Monticello-Union Township

Public Library

Policy Book
 Monticello-Union Township Public Library
Board of Directors

● Art Morgan - President

● Tom Herman - Vice President
● Valerie Carson - Secretary
● Frank Walker - Member
● Lily Bouwkamp - Member
● Emily Thacker - Member
● Jo Piatt - Member
● Sharon Bail - Treasurer, Employee

Updated and approved by the board of trustees – 12/2019

te

1
 Table of Contents
SECTION 1 LIBRARY POLICIES
SECTION 1.1 INTRODUCTION 5
SECTION 1.2 STATEMENT OF PURPOSE 5
SECTION 1.3 MISSION STATEMENT 5
SECTION 1.4 STATEMENT OF OBJECTIVES 5
SECTION 1.5 AMENDMENTS 6
SECTION 1.6 PUBLIC RECORDS 6
SECTION 1.7 PURCHASING POLICY 16
SECTION 1.8A POLICY ON MATERIALITY AND PROCESS FOR REPORTING 20
MATERIAL ITEMS
SECTION 1.8B CREDIT CARD POLICY 20
SECTION 1.9 INVESTMENT POLICY 22
SECTION 1.10 FOOD FOR FINES POLICY 27
SECTION 1.11 PHOTOGRAPHY, VIDEOTAPING, AND OTHER RECORDING 27
DEVICES
SECTION 1.12 NOTARY PUBLIC POLICY 28
SECTION 1.13 JUVENILE FINE FREE POLICY - NOT CURRENTLY BEING 29
USED
SECTION 1.14 VOLUNTEER POLICY 29
SECTION 1.15 INTERNAL CONTROLS 30
SECTION 2 BYLAWS AND RESPONSIBILITIES
SECTION 2.1 BOARD BYLAWS 57
SECTION 2.2 DUTIES AND RESPONSIBILITIES 60
SECTION 2.3 ADMINISTRATIVE RESPONSIBILITY 61
SECTION 2.4 EMPLOYEE RESPONSIBILITY 61
SECTION 3 LIBRARY SERVICES
SECTION 3.1 INTRODUCTION 63
SECTION 3.2 LIBRARY HOURS 64
SECTION 3.3 LIBRARY CLOSINGS 64
SECTION 3.4 EMERGENCY CLOSING PROCEDURE 65
SECTION 3.5A RULES GOVERNING THE USE OF THE LIBRARY 66

2
SECTION 3.5B CHILD SAFETY POLICY 68
SECTION 3.6 DENIAL OF SERVICES 69
SECTION 3.7A PRIVILEGE REINSTATEMENT POLICY 71
SECTION 3.7B SUSPENSION OF PRIVILEGES FOR HEALTH AND SAFETY 71
REASONS
SECTION 3.8 BORROWING SERVICES 72
SECTION 3.9 CONFIDENTIALITY POLICY 73
SECTION 3.10 LOANING OF MATERIALS 74
SECTION 3.11 MEETING ROOM(S) POLICY 77
SECTION 3.12 STUDY ROOM POLICY 79
SECTION 3.13 BULLETIN BOARD POLICY 80
SECTION 3.14 DISPLAY CASE POLICY 81
SECTION 3.15 COMPUTER & INTERNET ACCEPTABLE USE POLICY 82
SECTION 3.16 COMPUTER DISASTER RECOVERY PLAN POLICY 84
SECTION 3.17 CIRCULATING LAPTOP POLICY 85
SECTION 3.18 SOCIAL MEDIA POLICY 86
SECTION 3.19 GENEALOGY 86
SECTION 4 LIBRARY COLLECTIONS
SECTION 4.1 INTRODUCTION & PURPOSE 88
SECTION 4.2 MISSION STATEMENT 88
SECTION4.3 COLLECTION DEVELOPMENT POLICY 88
APPENDIX A AMERICAN LIBRARY ASSOCIATION’S BILL OF RIGHTS 96
APPENDIX B FREEDOM TO READ 97
APPENDIX C FREEDOM TO VIEW 102
APPENDIX D REQUEST FOR RECONSIDERATION OF LIBRARY MATERIALS 103
APPENDIX E MEETING ROOM RELEASE FORM 104
APPENDIX F DISPLAY & EXHIBIT RELEASE FORM 106
APPENDIX G LAPTOP AGREEMENT 107

3
Section 1: Library Policies
Section Page

Section 1.1 – Introduction 5

Section 1.2 – Statement of Purpose 5

Section 1.3 – Mission Statement 5

Section 1.4 – Statement of Objectives 5

Section 1.5 – Amendments 6

Section 1.6 – Public Records 6

Section 1.7 – Purchasing Policy 16

Section 1.8a –Policy on Materiality and Process for Reporting Material Items 20

Section 1.8b - Credit Card Policy 20

Section 1.9 – Investment Policy 22

Section 1.10- Food for Fines Policy 27

Section 1.11- Photography, Videotaping, and Other Recording Devices Policy 27

Section 1.12 Notary Public Policy 28

Section 1.14 Volunteer Policy 29

Section 1.15 Internal Controls 30

4
Section 1.1 Introduction
The purpose of this handbook is to detail policies of the Monticello-Union Township Public
Library established by the Board of Trustees.

It is recognized that unusual situations that may arise cannot be covered in a handbook of this
type. Such situations, as they arise, will be ruled on by the Library Board and added to
this handbook by amendment.

Section 1.2 Statement of Purpose

The purpose of the Monticello-Union Township Public Library is to serve the informational,
cultural, educational, and recreational needs of all Union and Jackson Township residents
regardless of age or educational background.

Section 1.3 Mission Statement

The Monticello-Union Township Public Library is a service institution that seeks to inform,
educate, entertain, and culturally enrich the community.

Section 1.4 Statement of Objectives

Below is the list of objectives the Monticello-Union Township Public Library is responsible
for performing on a daily basis.

Assemble, organize, preserve, and make easily available books and other
materials which will provide information, education, and recreation for all
citizens of the community.

Evaluate and anticipate the ever-changing needs and demands of the community;
to maintain a fresh and topical supply of material; to aid the continuous education
of the people; and stimulate the flow of ideas among all groups of the community

Provide the community with the best service possible by maintaining adequate
staff, physical facilities, and operating procedures best suited to the local
situation.

Keep the public constantly aware of the library services available to them.

Keep up to date on current formats and technology to provide the best possible
service to our staff and community.

5
Section 1.5 Amendments
These policies may be amended at any regular meeting of the Board with a quorum present,
by a majority vote of those present, providing the amendment was read and discussed at
the preceding regular meeting and all members have been notified of the proposed
change.

Section 1.6 Public Records

Public Records
As a public agency, the Library is required by law to make available all records of its affairs
and the official acts of those who represent the Library in accordance with IC 5-14-3.
This statute mandates disclosure of all public records that are not specifically excepted.

Public Records excepted (exempted) for public disclosure *

In accordance with IC 5-14-3-4(a), there are certain library records that the Library may not
make available for public disclosure (unless public access to the records is mandated by
state or federal law or by court order). Additionally, in accordance with IC 5-14-3-4(b)
certain other Library records may not be disclosed unless the Library, in the exercise of
its discretion on a case-by-case basis specifically determines they may be disclosed.
These include the following:

1. Work products of an attorney representing the Library

2. Computer programs codes, filing systems, and other software owned or entrusted
to the library

3. Technical information that would jeopardize record-keeping or security

4. Deliberative or speculative material produced internally or externally for the

purpose of decision-making

5. Materials prepared for or used during an executive session

Patron Information: Any information the Library maintains on patrons and their use of library
materials is deemed private and confidential, IC 5-14-3-4(b) (16). The records of minors may be
made available to their parents or guardians.

6
 Copies of Public Records

The fee for copies of public records is set at ten cents ($0.10) per page, IC law 5-14-3-
8(D).
*IC 5-14-3-4Records and recordings excepted from disclosure; time limitations; destruction
of records

Sec. 4. (a) The following public records are exempted from section 3 of this chapter and
may not be disclosed by a public agency, unless access to the records is specifically
required by a state or federal statute or is ordered by a court under the rules of discovery:

(1) Those declared confidential by state statute.

(2) Those declared confidential by rule adopted by a public agency under specific authority to
classify public records as confidential granted to the public agency by statute.

(3) Those required to be kept confidential by federal law.

(4) Records containing trade secrets.

(5) Confidential financial information obtained, upon request, from a person. However, this does
not include information that is filed with or received by a public agency pursuant to state
statute.

(6) Information concerning research, including actual research documents, conducted under the
auspices of a state educational institution, including information:

(A) concerning any negotiations made with respect to the research; and

(B) received from another party involved in the research.

(7) Grade transcripts and license examination scores obtained as part of a licensure process.

(8) Those declared confidential by or under rules adopted by the supreme court of Indiana.

(9) Patient medical records and charts created by a provider, unless the patient gives written
consent under IC 16-39 or as provided under IC 16-41-8.

(10) Application information declared confidential by the Indiana economic development

corporation under IC 5-28-16.

(11) A photograph, a video recording, or an audio recording of an autopsy, except as provided

in IC 36-2-14-10.

(12) A Social Security number contained in the records of a public agency.

(13) The following information that is part of a foreclosure action subject to IC 32-30-10.5:

7
 (A) Contact information for a debtor, as described in IC 32-30-10.5-8(d)(1)(B).

(B) Any document submitted to the court as part of the debtor's loss mitigation package
under IC 32-30-10.5-10(a)(3).

(14) The following information obtained from a call made to a fraud hotline established under IC
36-1-8-8.5:

(A) The identity of any individual who makes a call to the fraud hotline.

(B) A report, transcript, audio recording, or other information concerning a call to the fraud
hotline.

However, records described in this subdivision may be disclosed to a law enforcement agency, a
private university police department, the attorney general, the inspector general, the state
examiner, or a prosecuting attorney.

(b) Except as otherwise provided by subsection (a), the following public records shall be
excepted from section 3 of this chapter at the discretion of a public agency:

(1) Investigatory records of law enforcement agencies or private university police departments.
For purposes of this chapter, a law enforcement recording is not an investigatory record.
Law enforcement agencies or private university police departments may share investigatory
records with a person who advocates on behalf of a crime victim, including a victim
advocate (as defined in IC 35-37-6-3.5) or a victim service provider (as defined in IC 35-37-
6-5), for the purposes of providing services to a victim or describing services that may be
available to a victim, without the law enforcement agency or private university police
department losing its discretion to keep those records confidential from other records
requesters. However, certain law enforcement records must be made available for inspection
and copying as provided in section 5 of this chapter.

(2) The work product of an attorney representing, pursuant to state employment or an

appointment by a public agency:

(A) a public agency;

(B) the state; or

(C) an individual.

(3) Test questions, scoring keys, and other examination data used in administering a licensing
examination, examination for employment, or academic examination before the examination
is given or if it is to be given again.

(4) Scores of tests if the person is identified by name and has not consented to the release of the
person's scores.

8
(5) The following:

(A) Records relating to negotiations between:

(i) the Indiana economic development corporation;

(ii) the ports of Indiana;

(iii) the Indiana state department of agriculture;

(iv) the Indiana finance authority;

(v) an economic development commission;

(vi) a local economic development organization that is a nonprofit corporation

established under state law whose primary purpose is the promotion of industrial or
business development in Indiana, the retention or expansion of Indiana businesses, or
the development of entrepreneurial activities in Indiana; or

(vii) a governing body of a political subdivision;

with industrial, research, or commercial prospects, if the records are created while negotiations
are in progress. However, this clause does not apply to records regarding research that is
prohibited under IC 16-34.5-1-2 or any other law.

(B) Notwithstanding clause (A), the terms of the final offer of public financial resources
communicated by the Indiana economic development corporation, the ports of Indiana, the
Indiana finance authority, an economic development commission, or a governing body of
a political subdivision to an industrial, a research, or a commercial prospect shall be
available for inspection and copying under section 3 of this chapter after negotiations with
that prospect have terminated.

(C) When disclosing a final offer under clause (B), the Indiana economic development
corporation shall certify that the information being disclosed accurately and completely
represents the terms of the final offer.

(D) Notwithstanding clause (A), an incentive agreement with an incentive recipient shall
be available for inspection and copying under section 3 of this chapter after the date the
incentive recipient and the Indiana economic development corporation execute the
incentive agreement regardless of whether negotiations are in progress with the recipient
after that date regarding a modification or extension of the incentive agreement.

(6) Records that are intra-agency or interagency advisory or deliberative material, including
material developed by a private contractor under a contract with a public agency, that are
expressions of opinion or are of a speculative nature, and that are communicated for the
purpose of decision making.

9
(7) Diaries, journals, or other personal notes serving as the functional equivalent of a diary or
journal.

(8) Personnel files of public employees and files of applicants for public employment, except
for:

(A) the name, compensation, job title, business address, business telephone number, job
description, education and training background, previous work experience, or dates of first
and last employment of present or former officers or employees of the agency;

(B) information relating to the status of any formal charges against the employee; and

(C) the factual basis for a disciplinary action in which final action has been taken and that
resulted in the employee being suspended, demoted, or discharged.

However, all personnel file information shall be made available to the affected employee or the
employee's representative. This subdivision does not apply to disclosure of personnel
information generally on all employees or for groups of employees without the request being
particularized by employee name.

(9) Minutes or records of hospital medical staff meetings.

(10) Administrative or technical information that would jeopardize a record keeping or security
system.

(11) Computer programs, computer codes, computer filing systems, and other software that are
owned by the public agency or entrusted to it and portions of electronic maps entrusted to a
public agency by a utility.

(12) Records specifically prepared for discussion or developed during discussion in an executive
session under IC 5-14-1.5-6.1. However, this subdivision does not apply to that information
required to be available for inspection and copying under subdivision (8).

(13) The work product of the legislative services agency under personnel rules approved by the
legislative council.

(14) The work product of individual members and the partisan staffs of the general assembly.

(15) The identity of a donor of a gift made to a public agency if:

(A) the donor requires nondisclosure of the donor's identity as a condition of making the
gift; or

(B) after the gift is made, the donor or a member of the donor's family requests
nondisclosure.

(16) Library or archival records:

10
 (A) which can be used to identify any library patron; or

(B) deposited with or acquired by a library upon a condition that the records be disclosed
only:

(i) to qualified researchers;

(ii) after the passing of a period of years that is specified in the documents under which
the deposit or acquisition is made; or

(iii) after the death of persons specified at the time of the acquisition or deposit.

However, nothing in this subdivision shall limit or affect contracts entered into by the Indiana
state library pursuant to IC 4-1-6-8.

(17) The identity of any person who contacts the Bureau of Motor Vehicles concerning the
ability of a driver to operate a motor vehicle safely and the medical records and evaluations
made by the bureau of motor vehicles staff or members of the driver licensing medical
advisory board regarding the ability of a driver to operate a motor vehicle safely. However,
upon written request to the commissioner of the bureau of motor vehicles, the driver must be
given copies of the driver's medical records and evaluations.

(18) School safety and security measures, plans, and systems, including emergency preparedness
plans developed under 511 IAC 6.1-2-2.5.

(19) A record or a part of a record, the public disclosure of which would have a reasonable
likelihood of threatening public safety by exposing a vulnerability to terrorist attack. A
record described under this subdivision includes the following:

(A) A record assembled, prepared, or maintained to prevent, mitigate, or respond to an

act of terrorism under IC 35-47-12-1 or an act of agricultural terrorism under IC 35-47-12-
2.

(B) Vulnerability assessments.

(C) Risk planning documents.

(D) Needs assessments.

(E) Threat assessments.

(F) Intelligence assessments.

(G) Domestic preparedness strategies.

(H) The location of community drinking water wells and surface water intakes.

(I) The emergency contact information of emergency responders and volunteers.

11
 (J) Infrastructure records that disclose the configuration of critical systems such as
communication, electrical, ventilation, water, and wastewater systems.

(K) Detailed drawings or specifications of structural elements, floor plans, and operating,
utility, or security systems, whether in paper or electronic form, of any building or facility
located on an airport (as defined in IC 8-21-1-1) that is owned, occupied, leased, or
maintained by a public agency, or any part of a law enforcement recording that captures
information about airport security procedures, areas, or systems. A record described in this
clause may not be released for public inspection by any public agency without the prior
approval of the public agency that owns, occupies, leases, or maintains the airport. Both of
the following apply to the public agency that owns, occupies, leases, or maintains the
airport:

(i) The public agency is responsible for determining whether the public disclosure of a
record or a part of a record, including a law enforcement recording, has a reasonable
likelihood of threatening public safety by exposing a security procedure, area, system, or
vulnerability to terrorist attack.

(ii) The public agency must identify a record described under item (i) and clearly mark
the record as "confidential and not subject to public disclosure under IC 5-14-3-
4(b)(19)(J) without approval of (insert name of submitting public agency)". However, in
the case of a law enforcement recording, the public agency must clearly mark the record
as "confidential and not subject to public disclosure under IC 5-14-3-4(b)(19)(K)
without approval of (insert name of the public agency that owns, occupies, leases, or
maintains the airport)".

(L) The home address, home telephone number, & emergency contact information for any:

(i) emergency management worker (as defined in IC 10-14-3-3);

(ii) public safety officer (as defined in IC 35-47-4.5-3);

(iii) emergency medical responder (as defined in IC 16-18-2-109.8); or

(iv) advanced emergency medical technician (as defined in IC 16-18-2-6.5).

This subdivision does not apply to a record or portion of a record pertaining to a location or
structure owned or protected by a public agency in the event that an act of terrorism
under IC 35-47-12-1 or an act of agricultural terrorism under IC 35-47-12-2 has occurred at
that location or structure, unless release of the record or portion of the record would have a
reasonable likelihood of threatening public safety by exposing a vulnerability of other
locations or structures to terrorist attack.

(20) The following personal information concerning a customer of a municipally owned utility
(as defined in IC 8-1-2-1):

12
 (A) Telephone number.

(B) Address.

(C) Social Security number.

(21) The following personal information about a complainant contained in the records of a law
enforcement agency:

(A) Telephone number.

(B) The complainant's address. However, if the complainant's address is the location of the
suspected crime, infraction, accident, or complaint reported, the address shall be made
available for public inspection and copying.

(22) Notwithstanding subdivision (8)(A), the name, compensation, job title, business address,
business telephone number, job description, education and training background, previous
work experience, or dates of first employment of a law enforcement officer who is operating
in an undercover capacity.

(23) Records requested by an offender that:

(A) contain personal information relating to:

(i) a correctional officer (as defined in IC 5-10-10-1.5);

(ii) a law enforcement officer (as defined in IC 35-31.5-2-185);

(iii) a judge (as defined in IC 33-38-12-3);

(iv) the victim of a crime; or

(v) a family member of a correctional officer, law enforcement officer (as defined in IC
35-31.5-2-185), judge (as defined in IC 33-38-12-3), or victim of a crime; or

(B) concern or could affect the security of a jail or correctional facility.

