Complete Library Policies

Updated September 2024

TABLE OF CONTENTS

1. Mission, Vision, and Values
2. Public Service Policies
   1. Eligibility for Library Card
   2. Fines and Fees
   3. Technology Lending Policy
   4. Right to Privacy
   5. Hours of Service and Use of Facility
   6. Collection Policy
   7. Programming Policy
   8. Local History Center
   9. Internet Policy
   10. Library Rights and Freedoms
   11. Patron Code of Conduct
   12. Child Abuse Prevention
   13. Children’s Use of the Library
   14. Animal/Pet Policy
   15. Requests for Public Records Research and Retrieval
3. Human Resources
4. Risk Management
5. Finance and Business
   1. Budget Process
   2. Records Retention
   3. Purchasing, Contracts, Debit/Credit Cards
   4. Reserve Funds
   5. Disposal of Library Property
   6. Stocks and Mutual Funds
   7. Local Government Investment Pools
   8. Investment of Library Funds in Banks
   9. Friends of the Library

WEST CUSTER COUNTY LIBRARY DISTRICT POLICIES

I. Mission, Vision, and Values

Mission: Connecting our community to a world of possibilities.

Vision: To provide information and resources for all generations, foster connections, and to remain a cornerstone of our community.

Values:

We believe in:

• Access: free and ready access for everyone to the world of ideas, information, and creative experience.
• Adaptability: considering not only the present, but also the future needs of the community.
• Lifelong Learning: providing services and resources to create a curious, informed, and connected community.
• Public Good: building relationships, encouraging discussion, and an open exchange of ideas.

Adopted 07/2024

II. Public Service Policies

A. Eligibility for Library Card

All residents and visitors are eligible to apply for a library card. Various types of cards are used at the West Custer County Library District (“WCCLD” or “Library”). Library staff will determine the most suitable card type for each applicant. Applicants must apply in person at the Library, complete an application, provide a driver’s license or other form of acceptable photo ID, and proof of current address. Applicants under the age of eighteen must be accompanied by a parent or legal guardian who meets residency criteria and who must sign the application.

Area residents who are members of the Amish community are not required to present a photo ID, but must provide proof of address. Area residents can apply for a library card on-line which will grant access to the Library’s online resources. Instructions for on-line applications are on the Library’s website.

New patrons are limited to a total of five items checked out at any one time for a probationary period of one month. The Library reserves the right to limit checkouts to any cardholder who has a history of fines, lost items, or items returned damaged.

Library cardholders agree to assume responsibility for borrowed materials and to return them on time. It is the cardholder’s responsibility to inform the Library when any contact information changes. Incorrect account information does not relieve the patron from responsibility for fines and fees. It is the cardholder’s responsibility to report lost or stolen cards to prevent unauthorized use.

Adopted 6/2024

B. Fines and Fees

The table below summarizes basic fines and fees. More detailed information follows the table.

Please note that renewal is not possible if a hold has been placed on the item.

Item Type	Checkout Period & Renewal	Fines & Fees
Lost Library Card	n/a	$1.00 replacement fee
NEW Adult Books & Audiobooks	3 weeks; 1 renewal	Fine is $0.25 per day; replacement fee charged 45 days after last renewal
Non-new Books and Audiobooks	3 weeks; 2 renewals	No fines; replacement fee charged 45 days after last renewal
NEW Youth & Young Adult Materials	3 weeks; 1 renewal	No fines; replacement fee charged 45 days after last renewal
Non-new Youth & Young Adult Materials	3 weeks; 2 renewals	No fines; replacement fee charged 45 days after last renewal
DVDs	3 weeks; 2 renewals (only 1 renewal on new DVDs)	Fine is $0.50 per day; replacement fee charged 45 days after last renewal
eBooks & eAudiobooks	3 weeks; no renewals	Automatically returned; no fines or fees
Magazines	3 weeks; 2 renewals	No fines; replacement fee charged 45 days after last renewal
Laptops, Tablets, & Other Devices	1 day; in-Library use only	Replacement fee charged if not returned the same day as checkout
Kits, Equipment, & Other Items	Check with staff	Check with staff
Take home Technology	See Section C	See Section C

Borrowing privileges will be suspended if a cardholder’s total of fines and fees is $10.00 or more.  

Fines

To remove barriers and increase access to its collections, WCCLD does not charge overdue fines for most materials. The exceptions to the Library’s fine-free policy are new adult books, new adult audiobooks, and all adult DVDs.

Overdue new adult books and new adult audiobooks will accrue fines of $0.25 per day, up to a maximum of $10.00 or the cost of the book, whichever is less. All adult overdue DVDs will accrue fines of $0.50 per day, up to a maximum of $10.00 or the cost of the DVD, whichever is less.

Fees

Fees are imposed for cost recovery purposes. The Library charges fees for copier use, fax services, re-shelving, and various other items and services.

Lost library cards will be replaced for a $1.00 fee to cover the cost of the laminated card.

The Library will charge replacement fees for unreturned items and for items returned damaged or incomplete. The replacement fee is the cost of the item listed in the Library’s catalog.

For audiobooks and DVDs returned in good condition, but with a missing or damaged case, a $5.00 re-shelving fee to cover the cost of a new case will be charged rather than the replacement fee. For items returned with a missing barcode or other labels, a $5.00 re-shelving fee will be charged rather than the replacement fee.

