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Board Policies

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100 Series: Community Services and Relations

105 Use of Library Meeting Rooms and Display Areas
Purpose

Monterey Public Library's mission includes providing a welcoming community, cultural and learning center for people of all ages. In support of this mission, the Library maintains meeting rooms for Library, City, and community meetings, programs, and events.

Qualifications and priorities for meeting room use

Meeting rooms are reserved on a first-come first-served basis within the following priorities:

  • Programs and meetings sponsored by the Library or affiliated organizations.
  • Programs and meetings sponsored by the City of Monterey or affiliated organizations.
  • Meetings and events of an informational, educational or cultural nature sponsored by other government agencies and nonprofit organizations.

Use of Library meeting rooms by any organization does not constitute Monterey Public Library or City of Monterey sponsorship or endorsement of the organization, its policies and beliefs, or the content of the meeting room program. Organizations are required to include this information in all publicity.

The Library will make every effort to avoid requiring groups to reschedule or cancel scheduled programs and meetings. However, the Library must occasionally cancel or reschedule room reservations based on these priorities, Library closures, or other unusual circumstances.

Requirements for nonprofit organizations

  • The Library requires proof of organizations' nonprofit status (articles of incorporation, bylaws, 501(c)(3) documentation, etc.)
  • An individual representative of the organization must take responsibility for the meeting room when it is reserved. This individual must have a valid Monterey Public Library card or fees will be charged (see section C. below.)
  • Individuals granted use of meeting rooms are responsible for the condition of the room, furnishings, and equipment. Payment will be required for any damage to the Library premises or property.
  • All meetings and events must be noncommercial in nature. Upon prior approval of the Library Director, an organization may charge a nominal fee to meeting participants to recover the costs of meeting room fees, refreshments, or supplies.
  • All meetings and events must be open to the public.
  • Meeting rooms are available for use during library open hours only.  Rooms will be reserved for specific hours, and groups are expected to relinquish the room at the conclusion of their reserved time.
  • Smoking and alcoholic beverages are not permitted.

Fees

If the representative of a nonprofit organization reserving the meeting room does not have a valid library card, charges for meeting room use will be assessed as follows:

  • Community Room:  $10.00 per hour or portion thereof up to a maximum charge of $50.00 per day.
  • Conference Room:  $5.00 per hour or portion thereof up to a maximum charge of $25.00 per day.
  • Meeting room fees are nonrefundable. Credit for meetings that are cancelled at least 48 hours in advance may be applied to future bookings by the same organization within six months.

Conference Room use for public seating

The Conference Room may be made available as public seating space for individuals and groups when it is not reserved by Library, City, or community organizations.

Implementation and Enforcement

  • The Library Director will establish rules and procedures for implementation of this policy, including application for and approval of meeting room use by nonprofit organizations, reservations and scheduling, collection of meeting room fees, use of facilities and equipment, check-in and check-out, room capacity limits, inspection, statistics, publicity requirements, etc.
  • The Library Director may waive provisions of this policy for specific meetings or events in support of the Library mission and objectives.
  • The Library Director may prohibit groups or individuals who violate this policy or meeting room rules and procedures from using Library meeting rooms for a designated period.

Approved: November 28, 1990
Revised: March 3, 1993
Revised: July 28, 1993
Revised: May 25, 1997
Revised: September 23, 1998
Revised: September 26, 2007
Revised: December 1, 2010
106 Displays, bulletin boards and informational literature distributed in the Library
Purpose

The Monterey Public Library maintains display cases, bulletin boards, and areas for distribution of free informational literature. These services are intended to respond to general community interest and meet community needs.

General Policies

Display, posting, or distribution of materials in the Library does not constitute endorsement of any organization, event, activity, service, or viewpoint by Monterey Public Library or the City of Monterey.

The Library will not display, post, or distribute materials advocating or opposing candidates for office, initiative measures, or specific legislation

The Library will not display, post, or distribute materials primarily intended to promote commercial activities or specific religious viewpoints.

Display cases

Display cases are to be used for informational, educational, cultural, and historic purposes. Displays are selected to promote the mission of the Library. All displays are scheduled and supervised by the Library Director or designee. Priority is given to displays or exhibits produced or sponsored by the Library.

Linda McCabe Memorial Teen Art Wall

The Linda McCabe Memorial Teen Art Wall, established in memory of local author Linda McCabe, is used for the purpose of encouraging, displaying, and promoting artwork by non-commercial artists. Priority is given to work produced by artists under the age of 20 living in Monterey County, and to work that has not been previously exhibited elsewhere.

All exhibits are selected, scheduled and supervised by the Library Director or designee. Library customers of all ages and maturity levels view art exhibits, and display space is limited; therefore, the Library Director or designee may reject art submitted for display if it is not well-suited to this venue.

Bulletin boards

Bulletin boards are used primarily to promote library activities and events.

The Library Director or designee must approve public notices before they are posted. Library staff posts and removes all notices. Notices are posted in the following order of priority, on a space-available basis:

  • Announcements of activities and events sponsored by the Monterey Public Library, the Library Board of Trustees, or the Friends of the Monterey Public Library
  • Announcements of meetings, events and activities sponsored by the City of Monterey.
  • Announcements of local events of cultural or educational value which are sponsored by non-profit organizations.
  • Announcements of other events or activities which are of general public interest.

Free informational literature

The Library maintains designated areas for the purpose of providing information of community interest. Materials in these areas may include flyers, posters, brochures, pamphlets and newspapers that are distributed to the public free of charge. Due to the volume of materials received and the limitations of physical space, the Library cannot guarantee that all materials provided to the Library will be displayed. The Library also cannot guarantee that all materials provided will be displayed for the requested time period. Literature is displayed in the following priority, in the order received, and on a space-available basis:

  • Announcements of activities sponsored by the Monterey Public Library, the Library Board of Trustees or the Friends of the Monterey Public Library.
  • Announcements of public meetings and activities sponsored by the City of Monterey.
  • Announcements of local events of cultural or educational value which are sponsored by non-profit organizations.
  • Printed materials issued by local public service and non-profit organizations.
  • Other materials which are of general public interest and distributed free of charge.

Civic Information Center

The Civic Information Center area includes limited space for selected public notices and free informational literature.

Civic Information Center Bulletin Board space is reserved for:

  • Library materials promoting Civic Information Center collections and services.
  • Public notices from local, regional state and federal government agencies. Priority is given to notices of upcoming public hearings and topics of interest to customers and the Monterey community. Agendas and minutes from City of Monterey , Monterey County, and regional agencies, and City of Monterey neighborhood associations may be placed in binders in the Civic Information Center collection or accessed on Internet computers.

Civic Information Center free informational literature is limited to a small selection of forms and publications in three categories:

  • Frequently-requested federal, state, regional, and local government publications which provide information about and/or access to government services and programs.
  • Publications from nonpartisan organizations providing clear, balanced information to help community members vote knowledgeably and participate effectively in the political process.

Exceptions to the above policy may be made for displays, notices, and materials that are deemed by the Library Director to be of particular interest to customers of the Monterey Public Library.

Approved: May 26, 1999
Revised: February 25, 2004
Revised: December 1, 2010
110 Reference Service
1. Purpose of the Reference Service Policy

  1. The Reference Service Policy provides written guidelines for reference service at Monterey Public Library. The policy establishes a standard for reference and information service of the highest possible quality consistent with available resources, and includes guidelines for responding to specific types of reference requests.
  2. It is impossible to anticipate every situation and question that will arise. Staff members are responsible for interpreting the Reference Service Policy and making judgments based on a commitment to provide excellent and consistent service to Library customers.

2. Reference Service

  1. Reference service is direct staff assistance to customers in search of information, enlightenment, and recreation. Monterey Public Library is an important source of information for the community. Direct service to Library customers is the first priority of Youth, Reference and Bookmobile staff, except for emergency response. Circulation staff members provide limited information service and refer customers to Librarians as needed. In this policy, “reference staff” refers to all staff members providing reference and information services.
  2. Reference service includes the following specific services:
    • Brief information or materials from cited sources and/or guidance in locating additional materials to answer questions received in person, by telephone, by mail, or by email.
    • Assistance in developing research strategies, selecting materials, and using Library resources and services, including the Library catalog and other electronic resources.
    • Readers Advisory Service: Assistance in selecting reading, listening, and viewing materials based on individual needs, interests, and preferences.
    • Bibliographic verification of titles in the Library's catalog and other sources, and holds for Monterey and Pacific Grove Public Library materials.
    • Referral of customers to other libraries, agencies, and organizations in pursuit of needed information or services.
    • Orientation and assistance in the use of library resources and tools.

3. Staff Responsibilities

A high level of professional competence is expected of all reference staff. The most important factor in the delivery of accurate and complete reference service is the staff. Reference staff members will:

  1. Maintain a professional, approachable attitude at the service desk and in other public areas.
  2. Communicate with all customers courteously, fairly, and effectively.
  3. Maintain current knowledge of library print and non-print resources as well as referral and online resources which are available to meet customer needs.
  4. Keep aware of local, national, and international events and topics of interest to Library customers.
  5. Exercise professional judgment in interpreting and applying Library policies and procedures.

4. Reference Interview

  1. Staff members will respond to all questions with respect, without judging the customer, the question, or reasons the customer may be asking the question. Responses will be unbiased and, when appropriate, include information on all sides of an issue.
  2. Equitable service will be provided to customers of all ages, ethnic and cultural backgrounds, and abilities, and to non-cardholders as well as cardholders. Staff members will strive to provide equitable service to speakers of all languages.
  3. While respecting customers' privacy, staff members will conduct reference interviews to clarify questions by defining terms, determining the level and scope of the information required, and broadening or narrowing the search.
  4. Monterey Public Library is committed to providing complete and accurate answers to customer questions. Staff members will assess customers’ familiarity with the library. Whenever possible, staff members will accompany customers to the requested material, determine if the material completely answers the question. When this is not possible, customers will always be encouraged to return to the desk if they do not locate the information they need.

