Library Policies

POLICY STATEMENT AND PURPOSE

The purpose of this policy is to establish consistent guidelines for outside organizations wishing to display materials on library bulletin boards and brochure display units or elsewhere in the library.

SCOPE

This policy encompasses all non-library materials to be displayed on bulletin boards, display units, and elsewhere in the library. Materials otherwise addressed in the Exhibit Policy are excluded here.

SECTION 1: EXPLANATION OF SERVICE

The Edith Wheeler Memorial Library maintains three designated spaces for display of non-library information: a brochure rack and a Community Notice Bulletin Board to provide the residents of Monroe and surrounding communities with posters and free-distribution handouts containing information on non-profit cultural, educational, recreational, civic, or service-oriented events and issues; and a Community Services and Business Information Bulletin Board to display local business announcements and resident information notices.

Posters and handouts will be placed in the library at the discretion of the Library Director based on space available, date of the event, and length of time the library has displayed the material. Acceptance of posters and handouts does not constitute or imply endorsement by the library or by the Town of Monroe. The Library reserves the right to reject materials that are deemed inappropriate.

SECTION 2: COMMUNITY NOTICE BULLETIN BOARD

The library will use the Community Notice Bulletin Board to display posters and notices from non-profit sources publicizing events and issues that conform to the purposes stated in Section 1. All materials for the bulletin board must be initialed and dated by the Library Director or his/her designee to indicate permission to post. Items lacking such permission will be removed. Bulletin board items will be put up and taken down by library staff only.

SECTION 3: COMMUNITY SERVICES AND BUSINESS INFORMATION BOARD

The library will display local business announcements and resident information notices on a separate Community Services and Business Information Bulletin Board. All materials for the bulletin board must be initialed and dated by the Library Director or his/her designee to indicate permission to post. Items lacking such permission will be removed. Bulletin board items will be put up and taken down by library staff only.

SECTION 4: HANDOUTS

The library will accept free-distribution handouts from non-profit sources publicizing events and issues that conform to the purposes stated in section 1. Brochures and handouts will be displayed in the library brochure rack or, on occasion, at other locations as deemed appropriate by the Library Director. The library will accept for distribution multiple copies of free local or regional newspapers or magazines of an objective or general nature, as space allows.

SECTION 5: DESIGNATED DISPLAY TABLE

In special instances, the library will provide a table to local non-profit sources to display information about upcoming special events or to inform the public about community or social issues or services. All table displays and materials must be pre-approved by the Library Director for a specified date range. The Library Director will determine the appropriate size and location of the designated display table. Materials that are left in the library past the approved display date will be taken down by library staff.

Adopted by the Library Board of Trustees: January 22, 2003

Revised by the Library Board of Trustees: October 18, 2007; February 21, 2008; February 27, 2009; July 10, 2009; January 21, 2010; February 27, 2012; March 23, 2012; March 13, 2014; July 16, 2014; January 2015; August 15, 2019; March 18, 2021

ARTICLE I: LIBRARY MISSION STATEMENT

Access to information is a cornerstone of democracy. Moreover, enjoyment of contemporary and classic books, audiovisual items, and other library materials is a worthwhile way to spend leisure time. In fulfilling its role as the primary resource for knowledge, reading, research, and popular media in print, non-print, and electronic formats, the Edith Wheeler Memorial Library serves as the knowledge navigator for its community. To accomplish its mission, the library will employ trained staff and offer a wide variety of materials, equipment, services, and programs to support a lifetime of reading, listening, viewing, and learning.

ARTICLE II: ESTABLISHMENT AND DUTIES

The Library Board of Trustees of the Edith Wheeler Memorial Library exists by virtue of the provisions of Chapter 190 of the General Statutes of Connecticut, and exercises the powers and authority and assumes the responsibilities delegated to it under the said chapter. In addition, it shall be in conformity with, and governed by, the provisions of the Charter of the Town of Monroe. The Board shall consist of seven (7) members serving terms of six (6) years each, appointed by the First Selectman in accordance with the terms of the Charter. Library trustees shall abide by the Town of Monroe Code of Ethics, latest edition.

In accordance with the Charter of the Town of Monroe, the First Selectman is an ex-officio member of the Library Board of Trustees and has all the rights and privileges of attendance, debate, and voting accorded to the other members of the Board, should he/she desire to exercise them.

ARTICLE III: OFFICERS

1. There shall be three (3) officers of the Library Board of Trustees, namely: a Chairman, a Vice Chairman, and a Secretary. They shall be elected from among the appointed trustees at the January meeting of the Board.
2. Each term of office shall be for one (1) year.
3. The Chairman of the Board shall preside at all meetings and generally perform the duties of a presiding officer. The Chairman shall serve as an ex-officio voting member of all Board committees.
4. The Vice Chairman of the Board shall perform all the duties of the Chairman in the Chairman’s absence, and shall assist the Chairman in the duties of his/her office as requested or directed.
5. The Secretary of the Board shall keep a true and accurate record of all meetings of the Board. The Library Director shall have custody of the minutes and other records of the Board.
6. A vacancy in any office arising from any cause may be filled for the unexpired portion of the term from among the remaining trustees. The Chairman shall seek a volunteer replacement and, in the absence of a volunteer, shall appoint a replacement, which shall become effective upon a majority vote of the Board.

ARTICLE IV: MEETINGS

1. The Library Board of Trustees shall meet on the third Thursday of every month, beginning at 3:00 p.m. in the Edith Wheeler Memorial Library, or at such other time and place as the members may determine.
2. Election of officers and re-adoption of these by-laws shall take place annually at the January meeting.
3. The order of business for regular meetings of the Board shall be as follows:
4. Call to Order and Attendance
5. Public Participation

III. Unfinished Business

1. New Business
2. Library Director’s Report
3. Approval of Minutes

VII. Financial Report

VIII. Adjournment

1. Special meetings may be held at any time at the call of the Chairman or Secretary or at the call of any two (2) members of the Board, provided that notice thereof be given to all trustees at least twenty-four (24) hours in advance of the special meeting, and notice of such meeting be filed with the Office of the Town Clerk.
2. Any special meeting, or any part of a regularly scheduled meeting, may move into executive session by proper motion and vote of the Board. During executive sessions, only members of the Board and others specifically invited by the Chairman may be present. The official minutes will show only the results of motions made and carried during such sessions.
3. Proceedings of all meetings shall be governed by Robert’s Rules of Order, latest edition.
4. A quorum to conduct official business shall not consist of fewer than four (4) members of the Board.

ARTICLE V: LIBRARY PERSONNEL

1. The Library Director shall be the executive director of the library and shall operate the library according to the policies adopted by the Library Board of Trustees. Among his/her duties and responsibilities shall be the direction and supervision of all staff members in the performance of their duties; and the submission to the Board of such proposed policies, procedures, and budgets as will, in his/her opinion, promote the efficiency of the library and its service to the people of the community.
2. The Adult / Teen Services Librarian shall be responsible for the activities in the Adult Department, under the general direction of the Library Director. The Adult Services Librarian shall be responsible for supervising the entire library during the absence of the Library Director
3. The Children’s Services Librarian shall be responsible for the activities in the Children’s Room, under the general direction of the Library Director. The Children’s Services Librarian shall be responsible for supervising the entire library during the absence of the Library Director and the Adult Services Librarian.
4. Neither any member of the Library Board of Trustees nor any member of his/her immediate family may be employed for remuneration by the library.

ARTICLE VI: GENERAL

1. Special committees may be appointed by the Chairman, or by proper motion and vote of the Board.
2. Amendments to these By-Laws may be proposed at any regular meeting, but they can become effective only after an affirmative vote by a majority of the members present at a subsequent meeting.
3. Any of these By-Laws may be temporarily suspended by the affirmative vote of all the members present at any regular or special meeting.
4. These By-Laws as adopted shall take precedence over any previously enacted By-Laws of the Library Board of Trustees.

Adopted by the Library Board of Trustees: March 6, 1968.

