To provide free, open, and convenient access for all Keene residents to acquire information for growth in their personal knowledge; for life-long learning and enjoyment; for the fulfillment of informational needs, desires, and curiosities; and for enhancing quality of life in the community.
The Board of Trustees of the Keene Public Library has adopted the following policies which it intends to follow in governing the Keene Public Library. These policies may be amended at any duly-called meeting of the Board of Trustees, by majority vote of those Trustees present and voting.
1.000 General Library Objectives
1.001 To assemble, preserve and administer, in organized collections, books and related educational, historical and recreational materials in order to promote knowledge, enlightened citizenship and the enrichment of personal lives.
1.002 To serve as the information center of the community.
1.003 To provide the opportunity for continuous self-education of children, young people and adults.
1.004 To identify with community needs, to provide programs of service to meet such needs, and to cooperate with other organizations, agencies, and institutions which can provide local programs or services.
1.005 To cooperate with the school district libraries to strengthen community resources.
1.006 To provide opportunity for a more advantageous use of leisure time through books, audiovisual materials, programs, and other art forms and formats.
1.007 To inform the public of Library objectives and services, and encourage use and support of the Library by maintaining good public relations throughout the community.
2.000 Use of the Library
2.001 By borrowing materials from the Library, the borrower is deemed by the Library to have agreed to return the materials to the Library by the stated deadline and in the same condition as they were when borrowed.
2.002 The Library will serve all residents of the City of Keene. Service will not be denied or abridged for reasons of religion, race, social, economic, political status, or age. On proper registration, all residents will be entitled to a Library card at no charge in their individual names, and use of this card shall be non-transferable. At the request of a parent or guardian, a child, at any age, may receive a Library card. A parent or guardian must sign for a child’s card until the child reaches the age of 18. Persons, including spouses and children, residing outside the city limits, but owning property in the City of Keene, shall be considered residents. Full-time employees of the City of Keene, full-time teachers in the Keene School System, students attending an educational institution in the City on a full-time basis and students, Library volunteers, and tutors in any Cheshire County literacy program shall be entitled individual Library cards at no charge. Institutions and organizations which own or rent facilities in the City are entitled to one Library card in the name of that institution or organization, providing such institution or organization takes responsibility for the use of the card. A specific procedure for issuing cards has been approved by the Board of Trustees and shall be followed by Library staff. It is the policy of the Library not to restrict the circulation of its materials to borrowers in any way. It is the responsibility of the parents to limit their children’s access to Library materials if they so choose.
2.003 Individual Library cards are available to non-residents who pay a fee that is set by the Board of Trustees and approximates the cost per Keene resident for Library services as reflected in the City budget. Non-resident card fee will be reviewed on an annual basis. Non-resident institutions and organizations do not qualify to receive non-resident cards.
2.004 The use of the Library and/or its services may be denied for good cause. Such causes include, but are not limited to, failure to return books or to pay penalties, destruction of Library property, disturbance of other patrons, or any other objectionable conduct on Library premises.
2.005 Library patrons may be asked to leave the Library for exhibiting disruptive behavior. Disruptive behavior may include running, throwing, eating, loud or abusive talking, talking, fighting, vandalism, inappropriate public displays of affection, interfering with the reasonable activities of other patrons, or any other behavior deemed inappropriate by Library staff.
2.006 Borrowers shall be charged a daily fee as set by the Board of Trustees, not including days when the Library is closed, for all overdue items subject to such a charge. Fines levied under this section shall not exceed the replacement cost for such items.
2.006A Charges for non-returned Library materials will be computed by category by using current and documented price information, or, if that information is not available, at list price. The Replacement Fee Charges will be reviewed annually by the Library Finance Committee.
2.006B The Library staff will promulgate policies for the recovery of overdue materials which shall have prior approval from the Board of Trustees.
2.007 The Library hours shall be set from time to time by the Board of Trustees upon recommendation of the Library Director.
2.008 The Board of Trustees shall approve the loan period for all Library materials.
3.000 Services of the Library
3.001 The Library will purchase or otherwise receive and lend to holders of Library cards, books, audiovisual materials, framed prints and other art objects, exhibits and other materials.
3.002 The Library may require that the use of any of its books, audiovisual, paintings and other art objects, exhibits and other materials, be limited to use on the premises of the Library at such times and subject to such conditions as the Library may from time to time determine.
3.003 The Library may borrow from and lend to other libraries books and other materials.
3.004 The Library will endeavor to maintain a balance in its services to adults, young people and children.
3.005 The Library shall maintain such other services as the Board of Trustees shall from time to time determine. These services may include, but are not limited to, copying machines, computers, an auditorium for group assemblies, microform viewing facilities and the like. The use of any of these items shall be subject to such conditions as the Library may from time to time impose.
3.006 The Keene Public Library lends Mobile Hotspots to Keene Public Library cardholders in good standing who are 18 years or older. Before borrowing a KPL Mobile Hotspot, each patron must sign a Mobile Hotspot Agreement.
Overdue Mobile Hotspots may be deactivated within 24 hours of the due date.
Internet content filtering is NOT provided through the Keene Public Library Mobile Hotspot. Parents and guardians are responsible for monitoring what their children access via the KPL Mobile Hotspot. Users are encouraged to follow safe internet practices.
The Library is not responsible for the borrowers' use or misuse of the device, the device's connection to other electronic devices, or any data loss resulting from the use of the device.
Any use of the device for illegal purposes, unauthorized copying of copyright-protected material in any format, or transmission of threatening, harassing, defamatory, or obscene materials is strictly prohibited.
The Library is not responsible for any computer viruses that may be transferred to users' storage devices.
Tampering with Library equipment, including bypassing security functions, is prohibited.
Users should understand that information about your internet is tracked or used by the websites you visit. The Library does not have access to or collect your internet usage data. Data is never kept on the Mobile Hotspot.
Proper Care and Use of the Mobile Hotspot
- As with any electronic device, do not leave the Mobile Hotspot in a hot vehicle for an extended period.
- Do not remove the sim card for any reason.
- If the Mobile Hotspot prompts you to update its software, you may accept. The software update should only take a few minutes.
- Do not leave the Mobile Hotspot plugged in. Once it is fully charged, unplug it and let the battery run down before charging again. Please return the Mobile Hotspot fully charged.