West Custer County Library District cardholders in good standing and 9 years of age or older can check out laptops and tablets for in-Library use. Laptops, tablets, and other similar devices for use inside the Library must be returned on the same day they are checked out. Law enforcement may be notified at the discretion of the Library Director or a Co-Director if efforts are not made to return a device before the Library closes. The charge for an unreturned, lost, or damaged laptop, tablet, or other device is the replacement cost listed in the Library’s catalog. The Library reserves the right to refuse service to anyone who abuses equipment or devices.

Kits, equipment, and other items including, but not limited to, the sewing machine, telescope, and State Parks Pass, have unique checkout periods. Check with Library staff for information on these items, or read the notes attached to the items. A replacement fee will be charged for lost items, or for items returned damaged or incomplete. The replacement fee is the cost of the item listed in the Library’s catalog.

Lending policies for hotspots and other take home technologies are explained in Section C.

Copier fees, fax fees, and fees for various other items and services will be determined by current costs, taking industry standards into consideration.

A returned check fee of $15.00 will be charged for checks returned by a bank due to insufficient funds. Patrons will be charged this fee in addition to the face amount of the check.

Adopted 2/2022

C. Technology Lending Policy

• Laptop computers and other technology devices/kits are available only to WCCLD cardholders at least 18 years old with a valid government issued identification.
• Technology is loaned for 10 days.
• Overdue technology will be deactivated within 24 hours of the due date.
• Borrowers who return technology late 3 times or more will lose technology borrowing privileges for six months.
• Only one device/kit and one hold per household.
• Technology must be returned to WCCLD in person at the front desk, not in the book drop.
• WCCLD is not responsible for internet service quality, personal information shared over the internet, or for information and websites accessed.
• Unlawful use of technology or use that violates WCCLD policy is prohibited and will result in the loss of library privileges.
• Borrower is responsible for any and all use of technology while on loan, and for the full replacement cost of any lost or damaged items.

Adopted 8/2024

D. Right to Privacy

West Custer County Library District patrons have the legal right to privacy in their use of the Library. The Library adheres to the Colorado Revised Statutes 24-90-119, Privacy of User Records, as follows:

1. Except as set forth in subsection (2) of this section, a publicly-supported library…shall not disclose any record or other information which identifies a person as having requested or obtained specific materials or service or as otherwise having used the library.
2. Records may be disclosed in the following instances:
3. When necessary for the reasonable operation of the library;
4. Upon written consent of the user;
5. Pursuant to subpoena, upon court order, or where otherwise required by law;
6. To a custodial parent or legal guardian who has access to a minor’s library card or its authorization number for the purpose of accessing by electronic means library records of the minor.
7. Any library or library system official, employee, or volunteer who discloses information in violation of this section commits a class 2 petty offense, and, upon conviction thereof, shall be punished by a fine of not more than three hundred dollars.

Consent

Individuals choose to provide WCCLD with personal information such as their names, postal addresses, telephone numbers, and e-mail addresses in order to receive Library services. Personal information given to the Library will be kept confidential and will not be sold, licensed, or disclosed to any third party except those working under contract with the Library, or except as required by law.

Information Collected

When patrons access the Library’s website, certain statistics are automatically collected and stored about the visit, such as the date and pages visited, type of browser used, and technical internet protocol data. The Library uses this information to help create a more useful website. West Custer County Library District website data is not linked to an individual’s personal information or identity.

Data Breach Policy

In the event of a security breach, WCCLD shall assess the risk. If the Library determines that there is a reasonable likelihood of misuse of personal information, patrons will be notified no later than thirty (30) days after determining that a security breach occurred. The notification shall provide the patron with the information and instructions as detailed in C.R.S. 24-73-103.

Links to Other Websites

The Library’s website contains links to other sites. Although West Custer County Library District makes reasonable efforts to ensure that its contracts and licenses with vendors reflect our privacy policies, the Library is not responsible for the privacy practices of other sites.

Updated 8/2024

E. Hours of Service and Use of Facility

West Custer County Library District hours of service may be altered seasonally.

Summer Hours

Memorial Day to Labor Day the Library is open from 10:00 – 5:30 Monday through Friday and 10:00 – 2:00 on Saturday. The Library is closed on Sunday.

Winter Hours

Labor Day to Memorial Day the Library is open from 10:00 – 5:30 Tuesday through Friday and 10:00 – 2:00 on Saturday. The Library is closed on Sunday and Monday.

The Library will be closed on the following holidays:

• New Year’s Day
• Martin Luther King, Jr. Day
• Memorial Day
• July 4^th
• Labor Day
• Thanksgiving
• Christmas Eve
• Christmas
• New Year’s Eve (half day)

In addition, the Library may be closed from time to time as directed by the Board of Trustees, or in exigent circumstances, by the Director or a Co-Director.

WCCLD manages a community meeting room for use by adult groups in the community. For most groups the rental rates and procedures for use are outlined on a Contract for Use which is available at the front desk. At the discretion of the Director or a Co-Director, the community meeting room may be made available free of charge. Sign up is on a first come, first served basis.

Patrons and visitors can use the public computers. Computer time may be limited due to demand for their use.

The Library expects our patrons to be law-abiding and civil. We therefore reserve the right to refuse service to any person who is disruptive to another person or the staff, or to the decorum of the Library, or who willfully allows minors to act inappropriately.