(24) Information concerning an individual less than eighteen (18) years of age who participates
in a conference, meeting, program, or activity conducted or supervised by a state educational
institution, including the following information regarding the individual or the individual's
parent or guardian:

(A) Name.

(B) Address.

(C) Telephone number.

(D) Electronic mail account address.

13
(25) Criminal intelligence information.

(26) The following information contained in a report of unclaimed property under IC 32-34-1-
26 or in a claim for unclaimed property under IC 32-34-1-36:

(A) Date of birth.

(B) Driver's license number.

(C) Taxpayer identification number.

(D) Employer identification number.

(E) Account number.

(27) Except as provided in subdivision (19) and sections 5.1 and 5.2 of this chapter, a law
enforcement recording. However, before disclosing the recording, the public agency must
comply with the obscuring requirements of sections 5.1 and 5.2 of this chapter, if applicable.

(28) Records relating to negotiations between a state educational institution and another entity
concerning the establishment of a collaborative relationship or venture to advance the
research, engagement, or educational mission of the state educational institution, if the
records are created while negotiations are in progress. The terms of the final offer of public
financial resources communicated by the state educational institution to an industrial, a
research, or a commercial prospect shall be available for inspection and copying under
section 3 of this chapter after negotiations with that prospect have terminated. However, this
subdivision does not apply to records regarding research prohibited under IC 16-34.5-1-2 or
any other law.

(c) Nothing contained in subsection (b) shall limit or affect the right of a person to inspect
and copy a public record required or directed to be made by any statute or by any rule of a
public agency.

(d) Notwithstanding any other law, a public record that is classified as confidential, other
than a record concerning an adoption or patient medical records, shall be made available
for inspection and copying seventy-five (75) years after the creation of that record.

(e) Only the content of a public record may form the basis for the adoption by any public
agency of a rule or procedure creating an exception from disclosure under this section.

(f) Except as provided by law, a public agency may not adopt a rule or procedure that
creates an exception from disclosure under this section based upon whether a public
record is stored or accessed using paper, electronic media, magnetic media, optical
media, or other information storage technology.

14
 (g) Except as provided by law, a public agency may not adopt a rule or procedure nor
impose any costs or liabilities that impede or restrict the reproduction or dissemination of
any public record.

(h) Notwithstanding subsection (d) and section 7 of this chapter:

(1) public records subject to IC 5-15 may be destroyed only in accordance with

record retention schedules under IC 5-15; or

(2) public records not subject to IC 5-15 may be destroyed in the ordinary course of

business.

As added by P.L.19-1983, SEC.6. Amended by P.L.57-1983, SEC.1; P.L.34-1984, SEC.2;

P.L.54-1985, SEC.3; P.L.50-1986, SEC.2; P.L.20-1988, SEC.12; P.L.11-1990, SEC.111;
P.L.1-1991, SEC.38; P.L.10-1991, SEC.9; P.L.50-1991, SEC.1; P.L.49-1991, SEC.1;
P.L.1-1992, SEC.11; P.L.2-1993, SEC.50; P.L.58-1993, SEC.4; P.L.190-1999, SEC.2;
P.L.37-2000, SEC.2; P.L.271-2001, SEC.1; P.L.201-2001, SEC.1; P.L.1-2002, SEC.17;
P.L.173-2003, SEC.5; P.L.261-2003, SEC.7; P.L.208-2003, SEC.1; P.L.200-2003,
SEC.3; P.L.210-2005, SEC.1; P.L.1-2006, SEC.102; P.L.101-2006, SEC.4; P.L.2-2007,
SEC.101; P.L.172-2007, SEC.1; P.L.179-2007, SEC.9; P.L.3-2008, SEC.29; P.L.51-
2008, SEC.2; P.L.98-2008, SEC.4; P.L.120-2008, SEC.2; P.L.94-2010, SEC.1; P.L.170-
2011, SEC.1; P.L.134-2012, SEC.18; P.L.184-2013, SEC.1; P.L.248-2013, SEC.3;
P.L.175-2013, SEC.1; P.L.56-2014, SEC.1; P.L.168-2014, SEC.9; P.L.9-2015, SEC.1;
P.L.181-2015, SEC.20; P.L.145-2016, SEC.3; P.L.58-2016, SEC.3; P.L.217-2016,
SEC.3; P.L.197-2017, SEC.3.

From Indiana code

15
Section 1.7 Purchasing Policy

IC 36-12-3-16 Authorization of disbursements; purchases

Sec. 16.

(A) The library board may adopt a resolution allowing money to be disbursed under this
section for lawful library purposes, including advertising and promoting the programs
and services of the library.

(B) With the prior written approval of the library board and if the library board has adopted a
resolution under subsection

(C), claim payments may be made in advance of library board allowance for any of the
following types of expenses:

(1) Property or services purchased or leased from the federal government or the
federal government's agencies and the state, the state's agencies, or the state's
political subdivisions.

(2) Dues, subscriptions, and publications.

(3) License or permit fees.

(4) Insurance premiums.

(5) Utility payments or connection charges.

(6) Federal grant programs where:

(a) advance funding is not prohibited; and

(b) the contracting party posts sufficient security to cover the amount
advanced.

(7) Grants of state funds authorized by statute.

(8) Maintenance and service agreements.

16
(9) Legal retainer fees.

(10) Conference fees.

(11) Expenses related to the educational or professional development of an

individual employed by the library board, including:

(12) Inservice training;

(13) Attending seminars or other special courses of instruction; and

(14)Tuition reimbursement; if the library board determines that the expenditures

under this subdivision directly benefit the library.

(15) Leases or rental agreements.

(16) Bond or coupon payments.

(17) Payroll costs.

(18) State, federal, or county taxes.

(19) Expenses that must be paid because of emergency circumstances.

(20) Expenses incurred to advertise and promote the programs and services of the
library.

(21) Other expenses described in a library board resolution.

The library board shall review and allow the claim at the library board's first
regular or special meeting following the payment of a claim under this section.

17
Library Purchase Resolution
The Monticello-Union Township Public Library Board is a governmental body that is
authorized to enter into contracts under the Indiana Public Purchasing Law. The Monticello-
Union Township Public Library Board of Trustees is the “Purchasing Agency”.

The “Purchasing Agent” of the Monticello-Union Township Public Library is the Director of
the Library. Those others who may be authorized by the Purchasing Agent to make routine
purchases are commonly the Heads of Departments, Youth Services Assistant and
Bookkeeper.

The “Purchasing Agent” may purchase items costing up to $500.00. Any purchases costing
$500.00 or more and which will be paid out of the general fund or undesignated gift funds
requires the pre-approval of the Monticello-Union Township Public Library Board. This
provision excludes circulating library materials, processing materials for the circulating
collection, and emergency replacement of equipment needed for the daily operation of the
library.

All purchases under $50,000 will be made in the open market.

Indiana Code 5-22-8-2. Purchases below $50,000

Sec. 2. (a) This section applies only if the purchasing agent expects the purchase to be
less than fifty thousand dollars ($50,000).(b) A purchasing agent may make a purchase
under small purchase policies established by the purchasing agency or under rules
adopted by the governmental body. As added by P.L.49-1997, SEC.1.

Amended by P.L.7-1998, SEC.2; P.L.195-2007, SEC.2. All items costing between

$50,000 and $150,000 will be purchased only after inviting three quotes from persons
known to deal in the lines or classes of supplies to be purchased unless another procedure
is authorized by statute. The Monticello-Union Township Public Library will follow all
proper steps for competitive bidding procedures by inviting quotes as required by statute
or by the guidelines of the appropriate state agency.

Indiana Code 5-22-8-3. Purchases between $50,000 and $150,000

Sec. 3. (a) This section applies only if the purchasing agent expects the purchase to be:(1)
at least fifty thousand dollars ($50,000); and (2) not more than one hundred fifty
thousand dollars ($150,000). (b) A purchasing agent may purchase supplies under this
section by inviting quotes from at least three (3) persons known to deal in the lines or
classes of supplies to be purchased. (c) The purchasing agent shall mail an invitation to
quote to the persons described in subsection (b) at least seven (7) days before the time
fixed for receiving quotes. (d) If the purchasing agent receives a satisfactory quote, the
purchasing agent shall award a contract to the lowest responsible and responsive offeror
for each line or class of supplies required. (e) The purchasing agent may reject all quotes.

18
(f) If the purchasing agent does not receive a quote from a responsible and responsive
offeror, the purchasing agent may purchase the supplies under IC 5-22-10-10.

As added by P.L.7-1998, SEC.3. Amended by P.L.195-2007, SEC.3.

The “Purchasing Agency” or the “Purchasing Agent” will purchase services on the basis
of provisions of the contract, cost, experience of the offer or any other factor deemed
appropriate to the services being purchased.

1. The staff member who orders operating supplies will determine the best prices,
while trying to shop locally as much as is financially sound. Items of non-
collection materials that are not operating supplies may be ordered by department
heads or designated staff.
2. In regards to collection materials:
a. All purchases should be made through distributors.
b. When appropriate, purchases (not to exceed $2,500 per calendar quarter)
could be made through retail sources. The decision to purchase for 3(a)
and 3(b) above will be made by department heads, subject to the
approval of the director.
c. A copy of a Net 30 of invoiced purchases will need to be given to the
bookkeeper for payment.
3. Monticello-Union Township Public Library corporate cards are to be used ONLY
by the person to whom the card has been issued. The cards are to be used ONLY
as a LAST means of purchasing materials.
4. Only in extreme circumstances should staff member’s personal money be used to
purchase items for the library. Sales tax will not be exempt if paid with personal
money. Receipts for these purchases must be turned in to the bookkeeper, who
will then submit the request for reimbursement as a monthly claim for the
Library Board approval. Repayment will be made after the Board approves the
claim.
5. Approval of all purchases is the responsibility of the Library Director.

19
Section 1.8a Policy on Materiality and Process for
Reporting Material Items

IC 5-11-1-27(j) requires erroneous or irregular material variances, losses, shortages, or thefts

of political subdivision funds or property shall be reported immediately to the State Board of
Accounts. The State Examiner Directive 2015-6 directs each political subdivision to
determine its own policy on materiality. The Library does not condone any erroneous or
irregular material variances, losses, shortages, or thefts of political subdivision funds or
property but recognizes that relatively small items may not justify the cost of the involvement
of the State Board of Accounts. Therefore, all erroneous or irregular variances, losses,
shortages, or thefts of Library funds or property shall be reported to the Director or
Management Team promptly.

The Library is to report to the State Board of Accounts any erroneous or irregular variances,
losses, shortages, or thefts of cash in excess of $500, except for inadvertent clerical errors that
are identified timely and promptly corrected with no loss to the Library.

The Library is to report promptly to the State Board of Accounts any erroneous or irregular
variances, losses, shortages, or thefts of non-cash items in excess of $2000, estimated market
value, except for those resulting from inadvertent clerical errors or misplacements that are
identified timely and promptly corrected with no loss to the Library, and except for losses
from genuine accidents.

All Library employees and board members are directed to comply with this policy.

Section 1.8b Credit Card Policy

The Board of Trustees of the Monticello-Union Township Public Library recognizes that
it is prudent and convenient for credit cards to be used for certain purchases on behalf of
the Library; the Board has previously adopted a resolution authorizing the use of credit
cards. Therefore, The Board of Trustees hereby adopts the following policy in regards to
the issuance and use of credit cards:

1. The Library Board hereby approves the use of credit cards for certain purposes, more
specifically set forth below, in regard to the conduct of library business.

2. The Board shall adopt a resolution regarding the use of each credit card setting forth
the issuer, credit card number, and the expiration date of each card authorized.

3. Credit cards shall be issued and used only for the following staff positions:

A. Adult Services Manager

B. Youth Services Manager

20
 C. Youth Services Assistant

D. Circulation Services Manager/Systems Administrator

C. Director

4. Credit cards shall be used only for the following purchases and/or payments:

A. Decorating supplies

B. Program supplies

C. Operating supplies

D. Travel expenses (motels, meals, travel)

E. Professional meetings

F. Equipment orders

G. Workshop purchases

5. It shall be the responsibility of the Director to retain all credit cards in a locked file
and to distribute one when someone needs it. Upon return of the credit card to the
Director, a receipt of purchase will be attached. The Bookkeeper will maintain a
register to record the issuance of any credit card.

6. No interest, carrying charges, or penalties shall be incurred due to late payments.

The person using the credit card shall be personally liable for any and all charges for
interest, carrying charges, or penalties incurred due to late payments.

7. Any and all claims filed in connection with the use of credit cards must be itemized
before being approved and paid by the Board. All claims not properly itemized or
documented shall be returned to the employee user for correction. Such employee
user shall be responsible for interest, carrying charges or penalties and the item(s)
purchased without proper documentation (company receipts, invoices, contract
copies, conference agendas, etc.).

8. No tax or taxes shall be paid on any purchase. As per SBOA, it is the responsibility
of the library credit card user to pay any state tax incurred on a purchase. An ST105
(Sales Tax Exemption Certificate) must be presented at the time a purchase is made
to avoid paying sales tax.

9. No personal expenses of any nature shall be charged to any credit cards issued in the
name of the Library. If using a credit card for travel, keep in mind that current
approved levels are $10.00 per diem for breakfast and lunch, $15.00 for dinner for
reimbursement within the state rate for food at a conference, workshop, etc. Out of

21
 state per diem may differ due to higher costs. For example, Illinois approves $20 for
breakfast and lunch and $35 for dinner.

10. Lost Cards

a. It is the responsibility of the user to be accountable for purchases made with

the library credit card and to protect the card while in their possession.

b. Should a card be lost, the user needs to notify the credit card company and
Alliance Bank and follow their steps in getting a new card, keeping the
Bookkeeper and Director notified of the process.

c. As per SBOA, the loss of a credit card needs to be put in the monthly board
minutes of a board meeting for audit purposes.

11. Corporate Cards

a. Corporate Cards need board approval and must be kept in a secure place and
maintained by the Director.

b. A corporate card may be issued by a company to use if a government type

account has been established which provided for a longer billing cycle.

c. A corporate line of credit may be established to use for purchasing resources

for the library not available from some other standard means (e.g. Amazon).

Section 1.9 Investment Policy

1. Policy Statement and Scope

This document will govern the investment activities of the Library. It is the policy
of the Library to invest public funds in a manner that will provide the highest
return with the maximum security while meeting cash-flow demands. All
investments will conform to applicable laws and regulations governing the
investment of public funds.

2. Investment Objectives
The primary objectives of the Library's financial investments, in priority order, are:

A. Legality – All investments shall conform to applicable federal, state, and other
legal requirements.
B. Safety of Principal – All investments shall be undertaken in a manner that
seeks to preserve capital. The objective will be to mitigate credit risk and
interest-rate risk.

22
 C. Liquidity – The Library's investment portfolio will remain sufficiently liquid
to enable the Library to meet all operating requirements that might be
reasonably anticipated.
D. Return on Investments (Yield) – The Library's investments will generate the
highest available return without sacrificing the first three objectives outlined
above.
a. Credit Risk: The Library will minimize credit risk, which is the risk of
loss due to the failure of the security issuer or backer by:
i. Limiting investments to the types of securities listed in Section
8 of this Investment Policy.
b. Pre-qualifying the financial institutions, broker/dealers, intermediaries,
and advisors with which the Library will do business in accordance
with Section 7.
i. Diversifying the investment portfolio in accordance with
Section 4.
E. Interest Risk: The Library will minimize interest rate risk, which is the risk
that the market value of securities in the portfolio will fall due to changes in
market interest rates by:
i. Structuring the investment portfolio so that securities mature to
meet cash requirements for ongoing operations, thereby
avoiding the need to sell securities on the open market prior to
maturity.
ii. Investing operating funds primarily in shorter-term securities,
or money market mutual funds and limiting the average
maturity of the portfolio in accordance with this policy. (see
Section 8).

3. Delegation of Authority
Management responsibility for the Library's investment program is hereby delegated to
the Board of Trustees of the Monticello-Union Township Public Library. The Board shall
delegate, to the library Director or Bookkeeper, the responsibility for the implementation
of the investment program and the establishment of investments consistent with this
Policy. No person may engage in an investment transaction except as provided under the
terms of this Policy and the procedures established by the Board of Trustees.

4. Diversification of Investments
The Library shall diversify its investments to the best of its ability based on the type of
funds invested and the cash-flow needs of those funds. Diversification can be achieved by
the type of investment, number of institutions, and length of maturity.

5. Internal Control
The Board of Trustees is responsible for establishing and maintaining internal control to

23
 insure that the assets of the Library are protected from loss, theft, or misuse. The internal
control structure shall be designed to provide reasonable assurance that these objectives
are met.

6. Reporting
The Director or Bookkeeper shall provide monthly investment reports to the Library
Board that clearly provide the following information regarding the investment portfolio:
types of investments, depository institutions, principal balances, rates of return, and
maturities.

7. Designation of Depositories
All public funds of the Library Board shall be deposited in the designated depositories
located in the territorial limits of the Library District. (IC 5-13-8-9)

8. Permitted investments
The Board of Trustees or their delegate is authorized to invest Library funds in the
following (IC 5-13-9):

A. Securities backed by the full faith and credit of the United States Treasury or fully
guaranteed by the United States and issued by The United States Treasury;
1. A federal agency;
2. A federal instrumentality;
3. A federal government-sponsored enterprise.

B. Discount notes issued by any of the following:

1. A federal agency;
2. A federal instrumentality;
3. A federal government-sponsored enterprise.

Repurchase Agreements (including standing repurchase agreements, commonly known as

sweep accounts)With Depositories designated by the State Board of Finance as
depositories for state investments under IC 5-13-9.5; and involving the political
subdivisions purchase and guaranteed resale of any interest-bearing obligations issued; or
fully insured or guaranteed by the United States, a United States government agency, an
instrumentality of the United States, or a federal government-sponsored enterprise.

The depository shall determine daily the amount of money in this type of agreement that must
be fully collateralized by interest-bearing obligations as determined by their current
market value. The collateral is not subject to the two-year maturity limitation.

Repurchase agreements may be entered into for a fixed term or arranged on an open or
continuing basis as a continuing contract that:

1. Operates like a series of overnight repurchase agreements (may be referred to as

overnight sweep products);

24
2. Is renewed each day with the repurchase rate and the amount of funds invested
determined daily

3. For this purpose is considered to have a final maturity of one day. The Director shall
annually obtain the approval of the Library Board before making investments in the
following:

4. Money market mutual funds that are in the form of securities of or interests in an
open-end, no-load, management-type investment company or investment trust registered
under the provisions of the federal Investment Company Act of 1940, as amended.
Investments in money market mutual funds may not exceed 50% of the funds held by the
Library and available for investment.