- When returning a Mobile Hotspot, please do not use the book drop; return the Mobile Hotspot in person to a library staff member at the circulation desk.
3.007 Notary Public Services
The Keene Public Library offers Notary Public Services for the benefit of the residents of our community. Notary services are provided free of charge. The following policy will be followed in the provision of Notary Service:
It is recommended that customers seeking Notary Service call the Library prior to their visit to ensure that a Notary is available at that time.
Library Notaries are scheduled during the Library’s hours of operation. Notary service is available until thirty (30) minutes prior to the time of closing.
Notary service is limited to three documents per person, per visit.
The document(s) to be notarized must include the proper notary certification statement applicable to the document to be notarized, failing which the document shall not be notarized.
The Library Notary shall not review the contents of a document, other than to make a determination of a certified copy. Nor shall the Library Notary provide advice or comment with respect to the contents of a document.
The Library will not facilitate mortgage or real estate Closings between parties.
Certain documents cannot be copied and notarized. Examples of these include: Birth Certificates, Death Certificates, Marriage Certificates, Naturalization and Citizenship Certificates and Recorded Instruments, competency determinations, or documents in a foreign language presented as a true copy.
The person who will sign the document must provide the Notary with at least one valid form of identification that provides a physical description and photograph of the signer. The Notary may decline to notarize a document if the signer cannot provide valid identification. Acceptable and satisfactory evidence of identification are:
- A current passport from any country, written in a language that the Notary can read;
- A valid unexpired photo driver's license from any state of the United States, Mexico or province of Canada;
- A valid unexpired non-driver’s photo identification card from any state of the United States; or
- A United States photo military identification card, or other form of governmental identification, which is current and unexpired and which contains the signature and photograph of the individual.
- By verification upon oath or affirmation of a credible witness personally appearing before the Notary whom the Notary can identify on the basis of any of the foregoing proofs of identity.
Witnesses may not be solicited from customers using the Library. Library staff may witness signatures, with the exception of Wills and Estate Planning Documents.
The Notary and the customer seeking notarization shall be able to communicate directly and be in the same physical location with each other. Library Notaries are permitted to allow the customer to make use of a translator to communicate with a notary service customer, provided however, that the Library Notary must be satisfied that the customer appearing before the Notary is the person the customer purports to be, and that the customer is executing the document(s) on the customer’s free act and understanding.
e. Notary Services:
The Library Notary may perform the following services, and in the manner specified. The Library Notary shall not accept a protest of a negotiable instrument or a deposition to be notarized:
- Taking an acknowledgement that the customer signing the document has signed it for the purposes stated in the document. In taking an acknowledgment, the notarial officer must determine, either from personal knowledge or from satisfactory evidence, that the person appearing before the officer and making the acknowledgment is the person whose true signature is on the instrument.
- Taking a verification upon oath or affirmation by the customer that a written statement is true. In taking a verification upon oath or affirmation, the notarial officer must determine, either from personal knowledge or from satisfactory evidence, that the person appearing before the officer and making the verification is the person whose true signature is on the statement verified.
- Taking an attestation to the customer’s signature on a document. In witnessing or attesting a signature, the notarial officer must determine, either from personal knowledge or from satisfactory evidence, that the signature is that of the person appearing before the officer and named therein.
- Certifying that a proffered copy of a document is a true copy attest. In certifying or attesting a copy of a document or other item, the notarial officer must determine that the proffered copy is a full, true, and accurate transcription or reproduction of that which was copied.
- The notarial officer has satisfactory evidence that a person is the person whose true signature is on a document if that person is personally known to the notarial officer, is identified upon the oath or affirmation of a credible witness personally known to the notarial officer, or is identified on the basis of the identification documents.
In accordance with New Hampshire RSA 455; Notaries will not provide services 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.
Adopted April 27, 2021, rev. June 22, 2021
4.000 General Policies Governing Use of Premises
4.001 No alcoholic beverages are to be consumed on Library premises except by prior approval of City Clerk.
4.002 With the exceptions of the staff rooms and approved spaces no food or beverages are to be consumed on Library premises except by permission of the Library Director or by specific vote of the Board of Trustees designating the time and location.
4.003 No smoking is permitted on Library premises.
4.004 Any person or group of persons failing to comply with regulations governing the use of the Library premises may be disallowed further use of the same.
4.005 No organization or individual shall be permitted to solicit donations in the Library.
4.006 Political information may be distributed only in the Library’s lobby area. Political discussions and meetings are limited to the Library’s approved spaces.
4.007 Except for seeing eye/helper dogs, no animals or other pets shall be allowed in any part of the Library, unless the animals are part of a scheduled presentation.
5.000 Use of the Youth Department and Teen Room
5.001 The Keene Public Library offers the following guidelines to ensure a welcoming and comfortable environment for children, their parents and guardians, and other adults doing research with children's literature.
(a) All Youth Department restrooms, furniture, equipment, materials, and services, including the use of the Internet, are intended for the use of young people under the age of 14 and others needing children's materials and services. See 15.000, Internet Access Policy.
(b) Priority will be given to the youth department's targeted age and others may be asked to relocate to other areas of the library.
5.002 The Keene Public Library offers the following guidelines to ensure a welcoming and comfortable environment for teenagers, their parents and guardians, and other adults doing research with young adult literature.
(a) All Teen Room furniture, equipment, materials, and services, including the use of the Internet, are intended for the use of young people between and including the ages of 11 and 19 or those enrolled in the equivalent of grades 6 through 12. See 15.000, Internet Access Policy.
(b) Priority will be given to the room's targeted age and others may be asked to relocate to other areas of the library.
6.000 Meeting Rooms
6.001 Meeting Room Policy Philosophy
In accordance with its stated mission to provide free, open, and convenient access for all Keene residents to acquire information, personal knowledge, life-long learning and enjoyment and for enhancing the quality of life in the community, the Keene Public Library provides meeting rooms available to the public, 18 years and older, for civic, cultural, educational, recreational and political programs or meetings. As such, priority is given to public meetings, which must be free and open to all.
If space and staff are available, non-public meetings are permitted as long as they do not interfere with library services or operations.
Persons and groups are welcome to use library space regardless of beliefs or affiliations in accordance with Article VI of the Library Bill of Rights. Use of meeting rooms does not constitute Keene Public Library sponsorship and/or endorsement. No individual or group may state or imply Library endorsement or sponsorship of events in the library meeting room.
