POLICY STATEMENT

DORA B. WOODYARD MEMORIAL LIBRARY

POLICY STATEMENT

Date:  July 7, 2004

(Updated February 24, 2009)

(Updated August 31, 2009)

(Updated April 26, 2010)

(Updated February 27, 2012)

(Updated April 16, 2013)

(Updated November 27, 2018)

I.          Preface / Mission Statement

            The general policy of Dora B. Woodyard Memorial Library is to provide the best possible service to all citizens of Wirt County.  We recognize the need of the citizens of

Wirt County to expect reliable information, informal educations, and wholesome recreations available in the form of books and other resources and services.

            More specifically, the library recognizes that regardless of differences in age, sex, race and extent of formal education, library patrons deserve to be provided with equal access to materials and services.  The library is guided by the consideration that such materials and services will contribute to improving the quality of life of the citizens of Wirt County.

II.        History

  1. Community History:  The rural community of Wirt County, 234 square miles in area, is located 20 miles southwest of Parkersburg, WV.  The county population is 5192 with limited employment opportunities and many residents employed in neighboring Wood County.  West Virginia University at Parkersburg provides a convenient higher education opportunity.  The county’s educational system is made up of a primary, middle and high school.
  2. Library History:  Through the generosity of the Woodyard family, the library was established in 1962 on the campus of Wirt County High School as a combination school-public facility.  As this concept became more acceptable to county residents, a major renovation and expansion occurred in 1980, which allowed for a more full-service library for both students and community patrons.  Financial support is provided by both the Wirt County Board of Education and by state funding through the West Virginia Library Commission.

Library Hours: Monday and Thursday            8:00 a.m. – 6:00 p.m.

                        Tue., Wed. and Friday                        8:00 a.m. – 5:00 p.m.

Summer Hours are: 

                        Monday                                   8:00 a.m. – 7:00 p.m.

                        Tue. & Wed.                           10:00 p.m. – 3:00pm

                        Thursday                                 8:00 p.m. – 6:00 p.m.

                        Friday                                      8:00 p.m. – 3:00 p.m.

III. Library Objectives:

  • To collect, preserve and disseminate information in an organized manner
  • To serve the information needs of community and thereby improve the quality of life
  • To provide opportunity and encouragement for continuing education for all citizens
  • To support educational, civic and cultural activities and to provide a place for them
  • To identify community needs and meet these needs so far as the other objectives allow
  • To provide opportunity for recreation through the use of literature, music, films and other art forms
  • To provide the best possible library service for public use at least 30 hours per week (minimum to qualify for state aid)

The Library Board realizes that the above objectives can be achieved by means of adequate physical facilities, well-organized materials and resources, and competent and adequate number of personnel.

IV. Authority

  1. Powers and Duties of Trustees
  1. To provide competent library personnel by the expenditure of local funds, through the Board of Education, and by volunteer assistance
  2. To determine and adopt written policies to govern the operation and programs of the library
  3. To determine the purposes of the library and secure adequate funds to carry on the library’s programs
  4. To know the programs and needs of the library in relation to the community and to keep abreast of standards and library trends
  5. To establish, support and participate in a planned public relations program
  6. To assist in the preparation of the annual budget
  7. To know local and state laws and to actively support library legislation on a state and national level
  8. To establish book and materials selection policies
  9. To attend all board meetings and see that accurate records are kept on file at the library
  10. To provide delegate(s) to attend regional and state trustee meetings and workshops, and affiliate with the appropriate professional organizations
  11. To be aware of the services of the state Library Commission
    1. To open library board meetings to the public according to the “Sunshine Law” and to make visitors welcome
  • Powers and Duties of Head Librarian

The head librarian, under the general direction of the Library Board and the Board of Education shall be sole administrator of the library and its staff.  Specific duties include:

  • Act as technical advisor to the board; recommend needed policies for board action; recommend employment of all personnel and supervise their work
  • To suggest and carry out the policies of the library as adopted by the Library Board of Trustees and the Board of Education
  • To prepare regular reports embodying the library’s current progress and future needs
  • To maintain an active program of public relations and act as media spokesperson for the library
  • To prepare an annual budget for the library in consultation with both the Board of Trustees and the Board of Education and to give a current report of expenditures against the budget at each meeting
  • To actively support library legislation at the state and national level
  • To select and order all library materials according to the library’s selection policy
  • To attend all board meetings other than those in which his/her own salary or tenure are under discussion
  • To affiliate with the state professional organization and attend professional meetings and workshops
  • To make use of the services and consultants of the State Library Commission and the State Department of Education
  • To report regularly to the Library Board, Board of Education, to the officials of local government, and to the general public