The portfolio of this type must be limited to the following:

a. Direct obligations of the United States.

b. Obligations issued by any of the following:

1. A federal agency.
2. A federal instrumentality.
3. A federal government-sponsored enterprise.

c. Repurchase agreements fully collateralized by obligations described in both a

and b above.

The money market mutual fund must be rated as one of the following:

a. Aaa, or its equivalent, by Standard and Poor’s Corporation.

b. Aaa, or its equivalent, by Moody’s Investors Service Inc.

The investment is considered to have a stated final maturity of one day, and shall be
made through depositories designated by the state board of finance as depositories for
state deposits under IC 5-13-9-8.

5. TrustINdiana – the purpose of TrustINdiana is to allow local units of government to

invest in a common pool of investment assets that preserves the principal of the public’s
funds, remains highly-liquid, and maximizes the return on the investment. TrustINdiana
was authorized by the Indiana General Assembly’s passage of Indiana Code 5-13-9-11
during its 2007 session. The Indiana Treasurer of the State has been designated by statue
as the administrator of TrustINdiana. TrustINdiana only invests in securities and
investments that are permitted by Indiana law. Safety is further enhanced by limiting the
term of the specific investments, asset class diversification, as well as the weighted
average maturity of the entire portfolio to correspond conservatively with cash flow
expectations and to mitigate any market timing risk.

25
9. Investment Rate Quotes
Whenever investments are made in a certificate of deposit, quotes of the specific rates of
interest for the term of the CD will be obtained. The quotes will be recorded in a
memorandum and retained as a public record. The deposit will be placed with the
designated depository quoting the highest rate of interest for the selected period. If two
depositories tie for the highest quote, the deposit may be placed in any or all of the
designated depositories quoting the highest rate at the fiscal officer's discretion. (IC 5-13-
9-4)

10. Interest Earnings

All interest derived from an investment by the Library's fiscal officer shall be receipted to
the fund of which they are a part.

11. Prohibited Investments

The fiscal officer may not purchase securities on margin or open a securities margin
account for the investment of Library funds. (IC 5-13-9-9)

The fiscal officer may not purchase foreign investments.

12. Conclusion
This policy has been promulgated by the Monticello-Union Township Public Library to
formalize prudent investment policies and procedures that will meet the investment
objectives of the Library. This policy is to be reviewed by the Board as new investment
legislation becomes law, as staff expertise changes, and/or as necessitated by other
external and internal factors.

26
Section 1.10 Food for Fines Policy
During the library’s Food for Fines period, patrons may donate a designated
nonperishable food item for each $1.00 (or part of a dollar) in existing overdue fines
owed to Monticello-Union Township Public Library, up to $15 per library card.
Payment for lost or damaged library materials, collection fees, or overdue fines owed
to other libraries will not be eligible for this program.

Section 1.11 Photography, Videotaping, and other Recording Devices

Policy
INDIVIDUAL PHOTOGRAPHY/VIDEOTAPING

Persons photographing, videotaping, or recording on library premises have the

responsibility for obtaining the necessary releases and permissions from persons who
are to be photographed, videotaped, or recorded. Taking photographs or videotaping
of a minor, an individual under the age of 18, requires the permission of the minor’s
parent or guardian. The library undertakes no responsibility for obtaining these
releases.

COMMERCIAL PHOTOGRAPHY/VIDEOTAPING

The library does not permit commercial photography or filming, including such by
local press. Any exception requires the expressed written permission from the Library
Director. This permission will be updated yearly to include agency name and
employee names of those who will be photographing at the events.

Community organizations holding scheduled events or meetings in the library study

or meeting rooms may arrange for their own photography or videotaping/recording of
their event. Such photography and videotaping is restricted to the space reserved by
the group, and the group is responsible for any necessary releases and permissions.

LIBRARY STAFF PHOTOGRAPHY/VIDEOTAPING

We often take pictures or shoot videos at library events to use in library publicity
materials and on our website. The library reserves the right to document its services
and the public’s use of the library. Official representatives of the library may take
photographs, videotape, or use other recording devices within the library and at
library-related events and activities for library purposes. These photographs and video
may be copied, displayed, published (including on any library web presence), and
telecast for such purposes as promotion, publicity, and news to inform the public

27
about the library. All such photography/videotaping will be in accordance with library
procedures.

If individuals do not wish us to use a picture or video of them or their child, they
should tell a library staff member prior to the event. This policy extends to
photographs and filming by library staff at Friends of the Library events and at library
booths and programs at public events in the community.

Photography, videotaping, or use of other recording devices may not interfere with
the provision of library services. Staff will terminate any photography, videotaping,
or recording session that appears to compromise public safety or security.

Section 1.12 Notary Public Policy

A notary commission is personal to the notary public. The stamp and commission belong to
the notary public and must be safeguarded by the notary in order to prevent forgeries and
other misuse. Even if an employer pays for the notary commission, the employer cannot
convert the stamp and journal. Additionally, if the employer paid for the notary's bond, the
employer cannot cancel the bond.
The staff member designated at the notary public is acting on behalf of the library board to
provide notary services in the library.
While serving as a notary public, the staff member may not also hold a lucrative office.
The staff member, serving as a notary public:
A. Must adhere to the highest standards of competence and responsibility in providing
notary public services.
B. Shall never notarize any signature without the maker of the signature first appearing
personally before the notary.
C. Shall correctly maintain a notary journal of all notarial acts they perform.
The Library will not provide witnesses, and witnesses may not be solicited from patrons
using the Library. In order to serve as a witness, the witness must personally know the person
whose document is being notarized and must be in possession of valid photo identification.
In accordance with Indiana Notarial Law, Notaries will not provide service if the customer,
document or circumstances of the request for Notary Service raise any issue of authenticity,
ambiguity, doubt or uncertainty for the Library. In this event, the Library Notary may, at
his/her sole discretion, decline to provide Notary Service.
The library notary public is not an attorney licensed to practice law in Indiana, and he/she
may not give legal advice.

28
SECTION 1.13 JUVENILE FINE FREE POLICY
NOT CURRENTLY BEING USED

SECTION 1.14 VOLUNTEER POLICY

PURPOSE

The library volunteer program is designed to enrich the library’s mission and programs.
Volunteers do not replace paid staff; rather, they support the services of the staff.

SELECTION AND REGISTRATION

Volunteers are selected based on their qualifications and the needs of the library. The
Circulation Services Manager will match the volunteer with the job, based on experience,
skills, and other relevant criteria.

JOB DESCRIPTION, TRAINING, AND SUPERVISION

Volunteers will be assigned to work with, and be trained by, a specific supervisor in one of
the departments of the library.

REQUIREMENTS

Student volunteers must be entering sixth grade. A guardian or parent must provide
permission for volunteers under 18. Volunteers will be asked to make a specific time
commitment. All volunteers will be expected to provide the same high quality services as
paid staff and may be subject to a national criminal background check if working with
children ages 14 or younger.

PUNCTUALITY, MISCELLANEOUS BUSINESS

Punctuality is appreciated. The supervisor must be notified if a volunteer will not be

29
 available for a scheduled shift. Volunteers will not be disqualified if they reside elsewhere
for part of the year.

APPEARANCE

Volunteers will be subject to the same requirements of appearance and personal conduct as
are the employees of the library.

EMPLOYMENT, INSURANCE, AND BENEFITS

A volunteer may apply for paid positions when an opening occurs in the library. The
volunteer shall follow the library’s employment application process to be considered as a
candidate for a position. Workers’ compensation does not cover library volunteers. The only
benefit for volunteers is the free use of the copier for the first 15 copies a month.

COMMUNITY SERVICE VOLUNTEERS

These volunteers may be required to fulfill a service requirement for a school, scout group or
some other institution. They may be fulfilling requirements for probation as the result of a
court settlement for an arrest. Usually Community Service volunteers have a number of hours
and a date to be completed requirement. Only one community service volunteer will be
accommodated at a time, based on availability of staff supervision. Before being accepted as
a volunteer, the total hours to be completed in a time frame must be considered. Any
individual requesting to complete hours for probation must provide the details of their arrest,
and may be subject to refusal based on the nature of the crime committed.

Section 1.15 Internal Controls

MUTPL Internal Controls Mission Statement

Mission: The Library’s Internal Controls will examine, evaluate, and report on the
adequacy and reliability of existing controls to ensure that:

Revenues are accurately and completely captured and processed

Expenses are reasonable, appropriate and properly approved
Financial reporting is accurate and reliable.
Automated processing of financial and operating data is accurate, reliable and complete
Laws, regulations, and internally developed policies and procedures are followed
Assets are properly safeguarded
Monitoring activities should be established and used to monitor internal control system
and evaluate the results
Management, the bookkeeper and the director should identify and remediate internal
control deficiencies in a timely basis

30
 Objective: Credit Card
All credit card charges must be for library business purposes, be supported by itemized
appropriate documentation, and submitted to the director’s office in a timely manner.

Reporting: All credit card charges and payments must be accurately reported in the monthly
financial statements to the board of trustees.

Compliance: Credit card claims must meet the requirements of the IC 5-11-10 (Certification
of Claims; Forms) and be on a form prescribed by the SBOA. Accounting and Uniform
Compliance Guidelines Manual for Political Subdivisions requires a credit card policy
and provides guidelines for usage.

Control Environment: The oversight body and management demonstrate a commitment to

integrity and ethical values.

The oversight body and management demonstrate a commitment to integrity and ethical
values by stressing adherence to statutory compliance and State Board of Accounts
guidelines in the employee handbook, which also includes a code of conduct. Employees
are required to certify annually that they have read, understand, and will comply with the
provisions within.

The oversight body oversees the entity’s internal control system.

The oversight body has adopted a credit policy with the minimum requirements set forth in
the Accounting and Uniform Compliance Guidelines Manuals for Political Subdivisions.

Management establishes an organizational structure, assigns responsibilities, and delegates

authority to achieve the unit’s objectives.

Management has established organizational structure for the accountability of credit card
transactions. Responsibilities assigned include maintaining custody of the cards,
reviewing claims for payments for sufficient documentation and reconciling the credit
card statement to the documentation used to support the claims.

Management demonstrates a commitment to attract, develop, and retain competent

individuals.

Employees involved in the credit card process have been educated as to the requirements
and trained on the proper usage, itemization, accountability, and adherence with the
approved policy and applicable Indiana Code.

All personnel (officials, management, and employees) are certified as trained in internal
control standards and procedures.

Management evaluates performance and holds individuals accountable for their internal
control responsibilities.

31
 The oversight body and management review credit card claims for adherence to the
approved policy and applicable Indiana Code prior to payment.
Any charge that is not adequately supported, is not for governmental business or is
inappropriate will not be paid by the Unit and will be the responsibility of the employee.
If this occurs the employee will be subject to the additional training or disciplinary action
as determined by the oversight board.

Employees with credit card usage privileges, supervisory personnel and management are
evaluated on their compliance with laws and regulations and their monitoring
responsibilities during their annual evaluations.

Risk Assessment: Management defines objectives clearly to enable the identification of risks
and defines risk tolerances.

See below: Management identifies, analyzes and responds to risk related to achieving the
defined objectives.

Management has identified risks as follows: Non-compliance with statute/requirements

Insufficient documentation of charge
Inappropriate charge (not government business, personal)
Use of card for cash advance
Unnecessary expense
Lost or stolen cards
Credit card used to circumvent accounts payable process
Inadequate appropriation balance
Interest and finance charges due to late payment

Management’s risk tolerance is as follows: Non-compliance with statute and defined

minimum requirements is not acceptable.

All payments must be adequately documented or will not be paid by unit

Inappropriate charges will be paid by the employee

Cash advance is considered an inappropriate charge and will be paid by employee (the card
should be deactivated, not allowing for cash advances, if at all possible)( employees do
not have access to a pin number)

Expenses deemed unnecessary by the oversight body will be the responsibility of the
employee

Oversight body has included in their policy that all cards must be immediately checked back
into custody, if they have been determined to be lost/stolen, report to mgt immediately.
This should be documented and reported to law enforcement.

Charges for interest and finance charges due to late payments will be the responsibility of
employee responsible for turning in late documentation or late payment.

32
Management considers the potential for fraud when identifying, analyzing and responding to
risks.

Any actions involving credit card usage or payment, deemed to be fraudulent in nature,
will be reported to law enforcement and State Board of Accounts. See the above noted
identified risks and risk tolerances.
The oversight body and management have carefully considered the number of cards to be
maintained in the unit’s name, the credit limit on each card, deactivation of cash
advances, the custody of cards not in use, the logout and login procedures, limits on
amounts of purchases and the itemization and documentation of charges. These
considerations are included in the unit’s policy.

Management identifies, analyzes and responds to significant changes that could impact the
internal control system.

Control Activities: Management designs control activities to achieve objectives and

respond to risks.

Management assigns a person other than the official custodian of the credit cards to match
invoices to charges on the credit card statement and to analyze the use of the card against
the unit’s policy and Accounting and Uniform Compliance Guidelines. Specifically the
assigned person would be reviewing for inappropriate usage or inadequately supported
usage.

Management designs the unit’s information system and related control activities to achieve
objectives and respond to risks.

Management assigns a person other than fiscal officer to reconcile the credit card statement to
the approved payment by the fiscal body. Specifically the assigned person would verify
that the payments paid to the credit card company agreed with the amounts approved by
the Council/Board.

Management implements control activities through policies

The unit has a credit card policy that meets the minimum requirements as defined by the
Accounting and Uniform Compliance Guidelines but then exceeds those guidelines by
addressing the define risks. Any employee allowed to use credit cards to make purchases
and all employees responsible for those purchases and the processing of same, are trained
on the applicable requirements and policies.

Information and Communication: Management uses quality information to achieve the unit’s
objectives.

Operations: claims for payment are submitted to accounting on the approved/prescribed form,
dated, adequately itemized, and approved by supervisory personnel.

33
Reporting: At year end the total payments to the vendor would be verified to the payments
approved, by someone other than the fiscal officer. That verification is documented as
part of the year end closing process. Any deviation is reported directly to the
Council/Board.

Compliance: The unit has a policy in place and has educated its employees. Employees
responsible for review are aware of the allowable usage per the policy.

Management internally communicates the necessary quality information to achieve the unit’s
objectives.

The unit has a handbook, including a code of conduct requiring certification by

employees.
The unit has a credit card policy that exceeds the minimum requirements as set forth in
the Accounting and Uniform Compliance Guidelines Manual.
The unit has established organizational structure for responsibility and accountability.
Employees allowed to purchase using a credit card have been educated as to the
requirements.
Employees responsible for supervision of credit card usage have been educated as to their
responsibilities and accountability.
All employees have been educated and certified as to internal control standards and
procedures.

Management externally communicates the necessary quality information to achieve the

entity’s objectives.

The unit’s financial report is submitted through the gateway system and becomes a public
document.
All payments are approved during an open meeting and documented in the public
minutes.
The certification of training of internal control standards and procedures are maintained
for audit.
Control deficiency identified in an external audit is addressed in a corrective action plan.
A log of credit card access is maintained for audit.

Credit card statements, payments, supporting documentation are all maintained for audit.

Monitoring Activities: Management establishes and operates monitoring activities to monitor

the internal control system and evaluate the results.

The review of the credit card statements to the approved payments are reviewed and
approved on a monthly basis by the board of trustees.
The review of the monthly bank reconciliation is performed and documented by the
bookkeeper and Director.

34
 The annual financial report is reviewed and verified to the records by the director prior to
submission.
Management reviews the internal control system, including policies, procedures and
organizational structure for responsibility and accountability, semi-annually or when
there is a significant change in personnel or processing. The review and any
recommended changes are reported to the oversight body for approval. This approval is
documented in the minutes.

Management remediates identified internal control deficiencies on a timely basis.

Violations or deficiencies are reported to supervisory personnel or Council/Board

immediately, as is appropriate.
Appropriate action, either training, disciplinary, suspension or termination is adequately
documented.
Audit deficiencies are addressed in a corrective action plan submitted to the SBOA.
The oversight body determines that the corrective action plan has been implemented and
completed.

Objective: Payroll
Operations: Payroll is done biweekly, correctly, in a timely manner and accurately reported.

Reporting: All payroll reports from ADP are accurately reported in their entirety and in the
appropriate time period.

Compliance: Compensation should be made in a manner that will facilitate compliance with
State reporting requirements

Control Environment: The oversight body and management demonstrate a commitment to

Integrity and ethical values.

The Board of Trustees and the staff of the Library demonstrate a commitment to integrity
and ethical values by stressing adherence to statutory compliance and State Board of
Accounts guidelines in the employee handbook, which also includes a code of conduct.
Employees are required to certify that they have read, understand and will comply with
the provisions within.

The oversight body oversees the entity's internal control system.

The Library uses ADP online for timesheets. Every employee has his/her own password
to access this web site. The Bookkeeper prints out a report to make sure that the
employee’s hours are correct. The Bookkeeper double checks the employee’s timecard
files for current payroll time period for any errors. Once this is done, the Bookkeeper
submits the hours. ADP is used for processing the payroll for direct deposit. ADP pays
payroll taxes and prepares W-2’s.

35
Management establishes an organizational structure, assigns responsibility, and delegates
authority to achieve the entity's objectives.

The Director and Bookkeeper established organizational structure for the accountability
of payroll.

Management demonstrates a commitment to recruit, develop, and retain competent

individuals.

The director, managers, and bookkeeper have trained each employee on the process of
using ADP online timesheets.

Management evaluated performance and holds individuals accountable for their internal
control responsibilities.

Managers will look over and approve employee’s time cards and correct any errors.

Risk Assessment: Management defines objectives clearly to enable the identification of risks

Management has defined the following risks for Payroll.

Employee is not using the web site correctly.

Employee is not clocking in or out at the correct time.
Employee is not using the web site to schedule PTO hours.
Bookkeeper/Manager/Director can change employee’s hours in ADP.

Management identifies, analyzes, and responds to risks related to achieving the defined
objectives.

An employee is given more or less hours than worked. Risk is 5. Manager, Director or
Bookkeeper can change hours on timesheets.

Management considers the potential for fraud when identifying, analyzing, and responding to
risks.

Any discrepancy over 100.00 will be reported to the State Board of Accounts. Repeat
occurrences will be reported to the police and the SBOA. Two occurrences within a 6
month period will result in disciplinary action.

Management identifies, analyzes and responds to significant changes that could impact the
internal control system.

If there is any management turnover they will be trained to understand all the internal
control policies. If there is any change of accounting software, there will be training for
the bookkeeper on the software.
Bookkeeper is working on standard operating procedure for accounting software.