The Keene Public Library assumes no liability for theft or damage to property brought onto library property or for injuries that occur as a result of actions of sponsors or participants during activities taking place in meeting rooms. The individual or group reserving a meeting room will be held responsible for the order and conduct of the group, and any loss or damage to Library property. Young children accompanying adult users of the meeting room shall not be left unattended in the library. Any abuse or misuse of facilities will be sufficient cause to deny the use of Library meeting rooms in the future.
6.003 Public meetings
All public meetings and programs must be non-commercial, non-soliciting in nature, open to the public, and free of charge. Admission fees, requests for donations, and sales of materials are not permitted. Exceptions to this directive are granted to presenters of Keene Public Library-sponsored events with the prior approval of the Director or Assistant Library Director with the stipulation that products presented for sale must be related to the program or event held and be limited to the space provided.
A sponsor of a meeting or instructional program may request a fee from participants only to the extent that such fee covers the actual cost of materials, such as textbooks or supplies furnished to participants. Attendance is not be limited to those individuals who pay the materials fee, and no portion of any fee shall accrue to the benefit of an organization or individual.
Groups using the meeting rooms must not disrupt the normal functions of the Keene Public Library. Meeting rooms are available when the library is open. Exceptions may occasionally be granted based on the availability of the space and appropriate staffing.
Meeting rooms, with the exception of Heberton Hall and Cohen Hall, are available free of charge during library hours.
Priority will be given to library-sponsored and co-sponsored activities and events. In order to provide equal opportunity to all groups, meeting rooms may be booked for a total of 6 events up to one year in advance. All other groups will be considered on a first-come/first-served basis. However, except for Heberton and Cohen Halls, the Keene Public Library reserves the right to reschedule confirmed meeting room reservations to accommodate library meetings or events. In such rare instances, the library will make every reasonable effort to give ample notice and to assist the group in reserving another date or library meeting room.
Priority is given to events that are free and open to the public in the following order:
- Library and library-sponsored
- Friends of the Library
- City or Government agencies
- Community organizations, Clubs, Businesses
6.004 Non-public meetings
If space and staffing are available, non-public meetings, such as membership and other private social gatherings, are permitted and are charged at a different fee. All non-public meetings and programs must be non-commercial, non-soliciting in nature.
Fundraisers, performances, social gatherings, and special events in the large event spaces are permitted.
Large event spaces may be rented for functions charging admission. Fee schedules for these spaces will depend on setup and or rehearsal time, duration, and use of equipment.
Other public spaces may be available during times that the Keene Public Library is not open or when they will not interfere with public use of the library facility and operations.
Events held outside of regular Library hours are booked based on the availability of staff and are cost determined on an individual basis. Private personal events such as parties, receptions, or events by invitation only are cost determined dependent on the availability of staff and the hours that the space will be occupied. The library reserves the right to determine the appropriate staffing level required for the event based on the size and/or type of event.
6.005 General conditions
Keene Public Library staff is not available to assist in room setup, configuration, or troubleshooting of personal technology devices of any kind. Individuals or groups planning to utilize the library’s projection or sound equipment should schedule an appointment with staff to preview meeting area and sound/technology accommodations before the scheduled meeting time to confirm setup options and compatibility of Library equipment/spaces with personally owned devices.
Tables and chairs are available with advance notice, and it is the responsibility of the meeting/event organizers to ensure that equipment is returned to a designated spot.
Equipment and or furniture belonging to outside groups may not be stored in Keene Public Library buildings without prior permission. Space, staff, and activities of the library will determine when and where storage is temporarily permitted. The Keene Public Library will not assume responsibility for materials left on the premises. Rooms must be left in an orderly condition. Refuse should be appropriately disposed of in designated containers. Cleaning, maintenance, and removal of items beyond the scope of the room reservation may result in loss of future room reservations. If costs are incurred by the Keene Public Library, the person or group will be billed.
Fee tiers are determined by cost, capacity, and required insurance.
Access to the kitchen is permitted at an additional fee. Food may be served and refrigerated but not prepared in the building.
Alcohol is not permitted without the prior approval of the City Clerk and the necessary licenses.
Rental of large event spaces may necessitate proof of insurance for $1,000,000 naming the City of Keene as an additional insured for the time that the space is occupied. At the discretion of Keene Public Library staff, occasionally smaller groups or meetings may be moved to one of the large event spaces to accommodate room allocation. In such cases, insurance requirements and increased fee structures will be waived.
The Keene Public Library does not advertise meetings held by outside groups. This includes promoting the event on our website, in our email notifications, or on social media. All advertising is the responsibility of the renting group. Any publicity for the meeting must not imply sponsorship by the library or give the Library phone number or website as contact information.
Individuals seeking quiet space are directed to the Wright and Thayer rooms.
The Price Room: The Price Room may be used for study or consultation by one or more students with tutors. In accordance with its primary mission of promoting literacy, the Keene Public Library makes the exception to its policy of financial benefit for individuals engaged in tutoring. Any fees that are negotiated for tutoring are between the tutor and those being tutored. The library is not involved in fees charged, nor does it endorse the charging of fees for tutoring within the library. No money may exchange hands while on Library property. Advance reservation is suggested, although walk-in sign-ups are permitted when the room and staffing are available. Tutors must assume responsibility for the use of the room. The room may be reserved in increments of two hours for one month in advance, on a first-come-first-served basis. If not in use for tutoring, groups of two or more people or an individual needing space for virtual meetings may request use of the Price Room on a first-come, first-served basis to a Keene Public Library cardholder.
The Henkel Room: This collaboration Room is provided for informal groups working together for a short period or individuals actively engaged in group endeavors such as tutoring or virtual meetings. The room may be booked one week in advance for one 2 hour period once a week or utilized on a first-come, first-served basis for up to 2 hours per day. The person signing into the room must be a Keene Public Library cardholder and assumes responsibility for the use of the room. The occupants of the room understand that the room is a public space and may be entered at the discretion of the staff.
Booras, Eppes, Green, and Vincent Meeting Rooms: The Library has four rooms seating 6-16 people. Rooms may be booked 12 months in advance, but not for more than six dates. If available, groups of two or more people or an individual needing space for virtual meetings may request the use of these rooms on a first-come-first-served basis with a Keene Public Library cardholder.
