Borrowing & Fines Policies

Community Room Policy

1. The Richard Sugden Library Community Room, as well as smaller meeting areas in the building, are available to any locally based organization during posted library hours. The Board of Library Trustees must approve any exceptions. The Library Administration reserves the right of final approval.
2. Meeting rooms are scheduled by Library Administration on a first-come, first-served basis. No more than one meeting or event may be scheduled per month by an organization.
3. Priorities for scheduling are as follows:
   1. Library programs and services shall receive first consideration for scheduling.
   2. Town of Spencer departments, committees, and boards.
   3. Community non-profit groups and for-profit groups.
4. Community Room programs must be scheduled through the Library director at 508-885-7513 and posted in the main schedule at least one week prior to the program.
5. All meetings are open to the public. The number of attendees shall not exceed the maximum, set by the Building Inspector and the Fire Chief.
6. Each group using the Community Room must appoint a member responsible for the meeting/activity and must sign in at the main desk at or before meeting time. 
7. Use of the kitchen is optional and must be approved prior to the scheduled program. 
8. A fee of $_______ per hour may be assessed for programs which take place other than during normal library hours. This fee covers janitorial/staff services. The fee is due and payable to “Trustees of the Richard Sugden Library” on the day of the program. 
9. Each group using the COmmunity Room is responsible for security and cleanup. Damage or cleanup fees may be assessed by the Library Trustees.
10. Smoking is not permitted in the Library; liquor is also not permitted. 
11. No group, organization, company, or any other entity using the room may charge as a condition of admission to, or participation in, a program, speech, meeting, or any other event, an admission charge or fee, other than a completely voluntary donation.
12. The Library does not advocate or endorse viewpoints of meetings or meeting room users.

I have read the above and agree to the RIchard Sugden Library Community Room Policies.

Name_____________________________ Date_____________

Customer Services Policy

The Richard Sugden Library strives to offer excellent library services to all. In addition to the quality of the facility and the collection, it is equally important that the library staff provide accurate, efficient and friendly service at all times.

The Customer Services Policy of the Richard Sugden Library is the foundation for all staff interactions with the general public. All other library policies should be interpreted in the light of the principles outlined below. 

1. The Library should offer the same quality of service to all regardless of age, race, sex, nationality, educational background, physical limitations, or any other criteria which may be the source of discrimination.
2. Patrons should be treated as if they are the most important people in the world. They are!
3. Judgement calls should always be made in the patron’s favor. If you make a mistake, it should always be to the patron’s advantage. 
4. Patrons should never be left without an alternative if a staff member is unable to comply with their request.
5. Staff members should be familiar with and able to articulate library policies as well as explain the rationale behind them. Staff members will be included in policy discussions.

Demeanor

Demeanor is defined as: the way a person looks, speaks, or acts; one’s manner of behavior towards others; a personal mode of expressing attitude. Non-verbal demeanor conveys an attitude via the facial expression and posture just as tone of voice and choice of words affect a message.

In public service institutions such as the Library, it is imperative that every staff/patron interaction is a positive one for the patron. A friendly, helpful demeanor can often ensure a positive experience even when the message conveyed is not a pleasant one.

Staff members are expected to act in a friendly, helpful manner which will ensure that the patron will walk away feeling that their experience with the Library has been a positive one.

Each staff member, while at work, acts as a representative of the Richard Sugden Library to each person or group with whom he or she comes in contact. The impression made on the patron profoundly affects the library’s image and on-going support.

Ethics

The needs and requests of library patrons must always be taken seriously and treated with respect. Equal consideration and treatment will be given to all users within established guidelines and in a non-judgmental environment.

All interactions and transactions between a library patron or a group of patrons and the Library will be considered confidential and will be discussed only in a professional context. (Such matters include, but are not limited to, registration information, materials’ selection, loan transaction records, reference questions, patron card status, etc.). Staff should remember that, although the temptation to discuss or share difficult transactions at the public desk is great, such discussions should be limited to the Staff Lounge or private offices; these details are confidential as well.

Staff members will not offer personal opinions or advice to answer queries, but will always follow established library practices.

Display Policy

When the display cases and/or display boards belonging to the library are not needed for library exhibits, they may be used by members of the public to display items and information of interest to Spencer residents within the following guidelines.

Displays must be contained within the cases. No related items, signs or fliers may be placed outside of the cases.