5. Priorities and Limitations

  1. In general, questions from customers in the Library are answered in the order received. However, staff members may take several requests and complete very brief questions first in order to provide the most efficient possible service to all waiting customers. Questions from customers in the Library are answered before telephone, voice mail, and electronic mail questions.
  2. Reference and Research Questions
    • Ready reference questions requiring less than five minutes to complete will be answered for waiting customers in the shortest time possible. Sources will be cited for all answers.
    • Extended reference Staff members will act as consultants on research projects requiring extensive information and/or analysis compiled from several sources. Staff members will assist customers in developing research strategies and identifying, selecting and using appropriate resources. This may include recommending books on subjects of local or curriculum interest. However, the library does not provide research services.
    • Research assistance. Staff members will act as consultants on research projects requiring extensive information and/or analysis compiled from several sources. Staff members will assist customers in developing research strategies and identifying, selecting and using appropriate resources. This may include recommending books on subjects of local or curriculum interest. However, the library does not provide research services.
    • In order to ensure equitable service, this policy provides specific limits for services when customers are waiting. When there are multiple requests from one customer, staff members may hold requests received after the first transaction each day and complete them after all other customers have been served.

6. Telephone Reference Service

  1. Telephone reference service is an integral part of reference and information service. However, questions from customers in the Library are answered before telephone questions.
  2. Every effort will be made to answer ready reference telephone questions immediately. If this is not possible, customers may leave a number. Customers with research questions will be encouraged to visit the Library in person.
  3. All telephone customers will be called with an answer or status report within 2 hours or as agreed. To preserve the customer's privacy, staff will generally not leave information in a message except by request.
  4. Depending on the demand for reference service, telephone service may be limited to 3 brief questions or 3 minutes of material read or summarized.
  5. Customers may request books or other materials on a general topic. While suggesting that a visit to the Library to choose materials might best serve the customers' needs, staff may select appropriate materials and set them aside for customers to pick up by a specified date.
  6. Sources will be identified for all information provided over the telephone.
  7. Extreme care will be taken when providing medical, legal, and other specific types of information on the telephone. Guidelines for specific types of questions are provided in section 8.

7. Mail and Electronic Mail

  1. Regular guidelines apply to questions received by mail. Information may be mailed to customers in accordance with the Policy on Document Delivery.
  2. Regular guidelines apply to questions received by electronic mail. Email questions will have the same priority as telephone questions. Depending on the demand for reference service, staff members may limit the amount of information entered in the reply to an email question. Staff members may copy relevant information from Internet or other electronic sources, offer mail or document delivery services, or refer customers to appropriate resources for the information they need.

8. Reference Questions

  1. Appraisal. Reference staff members will help customers locate background information and price guides for antiques and collectibles. The library cannot provide appraisal services. Customers may be referred to appraisers.
  2. Consumer. Reference staff members will assist customers in locating product evaluations. Staff members will not endorse or recommend products, services, or vendors. Excerpts or ratings from identified product evaluations may be provided to telephone customers with a warning that information taken out of context may be incorrect, incomplete, or misleading.
  3. Contests. Contest questions are treated as regular reference questions to which normal guidelines apply.
  4. Examinations. The Library does not monitor or proctor examinations. Customers may be referred to area agencies offering this service.
  5. Genealogy. The Library provides general guides for genealogy research and a few primary genealogical sources, particularly on local residents. Staff members may refer customers to outside genealogical resources. Guidelines for local newspaper searches are provided in section 8.13.
  6. Homework. Homework and school assignment questions are treated as regular reference questions to which normal guidelines apply. Since learning to use the library is frequently a goal of school assignments, staff members will actively involve students in the reference process. Desk staff members will provide homework assistance in addition to answering information questions as time permits.
  7. Legal. Reference staff members will not offer legal advice nor interpret legal information. They will assist customers in locating appropriate statutes, regulations, interpretations, and other legal materials. Legal information provided over the telephone must be quoted verbatim from an identified source. Telephone customers will always be warned that information taken out of context may be incorrect, incomplete, or misleading. Customers may be referred to appropriate legal libraries.
  8. Local History. Local history questions are treated as regular reference questions to which normal guidelines apply. Reference staff members will provide specific information and assist customers in local history research. Customers may be encouraged to conduct their own research in the Library. Use of local history materials is governed by Policy 150: Access to the Local History Collection. Guidelines for local newspaper searches are provided in section 8.13.
  9. Mathematics. Reference staff members may provide formulas and other mathematical information from identified sources. Staff members will not perform calculations for customers. Answers may be provided from identified Internet sites which calculate unit conversions, currency exchange, and other mathematical results.
  10. Medical. Reference staff members will not offer medical advice nor interpret medical information. They will assist customers in locating appropriate medical information and materials. Medical information provided over the telephone will be quoted verbatim from an identified source. Telephone customers will always be warned that information taken out of context may be incorrect, incomplete, or misleading. Customers may be referred to appropriate medical libraries.
  11. Newspapers. Staff members will search local newspapers for obituaries or news articles when customers are unable to come to the Library and the required information cannot be located using clipping files or indices. Staff members will search no more than two weeks of newspapers each for no more than three specific obituaries, or no more than one week each for no more than three specific news articles in a single request.
  12. Patent/Trademark. The library does not offer patent or complete trademark searches. Staff members may provide general patent and trademark information and refer customers to resources for more comprehensive information. Trademark information may be provided from available print and electronic resources within established guidelines.
  13. Periodicals. Reference staff members will assist customers in using databases to locate periodical articles. Staff members may search databases in the course of answering reference questions, but they cannot search databases on demand or provide bibliographies
  14. Tax. Tax questions are legal questions. Reference staff members will not offer tax advice nor interpret tax laws or regulations. They will assist customers in locating tax information and forms in federal and state publications and other sources. Customers may be referred to state and federal tax information services
  15. Translations. The library does not provide translations. Short phrases may be translated based on available staff and sources. Customers may be referred to translation services

9. Confidentiality

  1. Library customers have the right to privacy regarding the materials and services they use.
  2. Staff members will not reveal the content of customer questions or research interests to anyone except other staff members working on the question. Answers will be given only to the customer asking the question or to persons he/she designates. Staff members will exercise extreme care when a customer's manner or the content of a question suggests a particular need for privacy. When necessary, staff members will conduct Reference interviews so as to limit the possibility that other customers will overhear.
  3. Staff members will use identifying information about customers only as necessary to respond to Reference questions and provide other Library services.
  4. Staff members will not provide information about customer questions or research interests to law enforcement or other authorities without a court order and the approval of the Library Director. Staff members will follow Policy 525: Confidentiality of Library Circulation Records.

10. Referrals

  1. Extension Services. Within practical limitations, Bookmobile customers will receive the same level of Reference service as customers in the Library. Bookmobile staff members will provide reference service using Bookmobile resources, complete questions for Bookmobile customers using resources in the Library, and refer customers to Librarians as needed.
  2. Circulation. Circulation staff members provide simple reference services and assist customers in using the Library catalog. Circulation staff members will refer customers with complex reference questions to Librarians.
  3. Other Libraries or Agencies. Customers may be referred to other libraries or agencies for information, materials, or services. Before dispatching the customer, staff members will confirm which agencies are likely to be helpful.

11. Electronic Reference Service

  1. Internet. Workstations with Internet browsers are available for reference use. Staff members will maintain subject guides with links for common research queries. Free Internet resources may be used whenever the reference staff member determines that this is the most effective way to locate needed information.
    • Information provided to customers should include the address for the site where the information was located and the name of the organization and/or individual maintaining the site and/or providing the information.
    • Staff members will provide customers with brief information from the Internet free of charge to answer reference questions. Customers will generally be referred to public access Internet workstations to print more than three pages.
  2. Library Catalogs. Access to other libraries' catalogs through the Internet is available at the Help Desk. Staff members will search up to three additional library catalogs as time permits.
Approved: October 28, 1998
Revised: May 26, 2022
120 Library Card Regulations and Fee Schedule
Library cards entitle the bearer to borrow circulating library materials from the Monterey Public Library. A valid library card is required to place holds on materials and access online resources from outside the Library. Library cards from other jurisdictions may be accepted based on contractual arrangements. Cardholders are responsible for charges on their library accounts and for promptly notifying the Library of any changes in name, address, telephone number, or email address.

I. FREE LIBRARY CARDS

  1. Cards for California residents: Residents of the State of California are eligible for free library cards. Identification and address verification are required. The City of Monterey participates in the Equal Access and Universal Borrowing provisions of the California Library Services Act (California Education Code §18731, 18743).
  2. Replacement cards: Lost library cards and cards which have become worn through use, or which have an unreadable barcode label, will be replaced as a courtesy at no charge. A new renewal date is given. Identification and address verification are required.


II. FEE-BASED LIBRARY CARDS

Nonresident cards. For individuals residing outside the State of California, library cards are available at a rate of $10.00 for one month. Identification and mailing address verification are required.

III. RENEWAL OF LIBRARY CARDS

The Library Director may establish renewal dates for Library cards and customer accounts in order to maintain the accuracy of Library records and preserve Library materials.

IV. AUTHORITY

The Library Director or designated representative maintains the authority to modify the application of the terms of this policy as appropriate, based on the specific circumstances of an incident, and recommendations by staff.

Approved: April 4, 1992
Revised: February 23, 1994
Effective Date: March 1, 1994
Revised: February 13, 2002
Effective Date: March 28, 2002
Revised: May 5, 2003
Effective Date: May 6, 2003
Revised: December 3, 2003
Effective Date: December 4, 2003
Revised: May 24, 2006
Effective Date: July 1, 2006
Revised: May 26, 2022
Effective Date: June 1, 2022
125 Replacement of Lost Library Materials
Purpose

The Library charges customers for lost and damaged materials to defray the cost of purchasing replacement materials.

Lost Materials

  1. Replacement price

    The Monterey Public Library charges the customer the purchase price for unreturned items. If the customer returns the item, only the late fine is charged. If an item is not returned, payment of the replacement charge is required.
    Type of material Charge
    Adult magazines $10.00
    Youth magazines $5.00
    Teen magazines $5.00
  2. Late Fines Assessed for Lost Items

    A customer paying for a lost item is charged the replacement cost, but not the late fine.

  3. Refunds

    When a lost item that has been paid for is returned within 30 days from the date of payment, the replacement price will be refunded. The returned item must be in acceptable condition as determined by staff. No refunds are given for materials returned to the Library more than 30 days past the date of payment or for the return of magazines that have been paid for.
Damaged Materials

  1. Replacement Charge

    If a borrower returns an item that has been damaged, the customer is charged as if the item were lost, as stated above.

    If, however, the selector for the item determines that the item can still be circulated, a charge equal to the maximum fine for that item is charged.