Ruth Huntress Auditorium: This is a theatre-style room with fixed seating for 75 and a pull-down screen; suitable for lectures, films, or presentations.
Kay Fox Room: An open space with columns adjoining the Auditorium. This space is designated a Family Place Library area for children and their caregivers but may be available for booking when not in use.
Masiello Classroom: This 2nd-floor room has tables and chairs classroom style for up to 12 individuals.
Performance/Event Spaces: There are two available halls that may be rented for larger private events. Heberton Hall is a large first-floor room with a stage and hardwood floor that is suitable for dances, plays, or concerts. Cohen Hall, located on the 2nd floor, does not have a stage or natural light and is ideal for film, concerts, performances, and seating in the round.
A limited amount of performance preparation and storage space is permitted in the basement level. This shared space is available for up to two weeks before a scheduled performance or special event and up to one week after. Removal of items beyond the scope of the room reservation may result in the loss of future room reservations. If costs are incurred by the library, the person or group will be billed.
Putnam Atrium: The main lobby of the library accessed by the West St. entrance is tiled and furnished with informal seating. Food is permitted in this area, and it is intended for patrons to use while visiting the library. It may be rented when the Keene Public Library is closed to the public based on the availability of staff. Fees charged are determined by specific circumstances.
Gallup-Minard Courtyard: This courtyard is a small enclosed outdoor area adjacent to the Putnam Atrium which may be rented when the Keene Public Library is closed to the public based on the availability of staff. Scheduling use of the courtyard is also dependent on the noninterference with other events booked in adjacent spaces. The fees charged are determined by specific circumstances.
6.500 Use of Library Event Spaces
It is the intent of the Board of Trustees that Library-related programs shall receive priority scheduling for use of Heberton Hall or Cohen Hall. However, in accordance with the Agreement Among The Trustees of the Keene Public Library, The Friends of the Keene Public Library, and The City of Keene, New Hampshire, the Library will make the Halls available for other civic activities including other City and community meetings and activities as long as those events do not interfere with Library operations. All groups using Heberton or Cohen Hall will be responsible for enforcing all rules listed on the Event Space Use Information Sheet and sign the Event Application.
6.500B Event Space Use Application
6.500D Permission for the use of alcohol is obtained by applying to the City for approval by City Council. The revocable license is issued by the City for signature after Council approval.
7.000 Fine Art Exhibits
7.001 The Keene Public Library invites artists to exhibit their works in approved spaces. An artist who wishes to make use of these spaces must agree to these provisions:
(a) The artist will assume total responsibility for the mounting of the exhibit and must conform to any constraints placed upon the exhibit space by the Library.
(b) The artist will assume full responsibility for the works exhibited. Neither the Keene Public Library nor the City of Keene shall assume any responsibility or obligation for any loss or damage to any item or items so displayed. The displayed items are not and will not be covered under any insurance policy owned by the City of Keene. A certificate proving adequate insurance is held by the exhibitor to cover the value of the exhibited works and must be presented to the Library Director and the Library Fine Art Display Release Form signed before the exhibit is mounted.
(c) No prices may be posted on the art works, or admission charged. A price list may be discreetly placed in the exhibit. However, no sales may be made on the premises.
(d) The selection of the artistic content of the exhibit will be governed by the same principles of intellectual freedom which underlie the Keene Public Library’s materials selection policy. See Policy 10.000 et seq., below.
8.000 Displays in the Library
8.001 The contents of any displays of public information in the Library shall be governed by the same principles of intellectual freedom which underlie the Keene Public Library’s material selection policy. See Policy 10.000 et seq., below.
8.002 Displays which contain works of art will also be governed by Policy 6.000 and the displaying organization will be required to sign the Fine Art Display Release Form. (See Policy 7.001A)
8.003 Local non-profit organizations may publicize their activities on the Library premises, with prior approval from the Library Director.
9.001 ANNUAL BUDGET FOR THE CITY OF KEENE.
At an appropriate time each year, the Board of Trustees Finance Committee will work with the Library Director to create a City budget. The final submission will be reviewed by the full Board of Trustees before it is submitted to the City Manager. The Board of Trustees will vote to accept the final City appropriation approved by the full City Council.
The Trustees Finance Committee will review Expenditures and Revenues at their regular meetings. The Library Director, working with the Finance Committee and Board of Trustees, will be responsible for managing the budget within the total appropriated figure.
9.002 FUNDS HELD BY THE TRUSTEES OF THE KEENE PUBLIC LIBRARY.
The Board of Trustees will review budgets and expenditures for all funds held by the Board of Trustees of the Keene Public Library. The annual Trustees budget will be submitted by the Finance Committee for approval by the Board of Trustees. An annual audit will be conducted by the City or other appropriate person appointed by the President of the Board of Trustees, and all filings to the appropriate state agencies shall be made on a timely basis.
All grant applications will be reviewed and approved by the Library Director before being submitted. The Director will inform the Finance Committee of applications at each meeting. The Finance Committee may recommend that grants and other unanticipated revenue be directed to the City Council for acceptance and management if it feels that the management of those revenues is more suitably performed by the City.
Grants received of $5,000 or more shall be reviewed the Finance Committee. Following this review the Finance Committee will then forward the grant with a recommendation regarding approval to the Board of Trustees.
Grants received under $5,000 will be forwarded to the Library Board of Trustees for vote of acceptance at a regularly scheduled meeting before being deposited.
9.004 UNANTICIPATED FUNDS
The Treasurer will review all unanticipated revenue as it is received. Atypical situations and restrictions will be sent to the Finance Committee for review and a recommendation made before going to the Library Board of Trustees. All typical unanticipated revenue (grants, gifts, investment distributions, etc.) under $5,000 will be forwarded to the Library Board of Trustees for vote of acceptance at a regularly scheduled meeting before being deposited.
Any unanticipated revenue received of $5,000 or more must be reviewed by the Finance Committee before going to the Library Board of Trustees for a vote of acceptance. Per RSA 202-A:4-c III (a), the Library Board of Trustees shall hold a public hearing prior to the vote. Notice of the time, place, and subject of such hearing shall be published in a newspaper of general circulation in Keene at least 7 days before the hearing is held.