Revised by the Library Board of Trustees: March 3, 1988; January 18, 1990; January 17, 1991; January 16, 1992; January 21, 1993; January 20, 1994; January 19, 1995; January 18, 1996; February 20, 1997; February 19, 1998; May 20, 1999; February 17, 2000; February 21, 2001; Feb 20, 2002; March 19, 2003; May 21, 2003; February 17, 2005; January 19, 2006; January 17, 2008; January 21, 2021; January 20, 2022

POLICY STATEMENT AND PURPOSE

The trustees and staff of the Edith Wheeler Memorial Library view service to children as an important part of their mission. We encourage children to use this facility for reading, study, research, and attending programs, and we welcome those who do so.

However, parents, guardians, and caregivers should be mindful that the library is a public building open to all individuals, and that unattended children are vulnerable. This policy has been designed to communicate the concern of the trustees and staff for the safety and welfare of the children who use the Edith Wheeler Memorial Library.

SCOPE

Addresses behavior and supervision of children at the library.

SECTION 1: RESPONSIBILITY FOR SUPERVISION

Children under the age of twelve (12) MUST be accompanied at all times by a parent, guardian, or caregiver while using the library.

The library staff is not responsible for providing supervision and care for children while their parents, guardians, or caregivers are outside the library or in another part of the building. The staff does not monitor children leaving the premises, nor is it their responsibility to know if a child is leaving with a parent, guardian, relative, friend, or stranger.

Parents, guardians, and caregivers are responsible for the safety and conduct of their children while on library premises. These individuals must provide appropriate supervision based on the ages, abilities, and levels of responsibility of their children.

SECTION 2: RESPONSIBILITY FOR CHILDREN WHEN LIBRARY IS NOT OPEN

Parents, guardians, and caregivers are expected to be aware of the opening and closing times of the library, and to make suitable arrangements to meet and/or transport their children. Inclement weather, power failures, and other unforeseen emergencies can and do occur, requiring the library to open late or to close early. Children left alone in the library or on library premises could be at risk of danger.

If the library is closing and a child has been left unattended, the staff may assist him/her in calling home to arrange for transportation. However, if the child is not picked up within 15 minutes after closing, the police will be called to take responsibility. At least two (2) staff members must remain with the child after the library closes and until the situation is resolved. The library staff is not permitted to take a child out of the building or to transport him/her to another location.

The library is not responsible for children who socialize on library premises after closing.

SECTION 3: STANDARDS OF CONDUCT

Children are expected to adhere to the following standards of conduct:

• All library users are required to respect library property and to act in a manner appropriate to the use and function of the library (see our Patron Behavior Policy and its related Patron Code of Conduct).
• A child who is not using the library appropriately, who is engaged in disruptive or other inappropriate behavior, or who requires excessive staff attention, may be asked to leave the library after proper warning.
• Parents, guardians, and caregivers should be aware that the behavior of small children might at times be disturbing to others, especially those using the adult and/or quiet study areas of the library. In such instances, library staff may request that the caregiver remove the child from the building temporarily.

SECTION 4: CONSEQUENCES OF LEAVING CHILD UNATTENDED

Parents, guardians, and caregivers are referred to Connecticut General Statute 53-21a, which describes the legal consequences that can result from leaving children under the age of twelve (12) unattended in a public place.

Adopted by the Library Board of Trustees: September 17, 2003

Revised by the Library Board of Trustees: December 20, 2012; December 21, 2018; March 18, 2021

• Purpose and Scope
  • The Edith Wheeler Memorial Library (“Library”) is committed to a lending policy that allows provides the guidelines to the borrowing and return of laptops in the collection of the Library. It is intended to ensure that all members of the public are provided with consistent and equitable services from the Library and that borrowers understand their rights and responsibilities as library cardholders.
  • This policy applies to everyone who uses the Library. This policy does not address loan periods or circulation rules for e-books or other downloadable electronic content provided through third-party vendors and not physically loaned from the Library.

 

• Policy & Guidelines for Borrowing and Use
  • Laptops are kept in the charging cabinet near the Reference Desk. Before checking out any laptop, a Reference Librarian must check the Laptop Log to be sure laptops have not been reserved for a program that day.  All laptops must be available for use by the time indicated in the Laptop Log.  If no program has been listed in the Laptop Log, laptops are available for borrower use.  Program use shall always take precedence.
  • Laptop checkout is limited to one (1) per household. The lending period is fourteen (14) days and cannot be renewed.
  • Borrower must be 18 years of age or older with a valid CT library card and have a driver’s license to borrow a laptop. .
  • Devices must be returned to Library staff directly, and shall not be returned to in any of the Library’s book drops nor to another library. The laptop will be examined and if damage to the device is discovered by Library staff, the costs of repair or replacement will be added to the patron’s account.
  • Laptops must be checked out by and returned to a Reference Librarian only.

 

• Fines and Limitation of Liability
  • The overdue fine is $5.00 per day for a maximum of $955.00 as follows:
    • Laptop – $900.00
    • Mouse and mouse transmitter – $30.00
    • Power Adaptor – $25.00
  • The Library is not responsible for any liability, damages or expense resulting from use or misuse of the device, connection of the device to other electronic devices, or data loss resulting from use of device.
  • The borrower is responsible for the costs associated with damage or loss of the laptop and all accessories due to neglect or abuse. Borrowers are responsible for full replacement cost of $955.00 if the device or any parts are lost, stolen, damaged, or otherwise not returned.

• Purpose and Scope
  • The Edith Wheeler Memorial Library (“the Library”) is committed to lending policies that distribute materials in the Library’s collection consistently and equitably to the borrowing community.
  • All lendable Library materials are covered in this policy. This policy does not address loan periods or circulation rules for e-books or other downloadable electronic content provided through third-party vendors and not physically loaned from the Library.
• Definitions
  • Home Library: The public library in the town where a Borrower is a resident.
  • Borrower: A resident of Monroe who has a valid library card or resident of another town in Connecticut with a valid card from their Home Library.
  • borrowIT CT: Formerly known as Connecticard, this refers to the Connecticut’s statewide program among approximately 200 of the public libraries that allows a resident of any town in the state who holds a valid borrower card issued by their Home Library to use that card to borrow materials from any of the libraries participating in the program.  Borrowers may return print items directly to the owning library or to any public library, which will return the items to the owning library via deliverIT CT.
• Eligible Borrowers
  • Every Monroe resident who has Library card in good standing may borrow items from the Library’s collection. In addition, under the borrowIT CT program, any resident of another Connecticut town or city may borrow items from this Library’s collection provided he or she presents a valid Borrower card in good standing from his or her Home Library.
  • Parents or guardians, not the Town of Monroe, are responsible for monitoring and approving the selection of items made by their minor children. Only the parents or guardians may restrict their children, and only their children, from borrowing specific Library items.  Parents or guardians who wish their children not to have access to certain materials should accompany or otherwise advise their children.  Town of Monroe officials, including without limitation, Library staff cannot and do not act in loco parentis.
  • The Library staff may impose requirements on the eligibility to borrow particular items, such as cultural site passes, Wi-Fi hotspots, or equipment, but these restrictions must be based on some reasonable consideration.
• Standard Loan Periods
  • Circulating items in the Library collection, whether print and non-print, may be borrowed for 21 days, with the following exceptions:

 

Material Type	Loan Period	Auto- Renewable?	Holdable?
Books and books on CD	21 days	Twice	Yes
Items interlibrary loaned to other libraries for the borrowing libraries’ cardholders	42 days	No	Yes
New books (adult and teen)	14 days	Twice	Yes¹
New books (children)	21 days	Twice	Yes¹
Music CDs	21 days	Twice	Yes¹ , ²
Magazines (Latest editions in-library use only)	14 days	Twice	Yes¹
DVDs	7 days	Twice	Yes²
American Girl dolls, American Girl pets, cake pans, Mini Maker kits	7 days	No	Yes¹
New Releases on DVD	7 days	Twice	Yes
Cultural Site Passes sites (exception: The Barnum Museum, Beardsley Zoo, EverWonder, Peabody Museum of Natural History, and Stepping Stones one (1) day loan)	3 days	No	Yes³
Magnifiers (one (1) per type of cardholder at a time)	21 days	No	Yes
Hot spots, Mobile charging stations, and laptops	14 days	No	No⁴
Reference books	overnight	No	No
Newspapers and microforms	0 days	No	No

• No loans are allowed if a card holder has one (1) lost item.
• Books can be returned to any public library within Connecticut. It is the responsibility of the borrower to check their date due slip.