  2. Late Fines Assessed for Damaged Items

    A customer paying for a damaged item, which can no longer be circulated, is charged the replacement cost, but not the late fine.
Discretion Of Library Director In Handling Lost And Damaged Materials

The Library Director maintains the authority to modify the application of the terms of this policy as appropriate, based on the specific circumstances of an incident, and recommendations by staff.

Approved: November 27, 1991
Revised: July 26, 2000
Revised: October 23, 2002
Revised: December 7, 2011
Revised: August 24, 2016
Revised: February 24, 2022
130 Fines for Overdue Library Materials
Purpose

It is the responsibility of the Library to maintain and provide a circulating collection of materials to inspire, delight, and educate Library customers and to link the community with the knowledge and cultures of the world. To ensure that these materials are available to as many customers as possible, the Monterey Public Library charges a fine for each open day that an item is kept beyond its due date, up to a specified maximum amount.

Fines

Fines for all formats of Library materials are:

Adult Materials $0.50 Fine per Day $10.00 Maximum Fine
Teen Materials $0.25 Fine per Day $5.00 Maximum Fine
Youth Materials $0.25 Fine per Day $5.00 Maximum Fine

Fines for overdue materials that usually do not circulate are specified in Policy 122: Special Loans

Application of this policy

The Library Director or designated representative maintains the authority to modify the application of this policy as appropriate, based on the specific circumstances of an incident and staff recommendations.

Approved: November 27, 1991
Revised: January 24, 2001
Revised: October 23, 2002
Revised: May 27, 2009
131 Renewal of Library Materials
The Library provides a circulating collection of materials to meet the informational, educational, cultural and recreational needs of the community. This collection of materials may be checked out for a three-week period.
Recognizing that some customers may need additional time to use their materials, the Library provides for up to three three-week renewals for all circulating materials except items that have been placed on “hold” for another customer.

DISCRETION OF LIBRARY DIRECTOR IN HANDLING RENEWALS

The Library Director or designated representative maintains the authority to modify the application of the terms of this policy as appropriate, based on the specific circumstances of an incident, and recommendations by staff.

Approved: January 24, 2001
Effective: January 24, 2001
Revised: September 24, 2014
Revised: April 22, 2015
Effective: May 1, 2015
132 Recording of Library Events
The Library sponsors cultural programs and special events as a part of its mission to help meet the informational, educational and recreational needs and interests of the community.

To make Library programs more widely available, the Library might undertake to record selected events for broadcast on local cable television or for other purposes. To ensure staff accountability for quality; to make certain that performer contracts and material copyrights are not violated; to protect the privacy of individuals who attend programs; to ensure that production equipment and crew do not interfere with Library customers while programs are in progress; and to ensure that the content of Library programs is not altered or misrepresented, productions must be carried out under the supervision of the Library Director or designated representative.

The recording of Library events by individuals or groups, either for broadcast or private use, is not permitted without the prior written consent of the Library Director or designated representative. If advance consent is granted, the Library may attach to said consent any requirements or restrictions based on the best interests of the Library.

Adopted January 24, 2001
140 Charges for Printing
In order to recover costs of supplies and equipment for customer copies of library resources, the following fees are established:

Photocopies:  $.10 per single-sided black & white copy
$.25 per single-sided color copy
Microfilm and microfiche prints: $.25 per 8.5"x11" printed page
Internet prints:   $.10 per printed page
Color Internet prints: The color printer on the internal network is primarily for Library signs and publications. Exceptions may be made by a staff member if providing a color print is the most cost-effective way of answering a customer question and:

  • No similar color material is readily available in the circulating collection, and
  • Color significantly contributes to the value of the needed image.

When an exception is made, the following charges apply:$.50 per 8.5"x11" printed page on regular paper

Adopted: August 23, 2000
Revised: December 5, 2001
Revised: December 5, 2007
Revised: September 23, 2015
145 Document Delivery
The Library offers delivery of printed documents to customers by mail or email subject to the following restrictions:
  • Service to walk-in customers in the Library takes priority over document delivery requests. Therefore, the Library cannot guarantee that requested documents will be sent immediately.
  • On-demand photocopying and printing services are available for document delivery only. Customers able to come to the Library may produce their own photocopies and microfilm prints, with staff assistance as needed. In unusual circumstances, staff may make exceptions to this restriction. In such cases, fees for photocopies or prints produced on demand for pick up in the Library will be the costs listed in Board Policy 140. When staff choose to produce copies or prints in the course of answering reference questions, these may be provided to customers free of charge.
  • Customers residing outside the City of Monterey who do not have a library card valid at Monterey Public Library may be referred to their local library's interlibrary loan service for copies of the entire text of periodical articles over 5 pages in length or more than 5 pages from circulating books.
  • The copyright law of the United States (Title 17, United States Code) governs reproduction and other uses of copyrighted material. Customers are responsible for any violations of copyright law. The Library, however, may restrict reproduction of materials for document delivery based on standard library procedures for copyright compliance.
  • Photocopying or other duplication of Local History Collection materials may be restricted in order to preserve fragile archival originals.
Document delivery services offer a convenience to customers in addition to the Library's regular reference and information services.

Charges for document delivery services will be:
  • Free if delivered via email
  • If mailed, the first five pages per month are free.
  • Document requests beyond five pages a month will be invoiced for the fees listed in Board Policy 140
This policy does not apply to document delivery requests from other libraries and City agencies. Library staff will make appropriate arrangements for responding to requests from these sources.

Approved: March 25, 1998
Revised: April 28, 2022
150 Access to the Local History Collection
Purpose

The Monterey Public Library acquires and maintains photographs, manuscripts, maps, and other archival materials documenting the history of the Monterey area and early California to inform and educate residents, visitors and researchers.

The History Collection is housed in the secure, climate controlled California History Room, which is kept locked at all times. While public use of the Local History Collection is encouraged, the Library maintains a controlled access policy to preserve and protect Local History Collection materials.

Using the Local History Collection

Prospective users of the Local History Collection are encouraged to request assistance from designated staff. The Library catalog and other finding tools are available to assist researchers in identifying needed material before they enter the California History Room. Specific items may be requested for use in the Library with deposit of appropriate identification.

Archival Collections

Historical photographs, maps, rare and valuable books, manuscripts, organizational records and other materials in the Local History Collection are designated by the Library as archival. Archival materials are unique, irreplaceable, valuable, and subject to damage by improper handling or loss. Access, use, and reproduction of archival materials may be restricted based on this policy and Policy 425: Reproduction and Use of Archival Materials.

Conditions for Access to the Local History Collection

  • The Library may designate archival materials for use only in the California History Room or with other restrictions as required for their preservation and protection.
  • Designated archival materials may be available for use or reproduction only under the supervision of Library staff. Depending on the time required for location and proper handling of requested materials, it may be necessary to schedule an appointment with designated staff in advance. An appointment is required for viewing or reproduction of historical photographs.
  • Library staff will establish rules for access to and use of the California History Room and handling of all Local History Collection materials to preserve and protect these rare, fragile, and valuable resources. Staff members will provide these rules in writing to users of the Collection.
  • Users are required to deposit appropriate identification and complete the Local History Collection Registration Form before entering the California History Room. This form includes a statement indicating that users have read and will comply with the Access and Use Rules. Appropriate identification consists of a current Monterey Public Library card, Pacific Grove Public Library Card, passport, driver’s license, state identification card, military identification card, or school photo identification card.
  • Local History Collection materials may not be removed from the Library building. Under unusual circumstances, exceptions to this policy may be approved in writing by the Library Director or designated staff

Approved: January 28, 1998
Revised: April 28, 2010
Revised: March 24, 2022
160 Library Volunteer Program
Purpose

The Monterey Public Library maintains a volunteer program to conserve employee time for staff assignments, to enhance community understanding of and support for Library service, and to provide meaningful volunteer opportunities for community members. The Library seeks enthusiastic and dedicated volunteers who bring needed skills and abilities to the Library. The Library will make every effort to provide meaningful volunteer assignments which make use of volunteer talents, abilities, and interests.

Volunteer Assignments and Volunteer Position Descriptions

  • Volunteer activities will supplement staff activities. Volunteers will not be assigned tasks which are essential to the operations of the Library, or which would result in significant program or service reductions when the volunteer is not available.
  • Volunteers will not assume the primary duties of represented employee classifications.
  • Volunteers will assist, support and work under the direction of regular Library staff on special projects or ongoing tasks which meet the requirements of this policy.
  • The Library will maintain written descriptions for all volunteer positions. Volunteer position descriptions will include qualifications and examples of duties, and will be used as a basis for working with volunteers to develop assignments that meet the needs of the Library and the volunteer.

Expectations of Volunteers

  • Volunteers must be at least 14 years old, except as part of an approved organized group or family volunteer project with adult supervision.
  • All volunteers, and their guardians if under the age of 18, are required to sign the City of Monterey Volunteer Agreement. Some volunteer positions require background checks, fingerprinting, proof of insurance, etc. to meet legal and/or safety requirements.
  • Because of the staff time required for training, volunteers are expected to make a time commitment based on their position. Ongoing positions typically require a minimum of two hours per week for three months or equivalent. Shorter-term volunteer positions may be approved by the Library Director or designated staff to meet Library needs and/or to coordinate with school or other community volunteer program requirements.
  • Volunteers are asked to provide at least two weeks’ notice before leaving a volunteer position and to participate in an exit interview.

Volunteer Program

  • The Library Director will designate staff to oversee the Library volunteer program, work with staff who provide direct supervision to volunteers, coordinate with the City of Monterey volunteer program, and establish procedures to ensure that this policy is implemented.
  • Managers will assign one or more regular staff members to train, supervise, and evaluate volunteers in their program areas. Volunteer supervisors will communicate regularly with volunteers and the designated volunteer program coordinator to ensure that each assignment meets the needs of the volunteer and the Library and that effective procedures are developed and implemented.
  • The City of Monterey maintains an excess supplemental insurance policy to pay volunteers for expenses incurred if they are injured during volunteer work time. The volunteer’s own insurance is primary whereas the City’s insurance is secondary.
  • In most cases, the Library does not reimburse volunteers for travel, travel time, or any other expenses related to their volunteer service. Exceptions to this policy must be approved in advance by the Library Director. The Library may provide volunteers with Library parking passes and/or similar resources to support their volunteer service.
  • The Library Director in consultation with the Manager and other designated staff may reassign or terminate any volunteer at any time to meet Library service needs.

