All accidents involving employees during working hours or while on Library premises, and all other accidents in which the Library or its property are involved directly or indirectly, including those involving patrons of any age, are to be reported immediately to the Director or Person in Charge (PIC).

Any unsafe working conditions are to be reported as soon as possible to a supervisor, the Director, or PIC.

First aid kits are available at the Library if necessary.

The Mattoon Public Library follows all policies as set forth by the City of Mattoon in their Safety Manual.

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The Personnel Policy Section describes important information about the Mattoon Public Library and I understand that I shall consult my supervisor or the Director regarding any questions not answered therein. I have entered into my employment relationship with the Library voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or the Library can terminate the relationship at will, with or without cause, at any time, so long as there is no violation of applicable federal or state law.

Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the policies may occur. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies. Furthermore, I acknowledge that this policy is neither a contract of employment nor intended to create contractual obligations. I have received a copy of this policy and understand that it is my responsibility to read and comply with this policy and any revisions made to it.

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The Mattoon Public Library subscribes to the American Library Code of Ethics which says:

Code of Ethics of the American Library Association

As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

1. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
2. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
3. We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.
4. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
5. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
6. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
7. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
8. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of coworkers, and by fostering the aspirations of potential members of the profession.

Adopted June 28, 1997, by the ALA Council; amended January 22, 2008.

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The Mattoon Public Library subscribes to the ALA Statement of Professional Ethics which follows:

American Library Association Statement of Professional Ethics

1. Librarians must provide the highest level of service through appropriate and usefully organized collections, equitable circulation and service policies, and skillful, accurate, unbiased, and courteous responses to all requests for assistance.
2. Librariansmustresistalleffortsbygroupsorindividualstocensorlibrary materials.
3. Librarians must protect each user’s right to privacy with respect to information sought or received and materials consulted, borrowed, or acquired.
4. Librarians must adhere to the principles of due process and equality of opportunity in peer relationships and personnel actions.
5. Librarians must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of an institution or professional body.
6. Librarians must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the employing institution.

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Introduction and Purpose

This document is the personnel policy for employees of the Mattoon Public Library. The policy is intended to provide all employees with an understanding of the Library’s overall organization, staff positions, operational policies for employees, salary policy and employee benefit policies.

Section 1 – General Policies

At Will Employment

It is the policy of the Mattoon Public Library that all employment is on an ‘at will’ basis which allows the employment to be terminated at any time by either the employee or the Library ‘at will’ with or without cause. Nothing in this manual shall be held to convey to any employee a promise or offer of any type of right to continued employment. This is not an employment contract. Any other form of employment must be in writing and approved by the Board of Library Trustees.

Equal Opportunity Employment

It is and shall be the policy of Mattoon Public Library to afford equal opportunity for employment and promotion regardless of race, color, religion, sex, age, sexual orientation, national origin, political opinion, or handicapped condition so long as the handicap does not interfere with the employee’s ability to perform his/her assigned duties. Also, all personnel actions, such as compensation, benefits, sponsored training, social and recreational programs, shall be administered without regard to race, color, religion, sex, age, national origin, sexual orientation, political opinion, or handicapped condition.

Americans with Disabilities

The Mattoon Public Library fully complies with the requirements of the Americans with Disabilities Act. It is the policy of the library to make its application process, employment activities, working environment, benefits, and advancement opportunities accessible to persons with disabilities. The library makes reasonable accommodations to a qualified individual with a disability who is an applicant or employee, unless an accommodation would place undue hardship on library finances or operations. The Library Director and the Library Board together will consider requests for accommodation of disabilities and will determine what, if any, accommodation will be made.

Section 2 – Hiring and Employment Practices

The Library Director shall work with supervisors in finding the best qualified applicants for each position. The following guidelines shall be used to recruit applicants and to establish their eligibility for employment. Candidates for a position at the Mattoon Public Library must live within 20 miles of Mattoon, IL or be willing to move to the area within 6 months of being hired.

1. Advertising. The Library Director shall advertise in a positive manner the employment needs for the library. The Director shall attempt to obtain at least three (3) qualified candidates for each vacancy by recruitment from within and outside the City service.
2. Pre-employment Information. The Library Director shall:
   1. Require each applicant to complete an application form and submit additional information, if needed, regarding his/her education, experience, and training.
   2. Initially interview qualified applicants to appraise in terms of job-relatedness candidates for the position.
3. Reference Checks. The Library Director may conduct, when appropriate, personal reference checks on applicants. Background checks shall verify job-related information on the written application, statements made during the interview, and other facts deemed necessary. A prior criminal conviction, taken by itself, will not necessarily disqualify an applicant. If a background, investigation discloses misrepresentations made by the applicant, he/she may be refused employment or, if already employed, may be terminated.
4. Testing. Tests administered for employment or promotion will be specifically job-related. To determine the qualifications of an applicant, the Library Director may use:
   1. Written or hands on examinations, demonstrating each candidate’s knowledge and skill in a particular field
5. Final Selection. The Library Director shall require each person hired to complete all forms required by law or library policy. The Library Director shall also timely notify all others who applied for the position that the position was filled.

The Initial Ninety Day Period

Each new employee will be periodically reviewed and evaluated during the initial ninety day period, and a written evaluation shall be prepared before the conclusion of the period. If the evaluation is unsatisfactory, the employment will be terminated at that time.