Adopted 2/2022

F. Collection Policy

West Custer County Library District develops and maintains a resource collection which will support its function as an important information and entertainment source for the community. To meet community needs, the Library acquires resources in a variety of formats meant for all ages. Resources for children and teenagers are intended to broaden their vision, support recreational reading, encourage and facilitate reading skills, supplement their educational needs, stimulate and widen their interests, lead to recognition and appreciation of literature, and reflect the diversity of the community and

our world. It is the parent(s)’ or legal guardian(s)’, and only the parent(s)’ or legal guardian(s)’, responsibility to guide their children under 18, and only their own children, in using and accessing library resources.

The West Custer County Library District Board of Trustees delegates to the Library Director or Collections Co-Director the authority and responsibility for evaluation, selection, deselection, and management of all resources within the framework of this policy. The Director or Collections Co-Director may delegate any or all of this work to staff who are qualified by virtue of education, training, or experience.

Selection Criteria

The evaluation of resources for selection is characterized by flexibility, open mindedness, and responsiveness to the changing needs of the citizens of Custer County. Purchase suggestions are encouraged and are given serious consideration. Resources are evaluated as a whole and not on the basis of a particular passage. A work will not be excluded from the Library’s collection because it contains material that might be offensive to some people. Inclusion in the collection does not constitute endorsement of content or of any particular viewpoint.

All acquisitions, whether purchased or donated, are considered in terms of the following selection criteria. An item need not meet all of the criteria to be acceptable.

• Present and potential relevance to community needs
• Suitability of subject, style, and reading level for the intended audience
• Insight into human and social conditions
• Importance as a document of the times
• Appropriateness and effectiveness of medium to content
• Suitability of format to library circulation and use
• Reputation and/or significance of the author, publisher, or producer
• Current or anticipated demand
• Critics’ and staff members’ reviews
• Recipient of an award
• Relationship to existing resources in the collection
• Price and the Library’s collection budget
• Availability through resource sharing with other libraries
• Local author, producer, illustrator, or subject

Donations

Donations of books or other Library material or donations of money for the purchase of Library resources are welcomed. The Library, however, accepts gifts with the explicit understanding that those which are useful to the Library collection will be retained, and other items might be disposed of in whatever manner the Library deems appropriate. Suggestions of specific titles or subjects are welcomed when memorial donations are given, but the final decision rests with the Library. The Library reserves the right to integrate gifts into the general collection, as they cannot be given special housing, but a bookplate may be placed in each gift if requested by the donor. The Library does not appraise gifts or provide evaluations of gifts for tax deductions or other purposes, but will acknowledge receipt of gifts in writing if requested by the donor.

Deselection

Weeding is the term used to describe the continuous evaluation of the collection by the Library staff. This process is an integral part of collection development and maintenance. Several factors may be involved in the decision to withdraw a book or other resource. These may include limited use, physical condition, number of copies in the collection, and age or obsolescence.

Requests for Reconsideration

WCCLD supports and endorses the American Library Association’s Freedom to Read and Library Bill of Rights policies, as well as the Freedom to View policy of the Educational Film Library Association (see Section J). WCCLD does not practice censorship, and access to resources is not restricted except for protection from damage or theft. Notwithstanding, community members have the right to challenge the Library to reconsider library resources.

An individual requesting reconsideration of a Library resource must reside within the Library’s legal service area, and shall complete the “Request for Reconsideration of a Library Resource” form available at the front desk. The completed Request for Reconsideration form is open to review under the Colorado Open Records Act. During the reconsideration process, the resource in question will remain in the collection and access will not be restricted. The Library shall not reconsider a resource more than once every two years. Only one reconsideration request can be evaluated at a time.

Three staff members shall evaluate the resource in light of the request, using published reviews and the above selection criteria. Evaluators will submit their written recommendations to the Director or the Collections Co-Director, who will make a decision concerning the resource. The process will result in maintaining the current status, a change in location or reading level, or removal. The Director or a Co-Director shall notify the complainant in writing of the decision. Should the complainant believe the Library’s policy was not followed, they may request in writing that the Board of Trustees review the staff’s process.

Adopted 9/2022

G. Programming Policy

WCCLD upholds the right of the individual to access information, even though the content may be controversial, unorthodox, or unacceptable to others. WCCLD does not endorse the views and opinions expressed by program presenters. Requests for reconsideration of a library program may be submitted via the Request for Reconsideration of a Library Program form, which is available at the front desk.

Adopted 9/2022

H. Local History Center

WCCLD Local History Center will maintain materials relevant to the history of Custer County and the Wet Mountain Valley. Local History Center materials cannot be checked out, but may be used for research, educational purposes, and exhibition.

The Library’s focus is on access to its historical collection rather than the acquisition and preservation of materials. When the Library cannot accept donations of books, archival materials or special collections, the donor(s) will be referred to local museums or other libraries.

Adopted 2/2022

I. Internet Policy

It is the intent of WCCLD to provide free and equitable public access to internet resources. This access honors the fundamental library principle of intellectual freedom and an abiding respect for the dignity and privacy of individual inquiry. The Library employs an “internet protection measure” (filter) to comply with Colorado law (C.R.S. 24-90-601 et seq.).