Approved: May 26, 1993
Revised: October 28, 2009
170 Computer and Internet Access and Use
Purpose

The Monterey Public Library provides public access to computers and the Internet based on its mission "to link the community with the knowledge and cultures of the world." The Web is a powerful reference tool offering educational and other valuable information for all ages. Computers and basic office software are a part of how many Library customers and community members access, use, and share information every day.  Access to computers and the Internet have become essential Library services. The Library upholds the principles of intellectual freedom and the public's right to know by providing people of all ages with access and guidance to information and collections which reflect all points of view. Monterey Public Library reaffirms its support for the American Library Association's Intellectual Freedom statements, including The Library Bill of Rights, The Freedom To Read Statement, Free Access to Libraries for Minors, and Access to Electronic Information, Services and Networks: an Interpretation of the Library Bill of Rights.

Internet Access and User Responsibility

Choosing and Evaluating Internet Resources

The Internet offers a wide variety of valuable resources. As an unregulated worldwide network of computers and computer users, it also includes material which is inaccurate or controversial, as well as material which may be offensive or harmful to some users. The Monterey Public Library does not and cannot monitor or control information found on the Internet and is not responsible for its content. Library access to the Internet does not imply Library sponsorship or endorsement of any material found on the Internet. Displaying illegal material on Library workstations is prohibited.

The Library provides links and pointers to useful and interesting sites, but the Library does not edit or restrict Internet content. Access to information is a fundamental right of citizenship in a democratic society. The Library upholds everyone's intellectual freedom and applies no restriction on the right to read, listen or view. Only users and families have the right and responsibility to define what material or information is consistent with their personal and family beliefs.

The Library makes every reasonable effort on an ongoing basis to inform all customers and community members about the Library's Internet service and policy.

Children and Families

The Library provides Web pages, links, databases, and other online resources to guide young users to useful, interesting, educational, appropriate, and fun sites selected by Library staff. Whenever possible, Library staff members assist young customers in locating and choosing appropriate and useful Internet resources, and guide young customers away from inappropriate sites.

Library policy gives parents or guardians the right and responsibility to restrict their children's and only their own children's use of Library resources, including computers and the Internet. The Library respects the right of parents to determine what it is appropriate for their children to read, hear, and view, but the Library cannot enforce these rules, which may be different for each family in our community. Parents are encouraged to supervise and to participate actively in their children's computer and Internet use. The Library does not act in loco parentis: It does not have the same role in supervising children that schools have, and it cannot substitute its judgment for that of parents or enforce parents' decisions about their children's Internet use.

Policy 175: Loan of Laptop Computers, Telescopes, and Other Devices requires a parent or guardian’s signature for customers under 18 to check out and assume responsibility for Library laptop computers.

To assist families, the Library makes every reasonable effort on an ongoing basis to inform all parents in the community about the Library's Internet service and policy.

Library Guidance and User Choice

Monterey Public Library is committed to assisting users of all ages in locating the information they need on the Internet, and to providing choices for users concerned about the content of material on the Internet.

Individuals in our community have a wide variety of beliefs about what kind of material and information is appropriate for themselves and their families. Any restriction on access to Internet resources would exclude material valuable to many users and fail to exclude material some users may find offensive. Library web pages provide user choices, including options for users concerned about the content of material they may find on the Internet. Users have easy access to directories of selected Internet resources, including directories designed for children and youth, and to Internet search engines which exclude material that may be offensive. These options are provided without preventing access to other Internet sites and services.

Privacy and Security

Library policies protect customer privacy in the use of library materials and reference service. However, the Library is a public place, and the Library cannot provide private computer workstations or seating areas. At the same time, passersby should respect the privacy of computer users, and computer users should not attempt to show displayed material to passersby.

Library staff must take appropriate actions to resolve problems which arise during use of the Library's computer and Internet services and to enforce Library policies and rules. To this end, Library staff members may need to observe computer use, question users, and restrict conduct by users which violates this policy.

The Library's wireless Internet service is not encrypted. Users should be aware that any information sent or received could potentially be intercepted by another wireless user. Web-based security controls such as Secure Sockets Layer (SSL) are not sufficient to protect against certain types of attacks; therefore, users should avoid entering sensitive information such as credit card numbers, passwords or any other personally identifying information on any wireless network.

Users should also be aware that another wireless user may be able to view or change files on any wireless user's computer. The Library recommends that users install and use virus protection software, firewall software, and security patches or upgrades to identify and eliminate viruses in any data, files, or programs they obtain from external computers or networks, and to protect their computers from intrusion.

User responsibility

The Library makes no representation or guarantee that any part of the computer and Internet services, including the wireless service, will be uninterrupted, error-free, virus-free, timely, or secure, nor that any Internet content is accurate, reliable or safe in any manner for download or any other purpose.

Use of the Library’s hardware, software, Internet service, wireless network, and electronic information resources is entirely at the risk of the user. Monterey Public Library and the City of Monterey shall not be liable for any damage that may occur to any computer, peripheral equipment, or storage media, loss of data, loss of confidential information, unauthorized access to or alteration of data transmissions, and/or any other direct, indirect, special, incidental, consequential or exemplary damages resulting from or arising out of use of the Library’s Internet service, wireless network, and/or electronic information resources, or inability to use these services, or any other matter relating to these services.

Users agree to indemnify and hold Monterey Public Library and the City of Monterey harmless for any claim or demand, that may be made by any third party due to or arising out of user conduct in connection with any use of the Library’s Internet service, wireless network, and electronic information resources, user provision of content, user violation of this Policy, or any other violation of the rights of another person or party.

Staff Assistance

Staff members will attempt to identify and resolve problems with Library hardware, software, and Internet access. In many cases, however, assistance from City information technology or vendor staff is needed before service can be restored.

Staff members are trained to assist customers in using the Library catalog and Web site as well as databases and other Web services selected and purchased by the Library. In some cases, vendor assistance is needed to resolve problems with or to answer specialized questions about these services.

Staff members assist customers with all computer, Internet, and other technology questions based on Policy 110: Reference Service, providing answers, print or Web resources, and/or referrals for further information, assistance, and training. Staff cannot provide extended individual training or technical support.

Computer and Internet Activities Supported

Internet workstations and Library laptops provide Web browsers, plug-ins for popular Web media formats, and basic office software. Because of technical limitations and Library priorities, the Library does not provide local electronic mail accounts or instant messaging software.  Workstations and laptops with word processing software provide USB port and/or disc access to permit users to save personal files.

Library cardholders may borrow laptop computers for use in the Library following the requirements in Policy 175: Loan of Laptop Computers, Telescopes, and Other Devices.

Library computer workstations and laptops are occasionally taken out of service or reserved for maintenance, upgrades, or Library programs and events.

The Library provides wireless Internet access for the convenience of customers using their own computers or other devices and Library laptop computers. Specific Internet ports and protocols may be disabled on the wireless network in order to limit bandwidth, prevent abuse, and/or protect Library and City network resources.

Appropriate Use of the Internet

In order to allow as many customers as possible to use Library computers in a limited space, in compliance with Library policies, and in keeping with the Library's mission, the following guidelines have been established for appropriate use of Monterey Public Library computer and Internet services.

  • Time limits on computer workstations and bandwidth limits on wireless access may be enforced to ensure that all customers have the opportunity to use computer and Internet resources.
  • Any activity which violates Federal, California, or local laws is prohibited on both Library and customer computers. Examples of illegal activities include but are not limited to fraud, which includes disguising or falsifying sources of electronic mail and other electronic communications with the intent of misleading, defrauding or harassing others, displaying or distributing child pornography or other obscene materials, libeling and slandering other persons, and sending “spam” e-mail including identical or nearly identical messages sent to a large number of recipients who have not granted deliberate and explicit permission for the message(s) to be sent.
  • Library computers and the Internet must be used in a responsible manner, consistent with appropriate behavior in the Library (see Policy No. 515, Disruptive Behavior in the Library). All users must be quiet, courteous toward others, and respectful of Library equipment.
  • Users may not modify Library hardware or software, change configurations, or attempt to access non-public files or accounts using Library workstations or the wireless network. Users may not attempt to intercept, monitor, disrupt, or impede other users' communications on the wireless network or to access or alter other users' data or software.
  • Users may not use personal software, download software, or bookmark sites on Library workstations. Users are encouraged to suggest software for Library computers and links for Library Web pages to Library staff.
  • Users may not violate software license agreements or infringe on copyrighted material. United States Copyright Law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principle of "fair use". This includes most electronic information sources. Users may not copy or distribute many electronic materials without the explicit permission of the copyright holder. Users are responsible for any consequences of copyright infringement.
  • The City of Monterey and the Monterey Public Library are committed to providing an environment free from sexual harassment. Internet users are asked to help by refraining from displaying material on Library or customer computers which may be interpreted as part of an intimidating, hostile, or offensive work environment. Internet users should not attempt to show displayed material to passersby.

Failure to follow these guidelines or other rules for Internet use may result in suspension of Internet privileges. Continued violation may result in suspension of library privileges, as provided by Policy No. 515, Disruptive Behavior in the Library.

Approved: July 22, 1998
Revised: May 24, 2000
Revised: October 26, 2005
Revised: December 3, 2009
Revised: May 26, 2010
175 Loan of Laptop Computers, Telescopes, and other Devices
Purpose

To extend the Library's services, introduce new educational technologies and tools to Library customers, and make technologies and tools available to all customers, the Library may loan laptop computers, telescopes, and other devices.

The Library Director may approve the addition of new circulating devices based on customer requests or anticipated community interest without revision of this policy. If usage justifies continued circulation of these trial devices, a policy revision will be submitted for approval to the Library Board within one year. The Library Director may approve the elimination of circulating devices, which have limited and declining usage or have become damaged or lost.

1. Check-out

Subject to this policy, laptops, telescopes, and other devices may be borrowed by any customer with a Monterey or Pacific Grove Public Library card that is currently valid for check-out of Library materials. A signed user agreement is required for the use of laptops and telescopes, and may be required for other devices based on the device’s cost and anticipated use. If an agreement is required, it must be signed by the user and, if the user is under 18, by the user’s parent or guardian. User agreements will be retained on file.

The Library Director will establish loan periods and other rules and procedures for circulation and use of Library devices.

Library laptops may be used only within the Library building or on the upstairs terrace. Laptops may not be left unattended after check-out. If a laptop or other device designated for Library use only is removed from the building, the borrower will lose future privileges to check out these devices and may be subject to criminal prosecution.