36
Control Activities: Management designs control activities to achieve objectives and respond
to risks.

The Director and Department heads are trained in the proper procedures.

Management designs the unit's information system and related control activities to achieve
objectives and respond to risks.

Only the Bookkeeper and Director have access to the ADP Run, which is the final step in
processing payroll. Only the bookkeeper has access to the income transactions
component of the computerized accounting system. The bookkeeper has her own user ID
and password for the accounting software. It is not the same as for other computerized
systems in the Library. The bookkeeper changes her password every 30 days and uses a
system that allows her not to write it down. The bookkeeper/Treasurer and Director
perform the bank reconciliation. The Trustees of the Library checks the deposit register
with the daily collections record monthly.

Management implements control activities through policies.

The library has a policy that meets minimum requirements.

Information and Communication: Management uses quality information to achieve the unit's
objectives.

Operations: Managers, Director, and Bookkeeper insure that the employee’s hours are
correct.

Reporting: Reports from ADP are used to ensure that the payroll is correct.

Compliance: The unit has a policy in place and has educated its employees.

Management communicates the necessary quality information to achieve the unit's objectives.

The Library has a handbook, including a code of conduct requiring certification by

employees. The Library has established organizational structure for responsibility and
accountability. All employees have been educated and certified as to internal control
standards and procedures.

Management externally communicates the necessary quality information to achieve the

entity's objectives.

The Library's financial report is submitted through the gateway system and becomes a
public document. All receipts are kept in an orderly manner. The annual report is
prepared and reviewed. Once reviewed and approval for submission is communicated to
the Director, the Bookkeeper/Treasurer submits the report.

37
Monitoring Activities: Management establishes and operates monitoring activities to monitor
the internal control system and evaluate the results.

Management established and operates monitoring activities to monitor the internal

control system and evaluate and results. The review of the monthly bank reconciliation is
performed and documented by the Board of Trustees of the library. The annual financial
report is reviewed and verified to the records by the Trustees of the library prior to
submission. Management reviews the internal control system, including policies,
procedures, and organizational structure for responsibility and accountability, annually or
when there is a significant change in personnel or processing. The review and any
recommended changes are reported to the Trustees of the Library for approval. This
approval is documented in the minutes.

Management remediates identified internal control deficiencies on a timely basis.

Violations or deficiencies are reported to supervisory personnel or Trustees immediately,

as is appropriate. Audit deficiencies are addressed in a corrective action plan submitted
to the SBOA. The Trustees will determine if the corrective action plan has been
implemented and completed.

Objectives - Financial Reporting

Operations: All financial reporting must be supported to the library board and SBOA in a
timely manner.

Reporting: Funds ledger, board minutes, and bank recs are uploaded to gateway on a
monthly basis. Reports are viewed monthly by the Board of Trustees.

Compliance: Financial reports must meet the requirements of the reporting agencies such as
the SBOA and ISL.

Control Environment: The oversight body and management demonstrate a commitment to

integrity and ethical values.

The oversight body and management demonstrate a commitment to integrity and ethical
values by stressing adherence to statutory compliance and State Board of Accounts
guidelines in the employee handbook, which also includes a code of conduct. Employees
are required to certify annually that they have read, understand, and will comply with the
provisions within.

The oversight body oversees the entity’s internal control system.

The oversight body has adopted a minimum requirement set forth in the Accounting and
Uniform Compliance Guidelines Manuals for Political Subdivisions.

38
 Management establishes an organizational structure, assigns responsibilities, and
delegates authority to achieve the unit’s objectives.

Management has established organizational structure for the accountability of financial

reporting. Responsibilities assigned include maintaining financial reports and reviewing
financial reports.

Management demonstrates a commitment to attract, develop, and retain competent

individuals.

Employees involved in financial reporting have been educated as to the requirements and
trained on the proper usage, itemization, accountability, and adherence with the approved
policy and applicable Indiana Code.

All personnel (officials, management, and employees) are certified as trained in internal
control standards and procedures.

Management evaluates performance and holds individuals accountable for their internal
control responsibilities.

The oversight body and management review financial reports for adherence to the
approved policy and applicable Indiana Code prior to submission.

Employees with financial reporting privileges, supervisory personnel and management

are evaluated on their compliance with laws and regulations and their monitoring
responsibilities during their annual evaluations.

Risk Assessment: Management defines objectives clearly to enable the identification of risks
and defines risk tolerances.

See below: Management identifies, analyzes and responds to risk related to achieving the
defined objectives.

Management has identified risks as follows: Non-compliance with statute/requirements

inadequate or inaccurate information.

Management’s risk tolerance is as follows: Non-compliance with statute and defined

minimum requirements is not acceptable.

Management considers the potential for fraud when identifying, analyzing and
responding to risks. Any actions involving financial reporting, deemed to be fraudulent in
nature, will be reported to law enforcement and State Board of Accounts. See the above
noted identified risks and risk tolerances.

Management identifies, analyzes, and responds to significant changes that could impact
the internal control system.

39
 The oversight body and management evaluate the internal control system related to
financial reporting on an annual basis, unless there is a change in significant relevant
personnel. Significant, relevant personnel are defined in the unit's internal control policy
and appropriate action to be taken is defined.

Control Activities: Management designs control activities to achieve objectives and respond
to risks.

The Director, Bookkeeper and Management are trained in the proper classification of
financial reports.

Management designs the unit’s information system and related control activities to
achieve objectives and respond to risks.

The Financial reports are examined monthly by the Board of Trustees of the unit.

Funds ledger, board minutes and bank recs are uploaded monthly into gateway.

Management implements control activities through policies.

The Financial reports are examined monthly by the Board of Trustees of the unit. The
unit is overseen by the SBOA via Gateway annually.

Information and Communication: Management uses quality information to achieve the unit’s
objectives.

Operations: Financial reports are overseen by the Board of Trustees monthly.

Reporting: The unit’s financial reports are uploaded to Gateway monthly and annually by
bookkeeper/treasurer.

Compliance: The unit’s bookkeeper is responsible for preparing monthly reports for the
Board of Trustees and the uploading of financial reports to gateway.

Management internally communicates the necessary quality information to achieve the unit’s
objectives.

The unit has a handbook, including a code of conduct, requiring annual certification by
employees.

The unit has established organizational structure for responsibility and accountability. All
employees have been educated and certified as to internal control standards.

Management externally communicates the necessary quality information to achieve the

entity’s objectives.

The unit’s financial report is submitted through the gateway system and becomes a public
document. The certification of training of internal control standards and procedures are

40
 maintained for audit. Control deficiency identified in an external audit is addressed in a
corrective action plan.

Monitoring Activities: Management establishes and operates monitoring activities to monitor

the internal control system and evaluate the results.

The review of the monthly bank reconciliation is reviewed and documented by the Board
of Trustees of the unit.

The annual financial report is reviewed and verified to the records by the Director prior to
submission.

Management reviews the internal control system, including policies, procedures and
organizational structure for responsibility and accountability, annually or when there is a
significant change in personnel or processing. The review and any recommended changes
are reported to the oversight body for approval. This approval is documented in the
minutes.

Management remediates identified internal control deficiencies on a timely basis.

Violations or deficiencies are reported to supervisory personnel or Council/Board

immediately, as is appropriate.

Appropriate action, either training, disciplinary, suspension or termination is adequately

documented.

Audit deficiencies are addressed in a corrective action plan submitted to the SBOA.

The oversight body determines that the corrective action plan has been implemented and
completed.

Objectives - Petty Cash

Operations: Petty cash must be used for library purposes, be supported by itemized
appropriate documentation, and submitted to the bookkeeper’s office in a timely manner.

Reporting: All petty cash transaction must be accurately reported in the monthly financial
statements to the library’s board of trustees.

Compliance: Petty cash claims must meet the requirements of the IC 5-11-10 (Certification
of Claims; Forms) and be on a form prescribed by the SBOA.

Control Environment: The oversight body and management demonstrate a commitment to

integrity and ethical values.

The oversight body and management demonstrate a commitment to integrity and ethical
values by stressing adherence to statutory compliance and State Board of Accounts
guidelines in the employee handbook, which also includes a code of conduct. Employees

41
are required to certify annually that they have read, understand, and will comply with the
provisions within the employee handbook.

The oversight body oversees the entity’s internal control system.

The oversight body has a adopted a petty cash policy with the minimum requirements set
forth in the Accounting and Uniform Compliance Guidelines Manuals for Political
Subdivisions.

Management establishes an organizational structure, assigns responsibilities, and

delegates authority to achieve the unit’s objectives.

Management has established organizational structure for the accountability of petty cash
transactions. Responsibilities assigned include maintaining custody of petty cash,
reviewing claims for payment or reimbursement for sufficient documentation and
reconciling statements to the documentation used to support the claims, quarterly April,
August and December with someone other than the financial officer.

Petty cash is currently at a $200.00 balance. Cash Box is at $85.00 ($70.00 in bills), front
desk cash drawer is at $15.00, and petty cash box is at $100.00.

Management demonstrates a commitment to attract, develop and retain competent

individuals.

Employees involved in the petty cash process have been educated as to the requirements
and trained on the proper usage, itemization, accountability, and adherence with the
approved policy and applicable Indiana Code.

All personnel (official, management, and employees) are certified as trained in internal
control standards and procedures.

Management evaluates performance and holds individuals accountable for their internal
control responsibilities.

The oversight body and management review petty cash claims for adherence to the
approved policy and applicable Indiana Code prior to payment. Any charge that is not
adequately supported, is not for governmental business or inappropriate, will not be paid
by the Unit and will be the responsibility of the employee. If this occurs the employee
will be subject to the additional training or disciplinary action as determined by the
oversight board.

Employees with petty cash usage privileges, supervisory personnel and management are
evaluated on their compliance with laws and regulations and their monitoring
responsibilities during their annual evaluations.

42
Risk Assessment: Management defines objectives clearly to enable the identification of risks
and defines risk tolerances.

See below: Management identifies, analyzes and responds to risk related to achieving the
defined objectives.

Management has identified risks as follows: Non-compliance with statute/requirements

Insufficient documentation of charge

Inappropriate use (not government business, alcohol, personal)
Unnecessary expense
Petty cash used to circumvent accounts payable process
Inadequate appropriation balance

Management’s risk tolerance is as follows:

Non-compliance with statute and defined minimum requirements is not acceptable.

All payments must be adequately documented or will not be paid by unit
Inappropriate use will be paid by the employee
Expenses deemed unnecessary by the oversight body will be the responsibility of the
employee
Oversight body has included in their body that petty cash must be in the custody of the
bookkeeper. If petty cash is missing this should be documented.

Management considers the potential for fraud when identifying, analyzing and
responding to risks.

Any actions involving petty cash deemed to be fraudulent in nature will be reported to
law enforcement and State Board of Accounts. See the above noted identified risks and
risk tolerances.

Management identifies, analyzes and responds to significant changes that could impact
the internal control system.

The oversight body and management evaluate the internal control system related to petty
cash usage on an annual basis, unless there is a change in significant relevant personnel.
Significant, relevant personnel are defined in the unit's internal control policy and
appropriate action to be taken is defined.

Control Activities: Management designs control activities to achieve objectives and respond
to risks.

Management assists the Bookkeeper to match receipts to cash and to analyze the use
petty cash against the unit’s policy and Accounting and Uniform Compliance Guidelines
and on occasion disbursements of said petty cash. Specifically the assigned person would
be reviewing for inappropriate usage or inadequately supported usage on a quarterly basis
- April, August and December of each year.

43
 Management designs the unit’s information system and related control activities to
achieve objectives and respond to risks.

Management assigns a person other than the fiscal officer to reconcile the petty cash
statement to the approved payment by the fiscal body. Specifically the assigned person
would verify that the payments paid using petty cash agreed with the amounts approved
by the Board.

Management implements control activities through policies.

The unit has a petty cash policy that meets the minimum requirements as defined by the
Accounting and Uniform Compliance Guidelines but then exceeds those guidelines by
addressing the defined risks. Any employee allowed using petty cash to make purchases
and all employees responsible for those purchases and the processing of the same, are
trained on the applicable requirements and policies.

Information and Communication: Management uses quality information to achieve the unit’s
objectives.

Operations: claims for payment are submitted to the bookkeeper, dated, adequately itemized,
and approved by supervisory personnel.

Reporting: At year end the total payments to the vendor would be verified to the payments
approved. That verification is documented as part of the year end closing process. Any
deviation is reported directly to the Board.

Compliance: The unit has a policy in place and has educated its employees. Employees
responsible for review are aware of the allowable usage per the policy.

Management internally communicates the necessary quality information to achieve the

unit’s objectives.

The unit has a handbook, including a code of conduct, requiring annual certification by
employees.

The unit has a petty cash policy that exceeds the minimum requirements as set forth in
the Accounting and Uniform Compliance Guidelines Manual.

The unit has established organizational structure for responsibility and accountability.

Employees allowed to purchase using petty cash have been educated as to the
requirements.

Employees responsible for supervision of petty cash usage have been educated as to their
responsibilities and accountability.

44
 All employees have been educated and certified as to internal control standards and
procedures.

The unit’s financial report is submitted through the gateway system and becomes a public
document.

All payments are approved during an open meeting and documented in the public
minutes.

The certification of training of internal control standards and procedures are maintained
for audit.

Control deficiency identified in an external audit is addressed in a corrective action plan.

A log of petty cash access is maintained for audit.

Petty cash statements, payments, and supporting documentation are all maintained for
audit.

Monitoring Activities: Management establishes and operates monitoring activities to monitor

the internal control system and evaluate the results.

The review of the petty cash statements to the approved payments are reviewed and
approved by the Board of Trustees.

The review of the monthly bank reconciliation is performed and documented by the
Board of Trustees.

The annual financial report is reviewed and verified to the records by the Board of
Trustees prior to submission.

Management and Director review the internal control system, including policies,
procedures and organizational structure for responsibility and accountability, annually or
when there is a significant change in personnel or processing. Review and recommend
any changes to the oversight body for approval. This approval is documented in the
minutes.

Management remediates identified internal control deficiencies on a timely basis.

Violations or deficiencies are reported to supervisory personnel or Board immediately, as

is appropriate. Appropriate action, either training, disciplinary, suspension or termination
is adequately documented.

Audit deficiencies are addressed in a corrective action plan submitted to the SBOA.

The oversight body determines that the corrective action plan has been implemented and
completed.

45
 Objective: Cash Receipts /Daily Deposits
Operations: Daily Deposits are made by Manager in Charge. Bookkeeper counts deposit and
fills out deposit slip. Bookkeeper or Manager who did not fill out deposit will take
deposit to Bank. If a Manager completes the deposit receipt and takes the deposit to the
bank, another Manager will verify that the bank receipt matches the deposit slip.

Reporting: All receipts are to be reviewed by the Library Trustees monthly via Deposit
Register.

Compliance: Manager or bookkeeper match deposit receipt from bank to the deposit slip,
cash daily receipt form and initial Deposit receipt.

Control Environment: The Board of Trustees and the staff of the Library demonstrate a
commitment to integrity and ethical values by stressing adherence to statutory
compliance and State Board of Accounts guidelines in the employee handbook, which
also includes a code of conduct. Employees are required to certify that they have read,
understand and will comply with the provisions within.

All monies received are to be deposited daily in the Library Bank Account at Alliance
Bank by the Bookkeeper or Manager.

Bookkeeper & Director established organizational structure for the accountability of cash
receipts transactions.

Managers involved in the cash receipts process have been educated as to the requirements
and trained on the proper procedures.

Managers must make sure that daily deposits are done. Deviations from procedure,
policies or statute will result in additional training and/or disciplinary action.

Lost or stolen money. Not returning deposit receipt from Bank. Deposit receipt not
matching daily cash sheet

Missing deposit receipt: Manager is responsible for the deposit receipt. If missing, manager
is responsible for receiving a duplicate from the bank. Employee is responsible for any
discrepancy between the total of the bank receipt and the daily cash form.
Noncompliance with the statute and defined minimum requirements is unacceptable.
Any discrepancy over $100.00 will be reported to the State Board of Accounts. Repeat
occurrences will be reported to the police and the SBOA. Two occurrences within a 6
month period will result in disciplinary action.

Management changeover: Training of new managers to all the internal control policies.
Board of Trustees design control activities to achieve objectives and respond to risk.

46
 The Director and Department heads are trained in the proper procedures

Only the bookkeeper has access to the Income Transactions component of the
computerized accounting system. The Bookkeeper has her own User ID and password
for the accounting software. It is not the same as for other computerized systems in the
library.

The library has a policy that meets minimum requirements:

Deposit slips should be purchased from Deluxe and include the library’s name and the
account number. Proof of transactions is used to verify the financial statements.

The unit has a policy in place and has educated its employees.

The Library has an employee handbook, including a code of conduct requiring annual
certification by employees.

The Library has established organizational structure for responsibility and accountability.

All employees have been educated and certified as to internal control standards and
procedures.

The Library’s financial report is submitted through the gateway system and becomes a
public document. All receipts are kept in an orderly manner.

The annual report is prepared and reviewed. Once reviewed and approval for submission
is communicated to the Director. The Bookkeeper/Treasurer submits the report.

Management establishes and operates monitoring activities to monitor the internal control
system and evaluate the results.

The review of the monthly bank reconciliation is performed and documented by the
Bookkeeper and Director and then approved by the Board of Trustees of the Library.

The annual financial report is reviewed and verified to the records by the director prior to
submission.

Management reviews the internal control system, including policies, procedures, and
organizational structure for responsibility and accountability, annually or when there is a
significant change in personnel or processing. The review and any recommended
changes are reported to the Trustees of the Library for approval. This approval is
documented in the minutes.

47
 Violations or deficiencies are reported to supervisory personnel or Trustees immediately,
as is appropriate.

Appropriate action, either training, disciplinary action, suspension, or termination is

adequately documented.

Audit deficiencies are addressed in a corrective action plan submitted to the SBOA.

The Trustees determine that the corrective action plan has been implemented and
completed.

Objective: Bank Reconciliation

Operations: To ensure that all deposits and checks reconcile with the Monthly Bank
Statement

Reporting: To ensure that reports are accurate and reported in the financial statements

Compliance: To ensure that each Bank Statement is accurately prepared each month.

Control Environment:

The oversight body and management demonstrate a commitment to Integrity and ethical
values.

The Board of Trustees and the staff of the library demonstrate a commitment to integrity
and ethical values by stressing adherence to statutory compliance and State Board of
Accounts guidelines in the employee’s handbook, which also includes a code of conduct.
Employees are required to certify annually that they have read, understand and will
comply with the provisions within.

The oversight body oversees the Entity’s internal control system.