Section 3 – Employee Operational Policies

Appearance Policy

Employee appearance at work should always reflect the highest standards of professionalism. Employee should always be well groomed, and attire should be appropriate to the position. The following clothing is prohibited for all employees who work in the public service area:

1. T-shirts with writing that is not library related
2. Sweatshirts and sweatpants.
3. Thong-type sandals
4. Clothing that is unnecessarily provocative, i.e, midriff tops, skirts that are more than 4 inches above the knee, halter tops, or strapless clothing of any type.

Clothes should be neatly pressed and should not have holes and/or stains. If it is judged that your clothing does not meet these standards, you may be asked to go home and change into appropriate attire.

Work Schedules

All employees must be at the Library, ready to work, when their shift starts. Repeated tardiness to work will be documented in the employee’s personnel file. It may eventually be the cause of discipline or dismissal.

The Library opens promptly at 9:00 am. Employees (if scheduled for a day shift) must be on their floor, ready to conduct business, promptly at 8:00 am when the workday begins. Failure to do so will result in documentation in their personnel file, and may eventually result in discipline or dismissal.

Scheduling of days off, etc. is at the discretion of the Director. While employees will always receive 2 days off per week, work schedules may occasionally change (with at least one week of notice) if it is needed for successful library operations.

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1. While normal library operations are not likely to involve circumstances exposing employees or users to bloodborne pathogens, the Mattoon Public Library complies with Illinois Department of Labor regulations and therefore the federal Occupational Safety and Health Administration regulations relating to occupational exposures to bloodborne pathogens which have been incorporated by administrative actions.
2. Exposure Determination: No particular job classification of the Library has occupational exposure (meaning “reasonably anticipated…contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties”), however, emergencies may occur with staff or patrons, particularly youth or elderly patrons, to which library employees in all classifications may be called upon to respond with assistance. Or emergencies with “out of control” individuals (e.g. biting, spitting, etc.) could present an individual threat.
3. Universal Precautions: All potential circumstances of exposure must be taken into account by the Library and its employees to protect against exposures. Hepatitis B (HBV), human immunodeficiency virus (HIV), and other bloodborne pathogens found in human blood and other body fluids cause life-threatening diseases. In emergency or other such circumstances, when contact with blood or other potentially infectious materials may result, the Library’s approach to infection control requires all human blood and body fluids to be treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens. Engineering and work practice controls shall be used to eliminate or minimize employee exposures, and if a possibility of exposure remains, personal protective equipment shall also be used.
4. Exposure Control Plan: At any time within the Library environment that human blood, human body fluids, or other potentially infectious materials are presented, the area contaminated shall be immediately cordoned off and quarantined, even if the entire library must be closed to accomplish this completely. Personal protection clothing, such as gloves, gowns, masks, etc., shall be provided and used in the cleanup and safe disposal of contaminated waste such as diapers, blood-tinged materials (e.g. Band-Aids, gauze, cotton, clothing, etc.), etc. If advisable, a professional hazardous/contaminated cleanup firm shall be contacted and retained for complete cleanup and decontamination. The quarantine shall be effective until complete cleanup and disposal is obtained. Hand-washing facilities are provided by the Library and must be used by the employees as soon as feasible, including following the removal of personal protective equipment. A complete record of all incidents, exposures, cleanup, and disposals shall be kept as required by the regulations.
5. Training and Immunizations: The Library shall provide directly or through System, State, or associational programs, annual in-service training/educational programs for all affected employees. Any employee who has an occupational exposure shall be offered, at no charge, the hepatitis B vaccine series, in accordance with the regulations. Following the report of an exposure incident, the Library will make immediately available to the exposed employee or employees a confidential medical evaluation and follow-up as provided in the regulations.

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Plan Last Updated: January 5, 2009, to be reviewed on an annual basis

Evacuation Plans: Should the building need to be evacuated during open hours:

Fire:

• Pull alarm (if not already sounding) to alert other floors. Alarm being pulled will also alert fire department.
• If fire is small and contained, use a fire extinguisher to put it out.
• If the fire is not small, clear all patrons and staff and leave through the nearest, safe exit.
• DO NOT use the elevator in the case of a fire. Each floor’s staff is responsible for evacuating both patrons and staff from their floors.
• In the case of a disabled patron, assist where you can, but allow the fire department to assist too.
• Gather across 16th St. at the bank building so that everyone’s safety can be ensured.
• When children and parents are on different floors, do not wait for parents to come after children. A staff member will take the children with them to the safe location and parents and children will be reunited there.

Torndo:

• The elevator should not be used in high weather due to potential electrical outages. Call the fire department (911) for assistance in moving disabled patrons.
• During a tornado warning, relocate all staff and patrons to the lower basement. Do not allow anyone to leave until the sirens have been shut off.

Power Outage:

If a power outage occurs:

• Remain calm.
• Provide assistance to visitors and staff in your immediate area.
• If you are in an unlighted area, proceed cautiously to an area that has emergency lights.
• If you are in an elevator, stay calm. Use the intercom or the emergency button to notify building staff.
• If instructed to evacuate, go to a designated area.
• Secure the building from vandalism, intrusion, and fire.

General Evacuation Plan:

Employee Evacuation Procedure

In advance, each staff person and volunteer should:

• Understand the evacuation plan.
• Recognize the sound of the evacuation alarm.
• Know at least two ways out of the building from your regular work space.