Library telescopes may be checked out for use outside the Library, but must be secured with a seatbelt when transported in a vehicle. An adult parent or guardian must be present to checkout a telescope to individuals under 18.

2. Overdue and Replacement Charges

Overdue charges for laptops, telescopes, and other devices will be approved by the Board of Trustees and appended to this policy. There is no grace period. Charges for lost or damaged devices will be based on the replacement cost of the device. If a customer cannot pay when the device is returned, the fine will be placed on the customer's account and standard procedures restricting future borrowing of all Library materials will apply until the fine is paid.

3. Usage

Laptop computers and other Library devices may provide access to the Internet. Library Internet services are governed by Policy 170: Computer and Internet Access and Use. If wireless printing is made available to users of Library and/or personal devices in the Library, charges will be based on Policy 140: Charges for Printing.

Telescopes must not be used for looking at the sun; doing so can blind the user.

4. User responsibility

Users are responsible for Library devices and any accompanying equipment and accessories from the time they are checked out until the time they are checked in. Users will be charged for any loss of or damage to devices or accompanying equipment or accessories while they are checked out, up to the full replacement cost of the lost or damaged items.

The Library makes no representation or guarantee that Library devices, accompanying hardware, and/or software are in working order or suitable for any purpose.

Laptops: Use of the Library’s Internet service, wireless network, and electronic information resources is entirely at the risk of the user. Monterey Public Library and the City of Monterey shall not be liable for any damage that may occur to any computer, device, peripheral equipment, or storage media, loss of data, loss of confidential information, unauthorized access to or alteration of data transmissions, and/or any other direct, indirect, special, incidental, consequential or exemplary damages resulting from or arising out of use of the Library’s Internet service, wireless network, and/or electronic information resources, or inability to use these services, or any other matter relating to these services. Users agree to indemnify and hold Monterey Public Library and the City of Monterey harmless from any claim or demand that may be made by any user or third party due to or arising out of user conduct in connection with any use of the Library’s Internet service, wireless network, and electronic information resources, user provision of content, user violation of this Policy, or any other violation of the rights of another person or party. Personal application software may not be loaded onto Library devices. Users who install or alter software in violation of this policy may be subject to the loss or damage provisions of this policy. No user files will be retained on Library devices.

Telescopes: Use of the Library’s telescopes and any related equipment is entirely at the risk of the user. Monterey Public Library and the City of Monterey shall not be liable for any injury and/or any other direct, indirect, special, incidental, consequential or exemplary damages resulting from or arising out of the use of the Library’s telescopes and related equipment or inability to use these devices, or any other matter relating to these devices. Users agree to indemnify and hold Monterey Public Library and the City of Monterey harmless for any claim or demand, that may be made by any third party due to or arising out of their conduct in connection with any use of the Library’s telescopes, provision of content, violation of Library Policy, or any other violation of rights of another person or party.

5. Enforcement

Failure to comply with this policy may result in the denial of check-out privileges for any or all library devices for a time period specified by the Library Director based on violations of this policy or Library rules, or in arrest or prosecution. Customers whose check-out privileges are denied will receive notification in writing. The Director's decision may be appealed to the Board of Library Trustees.

Overdue charges under Library Policy #175 Loan of Laptop Computers, Telescopes and other Devices.

Laptop Computers:
Hourly fine $5.00
Maximum fine $50.00
Laptop computers are loaned for use within the Library building. The fine is charged for each hour or fraction of an hour that the laptop is overdue.

Telescopes:
Daily fine $5.00
Maximum fine: $50.00
Borrowers with telescopes two weeks overdue will be billed for the replacement cost.

Approved: May 23, 2007
Revised: September 26, 2012
Revised: April 25, 2018
Revised: March 24, 2022
180 Theft and Vandalism of Library Material
It is the responsibility of the Library to maintain and provide a collection of materials to meet the informational, educational, cultural and recreational needs of the community. Theft, and vandalism, of Library materials is a serious offense, preventing Library customers and staff from accessing resources that should be available to all.

THEFT

Theft, or attempted theft, of Library materials is against California State Law (Penal Code Title 13, Chapter 5, Section 490.5). Library staff, as authorized by state law, may detain customers who are suspected of committing library theft. Customers who trigger the Library’s theft detection system may be required to open any bags or pocketbooks for inspection. Upon discovery of a Library item suspected of being stolen, staff will request surrender of the item and inform customer of the violation of California State Law. Any incident of attempted theft of Library materials will be recorded by Library staff on an Incident Report form.

VANDALISM

Vandalism, including willful damage or defacement of Library materials, is against California State Law (Education Code Title I, Part 11, Chapter 11, Article 2, Section 19910). Library staff, as authorized by state law, may detain customers who are suspected of unlawfully defacing library material.

Any incident of damage or defacement of Library materials, which is not clearly and completely accidental, will be recorded by Library staff on an Incident Report form. A fee for damaged items will be assessed as specified in Board Policy 125.

DISCRETION OF LIBRARY DIRECTOR IN HANDLING ATTEMPTED THEFT OR VANDALISM

The Library Director or designated representative maintains the authority to modify the application of the terms of this policy as appropriate, based on the specific circumstances of an incident, and recommendations by staff.

Revised: August 22, 2001
190 Gifts, Donations, Sponsorships, and Fundraising
The Monterey Public Library welcomes and encourages gifts from individuals, groups, foundations, and corporations for the purpose of enhancing Library services to patrons and the community.

The Board of Library Trustees reaffirms that it is the responsibility of the City to support basic Library services with General Fund revenues. At the same time, many valuable acquisitions, programs, and services are possible only with community support in the form of gifts, donations, and sponsorships. For this reason, the Board may initiate or support a variety of fundraising activities both for specific Library programs and for Library services in general.

The Board and staff will ensure that donations, donor recognition programs, and fundraising activities are consistent with the Library mission and do not inappropriately affect Library service priorities or the balance of topics and viewpoints represented in Library collections and programs.

1. Definitions

A gift or donation is defined as a voluntary transfer of property to the Library, made without expectation that any benefit will accrue to the donor or anyone designated by the donor. Gifts to the Library are tax-deductible to the extent permitted by law. Sponsorships can be cash or in-kind (goods or services) and often provide public recognition or exposure for the sponsor

The scope of this policy includes the following types of gifts:
  1. Money
  2. Securities, other financial instruments, and real property
  3. Planned gifts including but not limited to bequests
  4. Books, audiovisual materials, and archival collections or materials for addition to the Library collection
  5. Art
  6. Equipment or other in-kind products or services
Undesignated gifts may be used for any purpose the Board or Library staff selects following established policies and procedures. Designated gifts are restricted to a specific use by the donor in writing and if accepted must be used for this use by the Library

2. Gifts or bequests of money, financial instruments, and real property

Individuals or groups may choose to support the Library through donations or bequests to the Library Trust Fund, the Monterey Public Library Fund of the Community Foundation for Monterey County, or independent organizations such as the Monterey Public Library Friends & Foundation.

The Library Trust Fund is a City of Monterey fund established by Article 7 of the City Charter. General donations to Monterey Public Library and to the City of Monterey designated for the Library are deposited in the Trust Fund. Donations and any property that can be liquidated before transfer to the City can be accepted by the Trust Fund. The City may be able to accommodate donors who wish to give or bequeath property other than cash to the Trust Fund.

Designated donations to the Trust Fund will be accepted if the Board or designated staff determine that the use to which the gift is restricted is or will be consistent with the mission and priorities of the Library and will not impose undue costs in staff time or other resources. Designated donations to support the Library collection are discussed in section 3 below.

The City Council appropriates monies from the Library Trust Fund at the request of the Board in accordance with the Board’s Charter authority and Policy 210: Use of the Trust Fund.

The Monterey Public Library Fund of the Community Foundation for Monterey County was established to benefit Library services in the City of Monterey. The Fund accepts gifts on behalf of the Library, by arrangement with Foundation staff. Available proceeds from the fund under Foundation policies are expended or reinvested by authority of the Board of Library Trustees.

Independent organizations may accept donations to support the Library. Third party organizations' solicitation, acceptance, and allocation of gifts are governed by their own bylaws and procedures, but gifts from such organizations to the Library are accepted under the terms of this policy. The Library does not endorse independent organizations, programs, and fundraising activities except by specific action of the Board.

3. Gifts to support Library collections

The Library accepts donations to the Library Trust Fund designated for purchase of materials for the collection. Donations may be designated for specific types of materials, including nonrefundable donations to sponsor magazine or newspaper subscriptions. However, since all materials for the Library collection are selected based on Policy 401: Collection Development, gifts designated for purchase of specific types of materials must at times be declined. The Library Director may establish rules and procedures for the evaluation and acceptance of donations designated for Library materials.

Gifts of books, audiovisual materials, and archival collections or materials for addition to the Library collection are governed by Policy 401: Collection Development. Donors of materials for the Library collection complete a gift form, which serves as their receipt for income tax purposes. The Library does not provide an estimate of the value of materials donated. Upon request, the Library may assist donors of Local History Collection materials by providing a list of qualified appraisers, though the Library cannot pursue the appraisal for the donor, nor recommend any individual appraiser.

4. Gifts of Art

Acquisition of art is governed by the City of Monterey’s Collection Policy (City Council Resolution 08-038 C.S.) and Policy 430: Acquisition of Works of Art Gifts must be consistent with the scope of the City of Monterey Art Collection, acquired by the authority of the Museum and Cultural Arts Commission or designee, and approved by the Board of Library Trustees. Art that is donated to the Library is accessioned into the City's collection for documentation, maintenance and risk management purposes.

5. Other In-Kind Donations

The Library may accept other in-kind donations if the use of the donated products or services furthers the Library mission and priorities and does not impose undue costs in staff time or other resources.

6. Sponsorship of Library programs or services

The Library may encourage and accept sponsorship support from local businesses and organizations to enhance the services the Library can provide to the community.

The Library may decline a sponsorship opportunity if the Board determines it is inconsistent with the Library mission and priorities.

7. Donor acknowledgment and recognition

The Board affirms the importance of acknowledging and recognizing the contributions of donors and donations to Library services and the community. The Library Director will establish procedures for acknowledging gifts and maintaining records of donations. The Library Director will establish programs for public recognition of donations commensurate with their value. Such recognition may include listing in print or electronic publications, plaques or other acknowledgments in Library facilities, public events, publicity, and bookplates affixed to donated materials.