The Director and Bookkeeper have developed a process for Bank Reconciliations. The
Bookkeeper/Director compares the bank statement with the deposits and checks in the
accounting program. The Bookkeeper prepares a form showing the Board of Trustees
that the accounting system balance matches the bank statement. Once the Board has
signed off on the form, then the Bookkeeper will continue the reconciliation process. The
Bookkeeper will prepare the reconciliation on a monthly basis.

Management establishes an organizational structure, assigns responsibilities, and

delegates authority to achieve the entity’s objectives.

48
 The Director and Bookkeeper have established organizational structure for the
Accountability of Bank Reconciliations.

Management demonstrates a commitment to recruit, develop, and retain competent

individuals. The Director and Bookkeeper have been educated as to the requirements and
trained on the proper procedures.

Management evaluates performance and holds individuals accountable for their internal
control responsibilities.

Director will ensure that the bank reconciliation is completed in a timely manner.

Deviations from procedure, policies or stature will result in additional training and/or
disciplinary action.

Risk Assessment: Management defines objectives clearly to enable the identification of risks
and risk tolerance.

Management has identified the following risks: Bank reconciliation not done on a timely
manner. Bank statement and accounting system not reconciling.

Management identifies, analyzes, and responds to risks related to achieving the defined
objectives.

Risk low: Bookkeeper has bank recs done before each Board meeting.

Risk possible high: A deposit or check could not have been recorded in the Accounting
program.

Management considers the potential for fraud when identifying, analyzing and
responding to risks.

Any discrepancies over 100.00 will be reported to the State Board of Accounts. Repeat
occurrences will be reported to the police and the SBOA. Two occurrences within a 6
month period will result in disciplinary action.

Management identifies, analyzes and responds to significant changes that could impact
the Internal Control System.

Director, Managers or Bookkeeper turnover. Training of new employees on all the

internal control policies. Change of accounting program. Training of bookkeeper on the
software. Creating SOP for new software.

Control Activities: Management designs control activities to achieve objectives and

49
 respond to risks.

The Director and Department heads are trained in the proper procedures.

Management designs the unit’s information system and related control activities to
achieve objectives and respond to risks.

Only the bookkeeper has access to the income transactions component of the Accounting
program. The Bookkeeper has her own user ID and password for the Accounting
Program. It is not the same password as for other computerized systems in the Library.
The Bookkeeper changes her password every 30 days and uses a system that allows her
not to write down the password. The Trustees of the Library checks the deposit register
with the daily collections record monthly.

Management implements control activities through policies.

Information and Communication: Management uses quality information to achieve the

unit’s objectives.

Operations: Monthly Bank Statements are downloaded from the bank web site.

Reporting: Proof of transactions is used to verify the financial statements.

Compliance: The unit has a policy in place and has educated its employees.

Management communicates the necessary quality information to achieve the unit’s

objectives.

The Library has a handbook, including a code of conduct requiring annual certification
by employees. The Library has established organizational structure for responsibility and
accountability. All employees have been educated and certified as to internal control
standards and procedures.

Management externally communicates the necessary quality information to achieve the

entity’s objectives.

The Library’s financial report is submitted through the gateway system and becomes a
public document. All receipts are kept in an orderly manner. The annual report is
prepared and reviewed. Once reviewed and approval for submission is communicated to
the Director, the Bookkeeper/Treasurer submits the Annual Report.

Monitoring Activities: Management establishes and operates monitoring activities to monitor

the internal control system and evaluates the results.

Management established and operates monitoring activities to monitor the internal

50
 Control system and evaluate and results.

The review of the monthly bank reconciliation is performed and documented by the Board
of Trustees of the library. The annual financial report is reviewed and verified to the
records by the Trustees of the library prior to submission. Management reviews the
internal control system, including policies, procedures, and organizational structure for
responsibility and accountability, annually or when there is a significant change in
personnel or processing. The review and any recommended changes are reported to the
Trustees of the Library for approval. This approval is documented in the minutes.

Management remediates identified internal control deficiencies on a timely basis.

Violations or deficiencies are reported to supervisory personnel or Trustees immediately

as is appropriate. Audit deficiencies are addressed in a corrective action plan submitted
to the SBOA. The Trustees’ determine that the corrective action plan has been
implemented and completed.

Objective: Vendor Disbursement and Small Purchases

Operation: That all legitimate vendor invoices would be paid in the proper amount for the
goods/services received. Receipt of the goods/services would be documented. Payment
would be made in a timely manner after appropriate approvals.

Reporting: All disbursements are accurately reported in the financial statements.

Compliance: Library adopted rules for purchase in compliance with IC 5-22-3-3 and IC 5-22-
8-1 were followed. Expenditures will be in compliance with IC 5-22-8 with the exception
noted Per IC 36-12-3-16(allowed prepayments). IC 5-11-10-1.6 guidance for submission
of claims and guidance for payment, requiring full itemization, approval by receiving
personnel certification by fiscal officer and allowed by Board of Trustees are complied
with. Also provisions in the Accounting and Uniform Compliance Guidelines Manual for
Accounts Payable Vouchers (3-15) and Accounts Payable Voucher Register (3-24, 25) are
followed.

Control Environment: The oversight body and management demonstrate a commitment to

integrity and ethical values. The Trustees and the staff of the Library demonstrate a
commitment to integrity and ethical values by stressing adherence to statutory
compliance and State Board of Accounts, guidelines in the employee handbook, which
includes a code of conduct. Employees are required to certify annually that they have
read, understood, and will comply with the provisions within.

The oversight body oversees the entity's internal control system.

The trustees have adopted a purchasing policy for small purchases defined as $500.00 or

51
 less without board approval. Board of Trustees must approve purchases on amounts
higher than $500.00. The authority for purchasing has been defined. Annually all
components of the internal control system is reviewed, including organizational charts,
job descriptions, standard operating procedures and policies. Any deficiencies not
considered to be urgent are reviewed and addressed at that time. The management and
the Trustees can convene
And address any deficiency or change in environment that requires immediate attention.

Management establishes an organizational structure, assigns responsibilities, and

delegates authority to achieve the entity’s objectives.

Management has established organizational structure for the accountability and

responsibilities of purchasing, processing of accounts payable vouchers and payment of
Vendor invoices for material and/or services. Responsibilities for purchasing, processing
of accounts payable vouchers, and approval for the payment of small purchases has been
defined by the job descriptions and when applicable by Indiana code.

Management demonstrates a commitment to recruit, develop, and retain competent

individuals. Personnel charged with purchasing have been educated as to the
requirements and trained on the proper usage of forms, itemization, accountability, and
adherence with the approved policy and applicable Indiana code. All Personnel
(officials, management, and employees) are certified and trained in internal control
standards and procedures. All employees hired for accounting or cash functions have
been subject to a background check. All job descriptions include skill and education
requirements.

Management evaluated performance and holds individuals accountable for their internal
control responsibilities. Annual evaluations are conducted and adherence to internal
control structure, policies, and procedures are not part of the evaluation. Deviations from
procedures, policies or statute will result in additional training and/or disciplinary action
as determined by the Trustees. Any change that is not adequately supported, is not for
government business or is inappropriate will not be paid by the unit and will be the
responsibility of the employee.

Risk Assessment: Management defines objectives clearly to enable the identification of risks
and risk tolerance.

See Below: Management identifies, analyzes, and responds to risks related to achieving the
defined

Duplicate Payments: Risk medium. Vendor could send duplicate invoices and the
Bookkeeper may not realize the mistake.

52
Alteration of checks: Risk low. If a check was altered, this would be discovered when
monthly Bank Reconciliations are done.

Disbursements for materials or services not for unit - risk low. Invoices or statements are
checked carefully to be sure the Unit has incurred the expense.

Purchases in violation of Conflict of Interest Statue - risk medium. Unit could forget to file
Conflict of Interest form with the State.

Payments not made in a timely manner resulting in late fees - Risk low. Unit has a policy
which allows payment to be made before Monthly Board meeting.

Payment is wrong fund or account - risk medium. This can occur if Manager is unsure
what fund or account is to be used.

Purchase in excess of Budget - risk medium. This can happen if appropriation report is not
checked closely.

Purchase made by an unauthorized person - risk low. Employees are aware who the
purchasing agent is in their department.

Management considers the potential for fraud when identifying, analyzing, and responding
to risks. See above.

Management identifies, analyzes and responds to significant changes that could impact the
internal control system. The following significant changes that could impact the internal
control system has been identified, analyzed and responded to:

New Managers will be trained on internal controls standards.

New Accounting Software: Change took place on January 1st, 2017. Training for
bookkeeper followed installation of new software. Bookkeeper is working on Standard
Operating Procedures for software.

Control Activities: Management designs control activities to achieve objectives and respond
to risks.

The Director, Department Head Managers, Children's Assistant, Teen Librarian,

Bookkeeper, and Processing Clerk is the only people allowed to make small purchases.

The Director and Department Heads are trained in the proper procedures.

Personnel purchasing must also document receipt of the good/services.

53
All purchases are required to be delivered to the Library (never personal residences).

The Library does not have ATM cards, only credit cards.

The Director or Department Managers audits all invoices and certifies that they are
accurate and correct.

The Library uses computerized versions of Accounts Payable Voucher Form 4 and
Accounts Payable Voucher Register Form 364.

The Library does have a policy in compliance with IC 36-12-3-16 allowing for payment
prior to board approval for small purchases but all purchases are included on the register
either before payment or in the case of payment prior to approval, on the next register
directly subsequent.

The treasurer or a board designee reviews all Accounts Payable Vouchers and attached
documentation prior to signing checks.

Custody of check stock is under lock and key and accessible only by the Bookkeeper.

On a monthly basis the board is provided budget to actual reports and monitors
appropriations. This is documented in the minutes.

Annually the board compares collections and expenditures to prior years, reviewing for
trends.

Management designs the unit's information system and related control activities to
achieve objectives and respond to risks.

Only the bookkeeper has access to the accounts payable component of the computerized
accounting system.

The bookkeeper has her own user ID and password for accounting software. It is not the
same as for other computerized systems in the library.

The bookkeeper changes her password every 30 days and uses a system that does not
allow her to write it down.

The bookkeeper performs the bank reconciliation with the director doing a follow up
check.

Management implements control activities through policies.

54
 The Library has policies for purchasing, information, and communication.

Management uses quality information to achieve the unit's objectives.

Operations: Invoices are to be originals when possible. When placing an order online a
printed invoice is acceptable.

Invoices should include the vendors’ letterhead, name, address, phone number, website
and other identifying information.

Invoices must be itemized and complete.

Each purchase should be certified that the invoice is true and correct: Material/services
were ordered and received.

Every disbursement transaction is included in the register for approval.

Reporting: Budget to actual report is reviewed for compliance.

Compliance: Invoices must be itemized and complete. Each purchase should be certified that
the invoice is true and correct.

Materials/services were ordered and received: Every disbursement transaction is included on

a register for approval.

Management communicates the necessary quality information to achieve the unit's

objectives.
Invoices are approved by the receiving party prior to sending to bookkeeper.
The director certifies each Accounts Payable Voucher communicating to the board that
each invoice has been verified as true and correct, the goods were ordered and received
and that the invoice(s) are ready to be paid.

Every transaction is included on the Board register, communicating all transactions

requiring payment.

The board register is signed, communicating the transactions approved for disbursement.
The director/bookkeeper provides the board with budget to actual reports communicating
compliance with budgetary constraints.

A proof of cash is performed to verify that the annual report is reconciled to bank
statements prior to approval for submission.

55
 Management externally communicates the necessary quality information to achieve the
entity's objectives.

The annual report is prepared and reviewed.

Once reviewed and approval for submission is communicated to

the director. The bookkeeper/treasurer submits the report.

Monitoring Activities:

Management establishes and operates monitoring activities to monitor the internal

controls. System and evaluate the results. Management established and operates
monitoring activities to monitor the internal control system

Management remediates identified internal control deficiencies on a timely basis.

The board has a policy for immediately follow up on any reported issues. Any deficiencies
noted during a SBOA examination will immediately be addressed with a corrective action
plan. The board realizes that they are responsible for determining that the corrective
action plan has been successfully implemented.

56
Section 2: Bylaws and Responsibilities

In This Section…

Section Page

Section 2.1 – Board Bylaws 57

Section 2.2 – 60
Duties and Responsibilities

Section 2.3 – 61
Administrative Responsibility

Section 2.4 – Employee Responsibility 61

57
 Section 2.1 Board Bylaws

Article I: Name

This organization shall be called “The Board of Trustees of the Monticello-Union Township
Public Library” existing by virtue of the provisions of the Laws of the State of Indiana, 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 annual meeting of the board.

Section2: Nominations shall 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 successors are duly elected.

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 a true and accurate record of all meetings of the board,
shall issue a 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 be the disbursing officer of the board, signing all checks, and
shall perform such duties as generally evolve upon the office. He/she shall be bonded in
an amount as may be required by a resolution of the board. In the absence or inability of
the treasurer, such other members of the board shall perform his duties as the board may
designate.

58
Article III: Meetings

Section 1: The regular meetings shall be held each month, the date and hour to be set by the
board at its annual meeting. If the Library Board members are unable to attend, they are
to call the library and talk to the Director or leave a message 24 hours prior to the
meeting. Amended 7/12/99.

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 January of each year.

Section 3: The order of business for regular meetings shall include, but not be limited to the
following items, which shall be covered in the sequence shown so far as circumstances
will permit: Amended 3/11/2013

a. Approval of Agenda

b. Disposition of minutes of previous regular meeting and any intervening special meetings

c. Director’s financial report of the library

d. Action on bills

e. Progress and service report of director

f. Committee reports

g. Communications

h. Unfinished business

i. New business

j. Public presentation to, or discussion with, the board

k. Adjournment

Section 4: Special meetings may be called by the secretary at the direction of the president,
the director, or at the request of two 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 four
members of the board present in person.

Section 6: Conduct of meeting: Robert’s Rules of Order shall govern proceedings of all
meetings.

Article IV: Library Director and Staff

59
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 books 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 budgeted appropriation. In the case of 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 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 at each of its
regular meetings.

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 mailed or emailed to
all members at least ten (10) days prior to the meeting at which such action is proposed to
be taken. Approved 3/12/18

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 two-thirds of the
members of the board shall be present and two-thirds of those present shall so approve.

Article VII: Conflicts

Section 1: Nepotism. No member of the Board of Trustees may be related to the third
degree (spouse, parent, sibling, child, grandparent, aunt, uncle, nephew, niece) to any
salaried staff member or to any other Board of Trustees member. If such a relationship

60
 exists prior to the appointment of a member, said member is deemed unqualified to serve.
If such a relationship exists after the appointment of a member, said member is required
to immediately tender his or her resignation.

Section 2: Other Conflicts. If other conflicts, economic or otherwise, arise which give
rise to the appearance of impropriety, the appointing authority shall determine if such
conflict is of such a nature to require the resignation of a member from the Board of
Trustees of the abstention of the member from any discussion or vote regarding a
particular issue. If a member of the Board of Trustees becomes aware of any such
conflict, said member is required to immediately bring such conflict to the attention of
the President.

3/12/18 Approved by the MUTPL Board of Directors will need to be approved again in 2021

Section 2.2 Duties and Responsibilities

Of the Library Board:

1. Employ a competent and qualified library director.

2. Determine and adopt written policies to govern the operation and program of the library.

3. Determine the purpose of the library and secure adequate funds to carry on the library’s
program.

4. Know the program and needs of the library in relation to the community; keep abreast of
standards and library trends; plan and carry out the library program.

5. Establish, support and participate in a planned public relations program.

6. Assist in the preparation of the annual budget.

7. Know local and state laws; actively support library legislation in the state and nation.

8. Establish, among the library policies, those dealing with book and material selection.

9. Attend all board meetings and see that accurate records are kept on file at the library.

a. State law specifies if a board member misses six (6) consecutive regular board
meetings the member will be removed. A letter will be sent indicating the
removal to the member.

b. The board will seek a replacement board member through the appropriate body.

10. Attend regional, state and national trustee meetings and workshops. Affiliate with
appropriate professional organizations.

11. Be aware of the service of the state library.

61
 12. Report regularly to the governing officials and the general public.

Of the Library Director:

1. Act as technical advisor to the board; recommend needed policies for board action;
recommend employment of all personnel and supervise their work.

2. Be responsible for hiring, dismissal, disciplining and promotion of all library personnel.

3. Carry out the policies of the library as adopted by the board.

4. Suggest and carry out plans for extending the library’s services and facilities.

5. Prepare regular reports embodying the library’s current progress and future needs;
cooperate with the board to plan and carry out the library program.

6. Maintain an active program of public relations.

7. Prepare an annual budget for the library in consultation with the board and give a current
report of expenditures against the budget at each meeting.

8. Know local and state laws; actively support library legislation in the state and nation.

9. Have overall responsibility for selection, acquisition, processing and maintenance of all
library materials.

10. Attend all board meetings.

11. Affiliate with local, state, and national professional organizations and attend professional
meetings and workshops.

12. Make use of the services and consultants of the state library.

13. Report regularly to the library board, the officials of local government and the general
public.

Section 2.3 Administrative Responsibility

The Director is charged with the responsibility of administering these policies in a fair, impartial
and consistent manner and making recommendations to the Board for changes in existing policy.

Section 2.4 Employee Responsibility

Library employees must be familiar with and abide by the guidelines in this policy manual and
for all published changes and interpretations.

62
 Section 3: Library Services
Section Page

Section 3.1 – Introduction 63

Section 3.2 – Library Hours 64

Section 3.3 – Library Closings 64

Section 3.4 – Emergency Closing Procedure 65

Section 3.5a – Rules governing the use of the library 66

Section 3.5b – Child Safety Policy 68

Section 3.6 – Denial of Services 69

Section 3.7 – Privilege Reinstatement Policy 71

Section 3.7b- Suspension of Privileges for Health & Safety Reasons 71

Section 3.8 – Borrowing Service 72

Section 3.9 – Confidentiality Policy 73

Section 3.10 – Loaning of Materials 74

Section 3.11 – Meeting Room(s) Policy 77

Section 3.12 – Study Room Policy 79

Section 3.13 – Bulletin Board Policy 80

Section 3.14 – Display Case Policy 81

Section 3.15 – Computer & Internet Acceptable Use Policy 82

Section 3.16 – Computer Disaster Recovery Plan Policy 84

Section 3.17 – Circulating Laptop Policy 85

Section 3.18- Social media policy 86

Section 3.19 Genealogy Searches 86

63
Section 3.1 Introduction

The library provides materials and resources which will provide informational, cultural, and
recreational needs of the people of the community. The library should endeavor to:

1. Select, organize, and make available books and materials in both print and e-format.

2. Provide guidance and assistance to patrons.

3. Sponsor and implement programs, exhibits, displays, book lists, and special events which
would appeal to children, teens, and adults.