When you hear the evacuation alarm or are told to evacuate the building:

• Remain calm.
• Immediately shut down any hazardous operations.
• Leave quickly.
• The highest ranking person who is physically present in each department is responsible for insuring all members of his/her department evacuate the area. In addition, employees should check that all others in the work space are leaving as instructed.
• As you exit, quickly check nearby rest rooms, workrooms, closets, etc.
• Accompany and help handicapped personnel, visitors, and any co-workers who appear to need direction or assistance.
• Take with you: your car keys, purse, briefcase, etc. Do not attempt to take large or heavy objects.
• Shut all doors behind you as you go. Closed doors can slow the spread of fire, smoke and water.
• Proceed as quickly as possible, but in an orderly manner. Do not push or shove. Hold handrails when you are walking on stairs.
• Once out of the building, move away from the structure.
• Go to the staff assembly area (across 16th St. on sidewalk in front of bank building). Do not block roadways that emergency vehicles might use. Follow separated child policy stated above.
• All staff and volunteers must be accounted for promptly. Assist in a head count

Staff Members to be called in the event of a disaster:

Library Director: Ryan A. Franklin
Work #: 234-2621
Home #: 345-5318
Cell#: 502-9885

Maintenance Person: Jasmine Jones
Work #: 234-2621
Home #: 345-9409
Cell: #:

Library Board President: Liana Hite
Work #:
Home #: 234-9035
Cell #:

All personnel will work on disaster recovery efforts as directed by the Library Director or Board President.

Hazard Response:

Generally, local public authorities can handle most incidents impacting the library: Call following agencies to stimulate the proper response to the situation. Most responses begin with a call to 911. Calmly articulate the problem and the public safety dispatch agency will send the proper authorities and responders.

Full list of agencies is available in the downloadable PDF below.

Elevator

The elevator is serviced by Thyssenkrupp Elevator (309-691-2596)

If someone is trapped inside the elevator, turn off the main elevator switch located in elevator equipment room (Lower Basement across from the elevator). After a couple of seconds, turn it back on. It should reset and be ok.

If not, turn off the main switch again. Try to determine which floor the elevator is stuck on and use the key (also located inside the elevator equipment room) to open the outside later of the elevator door.

The inside layer of the door may then be opened manually.
Always turn off the main switch before attempting this!!!!

If all else fails, call the elevator company.
Never use the elevator in the case of an emergency.

Flashlights & Disaster Kits

• Flashlights and Disaster kits are located at both service desks.
• They are also located in staff kitchen, the director’s office, and in the lower basement kitchen.

Heat Pump Alarm

The Heat Pump Alarm is inside the boiler room. To silence the alarm, press the Alarm button. On the screen it will tell why the alarm is going off.

Make note of what this says so you can relay the information to the Staff at Industrial Mechanical. Call Industrial immediately.

Disaster Plan Books are kept in:

Director’s office (in bookcase)
Both Service Desks
At Director’s Home (14005 E CR 300 N, Charleston (on the other side of Lerna).)
At Board President’s Home (2004 Shelby Ave.)

Computer Equipment

In the event of an emergency that prevents the normal operation of computer equipment, the following people should be contacted:

Brian Johanpeter – City Technical Support Cell #: 259-6698

Hans Warner – City Technical Support Cell #: 254-8327

Ryan A. Franklin Work #: 234-2621 Home #: 345-5318 Cell #: 502-9885

All Horizon Data is stored at Lincoln Trail Library System, and will not be affected by a local emergency.

An inventory of all computer equipment (as of October 2007) has been attached to this document.

Disaster Recovery (from the Illinois State Library)

If a disaster strikes when the building is occupied, your first concern should be for the safety of the individuals inside. Escape routes, alternate routes and procedures for evacuating the building should be clear to all personnel and visitors. Practice drills should be conducted on a regular basis to eliminate panic during a real emergency.

Most disasters tend to occur when the building is unoccupied. In the event of a major disaster, do not enter the building until it has been declared safe to do so by emergency personnel. 95% of all disasters will result in water-damaged materials. Keep in mind that mold will form within 48 to 72 hours in a warm, humid environment.

The following steps are recommended for an effective recovery operation.

Assess the damage:

• How much damage has occurred? What kind of damage is it (fire, smoke, soot, clean water, dirty water, etc.)? Is it confined to one area or is the entire building damaged? How much of the collection has been affected? What types of materials have been damaged? Are the damaged items easily replaced or are they irreplaceable? Can the in house recovery team salvage them, or will outside help be required?
• Walk through the entire area and take extensive notes. Photographs should be taken to document the damage. Contact the insurance carrier, sources of supplies and services, LTLS, and the Illinois State Library. Stabilize the environment:
• The environment must be stabilized to prevent the growth of mold
• The following equipment should be readily accessible to help stabilize the environment:
• Portable generators, in case of power failure
• Pumps, to remove large quantities of standing water
• Fans to circulate air
• Thermometers, hygrometers, hygrothermographs and/or sling psychrometers, to measure the temperature and humidity.
• Dehumidifiers can help lower the humidity, but they usually are only effective in small, enclosed areas, and tend to increase the temperature in a room. They can also freeze up in lower temperatures required for salvage and recovery operations. Raising the temperature will not lower the humidity; it will only accelerate mold growth. Temperature and humidity should be monitored closely.
• Air should be circulated in the damaged area. This may be accomplished by running fans constantly. If possible, they should expel the humid air from the area. Extreme caution must be taken, as standing water can conceal hazards.

