Richmond Heights Memorial Library. Signature: __________________________________________________ Date: ________ Printed name: ____________________________________________________________ Richmond Heights Memorial Library position: __________________________________________________________________________ Revised and adopted by the RHML Board of Trustees November 17, 2025

Members of the public 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. Members of the public are encouraged to share information, questions, and concerns with the Library Director and other staff at any time.

Revised and adopted by RHML Board of Trustees November 17, 2025

Eligibility and registration for a library card: A. Resident cards: All persons residing in Richmond Heights, MO are entitled to a resident card. Patrons under 18 years of age must have their applications signed by a parent or legal guardian. It is a parent or legal guardian’s responsibility to monitor their children’s checkouts. In signing a minor child’s card application, a parent or legal guardian must agree to the following statement: I (printed name) _________________________ am the PARENT___ or LEGAL GUARDIAN___ of the minor child whose name is (printed child’s name) _____________________. I am aware that such child has a library card granting access to the content at Richmond Heights Memorial Library, which may include print or electronic materials of books, periodicals, trade information, websites, or the like and that such information may include both fiction and nonfiction written information and that some sources may include video or other interactive portions of content. I understand that Library staff, directors, or other official persons affiliated with the Library do not have supervisory duty over my Child and that it is my responsibility to monitor my Child’s behavior and consumption of content, in any and all forms. I provide consent for my Child to check out content and utilize Library resources. B. The following libraries are members of the Municipal Library Consortium of St. Louis County (MLC): Brentwood, Ferguson, Kirkwood, Maplewood, Richmond Heights, Rock Hill, University City, Valley Park and Webster Groves. A card from one of the MLC libraries is valid at all member libraries. A patron in good standing at one of these libraries may borrow books from another’s collection and may have access to an MLC downloadable materials platform. Residents of MLC municipalities other than Richmond Heights must get their MLC cards through their home library. All MLC libraries are also members of the Missouri Evergreen Consortium. These libraries share an automation system, patron database, and online catalog. C. Non-residents who are entitled to a free borrower’s card (some restrictions on services may apply – the card entitles the holder to borrowing privileges):

1. Persons residing in the districts of the St. Louis Public Library, the St. Louis County Library, the St. Charles City/County Library, the Scenic Regional Library and the Jefferson County Library systems.

2. Persons not living in Richmond Heights or one of the above districts but who:

i. Teach in Richmond Heights schools

ii. Own property in Richmond Heights

iii. Work for the City of Richmond Heights

iv. Operate a business in Richmond Heights

Property and business owners must show a current personal property tax receipt or business license. D. Paid non-resident cards: Non-residents other than those covered in the above categories may purchase a non-resident card for $50.00 per year. Fine and Fee Structure: A. All Richmond Heights Memorial Library material will be exempt from overdue fines with the exception of the following materials:

a. Interlibrary Loan will have an overdue charge of $0.10 per day, $5.00 maximum charge.

b. Equipment will have an overdue charge of $0.10 per day, $5.00 maximum charge.

c. eReaders will have an overdue charge of $.10 per day, $5.00 maximum charge.

d. Telescopes will have an overdue charge of $.10 per day, $5.00 maximum charge.

B. Patrons will still be charged the replacement cost for lost and damaged materials. The maximum amount of billed items or fines allowed on a library card is $10. Balances of $10 or more must be paid before the card can be used again.

Adopted by the RHML Library Board of Trustees May 25, 2023 Revised and adopted November 18, 2024

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 selected based upon their qualifications and the needs of the library at any given time. Requests for community service volunteer work will be considered on a case by case basis. All prospective adult volunteers must complete a criminal background check. Volunteers perform tasks for the Richmond Heights Memorial Library without wages, benefits, or compensation of any kind. The library does not provide Workers Compensation coverage for volunteers. Volunteers are not to use their positions for unauthorized personal gain. Volunteers are recognized by the public as representatives of the library and shall be guided by the same work and behavior codes as employees. Adopted by the RHML Library Board of Trustees April 17, 2000

Revised and adopted by the Board of Trustees, March, 2015

Revised and adopted November 18, 2024

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 RHML Library Board of Trustees March 21, 2011 Reviewed and adopted November 18, 2024

The Richmond Heights Memorial Library strives to provide a safe and welcoming environment for all library users. Patrons are expected to show respect for all library users and Library staff. We require that visitors comply with all Library policies and instructions given by Library staff, including instructions on posted signage. All visitors are required to observe the following rules of conduct:

● Engaging in any illegal activity or behavior will not be permitted. The violation of any federal or state statutes or local ordinances on the premises of the Richmond Heights Memorial Library will be regarded as a violation of Library rules.