Gifts of unusual value may be recognized by naming Library facilities, collections, or programs by arrangement with the donor. Recognition by naming must be consistent with City of Monterey policy and approved by the Board.

8. Fundraising activities

The Board may establish fundraising priorities linked to planned uses of the Library Trust Fund and the Monterey Public Library Fund of the Community Foundation for Monterey County. The Board may approve and direct staff to implement fundraising campaigns and events for specific objectives.

No individuals associated with Library fundraising activities may benefit personally from these activities. Conflicts of interest resulting from any acts associated with Library fundraising activities will not be permitted.

Fundraising activities, methods of solicitation, and communication with donors must be consistent with community outreach as well as fundraising goals and priorities. Fundraising activities should enhance community perceptions of the Library and its value to the community as a whole.

Board members, staff, and volunteers communicating with donors and prospective donors will adhere to the Association of Fundraising Professionals Donor Bill of Rights (attached).

The fundraising activities of independent organizations supporting the Library are subject to their own policies and procedures. The Board welcomes support from such third-party organizations and encourages them to work with the Board and staff to ensure that fundraising activities and objectives are consistent with the Library mission, priorities, community outreach goals, and other fundraising efforts. The Board may decline gifts, or support from any donor or third-party fundraising organization, that do not meet these objectives.

9. Authority

The Library Director maintains the authority to interpret and apply this policy and to respond to gift, donation, sponsorship, and fundraising issues and inquiries that are not specified in this policy.

Approved: September 27, 2006
Revised: May 26, 2009
Revised: February 24, 2022

200 Series: Business and Finances

207 Admission Fees for Certain Library Cultural Programs
Purpose

The Monterey Public Library offers cultural programs as one element of its services to the community. Programs add an important dimension to the Library’s collections by providing insight into the worlds of literature, history, and current events. They help the Library fulfill its role as a community cultural center.

Charges for Cultural Programs

Free-of-charge admission to Library-sponsored programs and events is a benefit accorded to those who have valid Monterey Public Library cards. Cards are available free to all residents of California.

An attendance fee for Library cultural programs may be assessed to those individuals who do not have a valid MPL borrowers’ card.

Some programs may be designated as fundraising events to help offset the cost of offering cultural programs. In such cases, the Library may charge admission fees, for all who attend, including Library cardholders.

Authority to designate fee-based programs

The decision whether or not to charge an admission fee for a particular program rests with the Library Director. Criteria for establishing an admission fee for Library programs are:

  • Production costs for the program;
  • Public demand for the program;
  • Designated as a fundraising event.

Fees

Fees are determined by the Library Director, based on the above criteria. All fees shall be deposited in the Library Trust Fund.

Refunds and credits

Admission fees are non-refundable unless the Library is forced to cancel the program. Credit for other events cannot be given to purchasers who cannot use their tickets.   In the event that the Library must cancel a program, paid admission fees will be refunded.

Approved: July 28, 1993
Revised: July 28, 2004
Revised: August 28, 2013
210 Use of the Trust Fund
The City of Monterey Board of Library Trustees, by authority of Section 7.1 of the Monterey City Charter, is responsible for administration of the Library Trust Fund. The Trust Fund consists of "...the present library trust fund together with all gifts, devises or bequests received for the use of the library hereafter and all miscellaneous revenues of the library, except fines." Miscellaneous revenues include all income except general fund appropriations and revenues directly connected to general fund expenditures.

As custodian of the Trust Fund, the Board’s responsibilities are to insure that the Trust Fund is preserved as a Library resource, to prudently allocate the Trust Fund based on established Library policies and priorities, and to position the Library for the future through strategic planning, organizational development, and infrastructure solutions.

Restricted gifts and bequests are used in accordance with the donors' wishes. The Library Director in consultation with the Board will accept restricted revenues that are consistent with the Library's mission and goals. The Trust Fund budget will reflect restricted revenues and corresponding expenditures. Restricted revenues are not necessarily expended in the same fiscal year in which they are received. The Board will consider the following priorities in requesting Council appropriations from Library Trust Fund undesignated reserves:

  • Purchase of real property for Library use, construction of Library facilities, remodeling and expansion of existing facilities, or development and beautification of areas immediately surrounding Library facilities, consistent with approved long-term facilities plans.
  • Targeted expenditures to promote Library fund development based on established plans and priorities.
  • Pilot projects and other special initiatives outside the reasonable requirements of the operating budget.
  • Targeted expenditures to enhance Library collections and services to meet identified community needs.
  • Ongoing and one-time cultural events for adults and youth.

The Trust Fund will not be used to offset deficient General Fund appropriations for basic library services except in cases of severe financial distress as determined by the Board. The Trust Fund will not be appropriated for regular staff positions, other than the Fund Development Coordinator position, but may be used for temporary part-time or contract staff to meet specified objectives.

Every precaution shall be taken to protect the long-term integrity of the Trust Fund principal. The annual Trust Fund budget proposal will take into account past and projected Trust Fund revenue and the projected net impact on Trust Fund reserves.

Approved: September 22, 1999
Revised: June 28, 2006
Revised: May 26, 2010
Revised: May 22, 2019

300 Series: Personnel

300 Personnel Rules and Regulations
311 Evaluation of Library Director
The Board of Trustees shall conduct a performance evaluation of the Library Director at least once annually. The evaluation period shall be the previous 12-months. If circumstances dictate, the Board may choose to conduct one or more special evaluations at any time.

The purpose of the evaluation is for the Board to assess the performance of the Director, as well as for the Board and Director to communicate with each other regarding performance objectives and priorities. This communication shall not be limited to the evaluation process, and the Board and Director shall discuss goals and objectives for the evaluation period.

The evaluation shall be primarily based on the Director's goals and objectives for the previous 12-months which have been previously agreed upon by both parties. Performance areas to be addressed include, but are not limited to:

  • Staff relationships and management
  • Library goals as stated in the strategic plan
  • Overall quality of Library services
  • Financial responsibility and oversight
  • Fund development
  • Community relations
  • Facilities management
  • Board relationships

Evaluation process

  • The Library Director prepares and submits to the Board for discussion a brief report of progress in meeting the previous 12-month’s goals and objectives, additional significant accomplishments, and final proposed goals and objectives for the ensuing year.
  • The Board conducts a survey of Library staff. Other City staff may be surveyed as deemed appropriate. Individual Board members complete an evaluation form.
  • The Board assesses the Director's performance and makes recommendations for improvement in a closed session, after which the Board Chair or his/her designee prepares the Board’s written evaluation.
  • In closed session at a subsequent meeting, the Library Board presents the evaluation to the Director for discussion, and approves the Director’s goals and objectives for the ensuing year.

Revised: August 21, 1998
Revised: July 28, 2010
Revised: September 28, 2016

400 Series: Library Materials

401 Collection Development
420 Valuable and Irreplaceable Materials
The Monterey Public Library has been entrusted by gift, or bequest, or by other means of acquisition, with the guardianship of various materials of a valuable and irreplaceable nature, and these items are by their nature subject to damage by improper handling or loss.

 The most appropriate methods of safeguarding such materials are by special storage, and by the limiting of their handling to designated members of the library staff. 

 The Library Director is directed by the Board of Trustees to provide for the safekeeping of these materials.

 The Library Director shall determine, according to his/her best judgment, and after consultation with the professional staff, which materials among the library’s collection shall be designated as requiring special handling, and to what extent access to such materials shall be restricted to specified members of the library staff or withdrawn from public accessibility as appropriate.

Approved: April 23, 1986
Drafted from Resolution No. 94
Revised: April 28, 2010
425 Reproduction and Use of Archival Materials
Purpose

The Monterey Public Library acquires and maintains photographs, manuscripts, maps, and other archival materials documenting the history of the Monterey area and early California to inform and educate residents, visitors and researchers.

In order to ensure that these unique and vulnerable materials are preserved for present and future users, and to comply with legal and professional requirements for management of archival collections, this policy provides conditions for use and reproduction of materials in the Local History Collection.

Use of copyrighted materials

  • The copyright law of the United States (Title 17, United States Code) governs reproduction and other uses of copyrighted materials. The Monterey Public Library holds physical property rights through ownership of archival materials. Copyright, however, may reside with the creators, the creators’ estates or others. It is the customer's responsibility to secure all legally required permissions for reproduction and/or use of Local History Collection materials from the holders of any copyrights or other rights.
  • Reasonable efforts will be made to secure or identify the holders of rights to materials acquired for the Local History Collection. Staff will assist customers wishing to use Local History Collection materials by providing any available information.
  • Monterey Public Library is not responsible for illegal or improper use of Local History Collection materials. The Library makes no warranties or representations and assumes no responsibility whatsoever for any claims against customers or the Library by the creators, their agents or estates, or any other parties in connection with the use or reproduction of works in the Collection. Customers reproducing or requesting reproduction of materials agree to indemnify the Library and hold it harmless against any and all such claims, including copyright infringement claims, royalty or fee demands or actions, and/or the cost thereof, arising as a result of the reproduction of works in the Collection. Any and all royalty payments or other requirements specified by the owner of such works must be honored by the publishers or the customer reproducing or requesting reproduction of materials.

Requirements for reproduction of archival materials

  • Access to archival materials must be obtained through prior consultation with designated staff as required by Policy 150: Access to the Local History Collection. Materials must be examined within the Library, in areas stipulated by staff. To reduce damage to the materials, archival handling practices will be followed or photocopies or digital representations will be used.
  • Reproductions of photographic materials may be obtained for purpose of publication, research, or personal use providing the condition of the original material permits safe reproduction and there are no gift, purchase or legal restrictions on reproduction.
  • Customers requesting reproduction of archival materials must sign a completed Archival Reproduction Request Form including the customer's agreement to comply with this policy.
  • Access to and use of Local History Collection materials in the Library is free of charge. This policy establishes fees for reproduction of archival materials and other special services.
  • When the Library does not own the negative for a requested photograph, a negative or digital reproduction will be produced as part of the reproduction order. The cost of the negative or digital file will be included in the fee paid by the customer. The negative or digital file will be retained by the Library.