Investments shall be held and invested in accordance with RSA 31:25. The Keene Public Library’s Trust Funds consist of both permanently restricted which are administered subject to the Prudent Person Rule and unrestricted funds administered subject to the Prudent Investor Rule. Performance results and the Investment Policy will be reviewed annually by the Finance Committee and reported to the full Board of Trustees. The investment policy will be approved by the Board of Trustees at the annual meeting.
The Chair of the Finance Committee and the Treasurer acting together, or the President of the Board of Trustees in the absence of either, may authorize investment decisions for amounts of $2,000 or under in keeping with the investment policies.
See the Investment Policy in Appendix.
9.006 RESTRICTED DONATIONS
The Library Trustees welcome donations of cash, stocks and bonds in any amount (“Gifts”). Gifts may be restricted as to purpose, and/or may be restricted to use of the income only; provided, however, that any proposed restrictions must meet with the approval of the Board prior to acceptance. To establish a permanently restricted, named fund, a minimum gift of $5,000 is required. Anyone wishing to establish a permanent fund should consult with the Library Director or the Trustee Finance Committee before making such a gift. In the event that the Trustees find a previously accepted Gift is too restrictive or outdated, the Trustees may seek a cy-pres action with the Probate Court to change the purpose of the Gift.
9.007 FUNDS HELD BY THE TRUSTEES OF THE TRUST FUNDS FOR THE CITY OF KEENE.
The Trustees of the (City-Held) Trust Funds are responsible for the management, investment and distribution of funds held by the City of Keene in the name of the Library. The Library Director will notify the Finance Committee and the Library Board of Trustees of atypical projects or purchases from these funds. The Library Director, working with the Finance Committee and the Library Board of Trustees, will be responsible for working within the guidelines of the funds granted by the Trustees of the (City-Held) Trust Funds.
9.008 BONDING OF TRUSTEES
Per RSA 41:6, the Board of Trustees of the Keene Public Library shall be bonded. The bond will be through the City’s liability insurance carrier for an amount that the Board of Trustees considers appropriate.
9.009 ACCESS TO SAFE DEPOSIT BOX.
If the Board of Trustees choose to use a safe deposit box, the President and the Treasurer of the Board of Trustees of the Keene Public Library will have access to such safe deposit box.
9.010 CHECK SIGNING AUTHORITY.
The President and Treasurer will have the authority to sign checks and other financial documents on behalf of the Board of Trustees In the absence of both the President or Treasurer, the Vice-President has their authority. One authorized signature is required to implement transfers, withdrawals, and payments of $2,000 or under. Two authorized signatures are required to implement transfers, withdrawals, and payments over $2,000.
9.011 TRAVEL REIMBURSEMENT.
The Trustees support Library Staff education by reimbursing travel to conventions and seminars, authorized by the Director, from the allocation within the Trustee budget. The Library adopts the City of Keene travel guidelines for authorized business travel. (Staff see City of Keene Administrative Directive 3.01B)
9.012 PURCHASING CARDS
The Library Trustees will establish a purchasing card account to be used exclusively for items and/or services of official business for the Keene Public Library. Any purchase that is not in conformance with the following policy may be charged back to the user of the purchasing card.
Under no circumstances are purchasing cards to be used for personal matters. Such use will be subject to disciplinary procedures, up to and including termination of employment, and any other remedies allowed by law.
The Library Trustees purchasing cards are a sub-account of the account held by City of Keene. The City of Keene can view the Trustees’ Purchasing Card accounts, and are ultimately responsible for any defaults on the Trustees’ accounts. The Trustees will abide by the Memorandum of Understanding regarding purchasing cards created with the City of Keene, including the timely reimbursement of any defaults that the City may need to cover.
A. Issuance of purchasing cards (P-card)
The Library Director will recommend which individual employees will be issued a card and determine their purchase authority level with approval of the Library Trustee Treasurer. The Trustee Treasurer will recommend to the Board of Trustees which individual Trustees will be issued a card and recommend their purchase authority level. The Library Trustee Finance Committee will have final approval on all credit card limits.
In the event the card is lost, the cardholder is responsible for contacting the credit card company, the Library Director, and the Trustee Treasurer immediately. The Trustee Treasurer must be notified immediately in the event of suspected or known fraudulent activity occurring with a cardholder account.
The Library Director, Trustee Treasurer and/or the Trustee Finance Committee reserve the right to revoke any purchasing card, or purchasing authority from any cardholder if it is deemed to be in the best interest of the Library to do so, and/or for any infraction of the purchasing policy and/or the cardholder agreement.
Upon termination of employment or appointment for any reason, the purchasing card shall be immediately returned to the Library Trustee Finance Committee. The Library Director and/or Trustee Treasurer will ensure that cards are collected from terminating employees and Trustees.
B. Use of purchasing card
The cardholder will retain vendor receipts, records of telephone orders, copies of internet purchase confirmations, copies of mail orders, and other purchase records for future reconciliation of the purchasing card statement.
The cardholder is responsible for ensuring any Internet purchases are made through secure websites.
The cardholder is responsible for ensuring that all purchases are consistent with current Library purchasing policies. Failure to comply with the policies may result in revocation of the card, disciplinary action, and any other remedies permitted by law.
The cardholder will ensure that sufficient budget authority is available to pay for every purchase. The cardholder signature on purchasing card expense report indicates that the purchase is a legitimate, approved purchase on behalf of the Library. Likewise, an approval signature by a Library Director and/or Trustee Treasurer of a cardholder’s purchase on the cardholder’s expense report indicates the same level of surety.
The card may be used for approved conferences, seminars or workshops and travel related costs, which include but are not limited to: registration, meals, transportation, lodging and other miscellaneous costs. Business travel expenses will be paid if they are reasonable, properly authorized, well documented and beneficial to the Library. Alcoholic beverages may not be charged to the purchasing card. If the traveler pays for any portion of the travel prior to receiving the Library Director’s and/or Trustee Treasurer’s approval or beyond the amount approved, expenses incurred may not be reimbursed.
All receipts are needed when using the Library purchasing card in order to prove purchases and seek reimbursement. The approved cardholder is required to submit receipts within seven (7) business days of their return. The cardholder is responsible for seeking a full refund in the event of a cancelation with expenses paid in advance. If the original cardholder can't attend the training a replacement may be sent provided such change is approved by the Library Director or Trustee Treasurer.