● Patrons may not behave in a disorderly or disruptive manner. The use of profane or threatening language or other harassment of library users or Library staff will not be permitted.

● Weapons are prohibited on Library property.

● Selling, soliciting, panhandling, or loitering on Library property is not permitted.

● Tobacco use and smoking in all forms is not permitted on Library property.

● Entering Library property while under the influence of drugs or alcohol is prohibited. The consumption of alcoholic beverages is prohibited with the exception of Library-sponsored events.

● As outlined in the Library’s Public Internet Use Policy C-005, patrons may not display images or materials which may reasonably be construed as obscene under federal or Missouri law while using the library’s computers or personal electronic devices accessing the library’s wireless network. Minor patrons may not display images or materials that are harmful to minors or pornographic to minors under federal or Missouri law.

● Shoes and shirts must be worn at all times while in the Library.

● Neglecting personal hygiene so that it is offensive or poses a health risk to other patrons will not be allowed on Library property.

● Bathing, shaving, or washing clothes in public restrooms is not permitted.

● Consuming food or beverages in a manner that creates an unclean environment, attracts insects or vermin, disrupts other patrons, or is harmful to Library resources is not permitted.

● Sleeping in any part of the Library facility, including the foyer or outdoor entrance area, is not permitted.

● The taking of photos and videos is restricted to uses as outlined in the Library’s Photography and Recording Policy C-007.

● Children under ten, or persons of any age with mental, physical, or emotional needs who require supervision, must be accompanied and supervised by a responsible adult or caregiver age 18 or older.

● Animals are not permitted on Library property except service dogs assisting persons with disabilities, or as part of a Library program.

● Library patrons may not post notices or distribute leaflets without the authorization of the Library Director, as outlined in the Library’s Public Forum Areas policy C-009.

● Petitioners or signature gatherers will be restricted to areas outside the Library where they cannot impede traffic or harass library users or staff.

● All Library materials must be checked out before removing them from the building.

Consequences for violation of the Richmond Heights Memorial Library Code of Conduct or the commission of illegal conduct in the library may include:

● Verbal and/or written warning. The Library staff member in charge will, when reasonably possible, advise the individual of the applicable rule and violation verbally and/or in writing and if reasonably possible, afford the individual with an opportunity to address the alleged violation before implementing a further consequence;

● Suspension of all library privileges including instruction to leave the library immediately and not to return to the Library facility for the rest of the day. This consequence may be implemented in the case of repeat violations after one or more warnings, or violations requiring immediate action, in consideration of the severity of the violation as determined by the Library staff member in charge;

● Suspension of all library privileges, including removal from, and denial of access to, all in-person Library services and the facility for a period ranging from more than one day to one year. This consequence may be implemented in the case of repeat violations after one or more warnings, or violations requiring immediate action, in consideration of the severity of the violation, where a one-day suspension is inadequate, as determined by the Director or Assistant Director;

● Permanent suspension of all library privileges. This consequence may be implemented in extreme cases involving illegal behavior or repeated suspensions with no positive change in behavior.

