Policies

LIBRARY CARD RENEWALS
Patrons must renew their cards every three years. Those with a name change must complete a new registration form and the old one must be destroyed.


Please refer to Patron Privacy Policy for additional information.


Fines
Each library will determine whether to charge fines and set its own rates. Fines for items lent through the Plum Creek ILS to another Plum Creek library will be determined by the policies of the library that lends the item to the patron.


If a library collects $5 or more in fines or fees at one time that were assessed by another library, it will forward the amount to the library that assessed them.


Suspended borrowing privileges

Patrons may not borrow materials if:
* They have $5 or more in fines and fees.
* They have 5 or more items overdue for a week or more.

PATRON PRIVACY POLICY

Minnesota Statute 13.04 provides that individuals on whom data is stored by a government entity have the right to know what data is stored, how the data will be used, and what happens if the individual refuses to provide it.
Minnesota Statute 13.40 provides that patron records are private and that information linking a patron to materials requested or borrowed or with a subject about which the patron has requested information may not be disclosed without a court order except for library purposes.


Plum Creek Library System requires public libraries using its shared ILS to use the Plum Creek card application, which includes a Tennessen warning. Cards will not be issued to patrons who do not provide the information marked with an asterisk(*) on the application form.


Card applications will be kept by the library that accepts them, either in print or electronic format, until the patron record is deleted from the ILS. Libraries will keep the applications in a secure location or on a secure server if they are stored online.


Plum Creek Library System will delete records for patrons whose records in the ILS have been inactive for at least three years. The records will be deleted on or about January 1 and July 1 each year and a list of the deleted records will be sent to the library that entered the record so that the applications may be removed from storage and destroyed. Libraries will destroy the applications within 30 days of receipt of the list of deleted patron records.


Approved by PCLS Advisory Committee 1/6/2016
Approved by PCLS Governing Board 1/20/2016

PUBLIC COMMENT

The Tracy Public Library Board welcomes public comment at board meetings.  

The Public Comment Policy ensures that members of the public are allowed to present their views while permitting the Tracy Public Library Board of Trustees to conduct meetings in an efficient and effective manner.  The Public Comment Policy will apply to regular, special, and committee meetings.

  • Public comments are permitted during the time designated on the library board agenda, unless otherwise directed by the Board President or presiding officer.
  • The Board President or presiding officer determines the order in which speakers will be recognized.
  • Each speaker will provide his/her name and group affiliation (if any).
  • Each speaker is allowed a maximum of three minutes to address the board, with additional time provided at the discretion of the Board President or presiding officer.
  • All comments shall be made with civility and courtesy. The Board President or presiding officer may prohibit further comment if proper decorum is not displayed.
  • The public comment period is not a question and answer period and the Board is not obligated to respond to comments.

INTERNET USE POLICY

I. Mission Statement

Internet access at Tracy Public Library is an extension of the library’s commitment to meeting the community’s information needs. In addition to using the Internet as an information resource, the library also seeks to provide the opportunity for Internet use to the public, via desktop computers and wireless Internet service.

II. Library Responsibility

Tracy Public Library does not collect browsing history or personal information entered into websites or applications. Customer use records are not maintained. The Library will not reveal any personal information or internet browsing or usage information unless required by law or court order.

Children are allowed to access the internet on library computers and also on their personal devices using the library’s wireless internet. Library staff cannot act in place of parents and hold no responsibility for what children access online at the library. Parents must monitor and be aware of their children’s internet usage.

To aid compliance with Minnesota and Federal obscenity laws, the Library does filter Internet access on Library-owned computers and wireless internet.  Filtering software works to block access to information and materials including child pornography and that which is considered obscene or harmful to minors.  The Library does not guarantee that such software will block all material under these categories; likewise, such information and websites that do not fall under these categories may inadvertently be blocked. 

III. Library Disclaimers

Patrons are advised that the Internet is not controlled as to content, and may contain materials deemed by some to be inappropriate for themselves or others. Tracy Public Library assumes no responsibility for the materials users access, what they may come across online, or for any damages, injury, or harm a user may suffer by viewing any materials they access, intentionally or otherwise.

Users are advised to use caution in placing personal information into the computer. Tracy Public Library assumes no responsibility of any kind for outcomes which may result from entering such information into the computer, or from downloading personal data or documents onto library computers.

IV. Access

A patron’s use of Library equipment or the wireless service to access the Internet constitutes agreement with this Policy. Failure to comply with this policy may result in the loss of computer and/or library privileges.

Patrons may access computers anytime during regular Tracy Public Library hours of operation. Computers are available on a first-come, first-served basis, and will not be reserved. Computer use is limited to two hours per day, but may be extended upon special request.