Activate the in house disaster recovery team

• Organize work crews and be sure their responsibilities are clearly defined. No salvage activity should begin until the team leader has determined a plan of action.

Restore the area

• After the damaged items have been removed and the environment has been stabilized, the area must be thoroughly cleaned. Walls, floors, ceilings and all furniture and equipment must be scrubbed with soap and water. Carpeting, especially the padding under it, should be carefully examined, as mold will develop rapidly. Only professionals should perform removal of smoke odor and fogging with fungicides or insecticides.

Water-Damaged Materials

A number of options are available for treating water-damaged materials. The choice of treatment will depend on the extent and type of damage incurred, and the manpower, expertise and facilities available.

Freezing

• Freezing wet materials will stabilize them and provide you with time to determine your course of action. Mold will not grow and further deterioration from water will not occur when materials are in a frozen state. Books have been left in a freezer for ten years and successfully thawed and air-dried with no resultant damage. Freezing will also help eliminate smoke odor from materials.
• Rapid freezing is recommended to minimize damage from ice crystals (the faster the materials are frozen, the smaller the ice crystals will be.) Temperatures below 15 F will freeze and dry out wet materials. If freezer space is not immediately available, and the outside temperature is below 15 degrees F, place the materials in a secure area outside. Cover them with plastic but do not seal, if rain or snow is expected.
• Freezing is an intermediate stage. After materials have been removed from the freezer, they must be placed in a vacuum freeze dryer or air-dried.

Vacuum freeze-drying

• Vacuum freeze-drying is the safest and most successful method, although it is the most expensive. Materials must be already frozen when they are placed in a sublimation chamber. This type of chamber operates under high vacuum and high heat, and turns the ice crystals in and on the frozen materials to water vapor. The vapor is then collected on a cold panel that is chilled to at least -200 degrees F, so it cannot go back on the materials. If they are not frozen when they are put into the chamber, the materials will freeze on the outside and the water molecules on the inside will be forced through the frozen barrier as the vacuum is pulled. This action can cause the book or document to explode.
• When materials are removed from the vacuum freezer chamber, they will be very dry and should acclimate for at least one month before they are opened to avoid cracking the spine and/or binding (this is especially true for leather bindings).
• Materials so treated will not look like new, but show sings of swelling and distortion. Stanford University Library staff members reported that they needed an additional 12% of shelf space for materials that had been treated in Lockheed’s chamber. Photographs will not be damaged by this treatment, but rubber cement will dissolve and stain the pages to which it has been applied.

Air-drying

Air-drying should be performed only in a stable environment to inhibit the growth of mold. The ideal environment for air-drying is 50-60 degrees F and 25-35% relative humidity. Instructions are outlined below. This process is not recommended for coated stock materials such as art books.

Vacuum Drying

Vacuum drying involves the placement of wet materials in a chamber that pulls the moisture by means of a vacuum. This method is not recommended as the heat involved is damaging to paper (especially bound paper) and photographic materials. Microwave ovens should not be used, for the same reason.

The following salvage procedures are recommended for volumes that are to be frozen:

Removal

• Clear the floors and aisles first.
• Begin with the wettest materials. These will usually be on the lowest shelves, unless water has come in through the ceiling.
• Dirt and mold should be removed and treated before freezing. If time does not permit these activities, dirty and/or moldy books may be frozen (mud will easily brush off when it is dry.) Silt should be washed out immediately, as it is almost impossible to remove when it is dry.
• Pack materials on site if possible. If possible, remove by human chain.
• Keep accurate records of the locations from which materials are removed.

Packing

• Remove volumes from shelves in order.
• Insert one piece of freezer paper/wax paper between volumes.
• Pack crates one layer only, snugly enough that volumes will not slide or lean.
• Wrap open books as found and place on top of a packet container. Do not place more than one open volume in a container. Be sure there is a freezer paper barrier between the packet volumes and the open volume to prevent staining from binding dyes.
• If books are stuck together, do not attempt to separate them, but pack them as one volume.
• Pack items in the condition in which they were fond. Do not attempt to close open volumes or open closed volumes that are wet.

Record keeping

• Label each container with your institution’s name and assign it a number.
• On a separate sheet of paper, record the box number, call numbers of the first and last volumes packed and the total number of books in each container. If they are not in call number order, not the location where found.
• If the containers are sent to more than one freezer, note which containers are sent where.
• Keep records of discarded items.

Transporting

• Materials should be placed in a freezer facility as quickly as possible to prevent the growth of mold. Care should be taken that containers do not fall over during transport, as further damage may result.
• Materials should be placed in refrigerated trucks if they cannot be frozen within 48 hours. The following salvage procedures are recommended for volumes that are to be air-dried:

Washing procedure

• Keep the book tightly closed and hold it under cold, clean running water.
• Dab gently with a sponge to remove as much mud as possible from the binding. Do not rub or use brushes and do not sponge the pages or edges, as these
  actions can force mud into the spine or the wet pages and cause further damage to the volume. Let the motion of the running water clean off the dirt.
• Squeeze the book gently and with even pressure to remove excess water and to reshape the binding.