 

• Holds and Renewals
  • Circulating materials may be reserved by Borrowers at the Library, by telephone, or online. Borrowers will be notified by phone, text message (Borrower responsible for carrier costs), or by email (if provided) when the material becomes available.
  • If an item wanted by a Borrower is not available, they may place a hold to reserve it using the procedures and forms established by the Library. Only items out in circulation or otherwise not immediately available at the time of request may be reserved. A reserve will be satisfied at the time the item becomes available.
  • As soon as a reserved item becomes available, the requesting cardholder will be notified. Reserved items of all types will be held aside for five (5) days following the day of notification. Any reserved item not called for by the end of this period will be given to the next requesting cardholder or, if no additional reserves exist, re-shelved or returned to the owning library.
  • When notifying requesting cardholders, Connecticut law forbids the revealing of item titles reserved by Borrowers age 18 and over to anyone other than the Borrower. Such communication of titles borrowed to any other persons are forbidden.
  • Library items will automatically renew on the due date and for two (2) renewal periods per item, unless someone is waiting for the item. Renewal periods will extend from their original due date and be the same length as the original loan period.

 

• Special Loan Periods
  • In order to satisfy the occasional, non-recurring needs of cardholders, the Library Director may make exceptions to the above loan periods for reasonable purposes. In the absence of the Director, the following staff are authorized to determine such exceptions:  Head of Circulation Services, Head of Technical Services, Adult/Teen Services Librarian, ranking staff member on duty in the Adult Department, Children’s Services Librarian, ranking staff member on duty in the Children’s Department.
  • A total of twelve (12) items may be borrowed on a special loan period by the same cardholder. Special loan periods may not exceed eight (8) weeks from date of loan.
  • The following items are not eligible for special loan periods: items on reserve for other cardholders, reference books, and items interlibrary loaned from other libraries for Monroe residents.

 

• Overdue Items, Fines, & Suspensions
  • Borrowers are responsible for returning borrowed items on or before the due date, as noted on the check-out receipt. Returns may be made in person, via the outside book drops, or at any Connecticut public library participating in the borrowIT CT program. Library cardholders are expected to return borrowed materials on time. However, Items from other libraries circulated by the Library are subject to standards established by the owning library. Borrowers are responsible for all borrowed materials charged to their account, including fines and fees incurred for lost or damaged items. Parents/guardians/responsible adults are responsible for materials checked out on the cards of their minor children. The Library issues bills for replacement fees on non-returned and/or damaged items. eLibrary items cannot become overdue.
  • Library Account Holders may be notified of overdue materials. Those who agree to be contacted by email may receive notices as follows:
• 3 days before item is due Courtesy Notice
• 14 days late First overdue notice
• 42 days late Bill issued for item Replacement Fee(s) and account blocked
  • Overdue fine charges shall be charged as follows:
• $0.15 per business day on adult items
• $0.10 per business day on children’s items
• $2.00 per business day on overdue reference books, DVDs, magnifiers, cake pans, Mini Maker kits, and each barcoded item in American Girl kits and Lego kits.
• $5.00 per day on wifi hotspots
• $5.00 per day on mobile charging station
• $5.00 per day laptops
• $10.00 per day on cultural passes
  • Overdue fines will not be charged to Borrowers receiving homebound delivery service. In addition, the Library does not charge overdue fines incurred due to the death, hospitalization, or serious illness of a cardholder or a member of the cardholder’s close family (“close family” as determined by the Library staff).
  • The maximum overdue fines for most items is $6.00 or the cost to replace the item, whichever is lower, except as follows:
• $2.00 on children’s paperbacks and board books
• $10.00 on reference books, DVDs, and magnifiers
• $200.00 on wifi hotspots
• $200.00 on all cultural passes, with the exception of The Intrepid, which is $500.00
• $250.00 on mobile charging station
• $955 on laptops

 

• Replacement Charges
  • Borrowers who lose or damage library items will be charged to replace those items. The replacement charge will be decided on a case by case basis by the Library staff. In lieu of payment, a new replacement copy may be purchased when approved by Library staff. Adequate time will be given to a cardholder to locate a lost Library item.  Once a Borrower has paid for a lost or damaged item, no refund will be made.
  • Overdue fines will not be added to the replacement charge when a lost or damaged item is paid for.

 

• Suspension of Borrowing Privileges
  • Borrowers will have their borrowing privileges suspended whenever they owe the Library $5.00 or more in overdue fines and/or replacement charges.
  • The Library staff shall have discretion to delay a financially-related borrowing suspension to a future date and the allow a Borrower to borrow items during the intervening time.
  • The Library Director may authorize staff members to reduce or cancel overdue fines, replacement costs, and other charges owed to the Library by Borrowers if, in the discretion of staff, the totality of circumstances warrant such action.

The Edith Wheeler Memorial Library provides public-access computers through which its patrons may access information databases and the Internet. The library’s computers are available for use on a “first-come-first-served” basis. Sessions will be limited to one (1) hour whenever other patrons are waiting. Any library patron may use the public-access computers. To ensure appropriate behavior, children under the age of 9 should be accompanied by an adult during their computer use. The library reserves the right to refuse computer privileges to any patron whose library card is suspended as a result of outstanding fines, charges, or other infractions. Downloading and sharing protected material is a violation of the federal Copyright Act of 1976. Library computers cannot be used to conduct illegal file sharing. Protected materials may include text, photographs, songs, movies, graphic illustrations and other computer software. If inappropriate activity is detected the Town reserves the right to enforce corrective actions.

Internet filtering software is not used on the computers in the Adult Department, but it is used on the computers in the Teen Space and the Children’s Department.

The Internet is a global and unregulated information network. Access to material of a controversial or mature nature, as well as to material that is not complete, accurate, or current, is unavoidable. The library cannot control the information available through the Internet and does not accept responsibility for its quality, accuracy, or currency.

Printing information from the computers is permitted at a cost established by the library.

Computer users may not install or download software programs or files onto the library computer’s hard drive. Users are not to attempt to breach the library’s computer security systems or attempt to access the hard drive, other files, networks, or computer systems of the library.

The library’s computers are in public areas and are shared by patrons of all ages. Therefore, users are not to access potentially offensive information or images not consistent with community standards. Library computers may be used for lawful purposes only. Computer and/or Internet sessions or privileges will be suspended or revoked if, in the opinion of the Library Director, use is not in keeping with this policy. Illegal acts involving the library’s computers may be subject to criminal prosecution.

The Library Board of Trustees reserves the right to amend this policy from time to time, as it deems appropriate and in response to changing conditions.
Adopted by the Library Board of Trustees: October 17, 2001
Revised, July 16, 2014

SECTION 1: LIBRARY RECORDS CONSIDERED CONFIDENTIAL

The policy of the Edith Wheeler Memorial Library is to preserve the privacy of its circulation, borrower registration, and patron usage records and to treat them with confidentiality.