Any of the following actions may result in the loss of Library privileges and/or criminal prosecution or other legal action. Unacceptable use of the Library’s electronic resources includes, but is not limited to, the followin

1. It is not acceptable to use the Library electronic resources for illegal, criminal, or age-inappropriate purposes.
2. It is not acceptable to violate the legal protections provided by copyright and licenses to programs or data.
3. It is not acceptable to use Library resources to seek to infiltrate a computer or computing system and/or damage or alter the software or hardware components of a local or remote computer or computing system.
4. It is not acceptable to seek information on, obtain copies of, or modify files, other data or passwords belonging to other users. Users shall not represent themselves as another user unless explicitly authorized to do so by that user.
5. It is not acceptable to falsify one’s age to gain access to internet sites.

Internet Disclaimer:

As with other Library materials, supervision or restriction of a child’s access to the internet is the responsibility of the parent or legal guardian. Parents or legal guardians who do not want their children to have access to certain internet resources should advise and supervise their children.

Public Use of Library Digital and Social Media

The Library is not liable for content posted by the public on any digital or social media site. The Library reserves the right to review all content posted on the Library’s sites and social media and remove any comments, photographs, or posts that it deems abusive, defamatory, in violation of copyright, trademark right or other intellectual property right, or otherwise inappropriate. This includes, but is not limited to:

• personal attacks, insults, profanity and threatening language;
• spam and commercial posts;
• posts that violate Library policy;
• posts which discriminates on the basis of race, color, religion, national origin, gender, handicap, age, sexual orientation, creed or ancestry;
• pornography;
• copyrighted or plagiarized material;
• private, personal information published without consent; and
• posts related to non-Library organized political activity.

The Library reserves the right to ban or block users who violate this policy. If a patron has a complaint or concern regarding content on a Library site, or has questions regarding this policy, the patron needs to contact the Library Director or a Co-Director.

Adopted 07/2022

J. Library Rights and Freedoms

The following policies regarding Rights and Freedoms are from the American Library Association (ALA). WCCLD affirms them.

Library Bill of Rights:

1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
7. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019. Inclusion of “age” reaffirmed January 23, 1996.

Freedom to Read:

1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.
3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.
5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.
6. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a “bad” book is a good one, the answer to a “bad” idea is a good one.

Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004

Freedom to View:

1. To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.

Endorsed January 10, 1990, by the ALA Council

Colorado Open Records Act (CORA) / Freedom of Information Act:

The Library respects and honors the purpose of CORA and the Freedom of Information Act and will respond to requests promptly and in full compliance with state and federal laws. Please refer to Section O for policies regarding such requests.

Adopted 04/2022

K. Patron Code of Conduct

Patrons of WCCLD have the right to use library materials and services without being unduly disrupted or impeded by others. Both patrons and library staff have the right to a secure and congenial environment. By entering the Library, you are making a commitment to act courteously toward all other persons here, act respectfully with regard to public property, and follow all rules of this facility. Enjoy the library and allow others the same opportunity.

The Library, under the direction of the Library Director or Co-Directors and Board of Trustees, determines the rules and regulations for public behavior in its facilities. Section 18-9-117, Colorado Revised Statutes, Unlawful Conduct on Public Property, authorizes state entities to establish additional limitations and prohibitions regulating behavior on public property. This policy may be reviewed periodically and modified by agreement of the Board of Trustees and the Library Director or Co-Directors.

Inappropriate Library Conduct

West Custer County Library District prohibits individuals from engaging in illegal, threatening, or disruptive behavior on Library premises. Any individuals violating these rules or disrupting Library service may be temporarily or permanently banned from Library premises.

Examples of prohibited behavior include but are not limited to the following:

1. Committing or attempting to commit any activity that would constitute a crime or violation of the law.
2. Engaging in disruptive or unsafe behavior, especially if behavior could be considered verbally or physically threatening or harassing towards Library users, staff, or volunteers.
3. Engaging in loud or disruptive conversations, cell phone or otherwise.
4. Refusing to comply with reasonable requests or directives from Library staff, including requests to collect established or posted fees.
5. Stealing, defacing, or inappropriately using Library property, including removing property from Library premises without adhering to official checkout procedures.
6. Being disruptive while under the influence of alcohol or controlled substances, whether legally possessed or otherwise.
7. Panhandling, soliciting, conducting surveys, collecting petition signatures or distributing materials without Library permission on Library premises.
8. Engaging in any action that is sexually inappropriate or offensive, including but not limited to indecent exposure, sexual harassment, lewd or lascivious behavior, and touching oneself or others inappropriately.
9. Using the youth areas of the Library inappropriately or when not accompanying a child.
10. Neglecting to provide appropriate supervision of juveniles or individuals who are unable to follow Library rules and look after themselves independently.
11. Bringing in oversized items that cause an obstruction or leaving items unattended on Library premises.
12. Having bodily hygiene so disruptive as to constitute a nuisance to other persons.
13. Bringing animals/pets into the Library EXCEPT for tethered and controlled Service Animals as defined by the Americans with Disabilities Act (ADA) or animals that are part of a sanctioned and scheduled Library program.
14. Consuming food or beverages without lids anywhere in the Library other than the Community Room.
15. Using the Community Room, its kitchen and restroom without permission when the room is reserved.

Regulation of Behavior

Library staff will make every attempt to correct, de-escalate, or mitigate situations of inappropriate behavior. In the case of accidental property damage, charges will be billed to the patron within 10 business days.