GENERAL GUIDELINES FOR USE

1. Since the library is used by people of diverse ages, sensibilities and beliefs, displays must be in good taste so as not to be generally considered offensive. 
2. Displays, which espouse a controversial viewpoint will not be allowed unless the exhibitor can arrange for the opposition to provide a display that will illustrate the opposing viewpoint at the same time.
3. Displays must be intended for the enjoyment, education or enlightenment of the people of Spencer, or for the benefit of a Spencer-based non-profit organization. 
4. Displays intended primarily as advertising to promote the financial gain of an individual or profit-making organization are not allowed.
5. The interpretation of the guidelines is left to the discretion of the Library Director. 
6. Although the display cases are locked and the building is protected by burglar and fire alarms, the owners of the displays are urged to make sure they have sufficient insurance to cover vandalism, theft or damage of items in the display case.
7. No prices may appear on any signs or items in the display case.
8. The exhibitor is responsible for setting up and dismantling all exhibits at a time mutually agreed upon with staff members.
9. Applications must be submitted at least two weeks before the desired use date. 
10. The maximum length of an exhibit will be four (4) weeks. 

RICHARD SUGDEN LIBRARY

GUIDELINES FOR DISMISSAL FROM LIBRARY

(Based on Patron Behavior Policy Board of Trustees  Rev. 2007)

“Library patrons have the right to use library materials and services without being disturbed…library patrons and employees have a right to an environment that is secure and facilities that are available and in good condition.”

The following violations of library policy deny the rights of library patrons and staff and violators will be dismissed from the library and library property:

• Loud, offensive, or disruptive language including shouting in hallways or public areas
• Refusing to adhere to library time rules for computers or other library property
• Refusing to obey staff instructions and requests
• Physical contact with other library users or staff, including shoving, fighting, and physical intimidation
• Trespassing in staff areas (behind circulation desks, in offices, in restricted areas)
• Destruction or defacing of library property
• Running in library or hallways
• Illegal use of library computers or property
• Impeding access to library entrances or property 

Note: the library telephones are not for public use.

Spencer residents eighteen or older (18+), with a valid C/WMARS Library card

• Hot Spots must be picked up and returned at the Richard Sugden Library, Spencer.
• Hot Spots must not be returned in the book drop. They must be handed to a staff member.
• Hot Spots are
  o not holdable,
  o not renewable;
  o not available for Interlibrary loan (ILL); or sent through delivery.
• Overdue Hot Spots will be deactivated within 2 business days of being overdue.
• If Hot Spots are returned late you will be unable to check out a device for 90 days (three months).
• The RSL reserves the right to refuse use of a device to patrons known to abuse, lose, or fail to return materials or equipment in a timely manner.
• If all parts of the Hot Spot kit are not returned in the case, the Hot Spot will remain checked out to the patron and fines will continue to accrue until all parts are returned or the maximum fines are reached.
• Patrons are responsible for damage, loss, or theft of the Hot Spot and all contents of the kit while it is checked out to them.
• The RSL is not responsible for any liability, damages, or expense connected to patron use of a Wi-Fi Hot Spot.
• Replacement Hot Spots will not be accepted from any patron. Patrons will be responsible for the entire replacement cost of the Hot Spot kit ($135.00). If individual items from the kit are lost, stolen or damaged, the replacement cost will vary depending on the cost of the items.

Patron Behavior Policy

The Richard Sugden Library strives to be a safe and welcoming space for all members of the community. In order to ensure constructive use of the library

facilities, materials and services, as well as the personal comfort of all patrons, the Library Board of Trustees has established the following rules for use:

Patrons shall be engaged in activities associated with the use of a public library while in the library.

Please keep voices and activities at a level that will not disturb others around you. This is not limited to, but also includes the use of cell phones. Any individual or group using disruptive or abusive language, inappropriate behavior, or otherwise creating a hostile environment may be asked to leave the library. 

Children under the age of ten (10) must not be left unattended. The library assumes no responsibility for the care and supervision of children. Parents or caregivers must

supervise the behavior of their children. If a child is left unattended at closing time and a parent or caregiver cannot be reached, the police department will be called to make sure

the child gets home safely.

Smoking, the use of open flames and the use of alcoholic beverages are not permitted on library premises.

Pets are not permitted in the library. Only animals properly identified as service animals and those involved in library programming are allowed.