Do not wash

• Open or swollen volumes
• Vellum or parchment bindings or pages
• Full or partial leather bindings
• Fragile or brittle materials
• Works of art on paper
• Water-soluble components (inks, tempura, watercolors, dyes, charcoal, etc.)
• Manuscripts
• Non-paper materials

Saturated volumes

• Do not open – wet paper tears easily
• Set volumes on their heads on absorbent paper. Pages tend to droop within the binding when a volume is shelved upright, so setting it on its head will counteract this tendency. Plastic sheeting should be placed under the paper toweling or unprinted newsprint to protect tabletops. Turn the volumes right side up when changing the paper beneath them. Their position should be reversed each time the paper is changed and the wet paper removed from the area.
• Covers may be opened to support volumes.
• Freezer paper/waxed paper may be placed between the cover and the end leaf to prevent staining from the binding dyes.
• When most of the water has drained, proceed to the next section, damp volumes.

Damp volumes

• Very carefully open the book (not more than a 30 degree angle).
• Begin interleaving from the back and keep the volume in an upright position.
• Place interleaving sheets at intervals of 25 leaves (50 pages) unless they will distort the volume.
• Change interleaving frequently. Do not reuse the sheets.
• Continue to change the paper underneath and remove from the area.
• Slightly damp volumes/volumes with only wet edges
• Stand volume on its head and fan open slightly. Paperback books may support each other with a barrier between them or they may be wedged with  Styrofoam pieces. Fan should not be directed on the books, the air should circulate but books should not be in the path of the fan.
• When almost dry, lay the volumes flat and place weights (not other drying books) on them to minimize distortion.

Do not stack wet volumes

• Lightweight volumes (less than six pounds) may be hung on lines to dry.
• Use monofilament nylon lines, not more than 1/32″ diameter, not more than five or six feet long, spaced approximately one half inch apart.
• Do not line dry a saturated volume as the monofilament will cut through the wet paper.

Documents/unbound materials

• Freeze as found.
• Do not remove from the file cabinet drawers, document cases or folders.
• Use sponges or paper towels in a gentle blotting manner to remove excess water from containers.

Separation of wet sheets.

• Place a sheet of polyester film, such as Mylar, on top of a stack of wet, unbound papers.
• Gently utilize a bone folder or your palms, surface friction will cause the wet paper to adhere to the film.
• Peel back the top sheet and place it on top of a piece of polyester web, such as Reemay or Hollytex.
• Remove the polyester film.
• Place another sheet of polyester web on top of the wet sheet.
• Repeat the entire process, separating the wet sheets one at a time and interleaving them with polyester web. (Materials may be frozen at this stage.)
• Air-dry the sheets (supported by the polyester web) by placing them on absorbent paper on tables or on top of closely spaced monofilament lines. Air in the room should be kept circulating, but fans should not blow directly on the materials.
• The papers may be flattened when they are almost dry by placing them between two sheets of blotting paper (to remove excess moisture) and applying even pressure with weights. Blotting paper should be larger than the item being dried, and should be changed regularly.

Photographic materials

Do not expect to salvage color photographs, as the colored layers will separate and the dyes will fade quickly. However, if you wish to try, freeze them immediately, or transport them to a photographic laboratory. Photographic materials should not be allowed to dry out after they become wet, as they will stick to their envelopes or to each other. Any attempt to separate them after they have dried together will result in damage to the emulsion or the image. Remove the materials from their protective enclosures and wash off any mud or dirt under cold, clean running water.

The following options are available for salvaging photographic materials.

• Air-dry prints and photographs flat on paper towels, with the image up.
• The Eastman Kodak Company provides free emergency service for cleaning and
  drying its own black and white roll microfilm. Their Disaster Recovery Program rescues and restores damaged film. If disaster strikes, you can call leave a message at 1-800-352-8378. Staff will then call you back to assess your situation and advise you on how to proceed. Personnel and equipment will be scheduled to deal with your microfilm when it arrives.

Mold

Mold and mildew are interchangeable names for fungi. They are difficult to kill and can remain dormant for many years. Spores are always present in the air and will grow when the environment is warm and humid. Freezing will inhibit the growth of mold and is recommended if time does not permit immediate treatment.

• Mold can develop within 48 to 72 hours in an environment where the temperature is over 75 degrees F and the relative humidity is over 60%.
• Separate the affected materials to prevent spreading. Remove these volumes to an area where the environment is cool and dry, to help inactivate the mold as soon as possible.
• If the materials are wet and mold is beginning to develop, interleave with regular paper towels, and make sure the paper towels are thrown away and removed from the treatment area. Deal with mold once the volume is dry, the environment has been stabilized, and the mold is inactive.
• Keep the air circulating in the room.
• Mold is easier to remove when it is dry. Use a HEPA (high energy particular air) vacuum to remove mold or brush it off onto paper. When mold removal is complete, throw away all materials used to clean moldy materials, including any brushes or paper used to collect mold spores. Remove these materials from the area.
• Materials that will be fumigated should be removed from plastic crates, as plastic will absorb fungicides. Only a professional chemist or conservator should do fungicide fogging.

Materials Damaged by Dust and/or Soot

This procedure only works on dry materials. Using a soft, dry brush or a chemical sponge (made of vulcanized rubber that does not contain chemicals, and is also referred to as a dirt eraser, soot sponge or dirt sponge) gently brush the cover of the volume to remove the dust or soot. Then, hold the volume so it is tightly closed and gently brush the top and bottom of the pages from the spine to the fore edge. Lastly, brush the fore edge of the pages, from top to bottom. When brushing the pages, be careful not to force dust or soot particles between the pages.