In situations where Library staff feel that the well-being, health, safety or security of Library users, staff, or volunteers is threatened, or that an illegal act has been committed, Library staff may take any and all appropriate actions including, but not limited to, asking Library users to leave the premises and/or calling law enforcement to enforce Library rules and/or protect Library users, staff, volunteers and/or property.

The Library Director or Co-Directors may temporarily or permanently ban any individual who displays inappropriate behavior, threatens themselves or others, disrupts the ability of others to use Library facilities or resources, engages in illegal activity, or seriously violates behavior guidelines. Any Library user who is banned long-term (6 months or more) or permanently has the right to appeal such determination to the Library Board of Trustees.

If a banned individual enters the West Custer County Library before the return date, law enforcement may be called and the individual may be arrested for trespass. The length of the ban may be extended at that time.

Banning Procedure

When the Library Director or Co-Directors determine that an individual should be banned for engaging in behavior that is severe, egregious, illegal, inappropriate, threatening the safety of others, or repeatedly disrupting Library services, the following procedures will apply:

1. The Library Director or Co-Directors will determine the length and extent of the ban, based on the severity of the behavior/conduct.
2. The Director or Co-Directors will notify the Board of Trustees about the ban with a summary of the incident while protecting the patron’s privacy.
3. The Director or Co-Directors will deliver a written banning notice to the individual involved, stating the reason for and length of the ban and a copy of the Library’s Patron Code of Conduct, including this description of the appeal process. The notice will be mailed to the patron’s address on file if available.
4. The Director or Co-Directors may contact appropriate law enforcement for assistance.
5. The Library Board of Trustees or designee will review each case of long-term (6 months or more) and permanent banning.
6. Individuals have the right to appeal a ban of six months or longer. The appeal must be in writing (handwritten or typed) and should address as appropriate:
   1. A request for the Board to reconsider the decision of the Library Director or Co-Directors
   2. The patron’s summary of the events which gave rise to the ban
   3. The reasons the patron believes the ban should be removed
   4. The reasons the patron believes the behavior that resulted in the ban will not recur
7. The appeal letter must be sent to the President of the Board of Trustees, West Custer County Library, PO Box 689, Westcliffe 81252. (NOTE: Patrons requiring assistance in making the appeal may seek supportive services. This policy never overrides ADA law.)
8. The Board President will notify the Library Director or Co-Directors when an appeal has been received. The Library Director or Co-Directors may then choose to provide a written summary of the incident(s) in question, grounds for the banning decision, any other information pertaining to the action, as well as a recommendation regarding the patron’s appeal to the Board.
9. The Board of Trustees will issue a written determination of the appealed matter to the banned patron within 45 days of receipt of the appeal. The Board may uphold the ban, overturn the ban or propose an accommodation to the banned patron. The determination is final and shall not be considered a precedent for future decisions. Banned patrons may appeal only once per calendar year.
10. When the term of a ban expires or is successfully appealed, the patron will be required to meet briefly with the Library Director or Co-Directors on Library premises. After this conversation, the patron may return to the Library with full access to the Library and its information resources. S/he will be required to adhere to Library conduct guidelines and may be subject to a probationary period and/or limited privileges in the Community Room or Library programs at the Director or Co-Directors’ discretion. Failure to meet with the Director or Co-Directors at the end of the ban term may result in an extended or permanent ban.

Adopted 04/2022

L. Child Abuse Prevention

WCCLD has established this policy in order to protect its young patrons from verbal, physical, and sexual abuse; and to protect staff and volunteers who work with them from false accusations.

Sexual abuse is inappropriate sexual contact or interaction with a minor for the stimulation or gratification of any individual, including but not limited to, the following:

1. Looking at or touching the sexual or other intimate parts of a child.
2. Engaging in sexually explicit conversation with a child, whether in person, by telephone, or by computer or other device.
3. Nudity or actual or simulated sexual activity in the presence of a child under any circumstances or for any purpose.

Prevention

At least two adults (one of whom must be a staff member or a volunteer) will be present in the Library or at Library sponsored programs if children are present.

All staff and volunteers who work with children will be evaluated and approved before beginning work. References and background checks are required.

Discretion is necessary in regard to physical contact with young people. The Library wants its patrons to feel comfortable with staff and volunteers, and expressions of affection, particularly from younger children, are to be expected. However, it is important to remember that a friendly hug or touch may be perceived otherwise.

The Library does not permit or sanction corporal punishment of any kind or verbal threats by its staff or volunteers while at the Library or at a Library sponsored program. Staff and volunteers should never attempt to physically remove a minor from the Library building or property.

Reporting Procedures

Reporting procedures are to be in accordance with Colorado law. The Library will be responsible for periodically making staff and volunteers aware of the Colorado Child Sexual Abuse Accountability Act and its ramifications. Any staff member or volunteer observing suspected harm to a minor in the Library or at a Library sponsored program is required to report it immediately, or as soon as possible, to the Library Director or a Co-Director.

Adopted 04/2022

M. Children’s Use of the Library

WCCLD welcomes children of all ages to visit and use the Library and to attend Library events.