Section 11-25(b) of the General Statutes of Connecticut states, “Notwithstanding the provisions of section 1-210, personally identifiable information contained in the circulation records of all public libraries shall be confidential.” Pursuant to this statute, and as recommended by the American Library Association and the Connecticut Library Association, the Edith Wheeler Memorial Library recognizes the following information as confidential in nature:

Circulation records, including but not limited to titles and number of items checked out, held on reserve, overdue, or borrowed from another library through interlibrary loan;
Borrower registration records that are prerequisite to issuing library cards and permitting individuals to borrow library materials;
Computer-traceable or stored information or records of what library patrons viewed on the Internet while using the library’s public-access computer terminals.
The above-cited records may be revealed only as follows:

To the individual named in the record;
To the parent or legal guardian of a minor (defined by the State of Connecticut as any person below the age of 18), the party made financially responsible for damages or losses to the library caused by the minor;
In accordance with Section 4 below.
SECTION 2: THE USA PATRIOT ACT

On October 26, 2001, the President of the United States signed a congressionally approved law entitled the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act, commonly known as the USA Patriot Act. Among its provisions, Section 215 of this law:

Authorizes the Federal Bureau of Investigation (FBI), or any police department deputized by the FBI, to compel immediate production of records from a library, including circulation, borrower registration, and Internet usage records, even without showing probable cause;
Prohibits a library employee who receives a demand for records under this law from talking with anyone except an attorney about the request, on threat of arrest and prosecution;
Prohibits notification to a patron that his/her records have been requested, on threat of arrest and prosecution;
Preempts and overrides all state laws declaring library records to be confidential.
The library community of the United States believes that these provisions of the USA Patriot Act constitute a threat to the public library tradition of patron anonymity, to political and religious freedom, and to a free and democratic society.

SECTION 3: RECORDS RETENTION

As has been its practice in the past, the library will continue to preserve the privacy of confidential records as follows:

The library shall create and maintain only those paper and electronic records that are deemed necessary to the efficient operation of the library.
The library shall destroy all records containing personally-identifiable patron information once they are no longer considered necessary to the efficient operation of the library.
Circulation and interlibrary loan records shall be maintained only long enough to ensure the safe return of materials.
All records relating to Internet and other computer usage, plus usage of the library’s other public-access equipment, shall be destroyed thoroughly in order to eliminate the opportunity for recovering personally-identifiable patron information. These records shall be destroyed as promptly as is reasonably practicable, but no less than once per day of library operations.
SECTION 4: SURRENDER OF RECORDS

Information contained in the records specified in Section 1 above shall not be made available by any library trustee, employee, or other associated person to any person or to any agency of federal, state, or local government without the permission of the patron involved, except pursuant to such process, order, or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power.

Patron information as specified above shall be provided to the proper authority when a proper show of good cause has been made in a court of competent jurisdiction. Upon receipt of such process, order, or subpoena, the library’s Board of Trustees will consult with Town Counsel or with other legal counsel to determine if such process, order, or subpoena is in proper form and if there is a showing of good cause for its issuance. If the process, order, or subpoena is not in proper form or if good cause has not been shown, they will insist that such defects be cured before compliance is granted.

The library shall establish procedures for the staff to use in responding to demands for confidential information made under the USA Patriot Act.

Section 5: PATRON RECORDS BEYOND THE LIBRARY’S CONTROL TO KEEP CONFIDENTIAL

The library’s automated system, including its circulation records, borrower registration records, and automated catalog system, is connected to an offsite vendor system. Eradication of all patron information at these offsite locations cannot be guaranteed.

In addition, the library has no control over any data that a library computer user sends to another computer server during an Internet session and, although transactions are erased regularly, data can remain on the hard drive of a computer, thereby allowing sophisticated software to locate and retrieve the data at a later time.

In addition, national security systems or computer hackers possibly may monitor computer searches.

Adopted by the Library Board of Trustees, September 17, 2003

In keeping with its mission, the Edith Wheeler Memorial Library showcases exhibits and displays (hereinafter referred to collectively as “exhibits”) for the artistic, cultural, and informational enrichment of the community. In addition, exhibits are intended to make the library a pleasant and interesting place to visit. The Monroe Arts Council will assist in the implementation of the policy by initially screening all applications prior to forwarding their determination to the Library Director for final approval.

EXHIBIT SPACE

Three (3) areas are available to the public for displaying exhibits: (1) the display case opposite the circulation desk in the Adult Department, (2) the walls of the William J. Ehlers Meeting Room (“the Ehlers Meeting Room”), and (3) the walls of the Rotary Club Board Room (“the Board Room”). On occasion, a counter or tabletop may be used for a small display.

EXHIBIT GUIDELINES

Exhibits of library materials and activities will be given first priority for display. Monroe artists, collectors, and community organizations also are encouraged to offer exhibits of artistic, cultural, or informational merit. Persons and organizations outside of Monroe are invited to exhibit when their works would be of general interest to the Monroe community.

Organizations are invited to submit exhibits provided they select one person to represent them in coordinating their exhibit with the library.

The library’s Exhibit Space will be reserved on a first come, first served basis.

Exhibit space may be reserved for the current year (July 1 – June 30) only. Reservations for the ensuing fiscal year may be submitted each May 1.

Exhibits are subject to the approval of the Library Director or his/her designee and will be accepted or rejected based on their artistic, cultural, and/or informational merit. All exhibits must meet acceptable community standards. Exhibits are accepted on a “first-come-first-served” basis. Exhibits by persons or organizations for commercial purposes are not allowed.

Unless specifically waived by the library, every exhibitor will be required to supply a certificate of insurance naming the Edith Wheeler Memorial Library as an additional insured.

All exhibitors must sign an Exhibit and Display Release Form. The form signifies the exhibitor’s agreement to abide by the provisions of this policy, provides the library with a description and monetary evaluation of the items being exhibited, and releases the Town of Monroe and the Edith Wheeler Memorial Library from any liability in connection with the loaned exhibit.

The library will make every reasonable effort to protect items displayed, but exhibitors should recognize that the library is a public building used by a large number of people. Library staff cannot be held responsible for the preservation or protection of items on display.

Normally, items will be kept on display for up to one (1) month.
It is the responsibility of the exhibitor to set up and remove his/her exhibit, and to ensure that items to be displayed on walls are prepared for hanging. The library will provide a system for hanging artwork that the exhibitor will be expected to use.

The library does not participate in the sale of displayed items. The library will provide a list of titles and prices of items, together with an address, email address, and/or telephone number, if such information is provided by the exhibitor. Whenever a sale results from an exhibit, the library requests that ten percent (10%) of the sale price be donated to the Friends of the Edith Wheeler Memorial Library. Items constituting an exhibit must remain in the library and on display for the agreed-upon length of the exhibit, including any items that may have been sold while on display.

The library is unable to provide storage for the property of individuals or organizations exhibiting in the library.

All publicity materials relating to an exhibit shall be submitted for approval by the library. Publicity written by library staff will be done in consultation with the exhibitor and based on the information provided.

An artist or organization may plan a formal opening or reception for an exhibit but must clear the date and time in advance with the Library Director. Food and non-alcoholic beverages may be served at such events.

Exhibits on library premises will be made open to the public during library hours. However, the Ehlers Meeting Room and the Board Room often are used for activities, programs, and meetings. Exhibitors must understand that there may be times when their exhibits will be unavailable for viewing.

Acceptance of an exhibit does not constitute an endorsement by the Library Board of Trustees or the Town of Monroe of the person’s or organization’s policies or beliefs.

BUSINESS DISPLAY TABLE

The business display table located in the front lobby is for Monroe businesses to display promotional materials for a period of one month.

Exhibit space may be reserved for the current year only (January-December.) Exhibits are accepted on a “first-come-first-served” basis.

It is the responsibility of the exhibitor to set up and remove his/her exhibit.

Acceptance of an exhibit does not constitute an endorsement by the Library Board of Trustees of the Town of Monroe of the person’s or business’s policies or beliefs.

The Library Director reserves the right to make exceptions and to amend this policy.
Adopted: June 2015

ADMINISTRATION OF POLICY

The Library Board of Trustees authorizes the Library Director to act in keeping with this policy and to execute its provisions on behalf of the library and the Town of Monroe.

EXCEPTIONS AND AMENDMENTS

The Library Board of Trustees reserves the right to make exceptions to the provisions of this policy. In addition, the Library Board reserves the right to amend this policy from time to time, as it deems appropriate and in response to changing conditions.

