Use of Library and Conduct
Who May Use the Library
1. The Library will serve all residents of the city and rural areas. Service will not be denied or abridged because of religious, social, economic, or political status. Service will not be denied or abridged because of differences in ethnicity, gender, age, national origin, disability, sexual orientation, or education. Persons residing outside of the geographical area but owning property or attending an educational institution in the area shall be considered residents.
2. The use of the library or its services may be denied for due cause. Due cause may be failure to return materials, destruction of library property, disturbance of other patrons, or any other objectionable conduct on library premises.
3. With regard to the confidentiality of records, the Kanawha Public Library recognizes that the circulation records of this library are confidential in nature. It advises all library employees that such records shall not be made available to anyone, including any agency of Federal, State or Local government except pursuant of Federal, State or Local law relating to Civil, Criminal, or Administrative investigating power. Furthermore, the library will resist the issuance of enforcement of any such process, order or subpoena until such time as a proper showing of good cause has been made in a court of competent jurisdiction.
Open Access
The Kanawha Public Library participates in the Enrich Iowa Agreement with the State Library of Iowa to provide a service called Open Access. The purpose of Open Access is to provide Iowans with direct access to more library materials and information resources. It is a reciprocal borrowing program that enables patrons from a participating library to go to other participating libraries and directly check out materials they own. In other words, Open Access is a state wide “library card” program allowing any Iowa citizen to check out materials from libraries other than their home library.
Responsibilities & Conduct
1. It is the policy of the Kanawha Public Library to provide a safe, comfortable environment that is conducive to the use of library facilities, resources, and equipment either by individuals or small groups. The library is designed for use by all members of the public.
2. It is a patron’s responsibility to maintain necessary and proper standards of behavior in order to protect his/her individual rights and the rights and privileges of other patrons. If a patron creates a public nuisance, that patron may be restricted from the library and from the use of the library facilities.
3. Children of all ages (those 6 and under accompanied by a parent or designated responsible person) are encouraged to use the library for homework, recreational reading, and program attendance. The library staff realizes that the library will be noisier at busy times and that children by nature can cause more commotion. However, children (whether with parents or not) who are being continually disruptive will be given a warning to settle down or be asked to leave.
4. Smoking, including use of e-cigarettes, is prohibited in the library, on the library grounds and in the parking facility. No alcoholic beverages are allowed on the premises without prior approval from the Library Board of Trustees. In accordance with the City’s Fire Code, there can be no open flames in city buildings without a permit being issued by the fire department.
5. An animal other than a service animal, which is an animal individually trained to do specific work or perform tasks for the benefit of a person with a disability, is not allowed in the library or library meeting room unless given express permission from the director. If a service animal is out of control and the handler does not take effective action to control it, staff may request that the animal be removed from the premises.
Unattended Children
The Kanawha Public Library encourages visits by young children and it is our desire to make this important visit both memorable and enjoyable for the child. Library staff members are not expected to assume responsibility for the care of unsupervised children in the library. Therefore, it is library policy that all children aged six and under be accompanied by a parent or designated responsible person while in the library.
Equipment Use
1. The Kanawha Public Library offers the public access to a printer, copy machine, fax machine, and laminator for nominal fees. Library staff will operate the equipment.
2. Fees for patron printer use are 10 cents per black and white copy and 50 cents per color copy. Each side of paper will be counted as a copy. The copyright laws of the United States (Title 17. U.S. code) govern the making of photocopies or other reproductions of copyrighted material. The patron is liable for any infringement.
3. Fees for photocopy use, including enlargement and reduction, are 10 cents per black and white copy and 50 cents per color copy. Each side of paper will be counted as a copy. The copyright laws of the United States (Title 17. U.S. code) govern the making of photocopies or other reproductions of copyrighted material. The patron is liable for any infringement.
4. Sending fax charges to United States numbers are $1.00 for the first page and $.50 cents each for the next pages. To send to international numbers, the charge is $2.00 per page. Receiving fax charges are the same as copy/printer charges.
5. Lamination fees are $1.00 per 8.5 by 11 inch page no matter the size of the original piece. The laminator will only accept items up to this size (8.5 by 11 inches).
6. Kanawha city departments and the Kanawha Community Swimming Pool Inc may use the Smart TV and attached DVD player for online meetings and training. Equipment may not leave the city hall building. Requests will be made through the library director with a signed agreement form acknowledging responsibility for any loss or damage to these items and accompanying accessories. Any technical issues with usage should be reported to the library director so they can be addressed as soon as possible.