The Library is a public place open to everyone, and it cannot ensure the safety of children. Library staff cannot provide childcare or assume parental responsibility for children. Children under the age of 10 should be accompanied by a parent/guardian/caregiver. Parents, guardians, and caregivers are responsible for the conduct, safety, and supervision of children while on Library premises and while attending Library events. A child must be at least 12 years old to be left in charge of younger children.

The Patron Code of Conduct extends to children and teens. Library staff will inform children and teens when their behavior is inappropriate for the Library. If the disruptive behavior continues, staff will attempt to contact the child’s parents. Persistent inappropriate behavior may result in suspension of Library privileges.

The Library does not monitor library materials children choose, nor does it limit children’s access to any materials available in the Library. Parents and guardians are responsible for the materials their child is allowed to use or borrow and should make their rules clear to their own child.

The youth areas of the Library are designed to serve the needs of age-appropriate users. Adults unaccompanied by a minor in a designated youth area will be asked to use other areas of the Library.

When an unattended child has not been picked up at closing time, the child has a health emergency, or other similar circumstances, staff will encourage the child to contact an appropriate adult. If the child or staff cannot locate the parent/guardian/caregiver within the Library or by phone, staff will call the Sheriff’s Office to pick up the child. Two staff members will remain with the child until a parent, guardian, caregiver, or sheriff’s officer arrives. Under no circumstances will a staff member transport any unattended child from the library to another location.

Adopted 04/2022

N. Animal/Pet Policy

To ensure the rights of all patrons, the West Custer County Library DOES NOT permit animals/pets of any kind EXCEPT:

1. Service Animals as defined by the Americans with Disabilities Act (ADA), and
2. Library sanctioned and scheduled programs that include live animals for demonstration or teaching purposes.

Service Animals are always to be kept tethered and controlled by their user during their visit to the library.

ADA Definition

Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. Examples of such work or tasks include guiding people who are blind, alerting people who are deaf, pulling a wheelchair, alerting and protecting a person who is having a seizure, reminding a person with mental illness to take prescribed medications, calming a person with Post Traumatic Stress Disorder (PTSD) during an anxiety attack, or performing other duties. Service animals are working animals, not pets. The work or task a dog has been trained to provide must be directly related to the person’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA.

(Source: The Department of Justice published revised final regulations implementing the Americans with Disabilities Act (ADA) for title II (State and local government services) and title III (public accommodations and commercial facilities) on September 15, 2010, in the Federal Register. These requirements, or rules, contain updated requirements, including the 2010 Standards for Accessible Design (2010 Standards). https://www.ada.gov/service_animals_2010.htm

Staff May Inquire

When it is not obvious what service an animal provides, only limited inquiries are allowed. Staff may ask two questions: (1) is the dog a service animal required because of a disability, and (2) what work or task has the dog been trained to perform. Staff cannot ask about the person’s disability, require medical documentation, require a special identification card or training documentation for the dog, or ask that the dog demonstrate its ability to perform the work or task.

Adopted 04/2022

O. Requests for Public Records Research and Retrieval

As a governmental entity, WCCLD is subject to and required to comply with the Colorado Open Records Act, §§ 24-72-200.1 –0206, C.R.S. (“CORA”). To provide guidance to persons who submit requests for public records to the Library pursuant to CORA, the Library has adopted this policy regarding requests for public records and the research and retrieval fees that apply when responding to CORA Requests.

Requesting Public Records

To request public records, please contact the Library Director or a Co-Director at PO Box 689, Westcliffe, CO 81252, who will act as the designated custodian for the requested records. Records requests must be in writing and directed to the Director or a Co-Director. General emails to the Library (or inquiries on the Library website or social media sites) will not be treated as records requests under CORA. Requests must be submitted to and received by the Director or a Co-Director. All requests must contain the following information: Description of the records being requested. Describe the request as specifically as possible. If you are uncertain about which records contain the information you are seeking, provide a description of the type of information you are searching for, including date ranges.

Limitations

The Library will only produce those documents as permitted by CORA. Documents that are prohibited from disclosure under CORA will not be released. Prior to request please research CORA for this listing. CORA requests will be fulfilled during regular library hours.

Fees and Costs

After the first hour, which by law shall be free, fees for research and retrieval of public records shall be $30 per hour, charged in increments of one hour, plus the cost of copies.

Hourly research and retrieval fees may be adjusted for inflation pursuant to C.R.S. § 24-72-205 (6) (b). Other fees may be imposed at the discretion of the Director or Co-Directors consistent with the provisions of CORA.

Adopted 06/2024

III. Human Resources

Library Staff

WCCLD is committed to creating a culture of diversity and inclusion for our employees that is grounded in trust, respect, and teamwork.

WCCLD is an equal opportunity employer and manages its staff based on Fair Labor Standards. All qualified job applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, or marital status.

All employment finalists must pass a Colorado background check if the applicant has lived in Colorado for at least two years. If an applicant has not lived in Colorado for two years, then an out-of-state background check will be conducted.

Volunteers

The Library staff greatly appreciates the work that volunteers do. A person wishing to volunteer at the Library must fill out a Volunteer Application.

Volunteer applicants must pass a Colorado background check if the applicant has lived in Colorado for at least two years. If an applicant has not lived in Colorado for two years, then an out-of-state background check will be conducted.

Personnel Policy Manual

Personnel policies are detailed in the Personnel Policy Manual, which are incorporated into these Public Service Policies.