Removing Odors

A small garbage can with a tight fitting lid can be used to aid in deodorizing materials. If the materials are bound, stand them up and fan their leaves open. In a small container, place baking soda, activated charcoal or charcoal briquettes (make sure you do not use quick lighting briquettes or ones that have lighter fluid in them). Place the container containing the deodorizer inside the larger container and seal the larger container. Do not place the container of deodorizer on top of or touching the library materials.

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The Mattoon Public Library has long recognized that the non-medical use of controlled substances is hazardous to the health of the patrons and employees of the Library. The irresponsible use of alcohol by employees is detrimental to the library environment. The illicit manufacture, use, possession, or distribution of controlled substances, look-alike drugs, drug paraphernalia, and the manufacture, use, possession, or distribution of alcoholic beverages, marijuana, and its derivatives as defined by Illinois and Federal statute, at any time, is not permitted at any library location.

“Library location” means in any library building, on any library premises, in any library- owned vehicle, or at any library-sponsored activity where patrons or employees are engaged in activities under the jurisdiction of the Library. This shall include any period of time when an employee is engaged in library business.

Any employee who violates the term of the Library’s drug and alcohol policy may be asked to enter a drug and alcohol treatment facility. If the employee refuses treatment, they may be suspended or terminated pursuant to the rules and regulations of the Library and applicable state statutes. The Library may in its discretion refer incidents to appropriate legal authorities for prosecution when this policy is violated. Any drug or alcohol related felony conviction will result in the employee’s immediate termination. Sanctions against employees shall be in accordance with prescribed library regulations and procedures. The Library’s employees, as a condition of their employment, agree to abide by the terms of this policy and to notify the Library, no later than five (5) days after a conviction, of any criminal drug or alcohol statute conviction for a violation occurring at a library location. The Library, if or when required by law, shall report such conviction to the appropriate authorities.

A patron who violates the terms of this policy may be expelled from the library location involved or any library location at the discretion of the Library, and use privileges may be suspended for a specified period of time. The Library may, in its discretion, refer incidents to appropriate legal authority for prosecution when this policy is violated. Sanctions against patrons shall be in accordance with prescribed library regulations and procedures.

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Formal Disciplinary Action

No employee shall be disciplined because of age, sex, race, color, religious belief or practice, sexual orientation, or exercises of constitutional rights.

In most cases, conduct that requires more disciplinary action than a simple verbal reprimand will follow the normal timeline.

First offense: Verbal reprimand
Second offense; written reprimand
Third time: 1-5 day suspension without pay
Fourth Time: discharge.

All steps within this timeline refer to repeated violations within a 1 year period.

The following behaviors will constitute a need for immediate discharge:

• Assaulting a supervisor, coworker or patron
• Conviction of a criminal felony
• Possession of illegal drugs or alcohol on the job
• Working under the influence of alcohol or illegal drugs, unless treatment for the problem is immediately sought.
• Theft from the library.

Documentation

The director will document all disciplinary actions in writing. Copies of documentation relating to the action will be given to the employee and copy will be placed in the employees file.

Termination

Upon resignation or termination (including dismissal), an employee is entitled to all unused vacation time. Upon resignation or dismissal, an employee is NOT entitled to accumulated sick time. All unused sick time will not be paid out to an employee who as resigned or been discharged.

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The library may reimburse the tuition cost for courses directly related to an employee’s job, and may reimburse one half of the tuition for any course indirectly related to an employee’s job, up to a maximum of $1000 per semester, $2,000 per calendar year for each regularly employed full time employee. For regularly employed part time employees, the maximum is $500 per semester, $1,000 per year. For both full time and part time employees, the course must be successfully completed.

1. In all cases a grade of “B” or higher will represent successful completion of the course.
2. Reimbursement applies only to tuition and fees. In no case will reimbursement for books, supplies or other expenses be made.
3. Reimbursement applies only to library-related courses offered for college credit.
4. To receive tuition and fees reimbursement, the employee must submit to and have approved by the library director a request for tuition reimbursement prior to commencement of the course. The library director’s determination is final whether a course directly, indirectly, or does not, relate to an employee’s job.
5. The lifetime maximum is $4,000 per employee.
6. Employees who plan to seek tuition assistance should be aware the library board typically approves the budget in March or April. Thus, employees should strive to make requests in time for them to be considered during the budget process.
7. The library reserves the right to demand repayment from an employee for the reimbursement for expenses paid in the last 12 months if the employee resigns within 1 year after the city has reimbursed for education expenses.
8. To be eligible for tuition reimbursement, an employee must have at least 12 months of continuous employment.

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It is the policy of Mattoon Public Library not to hire immediate family members of employees (as defined in our Policy on Leaves), in the same line of supervision, subject to any applicable legal provisions.

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Any employee having a complaint is to bring it to the attention of her/his supervisor or the Director. If the problem is not handled to the employee’s satisfaction, it may be brought to the attention of the Board of Library Trustees following these procedures:

Initial Procedure

1. Upon a problem or complaint, the employee should promptly contact the Director.
2. The Director appeals directly to the Board.