C. Payment of purchasing card charges
Cardholder is responsible for reconciling their statement on the Bank’s website. This review must include the assignment of budget lines, cost centers and/or account numbers to each item on the statement. Cardholder shall print a system expense report, sign the expense report indicating approval to pay, obtain an approval signature, and forward a printed statement with attached receipts to the Trustee Treasurer on a timely basis. The cardholder should also include a copy of the cardholder’s statement from the Bank with their submission packet. Reconciliation reporting is due to the Trustee Treasurer ten days before the payment date.
If the cardholder loses an invoice for transactions appearing on the statement, or there are timing issues with the supplier, those items can be approved by providing a written explanation for the lack of documentation and having the statement signed by the Library Director or Trustee Treasurer. The appropriate documentation shall be forwarded to the Trustee Treasurer upon receipt.
The following people will review each cardholder’s report and receipts to verify accuracy and completeness: Library Director will review each Library employees’, the Trustee Treasurer will review the Library Director’s and each Trustees’, the chairperson of the Trustee Finance Committee will review the Trustee Treasurer’s documentation.
The Trustee Treasurer will reconcile the cardholder statements to the bank account debit on a monthly basis, set up new vendors, transfer funds to the vendors, adjust credit limits as needed and give a monthly report to the Trustees and/or other funders.
9.013 MONETARY GIFTS.
Gifts of money, including securities, may be accepted by the Board of Trustees. The Board of Trustees reserves the right to make whatever disposition of such gifts as it deems advisable. Acceptance will be based upon appropriateness to the Library’s general mission and objectives.
10.000 Materials Selection
Responsibility for the selection of Library materials and for the development of the collection is delegated by the Board of Trustees to the Library Director.
Materials no longer useful are to be withdrawn systematically from the collection, according to accepted professional practices. Such material may be given to the Friends of the Keene Public Library for its annual book sale or disposed of at the discretion of the Director and/or the Board of Trustees.
In the event that a patron objects to a specific item in the collection, the patron will be asked to complete a written complaint form. See Appendix for a copy of the Request for Reconsideration Form. This form will be reviewed by the Board of Trustees at its next regularly-scheduled meeting. The patron filing the complaint will receive a written reply within ten days.
10.002 Disposition of Historical Materials
Primary source materials of local historical significance will be donated to the Historical Society of Cheshire County so that they may be properly handled and preserved. Because these are archival materials, if the Historical Society of Cheshire County does not accept them, they will be offered to institutions which can provide appropriate care.
Materials of state or regional historical significance will be donated to appropriate agencies, such as the New Hampshire Historical Society. A comprehensive list of such agencies will be compiled and the agencies contacted in a priority order. If these agencies decline acceptance of these materials, they will be handled in accordance with the Material Selection Policy (See Policy 10.001).
11.000 Friends of the Keene Public Library
11.001 The Board of Trustees endorses the Friends of the Keene Public Library. A member of the Board of Trustees may be a liaison on the Board of the Friends of the Keene Public Library. The Trustees concur with the policy of a Friends organization set forth in New Hampshire Library Trustees Handbook which states: “Friends of the library working in cooperation with the trustees and librarian provide valuable support and assistance in the local Library Program. Friends are volunteers who form a non-profit organization to bring about public awareness of the Library, its resources, service to the community, and needs. They advocate and support programs to improve and expand good library service in the community.”
12.000 Membership in Organizations
12.001 Memberships in Library Organizations
All Trustees are encouraged to become members of: New Hampshire Library Trustees Association (NHLTA), Association of New Hampshire Library Friends (ANHLF), and the New Hampshire Library Association (NHLA)
12.002 Membership in Civic, Service and Business Organizations
The Library as an organization will not be a member of the Chamber of Commerce or other civic organizations. Members of the Library Staff may belong to such organizations as individuals and participate in their programs.
13.000 Confidentiality of Library Records
13.001 The Trustees recognize that the Library’s circulation records and other records identifying the names of Library users with specific materials are confidential. The Librarian and staff shall not make these records available to any agency of state, federal or local government except pursuant to such process, order or subpoena as may be authorized under the written authority for and pursuant to federal, state, and local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power. See also NH RSA 201-D:11.
13.002 This confidentiality policy shall not apply to any borrowers who have overdue books. See Policy 2.001 regarding the borrower’s obligation to return books by the stated deadline and in the same condition as the books were borrowed.
14.000 Personnel and Volunteers
14.001 Unless voted to the contrary by the Board of Trustees, the Library will follow the City of Keene’s Employment Handbook.
14.002 The Board of Trustees may establish such rules and regulations for the government and management of the Library as they may deem advisable.
14.003 The Library Director shall be the executive head of the Library and shall be responsible to the Board of Trustees. The Library Director shall have charge of the administration of the Library, subject to the control of the Board of Trustees, and shall be responsible for the efficiency of the Library service to the public, shall have charge of the employment and direction of the staff and shall be in charge of the operation of the Library, all subject to the supervision and approval of the Board of Trustees.
14.004 Salary scales and classification shall be made, at the discretion of the Board of Trustees, in accordance with the established Salary Plan for the City of Keene, and these shall be developed in cooperation with the City Manager, or designated representative. Any change in amounts, range designations, or positions may be made by an amending ordinance.
14.005 No member of a Trustee’s family may be employed by the Library.
14.006 Whenever it becomes necessary to reduce the staff of the Keene Public Library the following criteria, in the order of priority hereinafter stated, shall govern such reduction in staff:
(a) the need of the Library for particular skills and experience.
(b) the education, training and experience of the staff members.
(c) the seniority of the staff member.
14.007 Keene Public Library welcomes the skills and talents of volunteers to support and extend the services of the library. Per RSA 508:17 V (c), "’Volunteer’ means an individual performing services for a nonprofit organization or government entity who does not receive compensation, other than reimbursement for expenses actually incurred for such services.” Volunteers do not replace paid staff for regular and/or professional level work, but do assist with special projects and supplement existing services.
The number and type of volunteers accepted will be based on the amount of work and supervisory time available. Volunteers are selected based on their qualifications and the needs of the Library at any given time. The Keene Public Library will follow the City of Keene’s Administrative Directive on Unpaid Student Interns and Other Volunteers. Selection, training, and supervision of volunteers are the responsibility of the Supervisor in the department in which that the volunteer will work. All Library volunteer applicants must complete a Volunteer Application and Background Investigation Waiver in order to be considered. Applicants who are selected will complete a Volunteer Waiver and Volunteer Service Statement and Agreement before their service may begin. Volunteers will keep a record of hours they work each week.