V. Circulation

  1. Circulation Policies:
  2. Patrons are required to register, and be issued a library card before checking out materials.
  3. Loan period for books and audiobooks is two weeks (with a $0.05 overdue fine per day); DVD loans are for three days (with a $0.25 overdue fine per day).
  4. Reserved items may be held for patrons up to one week after notification
  5. Amnesty periods are held every Thursday, during Book Week and Library Week, and other times at the librarians discretion to give patrons opportunity to return all items with no fines
  6. A replacement value will be placed on lost or damaged library materials and must be paid by the patron before circulation of other items
  7. Up to 5 Interlibrary Loans per year can be ordered free of charge to any registered patron.  Postage costs will be charged on any exceeding this amount.
  • Statement of confidentiality:  The policy of Dora B. Woodyard Memorial Library is to respect patrons’ rights of confidentiality and expectations of privacy relating to the library books and materials they peruse.

VI. Acquisition and Maintenance of Collection

  1. The library follows guidelines set forth in the “Freedom to Read” statement issued by the American Library Association (see attached copy).
  1. The library board has final responsibility for book selection while actual working responsibility rests with the head librarian and staff.
  2. “Previewing” books and materials is not an accepted policy of this library.
  3. Gifts and donations of books and other appropriate library materials are accepted by the library with the understanding that use of these materials is left solely to the discretion of the librarian.
  4. The collection is weeded annually.  Discarded items will first be offered to school libraries and classrooms within the county and then given away to any interested patrons during the library’s donation book sale.
  5. An inventory is completed annually for all library materials and equipment.

VII. Displays/Exhibits/Meeting Room

  1. Library Displays:
  2. The library welcomes displays and exhibits from individuals and community groups.
  3. The library reserves the right to reject any part of an exhibit or poster which may not fit with library objectives.
  4. The library shall not be held responsible for any loss or damage of displayed items.
  5. Community Bulletin Board:  A community bulletin board will be maintained for announcements of community events.
  6. Meeting Room:
  7. The library’s meeting room shall be scheduled free of charge to clubs or community organizations willing to abide by the rules of the “Meeting Room Policy” (attached).
  8. The meeting room will not be available for commercial purposes, sectarian religious meetings, political meetings, or groups organized for the benefit of private individuals.
  9. The meeting of approved groups will not constitute endorsement by the Library Board of the policies or beliefs of such groups.
  10. Equipment shall not be moved from the meeting area unless checked out through proper circulation procedures.

VIII. Patron Behavior/Disturbances/Complaints

  1. All persons using library facilities are expected to conduct themselves in a considerate manner and follow basic rules of behavior.
  2. Eating and drinking are prohibited in the main areas of the library.
  3. No type of tobacco use is permitted in any area of the library.
  4. Young children are to be supervised by their parents.
  5. Persons who cause disturbances or cause injury to library property may be excluded from the library and held liable for any damages.  (WV Code 10-1-7;10-1-10;10-1-1)  Patrons who do not leave voluntarily when asked to do so will be removed by law officers.
  6. Complaints / Censorship:
  7. Patrons who have complaints about specific library materials will be provided with a copy of a “Request for Reconsideration of a Book” form (attached).  This form is then presented to the Board of Trustees for its decision.  The librarian is not to take action without the board’s approval.
  8. The library has adopted the policy of “Intellectual Freedom” as outlined in the “Library Bill of Rights” (attached).

IX. Sharing Resources

  1. The dual nature of our school/public library results in our library placing priority on loaning materials to county school personnel for classroom use.
  2. As much as possible, resource sharing with other libraries in Mountain Library Network is encouraged.
  3. Our library participates in the Mountain Library Network and the West Virginia Library Commission’s network of statewide Interlibrary Loan service.  Library personnel follow regulations concerning this network.
  4. Mountain Library Network borrower’s cards are honored at our library.

X.  Services and Fees

  1. Black and white copies and prints are provided for patrons at $0.15 per sheet. Color copies and prints are provided for patrons at $0.50 per sheet. The library seeks to comply with all copyright laws.
  2. Fax service is provided at $0.50 per page for receiving and $1.50 for the first page of sending with a fee of $0.50 for each additional page.
  3. Laminating fees range from $0.50 to $1.00 per sheet depending on the size of the document.
  4. The library does not have adequate staff to do personal research for individuals.  Patrons are urged to utilize materials and resources for themselves with guidance provided by library personnel.