Patrons must be fully clothed, including footwear, and shall also maintain a generally acceptable standard of personal hygiene. Unpleasant body odor which may offend others

is considered unacceptable.

The Children’s Room of the library is for the exclusive use of parents/caregivers and their children or adults using resources which are only available in that area.

A library patron who vandalizes, steals, or destroys any library material, equipment or building components may forfeit all library privileges and will be subject to financial

liability for damages.

Soliciting is not allowed on library premises.

We ask your cooperation in maintaining an environment that provides enjoyable use of the library. Patrons are encouraged to report disruptive individuals to the staff. Concerns

should be brought to the attention of the Library Director. If necessary, the Spencer Police Department may be called.

Approved by the Library Board of Trustees 5/17/22

Photography and Filming Policy

Photography and filming in the Richard Sugden Library is allowed with the understanding that it does not interfere with the provision of library services, is consistent with the library’s Patron Behavior Policy, and does not infringe on the privacy rights of the library’s patrons.

Richard Sugden Library staff may engage in photographing and videoing programs and events and reserves the right to utilize them for its own publicity and promotional purposes online and in print. Library staff will notify members of the public when photography and video recording is taking place, and any patrons and/or their child(ren) who do not want to be photographed or recorded will be accommodated.

The news media and members of the public are welcome to take photographs in and around the library. The responsibility for obtaining releases for news photos lies with the media outlet. The Richard Sugden Library staff may terminate any photo session that appears to impede library operations, compromise public safety, building security, patron privacy, or is inconsistent with the Patron Behavior Policy.

Casual Filming and Photography

The Library allows visitors and patrons to engage in casual filming and photography while present in the library and visiting its outdoor spaces. Library facilities and grounds are public spaces and the library is not responsible for incidental filming or photography of visitors and patrons of the library. 

Only handheld cameras and cell phones may be used to photograph or take videos. Because of safety and liability concerns, the use of additional equipment such as tripods, lights, and backdrops is not permitted without prior permission. 

Patrons are asked to request permission from the library director or the librarian-in-charge prior to conducting professional style photo or video sessions of the interior of the building. This included amateur photography using tripods, lights, and backdrops.

While engaged in photographing or filming, care must be taken not to impede the ingress or egress of visitors or staff to or from the library building, its outdoor spaces, and parking areas.

Library Liability for Injuries

Permission from the library to conduct a photographing/filming/recording event does not mean the library assumes any liability. The person or group responsible for the photographing/filming/recording event assumes any and all liabilities, damages, losses or injuries that participants may sustain to their person or property which arise out of or are related to the photographing/filming/music activities.

Approved by the Board of Library Trustees on December 16, 2019

RICHARD SUGDEN LIBRARY

PUBLIC COMPUTER USE POLICY

The Richard Sugden Library computers offer free access to:

• The Library’s Online Catalog

• The Internet

• Common desktop applications (MS Word, Excel, Powerpoint, Access, etc.)

• Subscription Databases include Infotrac, Ancestry, Novelist, etc.

 

FREQUENTLY ASKED QUESTIONS

How old do I have to be to use a computer?

Children under eight years must be supervised by an adult.

Children eight and older are allowed to use the computers on their own after signing in. 

Caregivers are verbally notified that the library computers do not have filters. The assumption is that unaccompanied youth know their family’s policies on computer use. As with all library materials, programs and services, the responsibility for what minors read or view on the internet rest with a parent or legal guardian. Library staff is not in a position to supervise juveniles’ use of the Internet. Parents and guardians are responsible for damages to the library computers. 

How do I sign up to use a computer?

You can sign up on a list at the Main Desk (first floor) or Children’s Room Desk (ground floor). Computer use is first-come, first-served for available computers. Patrons who do not sign in or who use an incorrect name may have computer privileges revoked. Computer records are considered private and non-permanent (MGL 78:7).

Can I reserve a computer?

Yes, patrons with a valid library card who are eligible to borrow materials may reserve a computer in person or by phone for one half-hour session if a computer is available. Library staff members reserve the right to limit the amount of reservations at any given time. 

Are the time limits on the computers?

Each patron is allowed two half-hour sessions per day. You may use the sessions concurrently if no one is waiting to use the computer. If you have a project which requires extra time on the library computers, please contact one of the librarians at the desk. ALL PUBLIC COMPUTERS ARE SHUT DOWN FIFTEEN MINUTES BEFORE LIBRARY CLOSING TIME.