4. Cooperate with other community agencies and organizations.

5. Secure information beyond its own resources when requested.

6. Lend to other libraries upon request.

7. Develop and provide services to patrons with special needs.

8. Maintain a balance in its services to various age groups.

9. Cooperate and partner with, but not perform the functions of, school or other institutional
libraries.

10. Provide service during hours which best meet the needs of the community, including
evening and weekend hours.

11. Regularly review library services being offered.

12. Use media and other public relations mechanisms to promote the full range of available
library services.

13. Keep up-to-date on the latest resources and databases.

14. Keep up-to-date with technology for both staff and public.

15. Keep staff updated on current trends, formats, services, technology, EVERGREEN
procedures and encourage continuing education for all.

64
Section 3.2 Library Hours

Monday through Thursday: 9:00 a.m. – 8:00 p.m.

Friday and Saturday: 9:00 a.m. – 5:00 p.m.

Sunday Closed

Section 3.3 Library Closings

New Year’s Eve

New Year’s Day

Martin Luther King Jr.

President’s Day

Good Friday

Memorial Day

Independence Day

Labor Day

Veteran’s Day

Thanksgiving Eve

Thanksgiving Day

Black Friday

Christmas Eve

Christmas Day

65
Please note the following exceptions:

One of the holiday closures will be used as a staff in-service day.

If a holiday falls on a Sunday, the library will be closed on Monday. The only
exception would be if Christmas Eve, for instance, would be on a Sunday and
Christmas Day would be on a Monday. Then the library would be closed both
Monday and Tuesday.

If a holiday falls on a Saturday, the library will be closed on Friday as well as

Saturday. The only exception would be if Christmas Eve would fall on a Friday
and Christmas Day would be on a Saturday. Then the library would close
Thursday, Friday and Saturday.

Section 3.4 Emergency Closing Procedure

The Director is responsible for the decision to close. If the Director is not available then
the Department Head with the most seniority is responsible for the decision. If none of
the Department Heads is available, then the staff member with the most seniority will
make the decision.

Bad Weather
Listen to weather reports on TV and radio for forecasts. Be aware of expected arrival
times, intensity of approaching storms, with blowing snow and ice the highest priority.

Power outages
Try to determine the expected length of the outage by calling NIPSCO. Keep in mind
checking out materials can be done manually as long as it is daylight.

Closing Checklist
1. Contact the radio station WMRS 574-583-8933 or Facebook page, identify
yourself as the Monticello-Union Township Public Library Representative and
give the closing announcement.

2. Call WLFI- TV 1-765-463-1800 and give closing announcement.

3. Send the staff home, with the furthest travel time given earliest dismissal.

4. Call the staff at home before they are due to arrive if the library is closing early
or not opening.

5. Call the Board President to inform him/her of the decision to close.

66
 6. Post-closing notices on entrance and back doors, whenever possible.

7. Share on social media that the library is closed.

Emergency Closing Numbers

White County Highway Department (County Roads) (219)984-5851

Civil Defense (574)583-4692

NIPSCO 1(800)464-7726

Board President, Art Morgan (574)583-7326

Section 3.5a Rules Governing the Use of the Library

Section 1: The library’s rules of behavior are designed to protect the rights and safety of
Library patrons; to protect the rights and safety of staff members; and to preserve and
protect the Library’s materials, facilities, and property. Small snacks and small covered
beverages are allowed in public areas of the Library unless otherwise noted.

Patrons are required to follow the rules so that everyone can enjoy the use of the library.
Persons failing to follow the Library’s behavior rules will be asked to leave library property.
Continued noncompliance will result in suspension of library privileges.

Unacceptable behaviors include but are not limited to:

1. Disruptive conduct, including behavior that presents danger to the life, well-being,
health or safety of others.

2. Using obscene language or gestures

3. Smoking, chewing, and other tobacco use; vaping

4. Being under the influence of alcohol or illegal drugs or possessing alcohol or illegal
drugs

5. Possessing weapons (except by law enforcement officers or others lawfully licensed

to carry) or exhibiting any instrument in a threatening manner*

a. *Legal possession of firearms is governed by Indiana law and is not

additionally regulated by this policy.
6. Use of furniture, library equipment or facilities in a manner for which they
were not intended or designed

67
 7. Sleeping

8. Using restrooms for bathing or shampooing, or doing laundry

9. Running, pushing, shoving or throwing objects

10. Verbally or physically threatening or harassing other patrons, or library staff

11. Loitering

12. Soliciting

13. Using cell phones or pagers unless ringers are set to vibrate and the user speaks in a
moderate volume

14. Bringing pets or animals, other than service animals into the library

15. Entering the library without shirt or shoes

16. Patrons whose bodily hygiene is offensive so as to constitute a nuisance to other

persons shall be required to leave the building

17. Damaging or defacing library property

18. Leaving children age seven and under unattended

19. Consuming food or beverages in a manner that creates an unclean environment,

attracts insects or vermin, disrupts other customers or is harmful to the library
20. Remaining in the library after closing or after being asked to leave
The Library reserves the right to inspect all bags and other articles. Unattended bags could be subject
to confiscation.

Section 3.5b Child Safety Policy

Section 2: Children are always welcome in our library. However, we are concerned about their
safety and welfare. In order to provide a welcoming environment, note the following policies
conducive to library use and for your child’s safety and welfare:
1. A parent or adult should accompany children age seven and under at all times.
During story times or other programs, a parent, guardian, or caregiver must
remain in the library.

2. Parents, guardians, and child care providers are responsible for monitoring the
activities and for regulating the behavior of their children while the children are
in the library.

68
 3. The library advises parents, guardians, and child care providers that it cannot
provide child care or latchkey care.

4. Minors eight years old and older who come to the library without a parent,
guardian, or caregiver are welcome for appropriate use of the library.

5. The library reserves the right to limit stays by unattended minors.

6. Continued disruptive behavior* may cause the child to lose his/her library
privileges.

7. If needed, Child Protective Services/police will be contacted in the case of

unsupervised children.

8. Children with suspected communicable disease may be asked to leave the library.

Parents, guardians, and caregivers should be aware of the library’s hours and are expected to
make advanced arrangements to pick up their children prior to closing. Due to liability
concerns, library staff is never allowed to drive minors home.

Note: Disruptive behavior includes, but is not limited to, loud talking, arguments, foul
language, and running in the library, annoying other patrons, or mistreating library
property. A minor child is defined as anyone under the age of 18.

Section 3.6 Denial of Services

The behaviors identified in Section 3.5a Rules Governing the Use of the Library are
considered to be unacceptable patron conduct and will result in appropriate discretionary
responses from library staff according to the following progressive criteria:

1. Staff will ask patron his/her name and to cease the unacceptable behavior. Staff will
record the patron’s name, date, offense (the reason they are being warned), and mark the
first strike in the Flag System spreadsheet featured below.

2. If the patron does not comply, staff will repeat the request to cease the unacceptable
behavior and inform the patron that it is the last warning. Staff will record the second
strike in the Flag System spreadsheet.

3. If the patron still does not comply, staff will ask patron to leave facility. If necessary,
staff will call the police. The staff member involved will record the third strike in the
Flag System spreadsheet.

4. If a patron is banned for any amount of time, staff will make sure to give an exact date
the patron can return to the library. If a six (6) month ban is in place, the patron must talk

69
 to the Director before returning. If such patron is a minor, a parent/guardian needs to be
present at the talk. Any patron banned from the library for six (6) months or more may
appeal to the MUTPL Board of Trustees for a potential reduction in time away from the
library. The appeal will then be scheduled for the next public meeting of the Board of
Trustees.

5. Repeated offenses of disruptive behaviors on a daily or near daily basis will be subject
to a lengthier suspension of library privileges to be determined by the Director on a case
by case basis. If the patron is under eighteen (18) years of age, the parent/guardian will be
contacted by phone or mail by the Director. For patrons ages eighteen (18) and older, a
letter will be sent to the last known address with a copy of this policy and a date they may
return to the library.

Flag System Spreadsheet

Reason (Examples) One Day Ban One Week Ban Three Month Ban Six Month Ban
Foul language, running, 1x 2x 3x 4x
annoying patrons (First Offense) (Second Offense) (Third Offense) (Fourth Offense)
Theft, verbal abuse 1x 2x
Damage property 1x 2x
Physical abuse 1x
Escalated threat or x x x
repeat offenders

Note:

● This is a loose chart for banning patrons and does not cover all situations. Any
part of the process can be bypassed should the need occur, especially if a situation
escalates with other patrons, property, and/or staff.
● Staff may have to complete a typed incident report along with marking the chart,
depending on the incident.

Zero Tolerance Behaviors

The behaviors mentioned below will result in immediate expulsion from the library until
either legal action is complete or the Library Director has met with the offender to discuss the
consequences of the behavior.

1. Stealing, damaging, altering of any library property including, but not limited
to, defacing of library materials, vandalizing library equipment, furniture, and
computers

2. Carrying weapons or a firearm other than allowed by law.*

3. Any unsolicited, unwelcome, or unreasonable pursuit of another patron.

70
 4. Committing sexual offenses. (Examples: indecent exposure,
inappropriate/unwelcome sexual advances or harassment)

5. Verbal, physical, written or electronic harassment or abuse. (Examples:

Cursing at patrons or staff; approaching patrons or staff and engaging in
unwanted or inappropriate interaction; threats to personal safety of patrons or
staff; the transmission of threatening, harassing, malicious, or abusive
language and/or images.)
*Firearms on Library Premises

All individuals possessing firearms on library premises must comply with state and federal
law and also MUST comply with the following provisions. Failure to comply with these rules
will result in removal of said person from library premises and may result in confiscation of
the firearm and/or prosecution.

(i) Handgun Possession – Ind. Code § 35-47-2-1. No person may possess a handgun on
library property or inside any library building (“Library Premises”) unless they also
possess a valid permit to carry a handgun in the State of Indiana.

(ii) Criminal Recklessness – Ind. Code § 35-42-2-2. All firearms carried on Library Premises
must be secured in a manner which prevents potential injury or serious bodily harm to
any other person or to property.

(iii) Criminal Recklessness – Ind. Code § 35-42-2-2 and Pointing a Firearm – Ind. Code § 35-
47-4-3. No person may point, brandish or display a firearm in any manner that is intended
to threaten or intimidate any library patron or library staff member.

(iv) Criminal Recklessness – Ind. Code § 35-42-2-2. Persons may not carry a firearm in any
manner which violates Indiana’s Criminal Recklessness Statute.

Section 3.7A Privilege Reinstatement Policy

After the six-month ban has passed, the patron will need to meet with the director to discuss
behavioral expectations before his/her privileges will be reinstated. If the patron is under 18
years of age, the parent/guardian will need to accompany him/her when meeting with the
director.

There will be a six-month probationary period beginning the day of reinstatement. Any
patron who is asked to leave the library for unacceptable behavior within the probationary
period will be banned for a second six-month period.

71
Section 3.7B Suspension of Privileges for Health and Safety Reasons
It is the responsibility of the Monticello-Union Township Public Library to maintain a
healthy and clean environment for all Library users and to protect the Library’s investment in
its collections, equipment and property. In order to fulfill this responsibility, the Library may
restrict a user’s ability to borrow materials and/or to visit Library facilities when such use
may jeopardize the health and cleanliness of Library facilities, collections and users.

Examples of situations where borrowing of materials may be suspended include but are not
limited to: evidence that items on loan to a patron may have been returned with insects that
are known to be damaging to library materials, or that can result in pest infestations in library
facilities. Should it become necessary to suspend Library privileges of a patron in order to
protect Library collections, facilities or other users, notification of the suspension will be
made by the Director of the Library or the Circulation Services/System Administrator
Manager. Any patron that has privileges suspended under the terms of this policy may
request a reevaluation of the suspension under the terms of the reinstatement of Library
privileges policy.

Section 3.8 Borrowing Service

Library Cards

To borrow library materials all patrons are required to present a valid library card or
government-issued photo ID if their library card is not available. Student cards will
expire August 31st of the following school year.

Card Fees
1. Residents of Union Township and Jackson Township – No Charge

2. Townships with contracted library service pay a set amount agreed upon by the library
board of trustees and the library. The amount is determined on an annual basis.

3. Twin Lakes teachers and students who are considered non-resident will be issued a card
for educational purposes at no charge.

4. Replacement Library card fee is $2.00

Reciprocal Borrowing
Any valid library card holder from the list of Reciprocal Borrowing libraries may use
materials at the issuing library.

72
PLAC cards
The Public Library Access Card (PLAC) is the name for the statewide library card enacted by
the Indiana General Assembly in 1993 (Indiana Code 4-23-7.1-5.1). The PLAC program
allows an individual to purchase a card which allows them to borrow materials directly from
any public library in Indiana.

A PLAC card may be sold to any resident of Indiana who has a valid library card issued by
any public library in the state. The Public Library Services Committee of the Indiana State
Library Advisory Council.

Transitional Profile
The Monticello-Union Township Public Library will offer library services to persons without
a permanent home in our library district. Services are limited to those locally available with a
maximum circulation of three (3) concurrent items. Applicants must have a community
sponsor. The library will establish a list of community sponsors. Term of service has been
set at three (3) months. A blue card should be issued to indicate that the card is only good at
the issuing library. Sponsorship forms will be available for sponsors to fill out and distribute
as needed.

Section 3.9 Confidentiality Policy

The Monticello-Union Township Public Library Board of Trustees specifically recognizes its
circulation records and other records identifying the name of the library users to be
confidential in nature, in accordance with provision in the Indiana Code IC 5-14-3-4(b) and
IC 5-14-3-4(b) (16).

All library employees are advised that such records shall not be made available to any agency
of state, federal, or local government except pursuant to such process, 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.

73
Upon receipt of such process, order, or subpoena, the library’s officers will consult with their
legal counsel to determine if such process, order, or subpoena is in proper form and if there is
a showing of good cause for its issuance; if the process, order, or subpoena is not in proper
form or if good cause has not been shown, they will insist that such defects be cured.

Section 3.10 Loaning of Materials

Check out limits

Each cardholder may check out ten music cds, ten DVDs, and up to 100 items in total

Circulation Periods
Materials in the circulating collection are loaned for various days (exception: the newest
magazine issue does not circulate.) Reference materials and newspapers will not circulate.

Overdue Material
It is the responsibility of the patron to return all borrowed materials on time. Fines are
twenty-five cents per day per item overdue.

Replacement costs for lost and/or damaged materials

Use the price listed in the bibliographic record.

If no price appears in the bibliographic record, the following charges apply:

● $40.00 each for Reference books

● $25.00 each for Large Print books
● $20.00 each for hardback books, compact discs, videotapes, audiotapes, and
DVDs
● $ 5.00 each for paperback books
● $ 5.00 each for magazines
● $ 2.00 each for replacement of barcode or book jacket

Note: A $ 10.00 processing fee will be added. Fines accrued will be forgiven.

74
FEE Schedule

Audio Cases $8.00 Scanning Services

Free
Barcode Labels $2.00
Credit Cards
Spine Labels $1.00
Accepted for payment above
CD cases $1.00
Single $1.50 Fax Charges
$2.00
Double $1.50

Triple+ $2.00 Lost Library Card

$2.00

Non-Sufficient Funds Fee

DVD Cases $30.00

Single $1.50 Overdue Fines per day, per item

All items
Double $2.00 $0.25

PLAC Fee 2019

Triple+ $3.50 $65.00

Meeting Room fees (Program &

Conference)
Copy Charges
Nonprofit groups
Per copy $0.10
No charge
2 sided copy $0.20
For profit groups
Color copy $0.25
$75.00
2 sided color copy $0.50

75
Section 3.10 Loaning of Materials, continued

Large Bills
No bills larger than $20.00 will be accepted to pay fines and fees. The bill will be checked
with a counterfeit pen to assure authenticity.

Insufficient Funds
A fee of $30.00 will be charged on all insufficient fund checks.

Refund checks to patrons

No refund will be given to a patron for a “Lost” item for which a patron has paid. Fines, fees
and third party collection fees are not refundable.

Renewal of materials may be made by phone, online or in person except for materials on hold
for another patron.

Inter-library Loan

(Requests are fulfilled by SRCS through EVERGEEN. ILL is an alternative option.)

When specific titles are not available within the collection of the library, patrons may request
the use of the inter-library loan service. The patron is requested to provide the needed
information, e.g. author, title, publisher, and publication date if possible. Inter-library loan
service is free to the patron.

The inter-library loan service is a courtesy provided to the Monticello-Union Township

Public Library by other libraries. It is the responsibility of the patron to return borrowed
interlibrary loan materials on time. Failure to do so may result in loss of inter-library loan
privileges. To facilitate prompt return to the lending library, fines are twenty-five cents per
day for each item overdue.

76
 Section 3.11 Meeting Room(s) Policy

Program & Conference

The purpose of the meeting room is to meet informational, cultural, educational, civic,
political, or religious needs of organizations of the community. The room is available for
social or business functions. Alcohol may be served at adult library sponsored programs. The
coordinator of the program will verify that attendees are of legal drinking age.

The room must be booked and paid for in advance on a first come, first served basis. Any
organization may schedule meetings six (6) months in advance. If they wish to use the room
at other times, they may book the room a week in advance if it is available. There is a $75.00
charge for other organizations when the meeting room is used for business or personal
gatherings of ten (10) or more (i.e. baby showers, family reunions, etc.). No refunds will be
given for cancellations. There is no charge for a non-profit organization.

Library activities take precedence over other activities. The library may cancel any
scheduled event if it conflicts with the operation of the library or if the room is needed for a
library sponsored activity. A thirty-day notice will be given when possible before a
cancellation or rescheduling is made by the library.

Should an organization fail to comply with the library’s policy it will forfeit the privilege of
using the meeting room in the future.

Use of the room should be scheduled to occur only during the hours the library is open. The
Program Room will seat 65, or 45 seated at tables. The Conference Room will seat up to 25.
Users are responsible for arranging tables and chairs for their use and then returning them to
the original arrangement.

Equipment may be used upon request prior to the event. (See Appendix E for details)

The room should be straightened and cleaned up and put back together in the same condition
as it was found. Failure to do so will result in a charge for restoring it to its former condition.
This charge will amount to a custodial fee of at least $15.00 per hour in addition to repairing
any damage done to the room or equipment.

There are no cooking facilities, although light refreshments may be served. The sink does not
have a garbage disposal. Do not place food, paint, or objects down the drain. A clogged sink
or other damage done may result in a charge to clear up the plug.

The library cannot store equipment and/or supplies. Use of the AV equipment must be
reserved with the library.