Patrons whose Library privileges have been suspended for one month or more will be notified by means of certified mail to their last known address. Local law enforcement will also be notified of the suspension. Failure to comply with a Library staff member’s request to leave the premises may result in a referral to law enforcement. Once notification of the suspension of Library privileges has been communicated to the patron, further attempts to access Library services may result in an extension of the suspension and a referral to law enforcement for trespassing. The revocation of privileges may be appealed in writing to the Library Director within 10 days of receiving notice of the revocation. Reviewed and adopted by the RHML Board of Trustees November 15,2021

Revised by the RHML Board of Trustees February 21, 2023

Revised by the RHML Board of Trustees May 20, 2024

Revised and adopted November 18, 2024

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 RHML Library Board of Trustees September 15, 2008

Reviewed and adopted November 18, 2024

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 Children’s 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, ultimately are responsible for material accessed by their children. It is recommended that parents spend time with their children online and establish their own standards for Internet use. The Library affirms and acknowledges the rights and responsibilities of parents or legal guardians to determine and to monitor their minor children’s access to Library materials, including materials provided by the Library through its public Internet access. To learn about Internet safety, parents and children are encouraged to review resources such as the Netsmartz website. 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. Changing 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 infringements, fraud, libel, slander, harassment, invasion of privacy, or public display of materials that could reasonably be considered a violation of state or federal law.C-005 Failure to comply with the Library’s regulations regarding Internet usage may result in a loss of computer privileges in accordance with the Library Board Policy C-004 Patron Code of Conduct. Reviewed and adopted by Board of Trustees, March, 2015

Adopted by the RHML Library Board of Trustees, April 20, 2019

Revised and Adopted by Board of Trustees, September 2022 Revised and adopted November 18, 2024

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 or the borrower’s valid photo identification, 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 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 adheres to Missouri State Statutes 182.815, which states: 182.815. Disclosure of library records, definitions. — As used in this section and section 182.817, the following terms shall mean: (1) “Digital resource or material”, any E-book, digital periodical, digital thesis, digital dissertation, digital report, application, website, database, or other data available in digital format from a library for display on a computer screen or handheld device;

(2) “E-book”, any book composed or converted to digital format for display on a computer screen or handheld device;

(3) “Library”, any library established by the state or any political subdivision of the state, or combination thereof, by any community college district, or by any college or university, and any private library open to the public;

(4) “Library material”, any book, E-book, digital resource or material, document, film, record, art work, or other library property which a patron may use, borrow or request; (5) “Library record”, any document, record, or other method of storing information retained, received or generated by a library that identifies a person or persons as having requested, used, or borrowed library material, and all other records identifying the names of library users. The term “library record” does not include nonidentifying material that may be retained for the purpose of studying or evaluating the circulation of library material in general. and 182.817.1, which states: 182.817. Disclosure of library records not required — exceptions — complaint may be filed for compromised privacy, procedure. — 1. Notwithstanding the provisions of any other law to the contrary, no library, employee or agent of a library, or third party contracted by a library that receives, transmits, maintains, or stores library records shall release or disclose a library record or portion of a library record to any person or persons except:

(1) In response to a written request of the person identified in that record, according to procedures and forms giving written consent as determined by the library; or

(2) In response to an order issued by a court of competent jurisdiction upon a finding that the disclosure of such record is necessary to protect the public safety or to prosecute a crime.