Adopted by the Library Board of Trustees: May 17, 2007
Revised: July 2008

In keeping with its Mission Statement to provide materials and services for all members of the community, the Monroe Public Library will provide delivery and pick-up of library materials to any town resident who is homebound. Homebound is defined as some who, because of a physical or mental disability, is unable to visit the Library on his/her own without assistance. The inability to use the Library in person may be of a permanent or temporary nature. People with a short term need for homebound library service will be eligible for consideration.

Residents who provide the Library with documented eligibility, and who meet one or more of the following criteria will be considered for the homebound delivery service. Eligibility requirements include, but may not be limited to:

1. A long- or short-term illness
   2. Being unable to visit the Library on one’s own due to a physical or mental disability, and/or
   3. Being a senior citizen who does not drive and is recommended for eligibility by the Monroe Senior Citizens Director or the Monroe Social Services Director

Eligibility will be determined by the library.

The Monroe Public Library offers interlibrary loan as one of its core services.

In order to satisfy the needs and interests of local residents, the staff will attempt to borrow specifically-named materials not available in this library from other libraries around the state, and the nation. Interlibrary loans for unspecified materials on specifically-named subjects also will be submitted.

The staff will place interlibrary loan requests for any user of the Edith Wheeler Memorial Library. This service is extended to all patrons, regardless of age or place of residence. The library reserves the right to deny interlibrary loan services to any patron with outstanding overdue fines, lost or damaged item charges, or other infractions on his/her borrower record.

In addition, it is the policy of the Edith Wheeler Memorial Library to function whenever possible as a provider of materials in the interlibrary loan systems of which it is a participant.

In consultation with the Library Board, the Library Director will develop and publish guidelines that govern patron use of the interlibrary loan service. Also, rules governing Edith Wheeler Memorial Library’s participation as an interlibrary loan provider will be developed and published.

For specific interlibrary loan guidelines, please call the Reference Desk.

#800-01: LIBRARY CARD POLICY
DATE: 05/18/2023 (Revised)
APPROVED BY: Library Director
First Selectman – 5/24/2023
Library Board of Trustees – 5/18/2023
AUTHORITY: Town Charter, Chapter IV, §5

1.0 Purpose & Scope
1.1. This policy provides guidelines for obtaining a library card from the Edith Wheeler Memorial Library (“Library”) for use at the Library as well as certain other libraries throughout the state of Connecticut. It is intended to ensure that all members of the public are provided with consistent and equitable services from the Library and that patrons understand their rights and responsibilities as Library cardholders.
1.2. This policy applies to everyone who uses the Library.
1.3. This policy does not address loan periods or circulation rules.

2.0 Library Card Categories
2.1. Every resident of Monroe is entitled to receive a library card free-of-charge from the Edith Wheeler Memorial Library (“Library”). Upon expiration, this card is eligible for free renewals.
2.2. Adult library cards: Every Monroe resident age 16 and over may receive a library card by (1) completing a registration form provided by the Library and (2) providing proof of identity and residency.
2.3. Children’s library cards: Every Monroe resident age 15 and under may receive a library card by completing a registration form provided by the Library. In addition, a parent or legal guardian will be required to (1) verify the child’s identity and Monroe residency, (2) co-sign the registration form. By co-signing the child’s registration form, the parent or legal guardian accepts responsibility for paying fines, replacement charges, and other financial assessments levied against the library card of their child(ren).
2.3.1. The Library does not establish a minimum age for borrower card eligibility.
2.4. Temporary library cards: A temporary library card will be issued free-of-charge to any person of any age staying in Monroe, for less than ninety (90) days. The registration procedure to receive a temporary card will be the same as that established for Monroe residents, as set forth above. A temporary library card holder is afforded the same privileges and responsibilities as are Monroe residents. However, a temporary library card is valid for use in the Edith Wheeler Memorial Library only and the card itself must be so marked.
2.5. Institutional library cards: An institutional library card will be issued free-of-charge to any business, school, daycare center, church, or other institution with offices in Monroe. A request for an institutional card should be made in writing on the form provided by the library and must be signed by the officer who will assume responsibility for paying fines, replacement charges, and other financial assessments levied against the card. The resulting library card will be issued in the name of the institution and kept on file in the Library. The institution also will be asked to furnish a list of persons authorized to use its borrower card, and only those so designated will be permitted the use and privileges of that card upon presentation of suitable identification. An institutional card may be used only for the purposes of the organization itself and is valid for use in the Edith Wheeler Memorial Library only. The card itself must be so marked.
2.6. Teacher library cards: Upon request, and with proof of employment by the Monroe Public Schools, teachers will have a comment placed in their patron record saying: MONROE TEACHER/EXTENDED LOAN PERIODS FOR SCHOOL USE ONLY. Use of Library databases will be extended to out of town teachers by placing a duplicate barcode number on their home town library card. Out of town teachers who do not have a library card must obtain one in their home town.

3.0 Special Borrowing Situations
3.1. Borrower is a Homebound Monroe Resident: The Library offers a Home Delivery of Library Materials program to Monroe residents who meet the eligibility requirements. Those wishing to use this service should complete an application for home delivery service and a borrower registration form in order to receive a library card. While homebound Monroe residents receive adult library cards, certain special considerations apply. Consult the library’s Homebound Delivery of Library Materials Policy and its related brochure and application for further information.
3.2. Borrower is an Out-of-Town Resident: A Connecticut resident who does not live in Monroe but possesses a valid library card issued by their hometown library may borrow materials from the Edith Wheeler Memorial Library by presenting that card. An out-of-town borrower is afforded the same privileges and responsibilities as are Monroe residents (with the exception of the borrowing of items listed in the library’s Circulation of Library Materials Policy).
3.3. Borrower is a Monroe Property Owner with Principal Residence in Another Connecticut Municipality: A person in this category is considered to be an out-of-town resident — see preceding paragraph. “Principal residence” is determined by the address printed on the individual’s driver’s license or other government-issued identification indicating home address.
3.4. Borrower is a Monroe Property Owner with Principal Residence in Another State: A person in this category may receive a free library card by (1) presenting a tax bill or tax receipt from the Town of Monroe’s Tax Collector’s Office and (2) completing a registration form provided by the Library. Such a borrower is afforded the same privileges and responsibilities as are Monroe residents. However, the resulting borrower card is valid for use in the Edith Wheeler Memorial Library only and the card itself must be so marked.

4.0 Library Card Privileges
4.1. Edith Wheeler Memorial Library borrower cards entitle the holder to borrow all materials that are available for loan from the Edith Wheeler Memorial Library, in compliance with the rules set forth in the library’s Circulation of Library Materials Policy. Also, they entitle the holder to utilize any of the services, programs, and equipment of the Library for which a borrower card is required.
4.2. In compliance with the Circulation of Library Materials Policy, the Library may impose age requirements on the eligibility to borrow particular materials. Because such age restrictions run contrary to the spirit of the American public library, they will be kept as few in number as possible and will be based on some reasonable concern.

5.0 Library Card Responsibilities
5.1. Edith Wheeler Memorial Library cardholders are encouraged to use their own library cards exclusively and are discouraged from lending them for use by others. Cardholders may choose to name others allowed to perform either all or selected functions listed below on their account if the cardholder is not present:
• Place holds
• Pickup holds
• View borrowing history
• Check out titles
5.2. Cardholders who allow their library cards to be used by others or perform the above-mentioned functions do so at their own risk and:
5.2.1. Assume responsibility for the care and safety of all Library materials borrowed on their cards
5.2.2. Assume responsibility for paying fines, replacement charges, and other financial assessments levied against their cards
5.2.3. Agree to report changes in the cardholder’s name, address, and telephone number as soon as possible so that the Library’s registration records can be kept up-to-date
5.2.4. Agree to report lost, stolen, or damaged cards to the Library as soon as possible.
5.3. Cardholders continue to be responsible for the use of their cards until the Library has been notified of a theft or loss.