Users are expected to have a basic knowledge of how to use the computer and the software available for patron use. Library staff will provide assistance to users only as their time permits. The Library offers more in-depth computer instruction on an appointment-only basis.

V. Charges

There will be no charge for the use of the computers or access to the Internet. There is a charge for copies printed out on the library’s printer. Users should inquire with library staff about current rates. Patrons will be held responsible for any charges incurred as a result of the purchase of items or subscriptions on the internet.

VI. Acceptable Use

  • Installation, downloading, or modification of software on Library computers is prohibited.
  • No more than one person may use a computer, unless prior arrangements have been made with staff.
  • Prompt payment is required by users who incur charges for printing or other authorized fees.
  • Users will respect the privacy of other users, and will refrain from attempting to view or read material being used by others.
  • Patrons may download data from the Internet onto personal portable storage devices. Personal documents should not be downloaded onto library computers. The library disclaims any responsibility for documents or data downloaded onto library computers.
  • Patrons should always log out of any accounts or applications when they have completed their computer session. Customers handling financial transactions or other activities that require confidentiality do so at their own risk.
  • Patrons should use headphones when viewing material accompanied by sound. Anyone playing movies, videos, music, or anything else that makes noise on Library-owned computers or personal devices will be asked to use headphones or turn the sound off. Failure to do so will result in being asked to leave the library. Headphones are provided at all desktop computers for patron use. Patrons may borrow headphones for use with personal devices in the library.
  • Cell phone use while using the computer is prohibited. Patrons should take phone calls outdoors, to the conference room, or to the front entryway. Anyone talking on their phone while using the computer will be asked to end the call.

Originally adopted February 2001. Current version adopted December 2017. Next review, January 2021.

DONATIONS POLICY

I. Purpose

The Tracy Public Library accepts donations that support and further the mission, goals, and objectives of the Library, as established by the Library Board. It is understood that special gifts and bequests should not take the place of public support, but should enable the Library to provide and enhance services in ways not financially possible within the current annual operating budget.

The purpose of this policy is to specify the types of donations that the Library will accept and how donations may be used.

II. Monetary Donations

The Tracy Public Library accepts and appreciates monetary gifts. Monetary gifts may be unrestricted or as memorials or tributes to honor a friend or relative.

In accordance with Tracy City Code 9.16 and Minnesota Statute 134.11, all money received for the library shall be paid into the city treasury, credited to the library fund, and kept separate from other money of the city. All expenditures of Donated Funds must be approved by both the Library Board and the City Council.

Donors of funds may request specific uses, such as library materials, equipment, supplies, or programming. The Library will attempt to use donated funds as specified by the donor; however, substitutions may be made in the event that a requested item cannot be found. The Library reserves the right to final selection. When donations are made for the purchase of library materials, staff will place a sticker on or in the item purchased stating the donor’s name and/or who the donation is made in honor of, if applicable. Because items purchased with donated funds can become worn or obsolete, or be stolen, permanence in the library’s collection cannot be guaranteed.

Donated Funds that do not have a specific intended use may be used only toward capital projects and improvements or library furnishings. Acceptable uses include the purchase of land or property for construction of a new building; construction or remodeling of a library building; and furnishings such as shelves, tables, chairs, or other items to be used by library patrons or staff in the course of the library’s normal business. Donated funds may not be used for operating expenses such as utility bills, salaries and benefits, or office supplies.

III. Gifts of books and other materials

Gifts of books and other materials are also accepted and appreciated. The Library will not accept donations that are not outright gifts; all donations become property of Tracy Public Library and will be used or disposed of at the discretion of the Librarian. All donations of materials should be in good physical condition and free of mold, dust, and water damage. Library staff may examine and refuse any donation if it does not meet this criteria. Some materials, such as encyclopedias, VHS tapes, magazines, and cassettes, will be refused regardless of condition. Gifted materials in good condition are evaluated for addition to the library’s collection based on age, accuracy of material, and interest to local patronage. Because of wear, theft, and weeding practices, permanence of donated materials in the Library’s collection cannot be guaranteed.

IV. Disposal of donated items

Resolution 2017-4, approved January 23, 2017 by the Tracy City Council, authorizes the Library to dispose of obsolete and unneeded books at the discretion of the Librarian. The Library makes every effort to dispose of any gift materials it cannot use in its collection to the best advantage. Staff attempts to sell, donate, or give away materials that cannot be used in the Library’s collection before recycling.