Adopted by the RHML Library Board of Trustees October 19, 2009

Reviewed and adopted November 18, 2024

The Richmond Heights Memorial Library strives to provide and maintain an environment in which patrons are able to use the Library’s resources, services and programs as effectively as possible. A photography and recording policy has been established to govern photography and the use of recording devices by Library staff and the public in order to ensure that this activity does not interfere with the provision of Library services and that personal privacy is maintained. Photography/Recording by the Library The Library reserves the right to document its services and the public’s use of the Library by taking photographs and making video or audio recordings of its programs, events, activities and their participants for use in its social media accounts, brochures, flyers, web pages, news releases, or other promotional materials. To ensure the privacy of all individuals, including children, images will not be identified using personal identifying information or full names without written approval from the photographed subject or parent/guardian if a minor. In some instances, a patron’s first name may be included with a photograph, unless the Library is instructed that this is not acceptable to the individual or the individual’s parent/guardian. Those wishing not to be photographed or recorded should inform the photographer or Library staff (Photo Exclusion Form). Photography/Recording by Others Amateur photography and recording for personal use is permitted under most circumstances provided the terms of this policy and the Patron Code of Conduct C-004 are followed. Library activity must be able to continue undisturbed during such photography or recording. Individuals photographing or recording are responsible for obtaining necessary permissions from all individuals they photograph or video record. The Library’s name, logo and/or likeness may not be used to project an explicit or implicit partnership, sponsorship or affiliation with the individual or organization engaged in photographing or recording. The Library welcomes credentialed news media photographers and reporters documenting stories or projects that directly involve the Library and its programs, resources and services, provided that advance notice is given, patron use of the Library is not impeded, and the provisions of this policy are followed. No commercial photography or recording in Library facilities is permissible without the express written permission of the Library Director or the Director’s designee, which shall set forth the conditions under which the photography or recording may take place. The Library requires credit, in print, in any finished product when photographs/recordings are used for commercial purposes. Photography is permitted at Library programs and events for personal use, not for publication or broadcast, provided that it is not disruptive and does not capture any identifiable likenesses of individuals without their permission. Taking photographs at outside presenter events is subject to the wishes of the individual presenter. Video or audio recording of Library programs and events is strictly prohibited. Community organizations holding scheduled events or meetings in the Library study or meeting rooms may arrange for their own photography or recording of their event. Such photography and video recording must be for personal use, not for publication or broadcast and is restricted to the space reserved by the group. Any authorization granted pursuant to this policy to permit photography or recording may be revoked at any time upon failure to comply with the terms of this policy or other rules and regulations of the Library. Adopted by the RHML Library Board of Trustees September 20, 2021

Revised and adopted November 18, 2024

The Richmond Heights Memorial Library (Library) meeting room space is intended primarily for Library meetings, programs, and events. When not needed for these purposes, the rooms are available to reserve for a fee to community groups, organizations, and local businesses (Organizations). Eligibility 1. The meeting room space may be reserved by local nonprofit organizations or by local businesses. 2. Reservations may only be placed by Organization-authorized representatives who are 18 years old or older. By applying, a designee confirms they meet these requirements. 3. Meetings must be free and open to the public and attendees must be permitted to participate in the meetings. The Library reserves the right to attend any meeting held in its facilities. As an exception, agencies of any department of government may hold closed sessions required for the achievement of their defined goals. 4. With library staff approval, individuals and small groups may use a meeting room on a walk-in basis if it is not reserved for that day. 5. Money may not be exchanged between the Organization and event attendees during the use of the meeting room or on library grounds. Organization items may not be sold. 6. Organization reservations function on a first-come-first-serve basis as defined by the submission date of a completed reservation form. 7. No non-government Organization may reserve the meeting room space more than one time per calendar month. Organizations wishing to use the meeting room more than one time per month may use it on a first-come, first-served (walk-in) basis without a reservation. 8. A reservation must be scheduled at least seven calendar days in advance of the requested time slot. Terms of Use 1. The Organization must fill out a complete and accurate application to use the meeting room. 2. The set-up and take-down of tables and chairs are the responsibility of the Organization. Unneeded tables and chairs are not to be removed from the room and should remain stacked out of the Organization’s way. At the end of a reservation, the room must be left in the same condition as it was found. 3. The Organization must provide adult supervision for juvenile groups. 4. Use of meeting room spaces by the Organization must not disrupt the orderly conduct of the Library, its programs or activities. 5. The Organization may not state or imply Library sponsorship of their meeting, program or organization unless sponsorship is expressly approved in writing by the Library Director or designee. Any publication, website or advertisement for the meeting must have an age-appropriate designation affixed. Failure to advertise the age recommendation as required by the Missouri 15 CSR 30-200.015 may result in the organization being prohibited from future use of the space. 6. The Organization’s personnel, equipment, and attendees may not be in the room outside of their reserved time slot, setup, or take down period. The Organization must vacate the building at the Library’s closure. Any Organization supplies and equipment left behind are forfeited to the Library’s ownership. 7. The Organization must request the use of Library meeting room A/V equipment if such is available at the time a reservation is filed. Requested services after filing are not guaranteed. Library staff will not train Organization members on or manage equipment during a reservation time slot. 8. The Organization is responsible for providing all necessary supplies for their event. The Organization’s equipment and supplies must conform to the Library’s Patron Code of Conduct (C-004) , the law, and applicable fire ordinances. 9. The Organization may not place or store anything in the hallways outside of the meeting room. No signs, displays, decorations or exhibits may be attached to the doors, walls, or windows of the room or within the library itself. 10. The Organization may not serve food or drink of any kind. 11.The Organization is responsible for the condition of Library property and injury to its personnel or representatives. See Disclaimers for details. 12. The Organization’s total event participants must be at or below the room’s capacity. 13. The meeting room entry door must remain unlocked and open at all times. 14. The Library reserves the right to reclaim time slots for its own purposes or cancel reservations due to emergency closures. In the case of inclement weather-related or other emergency closures staff will make every effort to contact the Organization representative. 15. The Library cannot accommodate Organization requests to alter the room’s temperature or police environmental noise. 16. Reserving Organizations are responsible for themselves and their audience in accordance with this policy and the Library’s Patron Code of Conduct (C-004). The Organization is responsible for ensuring the relevant personnel and representatives are familiar with this policy. Failing to meet these requirements may result in suspension of a reservation without refund and an Organization’s future disqualification from reserving the room. Payment Collection, Refunds, and Cancellation Full payment is collected by Library staff on the day of the reservation. Reservation payments are non-refundable. Organizations are asked to provide notice of cancellation 24 hours in advance of scheduled reservations. Failure to provide notice of cancellation before this deadline may result in denial of future Organization reservations. Room Information