Staff responsibility for reproduction of photographic materials

  • Reproduction of designated archival materials by photocopying, photographic reproduction, digital imaging, or any other means will be performed by Library staff or by professional services designated by Library staff.
  • Filming, photography, or other reproduction of materials in the California History Room must be approved in advance by and under the oversight of the Library Director, Archivist or designated staff. Personal scanners and personal photocopiers may not be used in the California History Room.
  • Simple photographic copies of archival materials for private use, scholarship, or research purposes, using a cell phone or camera with no other equipment (including tripods, weights, cardboard, etc.) and no lights (including flash) are permitted. Copying under these conditions will not produce professional level copies, but rather reference copies.
  • The Library reserves the right to prohibit reproduction and/or use of Local History Collection materials or to restrict the means of reproduction as required for preservation of brittle, fragile, damaged, or tightly bound materials or to comply with the conditions of acquisition.

Loans

No photographic materials will be loaned to users for reproduction or other purposes. The Monterey Public Library will arrange for all reproduction or copying of collection photographs by qualified professional photographic services. Under unusual circumstances, exceptions to this policy may be approved in writing by the Library Director or designated staff.

Use of reproductions

  • Reproduced archival materials may not be deposited with or donated to any other repository or institution except as used in publication in compliance with law and this policy.
  • Archival materials may not be reproduced for resale, and reproductions may not be supplied to commercial collectors or publishers for resale.
  • Any enhancement, retouching, or alteration of images or other reproduction for publication, display, or other use must be authorized by copyright owners as required by law. Credit for use of altered images should include a statement indicating that the original image has been altered.

Credit for use of Local History Collection materials
Credit should appear in each publication, display, or other use of Local History Collection materials indicating that the materials are from the Monterey Public Library. The preferred citation format is:
[Item name or number], Date, Collection Name, Local History Collection, Monterey Public Library, Monterey, California.

Fees for reproduction of archival materials
Reproduction of archival materials requires professional services and staff assistance beyond the limits of Library reference and document delivery services. Therefore, the Board of Library Trustees has established the following fees:

Fees for reproduction of archival materials by photographic services, duplication services or other vendors will be the total of:
  • The itemized cost of the requested reproductions charged by the vendor.
  • 20% of the above amount or $20.00 for Library staff handling and processing, whichever is greater.
  • Sales tax charged by the vendor.

Fees for digital reproduction by Library staff of archival materials for personal or research (non-profit) use:
  • Existing digital files without alteration: $10.00 per image or other file
  • Newly created or altered digital files: $20.00 per image or other file

Fees for digital reproduction by Library staff of archival materials for publication or commercial (for-profit) use:
  • Existing digital files without alteration: $15.00 per image or other file
  • Newly created or altered digital files: $30.00 per image or other file

Fees for photocopying of archival materials by Library staff:
  • $5.00 per order or $0.50 per photocopy, whichever is greater.

Fees for staff assistance:
  • The Library Director may establish fees to offset the costs of staff assistance for filming, photography, or other reproduction of materials or artifacts in the California History Room or Local History Collection and other special services not included in this policy.

Approved: January 28, 1998
Revised: April 28, 2010
Revised: April 28, 2022
430 Acquisition of Works of Art
Acquisition of original works of art by gift or purchase, including paintings, drawings, sculpture, murals, etc., are the property of the City of Monterey and become part of the City of Monterey’s collection. As such, they must be approved by the Museum & Cultural Arts Commission in accordance with the special powers and duties given to the Commission in the City Code (2-8.01 d) “to accept or reject works of art.

Art works acquired for the Library are subject to City Council Resolution 08-038 which establishes the Museums and Cultural Arts Collection Policy and must meet the collection objectives for the City of Monterey Art Collection (Resolution 08-038.2.D):
City of Monterey Art Collection
The City of Monterey Art Collection includes:
  1. Works by Monterey area artists or representing the Monterey area, and unusually significant works by other California artists and/or representing other parts of California if they illuminate the history and culture of the Monterey area.
  2. Recognized artwork in public places acquired to increase the understanding and enjoyment of art by presenting a variety of styles and themes, and to enhance the area by recognizing and promoting the unique cultures and environment of the Monterey region. The Colton Hall Museum and Cultural Arts Commission will establish policies and procedures for any public art acquisitions.

Works of art may be accepted by the Museums & Cultural Arts Commission with the understanding that they remain at the Library, however all art becomes part of the City of Monterey’s collection.

Adopted: October 23, 2002
Revised: May 26, 2022

500 Series: Library Operations

501 Operation Schedule for the Library and Bookmobile
Annually, no later than the regular meeting of the Board in October, the Director shall present to the Board for its examination and approval the recommended schedule of operation for the library and the bookmobile for the succeeding calendar year.

Changes in the approved operation schedules may be made during the year only by Board action. Changes which require Board approval include days and hours of operation for the library and locations of stops for the bookmobile.

Emergencies: In the event of either a declared or undeclared emergency the Board authorizes the Library Director or designee to temporarily close or alter the schedule for the Library and Bookmobile, and requires the Director to inform Trustees of this change as soon as possible. In accordance with Monterey City Code, Chapter 11: Emergency Management, during a declared emergency the Director of Emergency Services or designee has the authority to close the Library or Bookmobile as well, and notify the Library Director who will inform the Board of Library Trustees as soon as possible. The City Manager serves as the Director of Emergency Services and has overall responsibility for the City’s emergency management.

Approved: July 23, 1986
Revised: September 26, 2018
Revised: February 24, 2022
510 City Emergencies
The Board of Library Trustees of the City of Monterey directs that in the event of a general emergency in the City, library staff shall assist the office of the City Manager by the assignment of available staff to emergency functions. Such assistance shall be coordinated by the senior library staff member present in the library.

Approved: April 23, 1986
Drafted from Resolution No. 58
515 Disruptive Behavior in the Library
Purpose

The Monterey Public Library provides a welcoming environment for customers of all ages and backgrounds, and for a wide variety of services and activities. To protect the safety of customers and staff, promote equitable and comfortable Library use by all customers, and protect Library facilities, furniture, equipment, and materials, the Board of Library Trustees has established standards of acceptable behavior on Library premises and when using Library services.

Definition and examples

Disruptive behavior is prohibited on Library premises and when using Library services. Disruptive behavior includes any activity which:

  • Interferes with other customers’ use of the Library
  • Interferes with the normal operations of the Library
  • Is likely to result in harm to customers or staff
  • Is likely to damage Library facilities, furniture, equipment, or materials
  • Violates any federal, state, or local law or ordinance
  • Violates policies established by the Library Board

Specific examples of disruptive behavior include but are not limited to:

  • Talking loudly, using electronic devices at audible volumes, or producing other noises that can reasonably be expected to disturb Library customers.
  • Interfering with the safe and free passage of staff or customers by sitting, reclining, placing personal possessions, or moving Library property to block hallways, aisles, or other public areas.
  • Running, climbing, or jumping on Library fixtures, furniture, or equipment not designated for this purpose, using skates or skateboards, or other activities that can reasonably be expected to disturb Library customers, threaten the safety of customers or staff, or damage property.
  • Selling, petitioning, distributing unauthorized materials, or requesting gifts or donations.
  • Intentionally or negligently damaging or defacing Library property or materials (see Policy 180: Theft and Vandalism of Library Materials).
  • Any physical or verbal threat of imminent or future violence, physically threatening or intimidating behavior, assault, actual or pretended fighting, or other acts of violence.
  • Deliberate and/or repeated behavior which a reasonable person would find harassing, intimidating, or threatening to a customer or staff member or which creates a hostile environment, including stalking, following, or staring, and unwelcome personal advances.
  • Abusive, obscene, or discriminatory language or gestures.
  • Possessing, selling, distributing, consuming, or appearing to be under the influence of an alcoholic beverage or controlled substance.
  • Smoking in the Library building and bookmobile or near entrances, exits, and windows as specified by law.
  • Bringing any animal into Library facilities, except for service animals or as authorized for approved Library programs.
  • Bringing bicycles into Library facilities.
  • Eating in the California History Room, Quiet Study Room, or at computer stations.
  • Refusing to follow the reasonable directions of library staff, including directions to evacuate the premises or take cover during an emergency.
  • Trespassing by entering or remaining on Library premises after having been notified by an authorized individual not to do so.

Library premises include the Library building, terrace, back patio, parking lot, driveway, and Bookmobile. Staff members may apply this policy differently to behavior in different locations depending on the disruption caused by the behavior. When disruptive behavior occurs on the public sidewalk or street in front of the Library, staff members should ask that individuals discontinue the disruptive behavior and/or request police assistance to enforce applicable laws and ordinances as appropriate.

Enforcement

The Library reserves the right to:

  • Require customers who engage in disruptive behavior to leave the premises.
  • Restrict customers who engage in disruptive behavior from using specific Library facilities or services, such as public computers.
  • Exclude customers who engage in disruptive behavior from Library property for a specified period of time.

This policy will be applied fairly and equally to all customers. Customers of all ages are expected to follow this policy. Parents or caregivers are responsible for ensuring that children meet this expectation as needed. Library staff enforcing this policy will not hold children to a different standard than adults. However, as children may be learning rules of social conduct, staff will make an effort to be certain that the rules are understood, and will suggest alternative activities and ideas for self-discipline.

Library staff will notify police immediately of any illegal behavior or threat to the safety of customers or staff.
Depending on the nature and severity of the disruption, and whether or not the incident is part of a pattern of repeated disruptive behavior, authorized Library staff members may:

  • Positively and courteously inform customers of Library policy and provide one or more verbal warnings.
  • Follow the guidelines in Policy 520: Unattended Children in the Library in response to children’s disruptive behavior.
  • Request police evaluation of customers who may be a danger to themselves or others, or who may need medical or other assistance.
  • Restrict customers who engage in disruptive behavior from using designated Library facilities or services for the remainder of the day, or for a longer period as authorized by established procedures.
  • Require customers who engage in disruptive behavior to leave Library premises for the remainder of the day.
  • Request police assistance when customers refuse to comply with the instructions of authorized Library staff.
  • Notify public service and management staff and document each incident as required.

In cases of severe or repeated disruptive behavior, the Library Director may restrict customers from using designated Library facilities or services, or exclude customers from Library property for a specified period of time.
The Library Director will make a reasonable effort to provide the customer with written notification of such restriction or exclusion, including the reason for the action, the time period, and the appeal process. It is not necessary that this notification be accepted or received for the restriction or exclusion to take effect.

The Library Director will establish procedures to implement this policy and to communicate it to staff and customers in a positive and understandable manner.