All Library volunteers age 18 and older will be subject to a State of New Hampshire background check. A national-level background check is required for a volunteer candidate who has lived in New Hampshire for less than five years. Volunteers interested in obtaining a paid position at the Library are subject to the Library’s employment process. Volunteers will not be charged the cost of the background checks.
Keene Public Library will abide by all applicable laws concerning volunteers. Volunteers must be aged 14 or older. In addition, minors may only act as volunteers with the written consent of a parent or legal guardian. Volunteers aged 14 or 15 must also provide proof of age to the Library and a Youth Employment Certificate issued by the minor’s school. Volunteer services cannot begin until a photocopy of proof of age is on file with the City. Volunteers aged 16 or 17 must also complete and submit the New Hampshire Department of Labor “Parental Permission” form and provide proof of age to the Library. Volunteer service cannot begin until the Parental Permission Form and a photocopy of proof of age are on file with the City, and for volunteers aged 14 and 15, until the Youth Certificate is obtained from the school.
Volunteers are expected to have a good knowledge of the mission of the Library and to operate within the stated policies and procedures. They are also expected to maintain patron confidentiality at all times and must abide by the same level of personal conduct required of all Library workers. The Library’s mission statement and its policies/procedures are made available on the Library’s website.
15.000 Internet Access
15.001 As part of the Keene Public Library’s commitment to meet the cultural, informational and educational needs of the community and in response to the advances in technology in this Information Age, the Library is pleased to offer public access to the Internet.
15.002 Information and resources on the Internet can enhance the material available at the Library and often go beyond what is locally available. The Library, however, does not monitor the Internet or control over the information accessed through the Internet. Not all sites on the global Internet provide accurate, complete or current information and access points often change rapidly and unpredictably. Some sites may carry information that a user finds controversial or inappropriate. Library users access the Internet at their own discretion. As with other Library materials, restriction of a child’s access to the Internet is the responsibility of the parent/legal guardian. Parents are encouraged to come in with their children and supervise Internet sessions at the Library.
15.003 Reference staff will continue to use the Internet as a reference tool and will retrieve information for users. Also, the Library’s home page will offer specific starting points for searching the Internet, along with recommended sites for adults and children. Staff will also try to assist users with their Internet use and, as time permits, guide them to sites, but cannot offer personal instruction. Formal instruction will be offered by the Library at designated times. Current books and videos about the Internet are available in the Library’s collection.
15.004 While the staff at the Keene Public Library will not monitor an individual's computer use, there are times when viewing otherwise legal materials may be inappropriate or when the behavior of those using the Internet may not be appropriate. The Library staff reserves the right to address such use of the Internet or behavior by requiring a patron to terminate his or her session. If any particular patron disregards the Library's Internet Use Policy, and is repeatedly required to terminate his or her session(s) , that patron's right to use of the Internet may be revoked.
15.005 Internet use in the Youth Department and Teen Room is limited to young people under the age of 18 years, adults taking care of children, or adults visiting the Library with a care giver.
15.006 Before going to Internet sites, users must read the policy and guidelines. Furthermore, it is understood that in signing up to use the service, the user has agreed to follow the policy and guidelines.
(a) Users 18 years of age or older must provide a Library card or current ID and sign in at the Reference Desk. Users under 18 years of age must have a Library card on file that has been approved by a parent or guardian.
(b) Users must agree to obey all applicable federal, state and local laws including, but not limited to, copyright, licensing and content restrictions. The Library reserves the right to terminate the User's Internet privileges for abuse of these conditions or for unauthorized use of the Library's Internet connection.
(c) Users may not use Library equipment to access illegal materials including those that are obscene or harmful to minors, or for any illegal or fraudulent actions.
(d) Users may not in any way engage in any activity which is libelous or slanderous. Nor shall any patron use any Internet resources to offend, harass, intimidate or threaten any third party.
(e) Users may not download or save any files onto the computer's hard drive.
(f) Users may bring in removable storage devices and copy materials onto them. Printing is available for a charge.
(g) E-mail access is only available through the World Wide Web.
(h) Patrons will be personally responsible for any materials ordered via the Internet. They will need to pay for these items with a credit card. The Library will not be responsible for these costs.
(i) Any damage to the computer or its peripheral devices is the responsibility of the user. Abuse of the equipment or the service will result in the user being denied further access.
(j) Internet users are required to follow the same rules of conduct as others in the Library, and not engage in disruptive behavior.
(k) There will be no more than two people at a computer station.
(l) Users are asked to restart the computer when they have finished their session and to inform the staff member at the desk that the computer is available for the next person.
(m) Violations of any of the guidelines may result in loss of Internet privileges.
15.008 Procedures for scheduling the use of the Internet are set by staff.
16.000 3D Printer Use
16.001 3D printers are being used for educational, workshop, and programming purposes to make three-dimensional objects in plastic using a design that is uploaded from a digital computer file.
16.002 The Library's 3D printers may be used only for lawful purposes. Users will not be permitted to use the Library's 3D printers to create material that is:
(a) Prohibited by local, state or federal law.
(c) In violation of another's intellectual property rights. For example, the printers will not be used to reproduce material that is subject to copyright, patent or trademark protection.
16.003 The Library reserves the right to refuse any 3D print request.
16.004 Supervision of the use of the 3D printer by Library staff does not constitute knowledge, or acknowledgement, of any unapparent final use of the 3D product, and the Library specifically disclaims any knowledge thereof.
17.000 Makerspace Room
17.001 The Keene Public Library (KPL) provides access to information for life-long learning and enjoyment; for the fulfillment of desires and curiosities; and for enhancing the quality of life in the community. The Kingsbury Makerspace room extends those commitments into the world of making by providing open access to a wide variety of equipment and tools during open hours and for checkout, and by offering classes and programs for guided exploration.
17.002Keene Public Library’s policy regarding the "Use of the Library (2.005)" and the "Internet Access Policy (15.000)" apply to the Makerspace room. All users and visitors must agree to and sign the Keene Public Library Maker Agreement and Release Form before using the room. Minors (under 18) must have a parent/adult guardian agree to and sign the form. An exception is given to individuals or groups on staff-lead tours of the room.