Library Meeting Room

Capacity: 30 people

Room Size: 18.5 ft. x 18.5 ft.

Disclaimers Use of the Library’s meeting room space does not constitute a lease, nor does it imply that the Library endorses the aims, policies, views or activities of the group, organization or business using the room. Organizations agree to indemnify and hold harmless the Library, its Board of Trustees, staff and agents, from and against any and all liabilities, losses, damages, costs, and expenses of any kind suffered by, incurred by, or threatened against the Library, the Board of Trustees, or any of its staff or other agents on account of or resulting from injury, or claim of injury, to person or property arising out of the organization’s use of the Library. The Organization and the person designated on the application agree to accept responsibility and liability for any and all damages or injuries which may arise out of the Organization’s use of the Library, including but not limited to damaged or missing equipment and fixtures, any and all structural, interior, or exterior damage to the Library, and harm suffered to its personnel or its representatives. Adopted by the RHML Library Board of Trustees June 20, 2022;

Revised June 20, 2023

Revised and adopted November 18, 2024

The Library posts announcements and distributes free literature such as fliers, newsletters, magazines, and promotional literature of a civic, educational, informational, or cultural nature. The following guidelines were developed to conform with the American Library Association’s Library Bill of Rights which states:

● Materials should not be excluded because of the origin, background, or views of those contributing to their creation. (Article 1)

● Materials should not be proscribed or removed because of partisan or doctrinal disapproval. (Article 2)

● Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. (Article 6)

Permission to post or distribute material must be given by the Library administration. Approved items are distributed and/or posted for limited periods of time as space allows. Materials posted or left for free distribution without approval from the Library are discarded. The Library does not post or distribute material relating to activities undertaken for individual gain or commercial profit, or activities whose primary purpose is to raise funds. Promotion of political candidates and political parties is not permitted. Support for or opposition to any issue on or intended for a public election ballot is prohibited. Materials that support or oppose a specific religious conviction are also prohibited. Due to limited space priority is given to Library and City of Richmond Heights information. The Library does not endorse the ideas, issues, or events promoted by the material accepted for posting or distribution. The Library is not responsible for material that is damaged or stolen. Adopted by the RHML Board of Trustees January 17, 2023

Reviewed and adopted November 18, 2024

Revised and adopted by RHML Board of Trustees April 21, 2025

The Richmond Heights Memorial Library complies 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 is prominently posted in the Library. Adopted by the RHML Library Board of Trustees March 21, 2011