XI. Personnel Policies

The librarian is hired by the Wirt County Board of Education.  This board sets leave policies and salary.  Other employees are granted leave as follows:

  1. Holidays
  2. Leave with pay shall be granted for the following holidays: New Year’s Eve, New Year’s Day, Election Day, Independence Day, Veteran’s Day, Christmas Eve, Christmas Day, the day Following Easter, Memorial Day, West Virginia Day, Labor Day, Thanksgiving Day, and Martin Luther King Day.
  3. When any holiday falls on a Sunday, the following Monday shall be regarded as the holiday; when any holiday falls on a Saturday, the previous Friday shall be regarded as the holiday. 
  4. Leave of Absence/Vacation
  5. The librarian may grant leave of absence without pay for a period of up to thirty (30) days per year.  The Library Board must approve a longer leave of absence.   
  6. When weather conditions make an employee’s travel to work a risk of life and limb, the employee may choose to take annual leave for that time period.  At the discretion of the librarian, when the Wirt County School System is closed for snow or other weather emergency, the library may close and the day(s) will count as day(s) worked.
  7. Annual leave shall be earned by full-time employees while on a regular pay status according to the following schedule:
    1. Employee with 1 – 10 years service: 10 days annual leave with a maximum of 30 days accumulation
    1. Employee with 10 – 15 years service: 15 days annual leave with a maximum of 30 days accumulation
    1. Employee with 15 or more years service: 20 days annual leave with a maximum of 30 days accumulation
  8. Leave shall be granted at such times as will not materially affect the library’s efficient operation.  Leave must be requested in advance, except in unforeseen circumstances or emergencies.  The minimum charge to annual leave shall be ½ day (.5).  Additional leave shall be charged in multiples of ½ day.  Unused annual leave shall be paid upon termination of employment, up to the maximum days carried forward.
  • Sick leave:  Full-time employees shall earn sick leave while on a regular pay status, at the rate of $1.25 days per month.  The minimum charge to sick leave shall be ½ (.5) day.  Additional sick leave shall be charged in multiples of ½ day.  There shall be a limit of 120 days of sick leave that may be carried forward.  All accumulated sick leave shall be cancelled as of the effective date of termination of employment.  Sick leave may be taken for:  Illness or injury; Exposure to contagious disease; Pregnancy; Medical appointments; Illness or medical appointments of an immediate family member (spouse, children, parents, or legal dependents.)

A physician’s statement may be required for absence in excess of three (3) working days, or in cases of suspected abuse of sick leave.

  • Bereavement leave may be taken for the death of an immediate family member (spouse, children, and/or legal dependents, parents, parents-in-law) for a period not to exceed 5 days of sick leave/annual leave/leave without pay.  Bereavement leave may be taken for the death of an extended family member (siblings, grandparents, aunts, uncles, cousins and concurrent in-laws) for a period not to exceed 3 days sick leave/annual leave/leave without pay.
  • Maternity / paternity leave:  Maternity leave may be taken for a maximum of the last month of pregnancy and six (6) weeks after the delivery.  It may be composed of sick leave, annual leave, and leave without pay, as available.  Paternity leave may be taken for six (6) weeks after the delivery.  It may be composed of sick leave, annual leave, and leave without pay, as available.
  • Military leave will be granted not to exceed two (2) weeks per year.  While an employee is on military leave, the Wirt County Library Board will pay the employee the difference between military pay and the normal salary.  Normal benefits will continue to accrue.
  • Jury Duty
  • Wirt County Library Board will pay the difference between compensation given for jury duty (except travel money) and the employee’s normal salary while the employee is absent from work for jury duty.  In addition, normal benefits will continue to accrue
  • Travel Expense
  • Mileage will be paid for library-related travel at the current state rate per mile.  Mileage will be calculated from the library and return.  Employees are to submit a request for reimbursement outlining the destination, mileage, and reason for travel.  Expenses for conferences and other meetings requiring overnight accommodations and meals will be reimbursed following the West Virginia Library Commission’s guidelines.

XII. Computer Operations / Internet Use

  1. The following measure have been adopted to insure the security of all computer installations in the library:
    1. Library patrons may not bring personal computer disks to use with the library’s computers.
    1. Software may not be illegally copied.
    1. Hard drives will be periodically scanned for the existence of computer viruses.
  2. Internet use:
  3. Rules and regulations concerning Internet access from the library’s computers will be posted in a public area beside each computer.  Those people using computers must possess a current library card.

XIV. Revisions

  • This policy statement shall be revised each year by the Library Board and may be revised by a majority vote.

XV. Sexual Harassment Policy

  • The library’s position is that sexual harassment is a form of misconduct that undermines the integrity of the employment relationship.  All employees have the right to work in an environment free from all forms of discrimination and conduct which can be considered harassing, coercive, or disruptive, including sexual harassment.  Anyone engaging in harassing conduct will be subject to discipline, ranging from a warning to termination.

Adopted by the Dora B. Woodyard Memorial Library Board of Trustees

Date: ____________________________­­­­­________

Board President: ____________________________