Appeal

  • Actions of all Library staff members under this policy may be appealed by appointment or in writing to the Library Director.
  • Following an appeal to the Library Director, the Director’s decision may be appealed in writing to the Library Board. The restriction or exclusion will remain in effect until the Board’s determination.
  • The Library Board shall conduct a hearing within 45 days after the appeal is received. The appellant shall be notified at least 10 days prior to the hearing. Failure to appear on the scheduled day of the hearing without prior notification to the Library will result in denial of the appeal. The Chair of the Library Board shall conduct the hearing. The appellant may be represented by counsel, may present evidence, and may call and examine witnesses and cross-examine witnesses of the other party. Formal rules of evidence shall not apply, and principles of due process will be applied. Provisions of the Ralph M. Brown Act shall apply to all such hearings.
  • Within 30 days of the completion of the hearing, the Board shall issue a written decision. This decision shall be a final determination for purposes of judicial review.

Approved: July 31, 1991
Revised: March 26, 2003
Revised: February 25, 2009
Revised: February 23, 2017
520 Unattended Children in the Library
Purpose

The Monterey Public Library welcomes children. Library staff members are trained to provide research assistance, readers’ advisory service, and educational programs for young people. However, library staff cannot be responsible for unattended children. To protect the safety and well being of children and promote equitable and comfortable Library use by all customers, the Board of Library Trustees has established the following policies.

Definition

An unattended child is any person under 14 years of age who is attending a Library program, in the Library building, on the Bookmobile, or on the Library premises without direct supervision by a parent, guardian, or other authorized caregiver. Older teens are treated as adult customers by the Library, but they are legally the responsibility of their parents or guardians and should have an emergency contact available.

Responsibilities of Parents or Caregivers and Children

  • The Library cannot provide childcare services. Responsibility for the safety and behavior of children in the Library rests with parents, guardians or other authorized caregivers and not with Library personnel.
  • Children under 8 years of age should be within visual contact of a parent or authorized caregiver at all times unless they are attending a Library-sponsored program, and a parent or authorized caregiver is available in the Library building.
  • Children 8 years of age and older may use the Library without adult supervision provided that they are permitted to and can also safely be alone outside of the Library.
  • Parents or authorized caregivers are expected to give unsupervised children a) instructions about what to do if assistance is needed, b) the parent or caregiver’s location in or away from the library, and c) contact information for two parents or caregivers.
  • Customers of all ages are expected to follow the policies, rules, and procedures established for safe, comfortable, and equitable Library use. Parents or caregivers are responsible for ensuring that children meet this expectation as needed.

Enforcement

Library staff members usually become aware of unattended children when a child behaves disruptively, needs assistance from a parent or authorized caregiver, or remains unattended at the Library’s scheduled closing.

Disruptive behavior

  • Library Board Policy 515: Disruptive Behavior in the Library applies to children as well as adults, and authorizes Library staff to require customers who engage in disruptive behavior to leave the Library premises. Therefore, children who are not old enough to be outside the Library alone should not be in the Library alone. Parents or guardians are responsible for determining their child’s maturity.
  • Policy 515 is enforced fairly, regardless of age. Children will not be held to a different standard than adults. However, as children may be learning rules of social conduct, staff will make an effort to be certain that the rules are understood, and will suggest alternative activities and ideas for self-discipline.
  • If an unattended child is required by staff to leave the Library, staff will attempt to notify parents or authorized caregivers in the Library or by telephone. If parents or authorized caregivers cannot be contacted, school or police assistance may be requested for the child’s safety.

Children who need assistance

  • When a child requests or needs assistance from a parent of caregiver, Staff members will attempt to locate the parent or caregiver in the library or by telephone and inform him/her of the child’s needs and this policy. If the parent/caregiver cannot be located, or if the child is unattended repeatedly, the police may be called for the child’s safety.
  • Library staff members are authorized to provide needed or requested basic first aid to unattended children according to their judgment and ability. Staff members will never administer or offer medication of any type. Staff members will contact emergency services whenever they may be needed to protect the health or safety of any Library customer.
  • In any circumstances which suggest the possibility of child neglect as defined by California Law (Penal Code section 11165.2), staff members in consultation with supervisors will contact appropriate authorities.

Library Closing

Library personnel are not legally responsible for the safety and well-being of children left in the Library at closing. However, if a staff member waits with a child after the Library’s scheduled closing, or calls parents, caregivers, or police on behalf of a child, Library staff assumes responsibility for remaining with the child until parents, caregivers, or police arrive and take custody of the child.

When a child remains unattended at the Library’s scheduled closing, staff members are encouraged to consider the amount of daylight, the age, apparent maturity and attitude of the child, and the number and ages of the child’s companions. Staff members may:

  • Make or allow a telephone call to parents or caregivers.
  • Inform older children or teens of their options and encourage them to go to the police station across the street from the Library.
  • Request police assistance.

Staff members may wait up to 10 minutes after the Library’s scheduled closing for a child to be retrieved by parents or caregivers. After 10 minutes, police assistance will be requested. Staff members will remain with the child until police arrive and take custody of the child.

Staff members will not provide transportation, even by request of the parent or caregiver.

Repeatedly Unattended Children

If parents or caregivers disrupt Library operations by repeatedly leaving children under 8 years of age unattended in the Library, or repeatedly allowing any child to behave disruptively in the Library, the Library Director may contact appropriate authorities as authorized above and/or exclude the parents or caregivers and children from Library property following Policy 515: Disruptive Behavior in the Library.

The Library Director will establish procedures to implement this policy and to communicate it to staff and customers in a positive and understandable manner.

Approved: July 31, 1991
Revised: February 25, 2009
525 Confidentiality of Library Circulation Records
Purpose

The Monterey Public Library strictly maintains a policy guarding the confidentiality of customer records in accordance with California State law and the American Library Association Code of Ethics (attached).

The California Public Records Act; Government Code Sections 6250 – requires in general the disclosure of records of a public agency “concerning the conduct of the people’s business”. However, Section 6254(j) states “nothing in this chapter shall be construed to require disclosure of records that are any of the following:

“Library circulation records kept for the purpose of identifying the borrower of items available in libraries, and library and museum materials made or acquired and presented solely for reference or exhibition purposes. The exception in this subdivision shall not apply to records of fines imposed on the borrowers.”

Definitions

Section 6267 of the Government Code defines “patron use records” as:

  • Any written or electronic record, that is used to identify the patron, including, but not limited to, a patron's name, address, telephone number, or e-mail address, that a library patron provides in order to become eligible to borrow or use books and other materials.
  • Any written record or electronic transaction that identifies a patron's borrowing information or use of library information resources, including, but not limited to, database search records, borrowing records, class records, and any other personally identifiable uses of library resources information requests, or inquiries.

Exceptions

In accordance with Section 6267, the patron use records of the Monterey Public Library are confidential and shall not be disclosed to any person, local agency or state agency except for the following:

By a person acting within the scope of his or her duties within the administration of the library.
By a person authorized, in writing, by the individual to whom the records pertain, to inspect the records.
By order of the appropriate superior court.

Disclosure process

The disclosure process shall be as follows:

  • Upon receipt of a court order, the Library Director or designated manager shall consult with the City Attorney, who will determine and advise the Library of the appropriate response or action before any records are released.
  • Any threats or unauthorized demands shall be reported to the Library Director or designated manager.

Access to a borrower’s own records

Available circulation or other patron use records for a particular individual shall be made available to that specific individual upon request to authorized staff. Proper identification must be provided.

Any issues relating to the privacy of customer records which are not provided for above are to be referred to the Library Director or designated manager.

Adopted: July 28, 1993
Revised: December 7, 2011

600 Series: Board Operations

601 Authority of Board and Board Members
The Board of Library Trustees of the City of Monterey exists and derives its authority from Article VII, Section 7.1 of the Monterey City Charter, and from Monterey City Ordinance number 679 C.S.

Members of the Board of Library Trustees shall have authority only when acting as a Board in regular session or in special session.

The Board shall not be bound in any way by any action or statement on the part of an individual member except when such action or statement is in pursuance of specific instructions by the Board.

No member of the Board shall have the power to act in the name of the Board outside of Board meetings unless by approval by the Board given at an official Board meeting.

No member of the Board shall use his/her Board title of “member” in endorsement of any candidate or issues or community meeting except as formally authorized by Board action.

The Board of Library Trustees may endorse a non-partisan proposition provided that it is directly related to public libraries and the welfare of the clients thereof. Such endorsement shall be made only by formal action of the Board.

Approved: August 27, 1986
602 Board Member Requests for Information and Reports
The purpose of this policy is to assist in the most economical use of the working hours of the Director and Library staff.

Information and facts are essential for Board members to best carry out the business and decision making responsibilities of the Board. This information is normally obtained from the Director, Library staff or City staff. The important determination in seeking information and facts is whether they are needed to carry out the business of the Board. Board members must guard against unneeded demands on the scarce working time of the Director and the Library staff.

This policy does not pertain to Board member requests for information and facts that any Library patron might normally seek.

The following are guidelines for Board members who seek information and facts from the Director or Library staff:

  • Be certain the information or facts sought are needed for Board business.
  • Board members should normally request information and facts through the Director. This keeps the Director aware of Board concerns and he or she can better facilitate the obtaining of the information or facts.
  • If the information or facts sought are of an extensive nature requiring substantial time, research or is to be a report, there must be prior Board approval by formal action or clear consensus.
  • This policy in no way bars a Board member from requesting that an item be placed on a Board Meeting Agenda.

Approved: September 27, 1989
603 Review, Formulation, and Adoption of Policies
Policies of the Monterey Public Library Board of Trustees shall be consistent with the laws of the State of California and be developed with the concern for the most efficient and constructive operation of the programs and services of the Monterey Public Library.

  • Review and Revision of Policies. Periodically, as directed by the Chair of the Board of Trustees, Board policies may be reviewed and revised as necessary. Revisions may also be suggested by the Library Director or the Board and adopted whenever necessary.
  • New policies. A needed policy may be proposed by a Board member, the Library Director, or a member of the staff making such request through the Director.The proposal for a new policy may be very general when first proposed. The specific writing of the proposed policy shall be as directed by the Chair. It is important in the writing of a policy that all available expertise and pertinent information be utilized.
  • Procedures for Revision and New Policies. With the exception of minor corrections to policies, all revisions of policies and proposed new policies shall be adopted through the process of two readings at regularly or specially scheduled Board meetings with adoption no earlier than the second reading. Recommendations or alterations may be discussed orally at any reading. Changes as adopted, will be incorporated in the proposed revision or new policy.

Approved: May 22, 1991
Revised: September 26, 2018