Revised and adopted by RHML Board of Trustees April 21, 2025

Richmond Heights Memorial Library welcomes comments and suggestions regarding the continued appropriateness of materials, displays, presentations, and events. All public suggestions will be considered in the ongoing process of collection development. See the Library’s Collection Development Policy D-004 for additional information. Individuals may take issue with library resources that do not support their tastes and views. Staff is available to discuss concerns and identify alternate resources 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 Library. 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. No more than one item may be considered per completed challenge form. The patron submitting the request must be a resident of Richmond Heights Library District. 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. This written response will also be submitted to the Library Board of Trustees with patron identifying information redacted. Board of Trustees meeting minutes may be found on the Library’s website. A resource will only be evaluated for reconsideration once in a twelve-month period. Adopted by the RHML Library Board of Trustees March 12, 2001

Revised and adopted by Board of Trustees, March 2014 and June 2023

Reviewed and adopted by RHML Board of Trustees April 21, 2025

The Richmond Heights Memorial Library welcomes gifts of small quantities of new and gently used books, and similar materials. Items are 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 are used to purchase items in accordance with the Collection Development Policy of the Library. Items purchased with bequests and memorial or honorary contributions are identified with special donor plates whenever possible. If requested, notification of memorial or honorary contributions is sent to the family of the person being recognized. Suggestions for subject areas or other areas of interest are welcome and are followed to the extent possible. Acceptance of major donations of equipment, real estate, stock, artifacts, works of art, collections, etc., are 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 RHML Library Board of Trustees February 19, 2008

Revised and adopted by the RHML Board of Trustees April, 21, 2025

RHML: MISSION 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 which 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.

Adopted by the RHML Library Board of Trustees January 16, 2001

Reviewed and adopted by 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. 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. In broad terms, the Children’s, or Juvenile, collection is recommended for ages birth to 11, the Young Adult collection for ages 12 to 17, and the Adult collection for those 18 and over. Patrons are not limited to these age recommendations. All cardholders are welcome to check out any materials in our collections. Responsibility for a minor’s reading must rest with the parent or guardian, not with the Library. The Library maintains a policy that allows residents of the Richmond Heights Memorial Library district to request reconsideration of Library resources. See D-002 Request for Reconsideration of Library Resources. 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. Juvenile and Young Adult collections are selected by professional staff who serve those patrons. Adult collections are selected by professional staff who serve adult patrons. Responsibility for selection of materials is ultimately that of the Director who operates within the framework of policies determined by the Richmond Heights Memorial Library Board of Trustees. Selection tools used include professional review sources, newspaper reviews, and professional award organizations. Recommendations from patrons are also considered. Interlibrary Loan service to resident patrons is also used for materials not available within the Missouri Evergreen Consortium. All interlibrary loans are 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 is evaluated for inclusion in the Collection keeping in mind all previously mentioned criteria as well as fulfilling the role 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. Electronic Resources Collection The same selection criteria governing print sources apply to 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. Withdrawals 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 an equitable basis, regardless of the belief or affiliations of individuals or groups requesting their use.

7. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 18, 1948; amended February 2, 1961, and January 23, 1980, January 29, 2019; inclusion of “age” reaffirmed January 23, 1996, by the ALA Council. Adopted by the RHML Library Board of Trustees May 21, 2001

Revised and adopted by Board of Trustees, March 2015, June 2023

Revised and adopted by RHML Board of Trustees April 21, 2025

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. 4. Signatories are : President, Vice-President, Treasurer, Director and Assistant Director. 5. 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.

a. The Library may not run a deficit budget balance.

6. The Director provides a monthly statement of revenues and expenditures to the Board.

a. An outside accountant may be employed, as determined by the Board.

7. All expenditures must be assigned to a budget expense category by the Director. 8. All expenditures must have an invoice or other documentation showing the recipient, purpose, date and amount of the expenditure. 9. The Board Treasurer, or other appropriate Board Officer, must approve all invoices and sign all checks.

a. Payments made on-line require approval only.

b. Two signatures are required on all checks

10. 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. 11. Cash receipts from fines and fees are deposited weekly.

a. Receipt amounts are assigned to budget revenue categories.

12. Cash is kept on hand for making change and can be used at the Director’s discretion for petty cash expenditures.

a. Petty cash reimbursements require a sales slip or other evidence of the expenditure.