Approved: April 2018

Review: April 2021

CONFLICT OF INTEREST

No Councilperson, other official or employee, whether paid or unpaid, shall engage in any business or transaction or shall have financial or other personal interest, direct or indirect, which is incompatible with the proper discharge of his official duties in the public interest or would tend to impair his independence of judgment of action in the performance of his official duties.  Personal as distinguished from financial interest includes an interest arising from blood or marriage relationships or close business or political association.

            Specific conflicts of interest are enumerated below for the guidance of officials and employees.

            (A)  Incompatible Employment.  No Councilperson or other official or employee shall engage in or accept private interests when such employment or service is incompatible with the proper discharge of his official duties or would tend to impair independence of judgment or action in the performance of his official duties.

            (B)  Disclosure of Confidential Information.  No Councilperson or other official or employee shall without proper legal authorization, disclose confidential information concerning the property, government or affairs of the City.  Nor shall he use such information to advance the financial or other private interest of himself or others.

               (C) Gifts and Favors.  No Councilperson or other official or employee shall accept any valuable gift, whether in the form of service, loan, thing, or promise, from any person, firm, or corporation which to his knowledge is interested directly or indirectly in any manner whatsoever in business dealings with the City; nor shall any such official or employee (1) accept any gift, favor or thing of value that may tend to influence him in the discharge of his duties any improper favor, service, or thing of value.

            (D)  Representing Private Interests Before City Agencies or Courts.  No Councilperson or other official or employee whose salary is paid in whole or in part by the City shall appear in behalf of private interests before any agency of the City.  He shall not represent private interests in any action or proceeding against the interests of the City of in any litigation to which the City is a party.

          1. Councilperson may appear before City agencies on behalf of constituents in the course of his duties as a representative of the electorate or in the performance of public or civic obligations.  However, no Councilperson or other official or employee shall accept a retainer or compensation that is contingent upon a specific action by a City Agency.

           (E)  Contracts with the City.  Any Councilperson or other official or employee who has a substantial or controlling financial interest in any business entity, transaction, or contract with the City, or in the sale of real state, material, supplies or services to the City shall make known to the proper authority such interest in any matter on which he may be called to act in his official capacity.  He shall refrain from voting upon or otherwise participating in the transaction or the making of such contract or sale.

                 1. Councilperson or other official or employee shall not be deemed interested in any contract or purchase or sale of land or other thing of value unless such contract or sale is approved, awarded, entered into, or authorized by him in his official capacity.

            (F)  Disclosure of Interest in Legislation.  A Councilperson who has a financial or other private interest in any legislation shall disclose on the records of the Council or other appropriate authority the nature and extent of such interest.  This provision shall not apply if the Councilperson disqualifies himself from voting.

            Any other official or employee who has a financial or other private interest, and who participates in discussion with or gives an official opinion to the Council, shall disclose on the records of the Council or other appropriate authority the nature and extent of such interest.

UNATTENDED CHILD POLICY

I. Purpose

Tracy Public Library strives to offer programs and services that encourage children to develop a love of reading and learning in a friendly, fun environment.

Tracy Public Library employees cannot assume responsibility for children left unattended on Library premises. In order to provide for the general welfare of all persons using the Library and for the safety of children using the Library, the following policy has been adopted.

II. Policy

Tracy Public Library is a busy public facility and therefore the library staff is unable to assume responsibility for babysitting, supervising, or entertaining children left alone in the library. Responsibility for the safety and behavior of children in the library rests solely with their parent, guardian, or caregiver.

A responsible adult or caregiver must accompany any child under the age of 8 years old while he/she is using the Library.  A caregiver is defined as any individual 13 years of age or older who has the authority and responsibility to care for a child by the child’s parent or legal guardian. 

Children age 8 or older may use the library on their own.  Children using inappropriate behavior may be asked to leave the library. If a child is not able to leave the library without an adult, he/she should not be in the library alone.  This is a particular concern in inclement weather and after dark.  All children should have the telephone number of someone who can assist them in an emergency.

Library staff cannot be expected to monitor or prevent an unattended minor from leaving the building. Parents also must realize that library employees have no way of knowing whether a person leaving the building with the child is a family member or not.

Adults responsible for unattended school-age children using the Library should be aware of the Library’s hours and make arrangements to pick children up prior to closing time. Library employees, under no circumstances, shall leave the building with a child.

Teenagers are treated as adult users. However, they are still legally the responsibility of their parents and should have an emergency contact available.

III. Procedure

If an unattended child comes to the attention of library staff, staff will make a good faith attempt to contact the parent or guardian.  If the parent or guardian cannot be reached, the child will be referred to the local law enforcement agency.

Parents, legal guardians, caregivers, and children who are in violation of this policy are subject to suspension of library privileges.

Approved: 3/19

Review: 3/22