Meeting Room/MakerSpace
1. Since the City Hall and Library share the same building, an extended meeting room space is available for library sponsored programs free of charge. Library staff will request the use of this room from the City Clerk. Elections and pre-scheduled rentals will take precedence.
2. The Kanawha Public Library provides public access to the MakerSpace area for library sponsored programs that promote informational, cultural, creative and educational purposes. All other requests will be directed to the City Clerk for meeting room rental.
3. Programs will take place during library hours unless otherwise designated by the Library Director. Programs may be provided off-site to insure equity of access and service to all patrons. These programs could include storytime events or presentations to community groups or organizations for the purpose of providing or promoting library services.
4. Library sponsored programs will follow established library policies and are conducted at the discretion of the Library Director. Interpretation of this policy is left to the Director. Final authority rests with the Board of Trustees.
5. Conduct within the meeting room/MakerSpace area is maintained in accordance with established library policy.
6. The Kanawha Public Library is not responsible for monitoring the legality of creators’ use of intellectual property or accuracy of content created and/or shared with the technology or tools provided by the library for creation and sharing of creators’ content. Provision of these resources does not constitute an endorsement of the content or views expressed by the creators. However, if the library becomes aware of illegal activity, it may have a legal and/or ethical duty to intervene.
7. The Library Board and Staff do not assume any liability for groups or individuals attending or presenting a program in the meeting room/MakerSpace area. The Library is not responsible for any equipment, supplies, materials, clothing or other items brought to the meeting room/MakerSpace area by any group or individual attending or presenting a program.
8. Smoking, including use of e-cigarettes, is prohibited in the library, on the library grounds and in the parking facility. No alcoholic beverages are allowed on the premises without prior approval from the Library Board of Trustees. In accordance with the City’s Fire Code, there can be no open flames in city buildings without a permit being issued by the fire department.
Display, Exhibits, & Public Notices
1. As an educational and cultural institution, the Kanawha Public Library welcomes exhibits and displays of interest, information and enlightenment to the community. Displays of handiwork, historical material, nature study, or any other material deemed of general interest may be exhibited. The director shall accept or reject material offered for display based on its suitability and availability. The library’s space restrictions will also be taken into account in the decision.
2. The Library assumes no responsibility for the preservation or protection of any item and no liability for possible damage or theft of any item displayed or exhibited. All items placed in the Library are there at the owner’s risk.
3. Public notices may be submitted for posting by nonprofit organizations for civic, educational, or cultural purposes. These organizations may also submit literature publicizing a specific event. Limited space generally allows only for short-term notices. The director must approve all postings and literature. Library staff will place and remove postings and literature promptly.
4. If organizations wish notices or literature to be returned, a request must be made along with name and telephone number of person to be contacted at the end of display period. Otherwise, the Library will not be responsible for returning materials.
5.To keep from showing favoritism or political endorsement, the Library will not host petitions.
Sale of Non-Library-Related Merchandise
Groups and individuals may not sell merchandise, do fundraising, solicit contacts for later sales or placement of orders, or charge admission fees or tuition within the library. If groups offer materials in connection with study groups, conferences, and similar events, they may accept donations to cover the cost of materials.
Exception: Events sponsored by the Kanawha Public Library; the City of Kanawha; or county, service area, and state library groups are exempt from the above restrictions.
For example, if authors or musicians give a program for the library, they may sell copies of their books or music at the time of the program but may not leave copies of the books or music for the library to sell later.
Volunteers
1. A volunteer shall be considered as any individual, 12 years of age or older, who contributes time, energy and talents directly or on behalf of the Kanawha Public Library and is not paid by library funds. Volunteers under age 18 must have permission from a parent or legal guardian. Volunteers under consideration may be subjected to a background check.
2. For all activities related to recruitment and retention of volunteers, the Kanawha Public Library does not discriminate on the basis of race, color, religion, sex or sexual orientation, national origin, marital status or political beliefs.
3. The library shall make use of the services of interested volunteers to supplement and not to replace the work done by library staff.
4. All volunteers must be accepted by the library director prior to performance of assigned tasks. Volunteers are selected based on their qualifications in relation to the needs of the library at any given time.