13. Tax revenue is received by direct deposit in the Library’s General Fund Account. 14. Cash reserves may be maintained by the Library.

a. Reserves are acquired from budget surpluses, donations, investment income and any other appropriate revenue source.

b. 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

15. Donations and Gifts

a. Donations and gifts may be restricted or unrestricted.

b. The Library may use unrestricted gifts in any way it sees fit.

c. The Library reserves the right to refuse restricted gifts.

d. Donations in kind may be converted to cash by sale or other means, at the Library’s discretion.

16. 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. 17. 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 RHML Library Board of Trustees March 2014

Reviewed and adopted by Board of Trustees June 17, 2019

The Richmond Heights Memorial Library adopts as its Records Retention Policy the specific time frames and categories set forth in the General Records Retention Schedule and the Public Libraries Records Retention Schedule approved by the Missouri Local Records Board, published by the Office of the Secretary of State, State of Missouri, and attached to this policy except as such schedules are amended hereinafter. The Custodian of Public Records for the Richmond Heights Memorial Library shall be the Library Director and all records shall be maintained in the Richmond Heights Memorial Library, 8001 Dale Ave., Richmond Heights, MO 63117. All requests to view public records shall be answered in compliance with the requirements of the Missouri Sunshine Law. General Records Retention Schedule: https://www.sos.mo.gov/records/recmgmt/retention/general Public Libraries Records Retention Schedule: https://www.sos.mo.gov/CMSImages/LocalRecords/Library.pdf Adopted by the RHML Library Board of Trustees October 16, 2023

Richmond Heights Memorial Library collects personal information about library staff and patrons as a necessary part of its operations. The Library therefore protects information contained within its systems from unauthorized disclosure, modification or destruction. The library complies with Federal and State regulations regarding the duties of state and local agencies maintaining personal information systems and Federal grant awards (CFR 200.303). As a member of the Missouri Evergreen Consortium (MEC), whose libraries constitute an interconnected electronic catalog in order to enable resource sharing, RHML abides by the MEC Policy on Personally Identifiable Information, which states: In order to track usage of library materials and equipment, process requests, and provide essential library services, some personally identifiable information (PII) is collected from library users and stored securely. Unless required by law, this information will not be provided to any other person or organization except the owning patron of the account. To further ensure patron privacy, Missouri Evergreen Consortium prohibits the entry and retention of certain types of PII, including Social Security Number, Driver’s License Number, Student Number, Passport Number, or other State-issued Identification Numbers within the shared database of the Consortium. All Missouri Evergreen patron accounts will be reviewed regularly, and any information of these types found in the database will be expunged. Missouri Evergreen’s policy for personally identifiable information (PII) is to (a) minimize its collection; (b) secure and protect any personally identifiable information that is collected or retained; (c) delete or anonymize it when not necessary for library business; (d) prohibit its use for commercial purposes; and (e) advocate for similar protections by vendors and partners. The Library maintains a local firewall to protect against external intrusion. Employee-only logins and passwords are required for access to patron information. The Library ensures that antivirus software is maintained and regularly updated, and that regular security systems checks are run. The library contracts only with outside service providers who maintain appropriate safeguards to patron information. Vendor supplied defaults for system passwords and other security parameters are not used. All third-party providers and vendors are required to uphold the Library’s Cybersecurity Policy. Adopted by the RHML Library Board of Trustees April 21, 2025

It is the policy of the Richmond Heights Memorial Library and its Board of Trustees to provide full and complete compliance with the State of Missouri’s Sunshine Law. The Library Director is the Custodian of all library records. The Custodian is located at the Richmond Heights Memorial Library, 8001 Dale Avenue, Richmond Heights, MO 63117. The Custodian can be reached via email at: custodian@rhmlibrary.org. Upon receipt of a request for a public record, the Custodian shall make available all Library records which by law are required to be open. The Custodian shall respond to all requests for access to or copies of a public record within the time period provided by statute except in those circumstances authorized by statute. Fees may include 10 cents per page for paper copies 9 by 14 or smaller, plus an hourly fee for duplicating time not to exceed the average hourly rate of pay for clerical staff. Research time may be billed at actual cost. Adopted by the RHML Library Board of Trustees September 22, 2025