17.003 Equipment and tools in the Makerspace room are available at no charge to all Keene residents or users with a valid Library card, generally on a first-come, first-serve basis during open hours. Specific tools or equipment may be reserved for projects and may be used at other locations, at the discretion of the staff.
17.004 Makerspace room users are welcome to bring in staff-approved equipment and tool materials (consumables), except for the 3D printers. Other consumable materials may be available for purchase. Charges for consumable materials are to cover KPL’s cost. During Library programs, KPL may provide consumable materials free of charge, as available. Please consult with staff about the availability of consumable material before planning a project.
17.005 All Makerspace room users of equipment and tools shall attend a safety class prior to participating in open hours and using the equipment. Users under the age of 14 must be supervised by a trained parent, adult guardian (18 or older), teacher, or staff member at all times. For the laser cutter, users must be 16 or over. All equipment shall be labeled with its age requirement.
17.006 Makerspace room users (or if minors, their parents/guardians) are responsible for any costs incurred for loss or damage to KPL property, not associated with normal wear and tear, that is the result of inappropriate or unauthorized use of tools, equipment, or consumable materials, or for clean-up of the tools, equipment or the room. KPL is not responsible for any damage to, or loss or theft of, users’ personal property including electronic files left on computers.
17.007 Makerspace room equipment and tools may be used only for lawful purposes. Users will not be permitted to use equipment or tools to create material that is:
- Prohibited by local, state or federal law.
- In violation of another's intellectual property rights. For example, the printers will not be used to reproduce material that is subject to copyright, patent or trademark protection.
17.008 Projects must be approved by staff prior to the use of 3D printers, the laser cutter, and the CNC machine to ensure that proper file format, size, and materials are being used. The Library reserves the right to refuse any fabrication request.
17.009 Safety gear is provided and is required for use of some tools and equipment. Users are encouraged to report any unsafe behavior observed in the space to the staff member or volunteer on duty.
17.010 Supervision of Makerspace room tools and equipment by Library staff does not constitute knowledge, or acknowledgment, of any unapparent final use of the created product, and the Library specifically disclaims any knowledge thereof.
Blogs, Wikis, and Other Social Networking Web Tools
Effective Date June 16, 2009:
The Keene Public Library provides blogs, wikis, and other social software to advance our mission: of providing free, open, and convenient access for all Keene residents to acquire information for growth in their personal knowledge; for their life-long learning and enjoyment; for the fulfillment of their informational needs, desires, and curiosities, and for enhancing the quality of life in their community.
Social software sites address goal number two of the Keene Public Library’s long-range plan: promote and market library services to the community.
Social Software is defined as any web application, site or account created and maintained by the Keene Public Library which facilitates an environment for Library staff and Library users to share opinions and information about Library related subjects and issues.
Users of other the Keene Public Library social software are strongly encouraged to check facts, cite sources, present balanced views, acknowledge and correct errors, and check spelling and grammar before making a post.
Each social software site developed by the Library will have a manager who will be responsible for maintaining the site. Managers will also develop and post a set of guidelines for each Library social software. These managers must be employed by the Keene Public Library. Although the manager periodically will monitor and maintain the tool, the Keene Public Library is not responsible for individual comments posted on the blog.
The Keene Public Library recognizes and respects differences in opinion. Comments, posts and messages are welcome and will be reviewed before publishing.
The Keene Public Library is not responsible for individual comments posted on the blog. The comments posted do not necessarily reflect the policy of the Library. Nor does the Library necessarily support the opinion of the poster. By posting content, the user agrees to indemnify the Keene Public Library and its officers and employees from and against all liabilities, judgments, damages, and costs (including attorney's fees) incurred by any of them which arise out of or are related to the posted content. Forums and messaging may not be used for commercial purposes or for organized political activity.
The Keene Public Library reserves the right to monitor content before it is posted on all their social software web sites and accounts, and to modify or remove any messages or postings that it deems, in its sole discretion, to be abusive, defamatory, in violation of the copyright, trademark right, or other intellectual property right of any third party, or otherwise inappropriate for the service. The Keene Public Library also reserves the right to edit or modify any submissions in response to requests for feedback or other commentary. Notwithstanding the foregoing, the Keene Public Library is not obligated to take any such actions, and will not be responsible or liable for content posted by any subscriber in any forum, message board, or other area within the service.
Suggested Guidelines that might be developed for a YA Book Review Blog. Guidelines for each tool will be posted on the tool.
1. Keene Teen Reads is an online forum for Keene Public Library customers and staff members to discuss pre-publication books read and reviewed as part of the YA Galley Project.
2. To participate in the discussion, leave a comment at the end of a "post" or blog entry. Most posts are books reviews. Other posts could include information about Library programs. In a comment, you respond to a review by
• sharing your thoughts about a book,
• offering points for discussion,
• providing links to other resources, or
• Suggesting similar titles or authors.
3. The manager will review all comments prior to publication. Inappropriate comments will be deleted.
4. In order to protect your privacy and safety, please refrain from including such personally identifiable information as telephone numbers, addresses, e-mail addresses, or photographs in your comments.
5. Limit your comments to text only. You should not submit any text, artwork, or photographs that may be under copyright. Include a source for quotations (author and/or title).
6. You may not use profane, obscene, or otherwise offensive language.
7. Please be respectful of other contributors. We will not tolerate the posting of deliberately hostile or insulting messages ("flaming").
8. The purpose of this blog is to discuss books and library programs, therefore, please do not promote any product or service or any non-Library event (examples include self-published and commercial books; poetry readings and other public programs; and editing, tutoring and other professional services).
9. All comments must conform to the Keene Public Library Internet Use Policy
10. If you fail to follow these guidelines, the blog manager will block all your comments.
11. Although the blog manager periodically will monitor and maintain the blog, the Keene Public Library is not responsible for individual comments posted on the blog. The comments posted do not necessarily reflect the policy of the Library. Nor does the Library necessarily support the opinion of the poster.
12. The Keene Public Library strongly encourages parents or legal guardians to discuss Internet safety with their children and to monitor and supervise their online activity. All patrons are encouraged to report abuse or inappropriate solicitations to the website's administration, local law enforcement, and organizations such as www.cybertipline.org or www.wiredsafety.org.