6.0 Library Card Expiration Dates – Edith Wheeler Memorial Library borrower cards will be marked as valid for three (3) years from the date of issuance or renewal, except for temporary cards. Temporary cards will be marked as valid for the duration of the temporary cardholder’s stay in Monroe (no more than ninety [90] days) and are not eligible for renewal. Regardless of the official, printed expiration date, an Edith Wheeler Memorial Library borrower card ceases to be valid when the cardholder moves from Monroe.

7.0 Proof of Identity and Residency – Proof of identity and residency are required before any library card will be issued. For applicants age 16 and over, any document showing the name and Monroe address will be considered acceptable proof of identity and residency. For applicants age 15 and under, verification by a parent or legal guardian will be considered acceptable proof of identity and residency. For an institution, the acceptable proof of identity and residency will be a piece of its letterhead stationery. For a Monroe property owner with principal residence in another state, a tax bill or tax receipt from the Town of Monroe’s Tax Collector’s Office will be considered acceptable proof of identity and residency.

8.0 Suspension of Library Card – The Library staff is authorized to suspend the use of any Edith Wheeler Memorial Library borrower card whose holder is guilty of breaking Library rules. This includes, but is not limited to, owing fines in excess of the established maximum limit, owing money for a lost or damaged collection item, damaging Library property, behaving in a disorderly manner, or committing other infractions prohibited by Library policy.

9.0 Use of Library Cards by Children
9.1. The Library staff and trustees are charged with the responsibility of providing free and equal access to library materials and services to all eligible people. Moreover, it is impossible for them to know or predict the opinions of parents and guardians regarding the specific borrowing selections made by minor children.
9.2. Therefore, it is the policy of the Edith Wheeler Memorial Library that parents and guardians, not the library staff or trustees, are responsible for monitoring and approving the selection of materials made by minor children. It is the parents or guardians – and only these – who may restrict their children – and only their children – from borrowing specific library materials. Parents or guardians who wish their children not to have access to certain materials should accompany or otherwise advise their children. The Library staff and trustees cannot and do not act in loco parentis.

Revised: February 19, 2004; November 15, 2007; February 25, 2010; May 21, 2010

• Purpose and Scope
  • This policy provides guidelines for the borrowing and return of certain materials in the collection of the Edith Wheeler Memorial Library (“Library”) as well as certain other libraries throughout the state of Connecticut. It is intended to ensure that all members of the public are provided with consistent and equitable services from the Library and that borrowers understand their rights and responsibilities as library cardholders.
  • This policy applies to everyone who uses the Library and is limited to borrowing items categorized by the Library as “tools and equipment.”

 

• Definitions
  • borrowIT CT: The cooperative program, formerly known as Connecticard, among approximately 200 of the public libraries in Connecticut that allows a resident of any town in the state who holds a valid borrower card issued by their home library to use that card to borrow materials from any of the libraries participating in the program. Borrowers may return print items directly to the owning library or to any public library, which will return the items to the owning library via deliverIT CT, Connecticut’s statewide library delivery system. An owning library can require that materials be returned directly to the owning library.
  • Borrower: A resident of Monroe who has a valid library card or resident of another town in Connecticut with a valid card from their Home Library.

 

• Policy
  • Borrowers must be age 18 or over to borrow tools and equipment from the Library’s Library of Things.
  • By taking possession of any item, the Borrower represents that they are capable of using that item in a safe and proper manner.
  • Only the Borrower is authorized to use Library tools and equipment. The Borrower shall not permit the use of items checked out to him or her by any other person without the express, written permission from the Library.
  • No more than two (2) tools or pieces of equipment may be borrowed at a time.
  • All tools and equipment borrowed must be returned to the Library by close of business on their due date. Tools and equipment may only be returned during the Library’s open hours, and may not be returned in the book drop or to another library.
  • All tools and equipment have a lending period of seven (7) days. The Library reserves the right to make an exception to this policy.
  • If a tool or piece of equipment is returned late, the Borrower will be responsible for a late fee in accordance with the Circulation of Library Materials Policy.
  • The Library may replace severely delinquent (i.e. unreturned) tools and equipment, holding the Borrower responsible for the full replacement cost, in addition to the accrued late fees. The Library reserves the right to use appropriate steps to retrieve delinquent tools and equipment or unpaid fines and fees. The Library also reserves the right to forgive fees due to special circumstances.
  • Tools and equipment may be reserved by Monroe residents in advance using the Library’s online catalog. Borrowers will be notified when reserved tools and equipment become available and have 5 days to pick them up. The Library reserves the right to make exceptions to this policy due to special circumstances.
  • Borrowers may not renew tools and equipment. The Library reserves the right to make exceptions to this policy due to special circumstances.
  • The Borrower agrees that the Library is not responsible for any manufacturing defects in quality of workmanship or materials inherent in any borrowed tools and equipment.
  • The Borrower agrees that if any borrowed tool or piece of equipment becomes unsafe or in a state of disrepair, he or she must immediately discontinue use of the tool or equipment and notify the Library of the issue on return, if not earlier.
  • All tools and equipment are to be returned in the same (or better) condition as they were issued, barring normal wear and tear. All tools and equipment must be returned clean.
  • The Borrower agrees to report any damage to the Library immediately. The Borrower also agrees to pay for the loss of or damage to any item and further agrees to accept the Library’s assessment of condition of items and to further agree to the Library’s determination of repair or replacement cost as required due to damage, dirtiness, and/or loss of items while the item was on loan to the Borrower, up to the full replacement cost of the item plus a $5 administrative fee.
  • The Library reserves the right to refuse the loan of any item at its discretion.

 

• User Waiver and Release
  • All users shall be provided with this policy.
  • Library staff shall ensure that all users, or parent or legal guardian of a minor, have completed and submitted a signed standard Waiver, Hold Harmless Agreement, and Release of Liability form, as attached and provided by the Town’s insurer, as a condition precedent to use of the Makerspace.

ONLINE ROOM USE REQUESTS WILL NOT APPEAR ON THE LIBRARY EVENT CALENDAR. IF YOU WISH TO PRESENT YOUR NON-PROFIT EVENT AS A LIBRARY PROGRAM WITH PUBLICITY ORIGINATING FROM THE LIBRARY, YOU MUST CONTACT THE ADULT SERVICES LIBRARIAN FOR APPROVAL AND TO COORDINATE A MUTUALLY ACCEPTABLE DATE AND TIME FOR YOUR EVENT. PLEASE BE SURE TO READ OUR MEETING ROOM POLICY BEFORE APPLYING ONLINE BELOW.

MEETING ROOM POLICY

The Edith Wheeler Memorial Library maintains meeting rooms as suitable settings in which to hold its programs and activities, as well as the programs and activities of The Friends of the Library. In addition, the Library Board of Trustees welcomes use of the meeting rooms by community clubs and organizations as part of its mission of service to the Town of Monroe. Use of the meeting facilities should reflect the educational, informational, cultural, civic, and recreational role that a public library plays.

MEETING ROOMS

The library offers three (3) meeting rooms for use by community clubs and organizations, town boards and commissions, not-for-profit entities, and for-profit businesses (all hereinafter referred to collectively as “groups”):

• The William J. Ehlers Meeting Room (Capacity: 150 persons)
• The Rotary Club Board Room (Capacity: 15 persons)
• The Quiet Study Room (Capacity: 8 persons)

The Quiet Study Room may be reserved for use by Literacy Volunteers of America only.

HOURS OF USE

The library’s meeting rooms are available to be reserved by groups seven (7) days per week. Hours are:

• The Ehlers Meeting Room:

• Monroe-based groups: Sundays through Saturdays between the hours of 10:00 a.m. and 10:00 p.m.
• Groups based outside of Monroe: Mondays through Fridays between the hours of 10:00 a.m. and 8:00 p.m. and Saturdays and Sundays between the hours of 10:00 a.m. and 5:00 p.m.