Adopted 07/2022

IV. Risk Management

The Library reviews policy and insurance coverage periodically in order to minimize liability and risk exposure. It is of the utmost importance for the Library: (1) to ensure that statutory and common law, health and safety rights are extended to all visitors and employees; (2) to ensure that the Library’s facilities and grounds are maintained in a safe condition; (3) to provide careful supervision and protection of all the Library’s real and personal property, including vehicles and equipment; (4) to provide education for board members, administration, and staff directly related to loss prevention and reduction; and (5) to provide protection to the Library against liability.

Adopted 5/2022

V. Finance and Business

A. Budget Process

The Director or Co-Directors and at least one member of the Board will recommend a budget to the Board for approval.

Adopted 5/2022

B. Records Retention

This records retention policy and schedule identifies the practice of preserving Library records to ensure that citizens have access to public documents while at the same time preserving the efficiency and productivity of the Library operations. West Custer County Library District is a Special District and as such, will use the Special Districts Records Management Manual created by the Colorado State Archives. The Special Districts Records Management Manual is available online on the Colorado State Archives website.

Documents not covered by the Special Districts Records Management Manual are listed on the table below.

Document Type	Description	Retention
Library Card Signup Forms	Signup forms filled out by patrons, used by staff to enter into the integrated Library system.	1 year

Adopted 5/2022

C. Purchasing, Contracts, Debit/Credit Cards

The purpose of this Purchasing, Contracts, Debit/Credit (“Cards”) Policy is to ensure a responsible method of procurement accountability, maintain budgetary control, and secure quality goods and services at the best possible cost. This policy is applicable to purchases and contracts which have not been previously approved by the Board of Trustees (“Board”) in the current operating year’s budget.

1. Purchases. Purchases shall be from the supplier that is lowest in cost when quality and timeliness are comparable.
2. Purchases of $999.99 or less. If a purchase is equal to or less than $999.99, then the Director or Co-Directors may make a selection without soliciting bids or proposals; however, the Director or Co-Directors shall take information quotations and compare prices from as many suppliers of the goods or services as may be practical. Purchases cannot be split in order to avoid the Board’s approval process.
3. Paychecks. The Director or Co-Directors may authorize and sign payroll checks in any amount up to $1,999.99. Paychecks of $2,000 or more require the signature of an authorized Board member.
4. Purchases of $1000 or over. For purchases of $1,000.00 or over, the Director or Co-Directors have the discretion to use a website listing government bids or similar system. If the selected system has already acquired multiple bids, these vendors can be used without the bidding process. In the event a suitable vendor is not available within the selected system, the Director or Co-Directors shall solicit quotes from three or more vendors known to provide the goods and services required or select a different bid system. If three providers are not available, the Director or Co-Directors shall solicit bids from as many providers as are determined to be practicable. Only the Board shall award bids of $1,000.00 or more.
5. Feasibility Studies. The hiring of consultants or other parties in order to explore the feasibility of a project is not subject to the bidding process. Feasibility studies in excess of $999.99 must be approved by the Board.

The chart below summarizes the policy above.

Purchase Limit	Documentation Required	Approval Level
$0.00 – $999.99	Invoice or receipt	Director or Co-Directors
$1,000 or over	Bids/quote process; invoice or receipt; feasibility study; other	Board of Trustees

6. Acceptance/Rejection of Proposals. The Director or Co-Directors and Board, as applicable, may reject all bids from any persons, firms or corporations (“Vendors”). The Director or Co-Directors or Board may re-submit an invitation to bid to the same Vendors or additional Vendors, and/or publish notice of the proposed purchase as may be required.
7. Vendor Credentials. The Director or Co-Directors shall check vendor and contractor references and require proof contractors are licensed, bonded and insured before awarding a contract for services to be performed for the Library. Bonding is not required for purchases less than $1,000.00. The Board has the authority to waive the bond requirement at its discretion.
8. Active Contract Review. The Director or Co-Directors shall review all active contracts with the Board annually or more often as needed. Upon expiration, it may be decided to rebid the contracts as stated above.
9. Use, Issuance, and Return of Debit/Credit Cards. The Board shall approve any issuance of debit or credit cards. Said cards may only be used for official Library business. Cards will be distributed to the Director or Co-Directors, and the Director or Co-Directors have authority to further distribute cards to staff with significant purchasing responsibilities. Each cardholder must sign the District Cards Agreement. Cards must be surrendered upon termination of employment or at the request of the Director or Co-Directors.
10. Bidding on Library Contracts or Purchases. The Library may exercise the right to take bids on various projects. If a bid system is used, the Library will notify the general public thirty (30) days in advance of the deadline to allow time for submission of bids. The Board will then notify the recipient of the award. If no bids are received, the Library may elect to award the project to any qualified contractor.
11. Preference for Use of Local Vendors. The Library prefers to solicit local vendors (vendors located in Custer or Fremont counties). Local vendors may be given a ten percent (10%) price allowance in order to encourage local purchasing. When selecting a local vendor over a non-local vendor, all other factors used to determine best value must be equal.
12. Emergency Purchases. If an unforeseen emergency necessitates an immediate purchase, portions of this policy can be foregone with approval by the Director or Co-Directors as long as the policy is adhered to as closely as conditions permit. The Director or Co-Directors will notify the Board within 24 hours when any such emergency purchase is necessary.
13. Conflict of Interest. WCCLD employees, members of the employee’s immediate family, or entity owned by an employee or member of the employee’s immediate family must avoid the sale of goods or services to WCCLD, without the prior written consent of the Board.