77
If the library is closed when the meeting ends, lights in the program room, restrooms, and
entry hall should be turned off (program room only).

Non-library sponsored events cannot go past the library’s closing times.

The library does not assume any responsibility or liability for the security of personal or
organization items.

Most meetings are presented in a public forum, including all regular board meetings and
programs. There could be circumstances where a group/meeting is in a limited public forum
setting. A limited public forum is created when a library opens spaces such as meeting rooms
or display spaces for public use, but reserves their use or the groups that use them for the
discussion of certain topics. Rosenberg v. Rector and Visitors of the University of Virginia,
515 U.S. 819, 829 (1995). A designated forum may be limited as to speakers or as to subject
matter, if the distinctions drawn are reasonable in light of the purpose served by the forum
and are viewpoint neutral. Bronx Household of Faith v. Community School District No. 10,
127 F.3d 207 (2nd Cir. 1997). Reasonable time, place and manner restrictions may also be
imposed to limit expressive activity. Perry Education Assn. 460 U.S. at 46.

Originally Published December 31, 2009 North Suburban Library System Newsletter

Groups using the program room assume responsibility for any damage to library property.
Written agreement to this will be signed at the time of reservation.

Minors must be accompanied by an adult at all times, in either - conference or program room.
A minor child is defined as anyone under the age of 18.

See Appendix E for Meeting Room Form

78
Section 3.12 Study Room Policy

1. A study room can be reserved in advance at the main circulation desk.

2. A study room is reserved for a 2 hour block, once a day
3. Exceptions may be given for specialized visits such as court ordered supervised visits or
school-related proctored tests that the library oversees.
4. Study room can be reserved up to 30 days in advance.
5. If a study room is not in use, it is available on a first come, first served basis.
6. Time may be extended for an additional hour if no one has reserved or requested the
room.

General information

1. No fee is charged for the use of the study room

2. Study rooms are available during library service hours only and must be

exited 15 minutes before closing

3. Each study room seats two (2) at a table

4. Noise level must be kept low.

5. The lights must remain on

6. Non-compliance to the library rules and guidelines could result in

suspension of privileges to the study room or the library.

79
Section 3.13 Bulletin Board Policy

Bulletin Board Materials

Bulletin board materials may be submitted for posting by nonprofit organizations only for
civic, educational, or cultural purposes. Such organizations may submit literature publicizing
a specific event. Limited space generally allows only short-term notices. The Youth
Services Manager must approve all postings and may prohibit postings which do not meet
library standards. Library staff will place and remove postings promptly.

Requirement

1. Each item posted must be dated and signed.

2. A request for return of items, along with name and telephone number of person to be
contacted, should be printed on the back of each article.

80
Section 3.14 Display Case and Exhibits Policy
The Monticello-Union Township Public Library welcomes exhibits and displays of interest,
beauty, information, and enlightenment to the community. Library displays shall have priority in
the use of the display case. Community use of display case will be assigned on a first come, first
served basis to groups primarily serving the needs and interests of the community. The Adult
Services Manager shall accept or reject material offered for display based on its suitability,
availability, and/or relevance.

Responsibility
The Library assumes no responsibility for the preservation or protection, and no liability for
possible damage or theft of any displayed or exhibited items. All items placed in the library are
there at the owner’s risk.

Locations
Areas available to the public for displays and exhibits are the glass display case in the lobby
exhibit wall space in the program room and foyer, A release form (Appendix E, page 88) must be
signed by the exhibitor before any artifact or art piece can be placed in the library for the agreed
upon period of time.

Guidelines
Exhibits should contribute positively to the library’s environment, highlight if possible the
library’s collection, promote resources, services, and the mission of the library, enrich the life of
the community, and be a means of strengthening partnerships between the library and the
community.
Limited public forum - A display case, where a library has written a policy limiting what can be
displayed, would be considered a limited public forum.
Originally Published December 31, 2009 North Suburban Library System Newsletter (see #
page for full explanation)

Sales
The library retains the right of a sales commission of 30% for displayed artwork which is for sale.
An inventory sheet must be filled out with a description and pricing of the art work available for
sale to the Adult Services Manager. A W9 tax form will be required to have on file to sell
artwork.

Publicity
Art exhibits displayed in the library’s program room will be publicized in library publications
such as the newsletter, calendars, press releases to local newspapers, flyers, and social media. A
release authorizing the library to use the artwork for publicity purposes will be required.
Release Form
Person(s) displaying artwork or other exhibits need to sign a release form (Appendix F) before
setting up their work.

81
Section 3.15 Computer/Internet Acceptable Use Policy

Responsibilities of Computer Users: The Monticello-Union Township Public Library

(MUTPL) requires computer users to respect the rights and sensibilities of all library
users. Some Internet sites are inappropriate for viewing in a public setting. Users should
refrain from the use of Internet sounds and visuals that may disrupt the ability of other
library patrons to use the library and its resources. Library staff members reserve the right
to end Internet sessions when sexually explicit or pornographic materials are displayed.
(See also Illegal and Unacceptable Uses).

1. Internet Safety: Librarians are partners with parents in guiding children to safe and
appropriate use of the Internet. Because of the requirements of the Children's Internet
Protection Act (CIPA), MUTPL filters all public computers. Adult patrons may elect to
disable the filter for unrestricted Internet access for any lawful purpose that meets
MUTPL guidelines. (See appendix C, Freedom To View, page 87). Parents and
guardians are responsible for supervising their children's Internet sessions.

2. Copyright: U.S. Copyright law (Title 17, U.S.C.) prohibits the unauthorized
reproduction or distribution of copyrighted materials, except as permitted by principles of
fair use. Users may not copy or distribute electronic materials without the explicit
permission of the copyright holder. Responsibility for any consequences of copyright
infringement lies with the users; MUTPL expressly disclaims any liability or
responsibility resulting from such use.

3. Software/Hardware: Library software is copyrighted and may not be reproduced. (See

also Copyright). Users may not install their own or any other software on library
equipment. Users are not permitted to store any software or other data on the Library's
computers or alter the programs currently installed on the systems. Anyone tampering
with library hardware or software may be denied access to library computers in the
future, and also may lose library privileges.

4. Disclaimer: Users access the library computer hardware, software and documentation
at their own risk. The Monticello-Union Township Public Library is not responsible for
equipment malfunction, loss of data, any damages to the user's disks, data or electronic
transactions of any type.

5. Wireless Internet: Free filtered wireless internet is provided by the Monticello-Union

Township Public Library for patrons to use their personal laptop computers or equipment.
By choosing to use the library’s WiFi service, the user agrees to abide by the library’s
Computer/Internet Acceptable Use Policy. The library assumes no responsibility for any
alterations or interference with a computing device configurations, operation or data files
resulting from connection to the WiFi Network.

82
6. Illegal and Unacceptable Uses: Patrons may use the library computers only for legal
purposes. Examples of unacceptable uses include but are not limited to the following:

● Display of sexually explicit or pornographic materials;

● Harassment of other or violation of their privacy;
● Libeling, slandering or maliciously offending other users;
● Violation of copyright laws or software licensing agreements;
● Attempting to crash, degrade performance or gain unauthorized access to
MUTPL's or other computer systems and networks;
● Damaging equipment, software or data belonging to the MUTPL or other users;

Note; This policy will be reviewed annually by the Board of Trustees.

IC 36-12-1-12Policy for Internet or other computer network use

Sec. 12. (a) This section applies to a board of a public library that allows library patrons to
use library software to access the Internet or other computer network.

(b) As used in this section, "computer network" has the meaning set forth in IC 35-43-2-3.

(c) The board of a public library shall adopt a policy concerning the appropriate use of the
Internet or other computer network by library patrons in all areas of the library.

(d) The board shall make the policy adopted under subsection (c) readily available to all
library patrons.

(e) The board of a public library shall annually review the policy adopted under subsection
(c).

[Pre-2005 Elementary and Secondary Education Recodification Citation: 20-14-1-7.]

As added by P.L.1-2005, SEC.49.

Violations of the Monticello-Union Township Public Library's Computer/Internet Acceptable

Use Policy may result in the loss of Internet and/or library privileges. Illegal use of the
computers also may result in prosecution by local, state or federal authorities.

83
Section 3.16 Computer Disaster Recovery Plan
Declaring a disaster:

A disastrous event is one in which the library will be inaccessible for an extended period of time
or the library’s computer system must be replaced. A disaster may be declared by the president of
the Board of Trustees at the recommendation of the director.

Systems affected:

● Evergreen Indiana Automated Circulation and Catalog system

● Bookkeeper’s Computer
● Email
● Website
● Shared Folder (S: Drive)
● Network

Backup processing:

Evergreen Indiana is URL based and can be run from a functioning computer with internet
access. The Evergreen database is housed off site and would not be affected by a local disaster at
the library.

The bookkeeper’s computer is backed up daily onto a removable media device. If this computer is
damaged, data can be restored from the backup.

Library email is hosted by Google and all staff email, contacts, and calendars are offsite and can
be accessed by a functioning computer with internet access.

The library’s website is hosted offsite.

The shared drive (“S:\”) is backed up daily onto a removable media device. If the computer
hosting this drive is damaged data can be restored from the backup.

Network maintenance is managed by ENA. Automated systems are in place to check network
status and alert ENA in the event of a network outage. If connectivity issues occur please contact
ENA Help Desk at 888-612-2880.

Operation of Computer Systems during Interim Period

If the library remains open during a disaster period, circulation can operate on the Evergreen
Indiana Standalone interface which would upload circulation transactions to the main server later.
If the Standalone interface is not available, circulation records are to be kept manually and
entered into the Evergreen Indiana when it is possible to do so.
In the event of a catastrophic disaster, bookkeeping and payroll functions would continue at
another temporary facility until the library building reopens. Backups would be used to restore
data.

84
Section 3.17 Circulating Laptop Policy

The Monticello-Union Township Public Library offers laptop computers for use within the
library. The computers are loaned at the circulation desk.

You must be at least 18 years of age and be able to provide valid photo identification, such as a
driver’s license, which the library will keep as long as you have a computer.

You must also sign the Library Laptop Checkout agreement and abide by the posted
Computer/Internet Acceptable Use policy adopted by the Board of Trustees of the Monticello-
Union Township Public Library.

1. There is no charge to use the computers, and you are not required to have a library card.
You may, however, check out only one at a time, and you may use the computer only in
the library for a two hour block.
a. Wireless internet access is available throughout the library building.
b. You are not permitted to save documents to the laptop’s hard drive for future
retrieval but must use a flash drive or virtual means to save documents.
c. If you need assistance, feel free to ask a library staff person.
d. You also are not permitted to download software or modify settings on the
computer, including the home page setting, the wallpaper, etc. Violators may lose
their library computer and building privileges.
e. If no one else is in need of a laptop, time may be extended for an additional hour.
f. Library classes take precedence over the use of laptops

Note: An individual who violates the Computer/Internet Acceptable Use policy will forfeit all
computer privileges, at a minimum, for the rest of the day. Violations will be determined
solely by the library staff. The library director may add further suspension and will
provide formal notice of the suspension and a means of appeal.

See Appendix G for Laptop Checkout Agreement Form

85
Section 3.18 Social Media Policy

MUTPL endorses the use of social media tools as an important enhancement of

communication, collaboration, and information exchange between staff, patrons, and the
general public. Social media use can also provide streamlined, cost-effective marketing and
outreach as well as foster a sense of community between the library and its users. Use of
social networking sites by the library complements the mission of the library by helping to
ensure high quality customer service. This policy defines acceptable use parameters of social
software for all users and staff of MUTPL.

Definition

Social media is defined as any Web application, site, or account created and maintained by
MUTPL which facilitates an environment for library staff and patrons to share information
about library related subjects/issues.

Acceptable Use

Postings of relevant comments are welcome. However, the following is unacceptable for
posting (either directly or by posting links):

1. Material that violates the law (including hate speech) or incites others to violate the law.
2. Material that infringes upon the intellectual property rights of any third party.
3. Material that compromises any computer security such as malware or other computer
viruses.
4. Commercial solicitations or promotions.

The library reserves the right to remove postings that are off topic or violate these guidelines
and may exclude users from posting who violate the guidelines. The library administration
will be the sole arbiter of these cases.

Section 3.19 Genealogy

The Monticello-Union Township Public Library will conduct genealogy searches per
request. Requests should be specific in nature. Include as much detail as with the
request such as birth/death dates, spouse or children’s names, etc. The Library’s
genealogy collection consists of local Indiana history, cemetery records, microfilm on
local newspapers, and online resources. Keep in mind that time and staff constraints
prevent us from assisting in detailed or large projects. A genealogy request that
requires extensive research will be directed to the White County Historical Society.

86
Section 4: Library Collections

In This Section…

Section Page

Section 4.1 – Introduction/Purpose 88

Section 4.2 – Mission Statement 88

Section 4.3 88
Collection Development Guidelines

Appendix A 96
American Library Association’s
Bill of Rights

Appendix B – Freedom to Read 97

Appendix C – Freedom to View 102

Appendix D 103
Request for Reconsideration

Appendix E 104
Meeting Room Registration

Appendix F 106
Display and Exhibit Release Form

Appendix G 107
Laptop Agreement Form

87
Section 4.1 Introduction/Purpose

The collections of the Monticello-Union Township Public Library are resources through
which the library meets the needs of the community. Materials are provided which aid
patrons in the pursuit of information, education and recreation. An essential purpose of the
library is to serve as a resource where individuals can examine many points of view and make
their own decisions.

Section 4.2 Mission Statement

The Monticello-Union Township Public Library is a service institution. It seeks to inform,

educate, entertain, and culturally enrich the community.

Section 4.3 Collection Development Policy

Adult

The Adult Services Manager is responsible for the selection of all adult materials.
The goal is to create a collection that will provide a broad range of topics and up-
to-date and accurate information. The fiction and nonfiction collections will
include a diverse selection of materials meeting the literary, recreational, and
informational needs of the community. Selection does not constitute endorsement
or advocacy within the work’s contents by the library.

Children

The library makes available a collection that satisfies the informational,

educational, recreational, and cultural needs of children from infancy through
young adulthood, as well as the needs of teachers and others who work with
youth.

Children’s material for ages birth to eleven is selected using the collection
development guidelines. Materials are chosen based on reviews in professionally
recognized journals, popularity, award winners, children’s book lists, and input from
patrons.

In selecting materials for the children’s collection, the library recognizes that it serves
children of varying backgrounds and interests, taking into account age and development
levels. The Library’s children’s collections serve children from infancy through age
eleven (11):

88
 1. The collection promotes early literacy and provides materials that support school reading
programs and homework assignments.
2. The children’s collections are intended to encourage children to develop a lifelong habit
of reading for both recreational and informational needs.

Teen

This collection serves children from ages twelve to eighteen (12-18). Teens use a wider
range of library materials than any other age group. The teen collection includes fiction
and nonfiction resources.

1. The teen collection supports school assignments, pursuing higher education, and career
exploration.
2. The teen collection has a broad range of subject areas with a representation of diverse
points of view.

The Monticello-Union Township Public Library adheres to:

1. The American Library Association’s Bill of Rights (Appendix A)

2. Freedom to Read Statement (Appendix B)
3. Freedom to View Statement (Appendix C)
4. Request for Reconsideration of Library Materials (Appendix D)

Request for Reconsideration of Library Materials

Inclusion of an item does not imply endorsement of a particular belief or view by an author.
Library materials will not be marked or identified to show approval or disapproval of the
contents. Items will not be concealed, except for the purpose of protecting them from
damage or theft.

1. Patrons requesting reconsideration of materials in the library collection must complete a

Request for Reconsideration of Library Materials form available at the main circulation
desk (Appendix D).
2. Staff is to be polite, courteous, and cooperative when a patron requests or submits a this
form, but is to take no action or make any statement which will commit the library in any
way.
3. The completed form will be given to the appropriate department head who will respond
in writing to the complaint in consultation with the director.
4. Further review can be requested from the library board of trustees who may review the
complaint as a body or as an advisory committee for a recommendation.
5. Each request will be handled on a case by case basis.

89
Criteria for Collection Development

It is the library’s primary objective to offer the best quality materials based on the
community’s general and special character and interest. Careful consideration is given to the
purchase of requested material not held by the library. Every attempt is made to acquire titles
by local authors, artists, and producers that are published by mainstream publishers. Materials
receiving unfavorable reviews may be selected if there is significant patron demand, if the
material is of particular interest locally, or if the material fills a special unmet need in the
collection. No materials will be rejected solely on the basis of the author’s point of view.

Potential collection materials, which may meet one or more of the following, will be
evaluated and, when appropriate, selected according to the following criteria:

● Current and anticipated needs of the community

● Relation to existing collection and other material on the subject

● Timeliness of information

● Suitability of the subject, style and format for the intended audience

● Quality of production and availability

● Cost and funding

● Importance as a document of the times

● Importance as a representation of important movements, genres, social and historical

trends

● Evaluation in review media

● Literary merit

● Reputation, skill, and purpose of the author, producer, publisher or creator

● Representation of diverse points of view

● Receipt of, or nomination for, major awards or prizes

90
Tools

Library materials selection will be made from current review sources such as Library
Journal, Book Page, Publisher’s Weekly, and School Library Journal, standard lists, patron
requests, and library staff recommendations. Special attention will be given to starred
reviews in professional journals.

Scope

The scope of the Monticello-Union Township Public Library collection refers to the formats
offered:

1. Intended audience

2. Subject range and depth of materials, especially nonfiction.

3. Emphasis is given to materials that fulfill the wide-ranging interests of the general
public.

4. Entertainment; education; differing social, religious, and political viewpoints; materials

that are representative of various customs, cultures and languages; diverse formats; and
subject matter for many levels of comprehension.

5. Materials intended for an academic audience or that have a narrow appeal will
generally be omitted from the collection.

6. The collection is not archival nor a depository, and it is reviewed and revised on an
ongoing basis to meet contemporary needs.

Format

The library purchases various types of formats which are intended to meet the cultural,
informational, educational, and recreational needs of our patrons. Hardcover, paperbacks,
audiobooks and e-formats are purchased to round out the library’s collection.

Electronic Resources

Electronic resources are a growing and increasingly vital format in libraries. The Monticello
Union-Township Public Library’s goal is to increase its electronic resources collection.
Electronic resources are subject to the same criteria noted above and the following standards:

91
Content

● Scope, comprehensiveness

● Correctness of information and frequency of updates

● Years of coverage/archives

● Quality of indexing

Interface

● Ease of searching

● Search assistance and online help

● Stability and speed of connection

Output Features

● Clear screen displays

● Printing capabilities

● Downloading options

● Document delivery options

Other

● Availability of training for staff

● Costs for access and other uses

Gift Books/Other Circulating Materials

1. The library will accept gifts of money to purchase materials as memorials or for other
reasons.
2. The wishes of the donor will be followed in the purchase of materials so long as items
conform to the library’s selection policies.