• The Board Room and the Quiet Study Room:

• Available during regularly-scheduled library hours only, and meetings held there must end when the library closes.

A group’s official mailing address will be the standard used to determine whether or not it is “Monroe-based”.

ELIGIBILITY

The library’s meeting rooms may be used by groups pursuing educational, informational, cultural, civic, recreational, professional, and service goals. Monroe for-profit businesses may use the facilities for internal business meetings.

The library’s meeting rooms may not be used for partisan political rallies; commercial or sales programs; or private social events such as birthday and anniversary parties, showers, receptions, reunions, etc.

The Library Board of Trustees views the use of its meeting rooms by outside groups as an extension of library service to the community. Neither the Board nor the Town of Monroe advocate or endorse the beliefs or purposes of the groups given permission to use the meeting facilities.

PRIORITY IN USE

The library’s meeting facilities will be reserved on a “first-come-first-served” basis. In case of scheduling conflicts, the following reservation priorities will prevail:

1. The Library
2. The Friends of the Library
3. Town of Monroe boards and commissions
4. Monroe-based not-for-profit groups
5. Monroe-based for-profit businesses
6. All other groups

FEES

For meetings held entirely within library hours: Qualified not-for-profit groups may use the meeting rooms free-of-charge. Qualified for-profit businesses may use the meeting facilities upon payment of a rental fee of $150.00 per use for the Ehlers Meeting Room and $75.00 per use for the Board Room.

For meetings held partly or entirely outside of library hours: Qualified not-for-profit groups may use the Ehlers Meeting Room free-of-charge as long as a custodian is on duty at Town Hall or the library. If a custodian must be brought in outside of normal custodial hours, qualified not-for-profit groups will be required to pay a rental fee of $50.00 per use. This fee also may be applied if a not-for-profit group conducts a meeting that, in the opinion of the Library Director, will require special custodial services, including but not limited to clean-up of the facilities.

For meetings held partly or entirely outside of library hours: Qualified for-profit businesses may use the Ehlers Meeting Room upon payment of a rental fee of $175.00 per use.

Checks should be made payable to the Edith Wheeler Memorial Library.

FREQUENCY OF USE

In order to allow the widest possible use, groups will be limited to two (2) meetings on library premises per month. Exceptions may be made only with the permission of the Library Director or his/her designee.

APPLICATION FOR USE

Applications for use of a meeting room must be filed at least forty-eight (48) hours before the event is to start.

In order to reserve a meeting room, a representative of the requesting group must complete the library’s Application for Use of a Meeting Room and present a check for any applicable usage fee. Submitting the application, which is available online, signifies the group’s agreement to comply with the terms and conditions of the library’s meeting room policy. Applications must be completed by a representative at least 18 years of age. A copy of this policy will be given to the group’s representative. Room reservations are not taken over the telephone or via email.

Permission to use a meeting room will be granted by the Library Director or his/her designee. If a group is denied such permission, it may appeal to the Library Board of Trustees.

Groups that decide to cancel their use of a meeting room must notify the library at least twenty-four (24) hours prior to their scheduled use in order to receive a refund of their usage fee (if applicable). The sole exception to this rule is inclement weather: in case of inclement weather, a group representative should contact the library on the day of the meeting to check on a possible early closing.

Meeting rooms may only be reserved three (3) months in advance by quarter year:
July 1 – September 30
October 1 – December 31
January 1 – March 31
April 1 – June 30

Reservations for the ensuing quarter may be submitted two (2) weeks prior to the quarter’s first calendar day. Apply online and check room availability online from the library homepage: www.ewml.org

The library, acting through its Board of Trustees and/or its Director, reserves the right to accept or reject any application for the use of its meeting rooms.

RULES OF USE

1. Groups using a library meeting room will be responsible for:

• Setting up the furniture and equipment needed for their events (without blocking doorways or fire equipment)
• Proper supervision of meeting attendees
• Restoring the room to the furniture arrangement in which it was found
• Paying for any damage or loss to library property (as assessed by the town) resulting from their use

2. Meetings must not interfere with the normal operations of the staff or with the quiet enjoyment of the library by patrons.

3. Children of meeting participants may not be left unsupervised in other areas of the library.

4. Use of the library meeting room outside of regularly scheduled library hours may be subject to cancellation due to inclement weather conditions or any other situation not known at time of scheduling. This decision will be made by the Library Director or his/her designee.

5. Groups of children under the age of eighteen (18) may use the meeting rooms only with sufficient adult supervision. As a rule, the library will require at least one (1) adult supervisor age twenty-one (21) or older for every ten (10) children.

6. The following are prohibited on library premises: alcoholic beverages (except with the permission of the First Selectman), smoking, illegal abusive substances, and/or the use of candles or other combustible materials.

7. If so requested via the Application for Use of a Meeting Room, groups reserving the Ehlers Meeting Room may use free-of-charge:

• the adjoining kitchen and its equipment to serve beverages and light refreshments. They must leave the kitchen in a clean and orderly condition upon exiting. Trash should be placed into tied trash bags and left in the kitchen for the custodian to remove.
• the library’s tables, chairs, and lectern. Other supplies and equipment required are the sole
responsibility of the group.
• the library’s piano. Should a group wish to have the piano specially-tuned for its event, it must pay for such tuning and it must use the library’s piano tuner.

8. Storage of items owned by a group or its members before or after a meeting is not permitted. Neither the library nor the Town of Monroe assumes responsibility for personal items left on the premises before or after a meeting.

9. Permission to use the meeting rooms means floor space only. Groups may not affix items to the walls, tack boards, etc. Artwork on display may not be moved or altered.

10. Not-for-profit groups will be allowed to engage in fundraising or sales on library property, provided permission is obtained in advance from the Library Director or his/her designee. For-profit businesses may not engage in any form of fundraising or sales.

11. No group may charge admission fees at their functions held in a library meeting room. They may, however, make normal collections of dues from their own members.

12. Whenever a group meets in the Ehlers Meeting Room entirely or partially outside of library hours, a custodian will be present to unlock the library and the room itself, turn on lights, make necessary adjustments to heat or air conditioning, assist with problems that the reserving group cannot handle, remove trash, and close and lock the facilities. Keys to the library are not issued to groups using the meeting facilities.

13. Groups that fail to comply with these rules may be denied use of the meeting rooms. Room use may also be denied to groups that cancel without notification twice within a twelve (12) month period.

14. Neither the Library Board of Trustees nor the Town of Monroe, including their employees or agents, is liable for any claims rising out of the use of the library’s meeting facilities.

MUNICIPAL FACILITY

The Edith Wheeler Memorial Library is a municipal building of the Town of Monroe. As such, it complies with all the rules and regulations of the town.

ADMINISTRATION OF POLICY

The Library Board of Trustees authorizes the Library Director to act in keeping with this policy and to execute its provisions on behalf of the library and the Town of Monroe.

EXCEPTIONS AND AMENDMENTS

The Library Board of Trustees reserves the right to make exceptions to the provisions of this policy.
In addition, the Library Board reserves the right to amend this policy from time to time, as it deems appropriate and in response to changing conditions.

Adopted by the Library Board of Trustees: November 17, 2005
Revised: March 15, 2007
Revised: October 18, 2007
Revised: January 17, 2008
Revised: June 27, 2008
Revised: February 26, 2009
Revised: September 17, 2009
Revised: June 30, 2010

APPLY ONLINE OR CHECK FOR ROOM AVAILABILITY
You will receive an e-mail confirmation of your request.

• Purpose and Scope
  • The Edith Wheeler Memorial Library (“Library”) is committed to a lending policy that allows provides the guidelines to the borrowing and return of laptops in the collection of the Library. It is intended to ensure that all members of the public are provided with consistent and equitable services from the Library and that borrowers understand their rights and responsibilities as library cardholders.
  • This policy applies to everyone who uses the Library. This policy does not address loan periods or circulation rules for e-books or other downloadable electronic content provided through third-party vendors and not physically loaned from the Library.