5. Volunteers are expected to act in accordance with library policies, including confidentiality requirements, and to reflect positive customer service attitudes to all library patrons. Volunteers are expected to follow the procedures established by paid staff members. A volunteer may be dismissed at any time at the Library’s sole discretion with or without cause. Causes for termination include but are not limited to:
· Not performing work at an appropriate level of capability
· Negative attitude, offensive language, inappropriate dress, or misconduct
· Reporting for duty under the influence of drugs or alcohol
· Violation of city, state or federal laws
· Harassment
· Unexcused absences
6. Library owned equipment and supplies are for library use only and may not be used for personal business.
Open Records Request
Requests for Records
The Library Director (or designee) acts as Lawful Custodian for all Open Records Requests. Requests may be submitted in person, in writing (including written communication conveyed by electronic means), and/or by telephone. All requests made in writing must contain the following:
1. At least enough information for the Lawful Custodian to communicate with the requester, but it would be helpful to include the requester’s name, address, telephone number, and email address;
2. A description which is sufficient enough for the Lawful Custodian to identify the requested records;
Requesters may use the standardized request form available at the circulation desk but are not required to do so.
Mailed requests must be addressed to Kanawha Public Library ATTN: OPEN RECORDS REQUEST, 121 N Main St. PO Box 148, Kanawha, IA 50447
Requests may be delivered in person to the same address
Requests may be faxed to (641) 762-3966.
Requests may be submitted via email to the Lawful Custodian with the subject line: OPEN RECORDS REQUEST. Your request should be stated clearly and concisely in the body of the e-mail. Links and/or attachments will not be reviewed. Emails should be sent to norby@comm1net.net The Kanawha Library, as a public agency, is required to comply with all applicable state and federal laws and regulations related to Open Records. All public records shall be open for inspection, except as otherwise provided by Iowa Code. Requests may be made anonymously. If you are filing this request anonymously, please provide enough information for the staff to communicate directly with you.
Response
Upon receipt of a request, the Library shall respond to the request within ten business days. If the requested records are reasonably available to the Lawful Custodian, the response shall contain the requested records. In the event that the requested records are not reasonably available to the Lawful Custodian, the Library shall instead respond to the request in writing indicating a reasonable timeframe to compile the requested records and the estimated fees to compile the requested records, or a reason why the request will not be met.
On-site Examination of Records
Individuals requesting information will be allowed to conduct on-site inspection of records during the regular office hours of administration staff. The Kanawha Public Library is responsible for protecting the security of public records in its custody and may require that a staff member be present during any inspection or copying of its public records. In the event that staff presence is required during the inspection of said records, the requesting party may be charged a reasonable fee.
Charges for Requested Records
If compiling the requested records takes less than thirty minutes, the Lawful Custodian shall make every reasonable effort to provide the requested records at no cost, other than reasonable copying fees or attorney fees (see below).
For all other requests, the Kanawha Public Library is authorized to charge a reasonable fee to compile the requested records.
The fee can include the following:
1. fees for copying records, but this fee cannot exceed the actual cost of copying;
2. fees for the staff supervising the requester’s in-person review of requested records;
3. fees for staff for compiling and delivering requested records. This rate shall not exceed the staff members actual hourly earnings;
4. attorney fees. Attorney fees are only for the review of potentially confidential or otherwise non-disclosable materials. Those would include, but not be limited to:
· personal information that directly or indirectly identifies a person as a patron, member, supporter, volunteer, or donor of the Kanawha Public Library.
· Employee(s) personnel records.
· Correspondence with legal counsel.
· Mediation communications except written mediation agreements which are signed on behalf of a governing body.
· Information and records concerning physical infrastructure, cyber security, critical infrastructure, security procedures, or emergency preparedness developed, maintained, or held by a government body for the protection of life or property, if disclosure could reasonably be expected to jeopardize such life or property.
· Any additional relevant records as included in Iowa Code.
Upon receipt of a request for records that are not reasonably available, the Lawful Custodian shall estimate the fees to procure the requested records. The Kanawha Public Library shall collect the estimated fees before commencing work to compile said requested records.
Confidential Records
Certain records are confidential and exempt from disclosure. Any records that may be confidential shall be reviewed by the Director. The Director shall, at his or her discretion, seek further review by the City Attorney. “Reasonably available” materials, shall include but not be limited to, a quantity of materials that takes less than two hours to retrieve, that the cost to retrieve is less than $25.00, and contains no material that must be reviewed by legal counsel.