Can I use my own flash drive?

Yes. Please check with the library staff if you have any questions about downloading, saving files, or changing settings.

Can I print copies at the computers?

Yes, you may print copies at public computers. Please bring all copies to the Main Desk.

What is the charge for printing?

Prints are ten cents per page for black and white copies, and fifteen cents per page for colored copies, payable at the desk. Please use the Print Preview feature to be sure that you are only printing the pages you want. Since every printed page uses ink or toner and paper, patrons are responsible for every page they print. 

What if the computer is not on or has an error message?

Please ask a staff member to assist you. The computers have security programs which require staff only access.

What if I don’t know how to use a computer?

We are pleased to provide basic help and can guide you to tutorials on the computers or information on computer courses available at the library or in our area. Library staff cannot provide extensive personal instruction e.g. more than five minutes per patron.

Can you limit or restrict the use of computers?

Library computers are provided to serve our patrons. Improper use of computers, including intentional damage, failure to follow established rules, or any illegal use is forbidden and will result in a temporary suspension (first time warning) or permanent exclusion from the use of library computers. A list of these rules and prohibited activities is posted at each computer.

If you have questions about computer use policies, please contact the Library Director at 508-885-7513.

Richard Sugden Library Board of Trustees Revised December 2015

Richard Sugden Public Library Public Service Policy

The Richard Sugden Public Library lends materials and provides information in a responsive manner. Library staff will make every effort to be helpful and approachable. Information will be provided efficiently, accurately and without regard to age, educational background, physical limitations, or any other criteria which lead to discrimination. The needs of the library patron will be taken seriously and consideration and treatment will be given to all users. 

All interactions and transactions between a library user, whether an adult or a child, are confidential. Such matters include, but are not limited to, registration information, loan transaction records, and reference questions.

Library staff will make every attempt to make the use of the library as comfortable as possible. Whenever possible we will communicate without the use of library jargon to make the first-time library user feel comfortable. Staff will not assume a patron knows how to locate information without orientation and assistance. 

The Library will be a safe and harassment-free environment for all who use it. Use will be based upon respecting the needs of other library users and protecting property from damage. Every attempt will be made to see that library rules are fairly applied. 

*primary objectives of loaning materials to the public and providing information.

Anyone who believes that service at the Richard Sugden Public Library has not been satisfactory should speak directly to a staff member. If the problem is not addressed then the individual is encouraged to request a meeting with the Library Director. 

Richard Sugden Library Mask Policy 

Updated-5/25/2021 

It is important that the library is a safe space for everyone. Young children and their families are daily visitors at our library. Because most children are not yet eligible to be vaccinated, we require that ALL patrons and staff continue to wear masks when inside the library regardless of vaccination status. 

Anyone who is unable or unwilling to follow this policy can borrow library materials through our Curbside Delivery service and be helped with reference questions via phone or email but may not enter the library. 

This policy is made in accordance with current public health information, CDC guidelines, and the Massachusetts updated face covering advisory for K-12 schools and Child Care facilities effective 5/29/2021. 

SNOW CLOSING POLICY

In the event of snowstorms or other inclement weather conditions, the library may close to the public for the following reasons:

Public Safety

Entrances, walkways, or other library areas cannot be safely cleared or kept clear of snow, ice or debris.

Staff Levels

Library cannot be staffed at the minimum required level as established under existing library policy. (As of 11/06, minimum number is three staff members)

Weather Warnings

Local weather predictions indicate dangerous traveling conditions, possible power outages, or other unsafe weather conditions.

The decision to close is the responsibility of the Library Director or designee, who will consult with senior staff members and appropriate Town of Spencer personnel. In the event of a closing, the Director will:

1. Inform all scheduled personnel.
2. Inform and assist library patrons if closing occurs while the library is open.
3. Post closing information for the public.
4. Contact Utilities and Facilities to inform them of closing times and to determine when the library will be cleared to open again.

Library staff members who were scheduled to work will make up their hours, preferably during the same pay period, as approved by the Director. Staff members have the option of making up time in the closed building, on subsequent work days, or by working at home on projects reviewed and approved by the Director.

In the event that the Town Administrator, or designee, declares Town buildings closed, the Library will automatically close.

Approved by the Richard Sugden Library Board of Trustees 1992. Revised November 2006. Effective November 2006.