 Any member of the Board, member of Trustee’s immediate family, or entity owned by the Trustee or a member of the Trustee’s immediate family must avoid the sale of goods or services to WCCLD, without prior written consent of the Board.

 No WCCLD employee or Trustee may accept a fee, gift, other valuable item, or service for personal use from any person or organization when such fee, gift, valuable item, or service is given in the hope or expectation of receiving preferential treatment over others wishing to do business with the Library.

Adopted 10/2022

D. Reserve Funds

The purpose of the Reserve Funds Policy is to establish and maintain reserves to meet the goals of the District. The District’s philosophy is to support fiscal sustainability as the first priority while also building funds for future needs. Adequate fund balance/net asset levels are crucial in long-term financial planning.

Reserve Funds shall be identified as Restricted/TABOR Reserves, Assigned Reserves,Committed Reserves,and Capital Projects Reserves.

Definitions

Restricted/TABOR Reserves are amounts subject to externally enforceable legal restrictions and shall consist of:

• State-mandated reserves, such as TABOR reserve requirements
• Funds specifically mandated for debt service
• Future legal requirements which may be placed on the District

Assigned Reserves are resources for which use is constrained by a limitation that the Library imposes upon itself. Examples of Assigned Reserves may include:

• Working capital reserves sufficient to fund expenditures for the first quarter of the fiscal year or until property taxes remitted by the county treasurer are sufficient to fund monthly operations
• Other funds assigned by the board

Committed Reserves are resources for which use is constrained by a limitation that the Library imposes upon itself. Examples of Committed Reserves may include:

• Funds for emergencies
• Funds for unanticipated maintenance and repairs
• Other funds assigned by the board

Capital Projects Reserves are resources for which use is constrained by a limitation that the Library imposes upon itself. Examples of Capital Projects Reserves may include:

• Funds for use in major capital projects
• Funds for future major maintenance and improvements
• Other funds assigned by the Board

Reserves Policy

The allocation of reserves will be evaluated by the Board of Trustees annually, or as necessary. The decision to classify funds as Restricted/TABOR Reserves, Assigned Reserves, Committed Reserves, or Capital Projects Reserves requires Board approval.

Restricted/TABOR Reserves shall be reserved and invested in accordance with the Library’s investment policy or as otherwise required. Restricted/TABOR Reserve funds shall not be used for general operating expenses or other purposes except in the event of an emergency. Use of Restricted/TABOR Reserve funds for emergency purposes requires a resolution of the Board.

Assigned Reserves, Committed Reserves, and Capital Projects Reserves shall be reserved and invested in accordance with the Library’s investment policy. Funds that have been set aside for a specific purpose can be used for another purpose once that need is realized, but only with Board approval and authorization.

Adopted 07/2024

E. Disposal of Library Property

For disposal of 1) personal property owned by the Library with an estimated value of $1,000 or more, 2) all real property owned by the Library, and 3) tangible personal property valued at $251 or more to be sold or given to a Library employee, volunteer, or Trustee: the matter must be brought before the Board of Trustees for a determination as to its disposition.

Personal property owned by the Library valued between $251 and $999.99 must get the written permission of the Director or one of the Co-Directors before it can be disposed of. Such permission must also include a statement that the property is deemed to no longer be needed, is outdated, or is surplus. This permission must also delineate the allowed method of disposal, for example, re-sale, donation, trash.

Disposal of collection materials is exempt from this policy.

If any Library property is sold, the sale funds are to be deposited in the Library’s checking account and ledgered under 4900, Miscellaneous Income.

Adopted 5/2022

F. Stocks and Mutual Funds

Any stocks or mutual funds donated to the Library will be sold for cash as soon as reasonably possible after being received by the Library. Cash proceeds will then be deposited into an interest-bearing account, either new or existing, at the discretion of the Board of Trustees.

Adopted 5/2022

G. Local Government Investment Pools

The Library may invest funds in Local Government Investment Pools authorized under CRS 24-75-702 1) that are “no-load” (i.e., no commission or fee shall be charged on purchases or sales of shares); 2) that limit assets of the fund to those authorized by state statute; 3) that possess a maximum weighted average maturity in accordance with Federal Securities Law Regulation 2a-7 if they are constant net asset value funds; and 4) that have a rating of AAA or the equivalent by one or more Nationally Recognized Statistical Ratings Organizations (NRSROs).

Adopted 5/2022

H. Investment of Library Funds in Banks

Any Library funds not invested with a Local Government Investment Pool will be invested in bank accounts that are FDIC insured only, and the amount in any one account or bank shall not exceed the amount of FDIC insurance coverage.

Adopted 5/2022

I. Friends of the Library

The Friends of the West Custer County Library, Inc. (“Friends”) is a non-profit organization dedicated to assisting the Library. The Friends provide additional funding which supplements the tax levy appropriated for Library operations. This assistance is consistent with the objectives of the Friends’ mission statement: “The mission of the Friends of the West Custer County Library District is to assist the Library by fundraising, advocacy, and outreach to the community by making educational, informational, and cultural services available to the public.” The Friends act as an adjunct to the Library and have no direct advisory capacity to the Library or the Board of Trustees.

Adopted 5/2022