Appeal Procedure

After the initial channels have been followed without satisfactory results, then a formal written statement may be filed with the Board in the following prescribed form:

1. Statement of problem
2. Reply by the person (s)involved
3. Action taken at the conclusion of each prior step of the procedure
4. Statement of each action signed by the appropriate persons

Timetable

Each problem should be initiated, heard, and resolved within as short a period of time as possible according to the nature or severity of the problem and the availability of essential personnel.

Most complaints or problems should be settled within 30 working days after initiation. In all matters, the decision of the Board of Library Trustees shall be final and non- reviewable.

If the matter involved discipline by either suspension or termination and the employee is reinstated by the Board of Library Trustees’ decision, all benefits, pay, and status lost due to suspension or termination will also be reinstated to the employee’s credit.

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The dues for ILA will be paid 100 % for all staff. ILA dues for the Board of Library Trustees shall be paid 100%. ALA dues for the Director and President of the Board shall be paid 100 %.

For approved travel to ILA, System, and State Library meetings and conferences by staff, Director, or Trustees, 100% of reasonable airline or train fares, mileage, shuttles, and parking will be reimbursed. Mileage will only be reimbursed at the rate of trips originating from the Library if it is less than mileage from home.

When overnight stay is required or advisable for staff, Director, or Trustees, 100% of reasonable rates will be reimbursed at the single rate. Accompanying spouses or non- staff must pay additional expense above the single rate.

For meals while in attendance out of the area, a per diem is allowed as follows: $35 per diem or $40 for large cities. Partial day claims will be based upon the following approximate rates:$5 for breakfast, $10 for lunch, and $20 for dinner. Per diems may be paid in advance. Receipts must be kept and presented to the Library within one week of the return home. Any unused money must be refunded to the Library. All receipts for travel, hotel, and meals must be turned into the Library office for reimbursement. Mileage is reimbursed in accordance with the IRS allowable rate (currently 58 cents per mile).

An Expense and Mileage Report must be filled out and maintained during all approved trips. Certain trips mileage is already figured for (such as to LTLS), all other trips will be mapped out and mileage calculated using a program such as Map Quest or Google Maps.

When at an approved travel events, staff will be “on duty”. Normal days off that are worked during a trip will result in a compensatory day off with in 2 weeks of trip. Behavior on such trips should reflect the decorum expected of a Mattoon Public Library staff member in building.

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The Mattoon Public Library complies with the requirements of federal immigration law, and for all employees hired after 1988, the Library shall have a properly completed Form I-9 which shall be kept as a part of its permanent personnel records.

Copies of Form I-9 (Employment Eligibility Verification) can be obtained through the U. S. Department of Justice Immigration and Naturalization Service or through the personnel office of your library system.

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The Library acts to ensure the safety of its patrons and its employees during inclement weather. All decisions to open late, remain closed, or close early will be made by the Director. Decisions will generally rely on actual observed conditions rather than predictions.

Employee Absences

Employees will be contacted in the event there is any change to regular operating or staffing hours. Unless contacted, all employees are expected to be on time for their regularly scheduled work period.

Employees who are unable to report to work due to weather related conditions should contact their supervisor as soon as such a condition becomes apparent. Employees who are unable to report to work when the Library is open must use Vacation Leave.

Compensation

If there is a deviation from the Library’s regular operating hours, employees will be compensated for their regular work hours at their regular rate of pay (without the use of Leave) for the time they were scheduled to work. Employees who are scheduled off or who are on previously arranged Vacation Leave or Sick Leave will not receive any extra compensation.

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Sick Leave

Paid sick leave of 10 working days per year for all full time employees are allowed with an accumulation of up to 150 days. One sick day per year may be used for personal business. Sick leave may also be used to care for a member of the immediate family up to five days, or for medical appointments which can only be scheduled during working hours.

Earned sick leave will be recorded on each employee’s personnel record. All absences charged to sick leave will be reported directly to the Director. Use of sick leave will be recorded on personnel records by date. Job attendance is very important in performance ratings. Absences beyond three (3) consecutive days may require a doctor’s report. If an employee goes 6 full months without taking a sick day, they will gain an extra day of vacation to be used within the normal calendar year.

In the event of separation or retirement, no compensation will be made for accrued sick leave, other than necessary compensation to IMRF, in the case of a retirement.

Sick Leave & Vacation Policy

As vacations must be scheduled in advance to ensure smooth running of the library, employees cannot “extend” vacations or holidays through use of sick leave. Sick leave will not be paid if it is requested directly before or after an employee’s scheduled vacation or directly before or after a library holiday, unless a valid doctor’s excuse is presented upon return to work.

Funeral Leave

Full-time employees may take up to three days leave with pay in the case of a death in the immediate family. Immediate family includes grandparents, parents, guardians, siblings, spouse, in-laws, or child.

In the case of other family members (aunt, uncle, niece, nephew), one day of paid leave will be allowed to full-time employees. Other requests for funeral leave will be considered on an individual basis by the Director.

Jury Duty, Court Leave, Voting Privileges

Full-time employees who are called to serve on jury duty, receive a subpoena, or are ordered by a court order to attend court or pre-court proceedings will be granted leave with pay. In accordance with the state law, an employee will be allowed enough time to vote if prior arrangements are made with the Director.