92
3. The library welcomes gifts of materials as long as they may be accepted without
commitment as to final disposition.
4. Any donation that will be used to purchase materials will receive a plate acknowledging
the source of the gift.
5. The library reserves the right to give donated books to the Friends of the Library to sell or
to otherwise dispose of donations not added to the collection.

A. Adopt-an-item Program

Monticello Union Township Public Library patrons may choose to “adopt” an item for
the library.

The library will keep a list of popular authors and high demand- titles available for
adoption at the circulation desk.

The adopter can make a monetary contribution which will be deposited into the Adopt an
Item Fund to purchase materials to add to the library’s collection.

Each “adopter” gets his or her name on a special bookplate in/on the item if he/she so
desires.

Adopters will be the first to check the item out of the library when they pay for the item.

A receipt will be provided for tax purposes.

All decisions concerning the selection and location of all library materials are the
library’s responsibility.

Public Input

The Monticello Public Library values the input of its patrons. Purchase suggestions from
patrons are welcome and provide librarians with useful information about interest and needs
of the community. Any patron may suggest an item he/she would like to see added to the
collection by submitting a “suggestion form.” The Adult Services Librarian or Youth
Services Librarian will evaluate each suggestion using the criteria guidelines in the Collection
Development Policy to decide whether or not the item will be added to the collection. The
patron will be informed of that decision if he/she provides a name and contact information on
the request form.

93
Weeding

Systematic, continual evaluation of the library’s holdings is necessary to provide an up-to-

date collection in good physical condition. The library believes that the amount of use that an
item receives in the present outweighs the possibility that someone may use it some day. No
extraordinary effort is made to preserve the last copy of any title in the collection. If an item
is from a local author or based in a local setting, it will be considered to keep, but with no
guarantees. Items may be discarded by the library if they are surplus to the needs of the
collection or physically so worn as to be unusable or if the content proves to be no longer
relevant or valid in light of newer information.

Withdrawn materials will be given to the Friends of the Monticello Union-Township Public
Library to be sold, recycled, or thrown away, depending on the condition of the materials.
Due to limited shelf space multiple copies are generally not purchased unless popular demand
(hold list exceeding five patrons) requires it. Should demand no longer be a concern, after a
year additional copies will be weeded out.

Evaluation: The criteria and guidelines set forth in MUSTIE (Misleading, Ugly, Superseded,
Trivial, Irrelevant, Elsewhere) and CREW Guidelines (Continuous Review of Evaluation
and Weeding) determine the evaluation process for collection maintenance for the library.

The general criteria for weeding include the following:

● Availability of updated, newer, or revised materials

● Historical value of the item or local connection

● Condition of the item

● Item’s place in a series

● Item’s current demand in the community

● Possible future usefulness

● Unneeded duplicates

● Availability of other items on the same subject in the collection

● Cost of replacement, if necessary

It is critical that outdated information, especially in law, business, finance, and medicine be
discarded.

94
Request for Reconsideration of Material

Public libraries have the obligation of reflecting within its collection differing points of view.
The Monticello Union-Township Public Library adheres to the American Library Association’s
Bill of Rights, the Freedom to Read and View Statements (Appendix A, B, C). Inclusion of an
item does not imply endorsement of a particular belief or view by an author. Library materials
will not be marked or identified to show approval or disapproval of the contents. Items will not be
concealed, except for the purpose of protecting them from damage or theft.

Patrons requesting reconsideration of materials in the library collection must complete a Request
for Reconsideration of Library Materials form available at the main circulation desk (Appendix
D). Staff is to be polite, courteous and cooperative, but is to take no action or make any
statement, which will commit the library in any way. The form will be given to the appropriate
department head who will respond in writing to the complaint in consultation with the director.
Further review can be requested from the library board of trustees who may review the complaint
as a body or as an advisory committee for a recommendation. Each request will be handled on a
case by case basis.

95
 Appendix A

American Library Association’s 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.

I. 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.

II. 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.

III. Libraries should challenge censorship in the fulfillment of their responsibility to

provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting
abridgment of free expression and free access to ideas.

V. A person’s right to use a library should not be denied or abridged because of

origin, age, background, or views.

VI. 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.

Adopted June 19, 1939.

Amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; and
January 23, 1980; inclusion of “age” reaffirmed January 23, 1996, by the ALA
Council.

96
Appendix B

Freedom to Read

The freedom to read is essential to our democracy. It is continuously under attack.

Private groups and public authorities in various parts of the country are working to
remove or limit access to reading materials, to censor content in schools, to label
"controversial" views, to distribute lists of "objectionable" books or authors, and to
purge libraries. These actions apparently rise from a view that our national tradition
of free expression is no longer valid; that censorship and suppression are needed to
counter threats to safety or national security, as well as to avoid the subversion of
politics and the corruption of morals. We, as individuals devoted to reading and as
librarians and publishers responsible for disseminating ideas, wish to assert the public
interest in the preservation of the freedom to read.

Most attempts at suppression rest on a denial of the fundamental premise of

democracy: that the ordinary individual, by exercising critical judgment, will select
the good and reject the bad. We trust Americans to recognize propaganda and
misinformation, and to make their own decisions about what they read and believe.
We do not believe they are prepared to sacrifice their heritage of a free press in order
to be "protected" against what others think may be bad for them. We believe they still
favor free enterprise in ideas and expression.

These efforts at suppression are related to a larger pattern of pressures being brought
against education, the press, art and images, films, broadcast media, and the Internet.
The problem is not only one of actual censorship. The shadow of fear cast by these
pressures leads, we suspect, to an even larger voluntary curtailment of expression by
those who seek to avoid controversy or unwelcome scrutiny by government officials.

Such pressure toward conformity is perhaps natural to a time of accelerated change.

And yet suppression is never more dangerous than in such a time of social tension.
Freedom has given the United States the elasticity to endure strain. Freedom keeps
open the path of novel and creative solutions, and enables change to come by choice.
Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the
toughness and resilience of our society and leaves it the less able to deal with
controversy and difference.

Now as always in our history, reading is among our greatest freedoms. The freedom
to read and write is almost the only means for making generally available ideas or
manners of expression that can initially command only a small audience. The written

97
word is the natural medium for the new idea and the untried voice from which come
the original contributions to social growth. It is essential to the extended discussion
that serious thought requires, and to the accumulation of knowledge and ideas into
organized collections.

We believe that free communication is essential to the preservation of a free society

and a creative culture. We believe that these pressures toward conformity present the
danger of limiting the range and variety of inquiry and expression on which our
democracy and our culture depend. We believe that every American community must
jealously guard the freedom to publish and to circulate, in order to preserve its own
freedom to read. We believe that publishers and librarians have a profound
responsibility to give validity to that freedom to read by making it possible for the
readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people
will stand firm on these constitutional guarantees of essential rights and will exercise
the responsibilities that accompany these rights.

We therefore affirm these propositions:

1. It is in the public interest for publishers and librarians to make available the
widest diversity of views and expressions, including those that are unorthodox,
unpopular, or considered dangerous by the majority.

Creative thought is by definition new, and what is new is different. The bearer of
every new thought is a rebel until that idea is refined and tested. Totalitarian
systems attempt to maintain themselves in power by the ruthless suppression of
any concept that challenges the established orthodoxy. The power of a democratic
system to adapt to change is vastly strengthened by the freedom of its citizens to
choose widely from among conflicting opinions offered freely to them. To stifle
every nonconformist idea at birth would mark the end of the democratic process.
Furthermore, only through the constant activity of weighing and selecting can the
democratic mind attain the strength demanded by times like these. We need to
know not only what we believe but why we believe it.

2. Publishers, librarians, and booksellers do not need to endorse every idea or

presentation they make available. It would conflict with the public interest for
them to establish their own political, moral, or aesthetic views as a standard for
determining what should be published or circulated.

98
Publishers and librarians serve the educational process by helping to make available
knowledge and ideas required for the growth of the mind and the increase of learning.
They do not foster education by imposing as mentors the patterns of their own
thought. The people should have the freedom to read and consider a broader range of
ideas than those that may be held by any single librarian or publisher or government
or church. It is wrong that what one can read should be confined to what another
thinks proper.

3. It is contrary to the public interest for publishers or librarians to bar access to

writings on the basis of the personal history or political affiliations of the author.

No art or literature can flourish if it is to be measured by the political views or private

lives of its creators. No society of free people can flourish that draws up lists of
writers to whom it will not listen, whatever they may have to say.

4. There is no place in our society for efforts to coerce the taste of others, to confine
adults to the reading matter deemed suitable for adolescents, or to inhibit the
efforts of writers to achieve artistic expression.

To some, much of modern expression is shocking. But is not much of life itself
shocking? We cut off literature at the source if we prevent writers from dealing with
the stuff of life. Parents and teachers have a responsibility to prepare the young to
meet the diversity of experiences in life to which they will be exposed, as they have a
responsibility to help them learn to think critically for themselves. These are
affirmative responsibilities, not to be discharged simply by preventing them from
reading works for which they are not yet prepared. In these matters values differ, and
values cannot be legislated; nor can machinery be devised that will suit the demands
of one group without limiting the freedom of others.

5. It is not in the public interest to force a reader to accept the prejudgment of a label
characterizing any expression or its author as subversive or dangerous.

The ideal of labeling presupposes the existence of individuals or groups with wisdom
to determine by authority what is good or bad for others. It presupposes that
individuals must be directed in making up their minds about the ideas they examine.
But Americans do not need others to do their thinking for them.

6. It is the responsibility of publishers and librarians, as guardians of the people's

freedom to read, to contest encroachments upon that freedom by individuals or
groups seeking to impose their own standards or tastes upon the community at

99
 large; and by the government whenever it seeks to reduce or deny public access to
public information.

It is inevitable in the give and take of the democratic process that the political, the
moral, or the aesthetic concepts of an individual or group will occasionally collide
with those of another individual or group. In a free society individuals are free to
determine for themselves what they wish to read, and each group is free to determine
what it will recommend to its freely associated members. But no group has the right
to take the law into its own hands, and to impose its own concept of politics or
morality upon other members of a democratic society. Freedom is no freedom if it is
accorded only to the accepted and the inoffensive. Further, democratic societies are
more safe, free, and creative when the free flow of public information is not restricted
by governmental prerogative or self-censorship.

7. It is the responsibility of publishers and librarians to give full meaning to the

freedom to read by providing books that enrich the quality and diversity of
thought and expression. By the exercise of this affirmative responsibility, they can
demonstrate that the answer to a "bad" book is a good one, the answer to a "bad"
idea is a good one.

The freedom to read is of little consequence when the reader cannot obtain matter fit
for that reader's purpose. What is needed is not only the absence of restraint, but the
positive provision of opportunity for the people to read the best that has been thought
and said. Books are the major channel by which the intellectual inheritance is handed
down, and the principal means of its testing and growth. The defense of the freedom
to read requires of all publishers and librarians the utmost of their faculties, and
deserves of all Americans the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake
out a lofty claim for the value of the written word. We do so because we believe that
it is possessed of enormous variety and usefulness, worthy of cherishing and keeping
free. We realize that the application of these propositions may mean the
dissemination of ideas and manners of expression that are repugnant to many persons.
We do not state these propositions in the comfortable belief that what people read is
unimportant. We believe rather that what people read is deeply important; that ideas
can be dangerous; but that the suppression of ideas is fatal to a democratic society.
Freedom itself is a dangerous way of life, but it is ours.

This statement was originally issued in May of 1953 by the Westchester Conference
of the American Library Association and the American Book Publishers Council,

100
 which in 1970 consolidated with the American Educational Publishers Institute to
become the Association of American Publishers.

Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read
Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.

A Joint Statement by:

American Library Association

Association of American Publishers

Subsequently endorsed by:

American Booksellers for Free Expression

The Association of American University Presses
The Children's Book Council
Freedom to Read Foundation
National Association of College Stores
National Coalition Against Censorship
National Council of Teachers of English
The Thomas Jefferson Center for the Protection of Free Expression

101
Appendix C

Freedom to View

The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is
protected by the First Amendment to the Constitution of the United States. In a free
society, there is no place for censorship of any medium of expression. Therefore these
principles are affirmed:

1. To provide the broadest access to film, video, and other audiovisual materials because
they are a means for the communication of ideas. Liberty of circulation is essential to
insure the constitutional guarantees of freedom of expression.

2. To protect the confidentiality of all individuals and institutions using film, video, and
other audiovisual materials.

3. To provide film, video, and other audiovisual materials which represent a diversity of
views and expression. Selection of a work does not constitute or imply agreement with or
approval of the content.

4. To provide a diversity of viewpoints without the constraint of labeling or prejudging

film, video, or other audiovisual materials on the basis of the moral, religious, or political
beliefs of the producer or filmmaker or on the basis of controversial content.

5. To contest vigorously, by all lawful means, every encroachment upon the public's
freedom to view.

This statement was originally drafted by the Freedom to View Committee of the
American Film and Video Association (formerly the Educational Film Library
Association) and was adopted by the AFVA Board of Directors in February 1979. This
statement was updated and approved by the AFVA Board of Directors in 1989.

102
Appendix D

MONTICELLO UNION- TOWNSHIP PUBLIC LIBRARY

REQUEST FOR RECONSIDERATION OF LIBRARY MATERIALS
Author:____________________________________________________________________

Title:______________________________________________________________________

Format: [ ] Book [ ] Movie [ ] Music Cd [ ] Magazine [ ] Audio Book [ ] e-Format

1. Have you read, listened to, or viewed the entire item? _____________________________

2. What objections do you have to the material? Cite specific pages and passages and why
you object.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

3. Have you read any reviews about the material? Which ones?

___________________________________________________________________________

___________________________________________________________________________

Name and contact information required if seeking a response.

Signature______________________________________Date_________________________

Name (Please Print)__________________________________________________________

If you are acting as the official spokesperson for an organization, please specify:

__________________________________________________________________________

Telephone:_________________________________________________________________

Address___________________________________________________________________

103
Appendix E Meeting Room Registration Form

Not for profit ____ (No charge) Location: _______________________

For profit or personal 10+ _____ (charge $75.00)

Name of Organization _________________________________________________________________

Name of contact Person ________________________________________________________________

Daytime Phone Number to release to public for event questions ________________________________

Address__________________________________ Home Phone Number ________________________

Email address___________________________________________

Organization Office (Not person above) __________________________________________________

Organization Phone Number (Not number Above) __________________________________________

Date of use _________________ Time of use __________________________

Purpose of Meeting _______________________________________________
Approximate size of group _________________________________________

Please check audio-visual or other equipment needed:

______# of chairs needed ________Easel __________ # of tables needed
_____ DVD Player ________ Digital Projector _________ Dry erase marker board
______Lectern

I have received a copy of the Board adopted Program Room Policy of the Monticello-Union
Township Public Library. By signing this contract, I agree to abide by the rules and regulations
stated therein.

Date____________ Signature _____________________________________

OFFICE USE ONLY

Staff initials taking request ___________ Date/Time _________________
email to: [email protected] Or fax: 574-583-2782

104
 Checklist

1. Set up is up to you to arrange tables and chairs how you want them
2. No cooking facilities - if you are bringing food you will need to do so the
day of the event
3. You will need to leave the room as you found it - please throw trash in
can. No food or anything else, other than soap and water, is to be placed
down the sink.
4. If there is any damage in the room or the sink is plugged there could be a
fee charged to fix any damage made.
5. Tables should be wiped down and put away at the end of your event.
6. Chairs need to be put back where you got them.
7. Shut lights off and let staff know you are done with the room
8. Please sweep the floor if needed. Broom and dustpan are in the
kitchenette area.
9. Minors (those under 18) are not to be left in the room alone and must be
accompanied by an adult at all times.

Please sign off once you have completed putting the room back to its
original state and bring signed paper to a staff member.

Name _________________________________ Date __________

Please note: The room should be left in the same condition as it is found. Failure to do
so will result in a charge for restoring it to its former condition. This charge will amount
to a custodial fee of at least $15.00 per hour in addition to repairing any damage done to
the room or equipment.

105
Appendix F Display and Exhibit Release Form

Monticello Union-Township Public Library Display and Exhibit Release

I, the undersigned, hereby lend the following works of art or other materials to the
Monticello Union-Township Public Library for exhibit purposes only. In consideration
of the privilege of exhibiting them in the Library, I hereby release said Library from
responsibility for loss, damage, or destruction while they are in the possession of the
Library.

Name of Organization/Individual________________________________________

Exhibition to be held in the _____________________________________________

During______________________________________________________________

Person Responsible for display__________________________________________

Signature_________________________________________Date_______________

Address__________________________________________Telephone__________

Email address________________________________________________________

106
 Appendix G

Laptop Agreement

Monticello-Union Township Public Library

Library Laptop Checkout Agreement

This agreement is made and entered into by and between the Monticello-Union Township
Public Library, and _______________________, hereinafter referred to as the Patron.

The Monticello-Union Township Public Library does hereby let unto the Patron the
following equipment for use within the library building only: One laptop computer (#
___). Said lease is to be for a period of two hours. Terms and conditions are as follows:

The Patron must be 18 years of age or older, as evidenced by a driver’s license or other
legal form of photo identification.

Collateral for said equipment, the Patron agrees to leave a driver’s license or other legal
form of photo identification with the library staff.

The Patron will hold the Library harmless from any claim of damages caused or
occasioned by Patron’s uses of the equipment.

The Patron agrees to be responsible and to compensate the Library for all loss, injury, and
damage to said equipment while in the possession of the Patron, by theft, or otherwise,
ordinary wear and tear accepted. The replacement value of the equipment is set at $500.

You are not permitted to save documents to the laptop’s hard drive, nor are you permitted
to download software or modify settings on the computer, including the home page
setting, the wallpaper, etc. Violators may lose their library computer privileges.

The Patron agrees to use the laptop only within the library building and promises not to
remove it from the premises for any reason.

107
Upon the return of said equipment in proper condition and when due, the security deposit
will be returned.

The checkout period is two hours. If no one else is in need of a laptop time may be
extended for an additional hour. If no one else is in need of a laptop time may be
extended for an additional hour.

The Patron will be allowed to borrow a laptop again in the future contingent upon
whether said equipment is returned on the agreed upon date and time and in acceptable
condition. Only one checkout per day is permitted to each Patron.

Signed by the Library and the Patron on _____________, 20___, at ______ a.m./p.m.

By _____________________________ _____________________________

Library Patron

The laptop (#______) was returned to the Monticello-Union Township Public Library on
___________________, 20___, at ________ a.m./p.m. Driver’s License/ID was returned.

108