 

• Policy & Guidelines for Borrowing and Use
  • Laptops are kept in the charging cabinet near the Reference Desk. Before checking out any laptop, a Reference Librarian must check the Laptop Log to be sure laptops have not been reserved for a program that day.  All laptops must be available for use by the time indicated in the Laptop Log.  If no program has been listed in the Laptop Log, laptops are available for borrower use.  Program use shall always take precedence.
  • Laptop checkout is limited to one (1) per household. The lending period is fourteen (14) days and cannot be renewed.
  • Borrower must be 18 years of age or older with a valid CT library card and have a driver’s license to borrow a laptop. .
  • Devices must be returned to Library staff directly, and shall not be returned to in any of the Library’s book drops nor to another library. The laptop will be examined and if damage to the device is discovered by Library staff, the costs of repair or replacement will be added to the patron’s account.
  • Laptops must be checked out by and returned to a Reference Librarian only.

 

• Fines and Limitation of Liability
  • The overdue fine is $5.00 per day for a maximum of $955.00 as follows:
    • Laptop – $900.00
    • Mouse and mouse transmitter – $30.00
    • Power Adaptor – $25.00
  • The Library is not responsible for any liability, damages or expense resulting from use or misuse of the device, connection of the device to other electronic devices, or data loss resulting from use of device.
  • The borrower is responsible for the costs associated with damage or loss of the laptop and all accessories due to neglect or abuse. Borrowers are responsible for full replacement cost of $955.00 if the device or any parts are lost, stolen, damaged, or otherwise not returned.

To ensure the quiet use and enjoyment of the library and its resources, services, and programs for all visitors, the Edith Wheeler Memorial Library has developed this Patron Behavior Policy.
1. Quiet must be maintained throughout the library. Loud talking and unruly behavior are not permitted anywhere in the building. The use of cell phones, CD players, or other electronic devices that interfere with the quiet enjoyment of the library by its patrons is not permitted.
2. Interference with, harassment, or intimidation of library staff, volunteers, or other patrons is forbidden.
3. Smoking, the use of narcotics or other controlled substances, the possession of weapons, and the unapproved use of alcohol are not permitted in the library.
4. Animals, other than those trained to assist disabled users or present as part of a library program, are not permitted in the library.
5. Misuse of or damage to library materials, equipment, or furnishings are forbidden.
6. Appropriate attire, including shirts and shoes, must be worn at all times in the library.
7. Children under the age of ten (10) should be accompanied by a parent, guardian, or caregiver.
8. All library materials, equipment, or furnishings being removed from the premises must be properly checked out. Library staff may inspect briefcases, handbags, and other packages in order to assure compliance with proper check-out procedures.
9. Personal property should not be left unattended in the library.
10. Solicitation inside the library building or outside on its grounds is forbidden without the express, prior consent of the Library Director.
11. Lack of personal hygiene or scent so offensive that it interferes with the use and enjoyment of the library by other patrons or interferes with the work of library personnel is not permitted. Any individual who fails to comply with the terms of this policy may be asked to leave the library. Repeated non-compliance may result in the loss of library privileges. Behavior that is illegal or that threatens the health or safety of library staff, volunteers, or other patrons will be reported to the police.Adopted by the Library Board of Trustees: October 18, 2007
Revised: October 19, 2017

Part of the mission of the Edith Wheeler Memorial Library is to provide access to information and to support lifelong learning. This is accomplished through proper development of collection resources and through sponsorship of appropriate educational programs. However, it also is essential that the library be perceived in the community as neutral in all issues, including but not limited to those dealing with politics and religion.Therefore, it is the policy of this library that petitions may not be placed in the building, regardless of purpose. Also, patrons may not be approached within the building and asked to sign petitions, regardless of purpose. Adopted by the Library Board of Trustees, November 15, 2007

SECTION 1: ACCESS TO THE INTERNET

The Edith Wheeler Memorial Library provides its users with access to the Internet as part of its ongoing commitment to make information available in a variety of formats and from a variety of sources. The library offers free, unsecured wired and wireless access to the Internet for use with its patrons’ laptop computers or other devices.By accessing the Internet via either wired or wireless methods, the patron agrees to abide by the library’s Computer and Internet Usage Policy. This policy describes who is eligible to log onto the Internet in this library, outlines the advantages and disadvantages of using the Internet, prohibits illegal activity while using the Internet, provides examples of acceptable and unacceptable uses, and specifies penalties for usage infractions. Patrons are advised to read that policy prior to accessing the library’s network. Copies are available on the library’s homepage and at the Reference Desk.

SECTION 2: CONDITIONS AND LIMITATIONS

Wireless access to the Internet is available in most areas in the library. However, there may be some “dead” spots where wireless reception is limited. Moving to another location in the library may result in a stronger connection.

Library staff is not able to provide technical assistance, nor does the library provide a guarantee that a wireless connection will be made.

There are no printing capabilities via the wireless network.

Sound is not permitted in the library. If audio files are accessed, the use of headphones is required. Headphones must be supplied by the patron.

Wireless access to the Internet should be used only during the open hours of the library.

The wireless network has capacity limitations on the number of users who may be online simultaneously, so access may be limited at times.

SECTION 3: SECURITY

The Edith Wheeler Memorial Library’s public Internet network is not secure and provides no data encryption between the access points and the patron’s device. Information sent to and from a patron’s laptop computer or other device could be captured by anyone else using a connected device and the appropriate software. Also, any shared files or folders on a patron’s device could be read, copied, and/or deleted by anyone else using the network. It is the patron’s responsibility to protect his or her laptop computer or other wireless device through the use of up-to-date virus
protection, personal firewalls, and/or other measures.

It is highly recommended that “file sharing” be turned off on the user’s wireless device.

Lastly, it is strongly urged that credit card information and passwords not be transmitted while using the library’s network.

SECTION 4: DISCLAIMER

The Edith Wheeler Memorial Library assumes no responsibility for the safety of equipment, data files, device configurations, or security resulting from connection to the library’s wireless network or to the Internet. Nor is the library liable for any damages to hardware, software, or data, however caused.

SECTION 5: AMENDMENTS

This policy may be amended at any regular meeting of the Library Board of Trustees following the meeting at which the change first was proposed.

Adopted by the Library Board of Trustees, October 19, 2006

• Purpose and Scope
  • The Edith Wheeler Memorial Library (“Library”) is committed to a lending policy that provides the guidelines to the borrowing and return of wireless hotspots in the collection of the Library. It is intended to ensure that all members of the public are provided with consistent and equitable services from the Library and that borrowers understand their rights and responsibilities as library cardholders.
  • This policy applies to everyone who uses the Library. This policy does not address loan periods or circulation rules for e-books or other downloadable electronic content provided through third-party vendors and not physically loaned from the Library.
• Policy
  • Hotspot checkout is limited to one (1) per household. The lending period is 14 days and they cannot be renewed or reserved ahead of time.
• Guidelines for Borrowing and Use
  • Borrowers must be 18 years or older and show a valid Connecticut library card.
  • Devices must be returned to the Edith Wheeler Memorial Library and should never be returned to another library. The hotspot will be examined and if damage to the device is discovered by Library staff, these costs will be added to the borrower’s account.
  • In the interest of good customer service, hotspots may be taken out for an unlimited number of times if there are at least two (2) other hotspots available. The borrower however must bring the hotspot to the library to recheck it out. It cannot be renewed. This exception does not apply to summers, holiday times or busy usage times as designated by the library director.

 

• Fines and Liability
  • The overdue fine is $5.00 per day for a maximum of $200.00 (the cost of replacing the device.)
  • The Library is not responsible for any liability, damages or expense resulting from use or misuse of the device, connection of the device to other electronic devices, or data loss resulting from use of device.
  • The borrower is responsible for the costs associated with damage or loss of the hotspot and all accessories due to neglect or abuse. Borrowers are responsible for full replacement cost of $200.00 if the device or any parts are lost, stolen, damaged, or otherwise not returned.