Family Medical Leave

Family Medical Leave is provided in compliance with the Family and Medical Leave Act of 1993 (FMLA). Employees who qualify may receive up to twelve (12) weeks of job- protected leave during any twelve-month period.

1. Eligibility. To be eligible for family/medical leave, an employee must have worked for the Library for at least twelve (12) months. Further, the employee must have worked at least 1,250 hours during the previous twelve (12) months. Employees who do not meet minimum FMLA requirements may still qualify for other types of leave under Library policy. The Library may deny leave to employees who do not comply with this section or with FMLA requirements.
2. Grounds for Family/Medical Leave. A serious health condition is one that requires inpatient care or continuing medical treatment. The Library Director can help an employee determine if a particular situation meets this definition. Eligible employees may use family/medical leave for the following reasons:
   1. Care of a child upon birth or placement for adoption or foster care. The leave must conclude within a year of birth or placement;
   2. Care of a spouse, child, or parent suffering from a serious health condition; or
   3. An employee’s inability to perform essential job functions because of his/her own serious health condition.
3. Notification
   1. An employee should provide at least thirty (30) days notice to his/her Director when the need for leave is foreseeable. When circumstances beyond an employee’s control exist, he/she must give as much advance as possible.
   2. An employee requesting leave under this policy must complete the approved form available in the Library Director’s office.
   3. If the leave is foreseeable, the employee shall make a reasonable effort to schedule treatment so as not to disrupt library operations unduly.
4. Medical Certification
   1. With regard to a serious health condition, an employee requesting leave must furnish the Library Director with medical certification from a health care provider which sets forth the following:
      1. The date when the condition commenced.
      2. The probable duration of the condition
      3. The diagnosis of the condition
      4. A brief statement of the treatment prescribed for the condition by health care provider. The statement should include such things as the estimated number of visits; the nature, frequency, and duration of treatment; and any treatment by another provider of health services deemed necessary.
      5. An indication of any inpatient hospitalization required
      6. A statement that the employee is needed to care for a child, spouse, or parent, if the leave is for that purpose.
      7. A statement that the employee is unable to perform the essential functions of his/her job because of his/her own serious health condition, if the leave is due to that reason.
   2. The Library Director may require a second or third medical opinion, at employee’s expense, periodic recertification of the serious health condition, and/or a fitness for duty report to return to work, as necessary.

Holidays

Regular full-time employees are eligible for holidays off with pay. Employees are entitled to 12 paid holidays per year. The dates of library closings will be determined by the board in December. The employee is also entitled to a paid day off on their birthday (to be taken the day of, the day before, or the day after), and one personal day.

Observance

1. If a normal library holiday, such as Christmas, occurs on a Sunday it will be observed on the Saturday.
2. The Library Director may revoke or restructure the observance of any holiday in order to provide necessary functions and services of the Mattoon Public Library.

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1. A personnel file shall be established for each employee. The file shall contain all current and future references to the following materials:
   1. Application or employment
   2. For all staff, the Director or Assistant Direct will keep a log of sick and vacation days used and unused.
      1. For Part Time staff time sheets with sick day and vacation records will be kept for a period of 2 years at a time.
   3. Letters of reference
   4. Letters of recommendation and commendation
   5. Disposed disciplinary proceedings, if any
2. Access to the employee’s personnel records shall be according to the following guidelines:
   1. The employer shall grant at least two inspection requests by an employee in a calendar year when requests are made at a reasonable interval.
   2. The designee will provide the employee with the opportunity for inspection within seven working days after the request.
   3. The employee will inspect the personnel record at the employer’s administrative office during normal working hours.
   4. Inspection of records will be done under the supervision of an administrative staff member.
   5. Should the employee demonstrate his or her ability to inspect his or her personnel records in person, the employer will mail a copy of the specified
      records upon request.
   6. The employee may copy material maintained in his or her personnel record. Payment for copying shall be based on actual costs.
   7. The employee may not remove any part of his or her record from the file and may not remove any part of the record from the administrative office.
   8. Should the employee be involved in a current grievance proceeding against the employer, the employee may designate in writing a representative who has authority to inspect the records under the same rights as the employee.
   9. If the employee disagrees with any information contained in the record, a removal or correction of that information may be mutually agreed upon by the employer and employee. If an agreement cannot be reached, the employee may submit a written statement explaining his or her position. The employer will attach the employee’s statement to the disputed portion of the record, and the statement will be included whenever that record is released to a third party. Inclusion of any written statement attached to the disputed record in a personnel file without any further comment or action by the employer will not imply or create any presumption that the employer agrees with the statement’s contents.
   10. The employer shall not gather or keep a record in an employee’s personnel file of an employee’s associations, political activities, publications, communications, or non-employment activities, unless the employee submits the information or authorizes the employer in writing to keep such records; providing, however, that nothing herein shall be construed to prohibit the employer from gathering or keeping records concerning activities that occur on the employer’s premises or during the employee’s working hours which interfere with the performance of the employee’s duties or the duties or activities of other employees, regardless of when and where occurring, which constitute criminal conduct or may reasonably be expected to harm the employer’s property, operations, processes, or programs, or could, by the employee’s actions, cause the employer financial liability.
   11. When the employer receives a written request for personnel records from a third party, the employer shall review the requested records and, before releasing then, delete disciplinary actions which are more than four years old, unless the release is ordered to a party in a legal action or proceeding. Before the employer divulges disciplinary reports, letters of reprimand, or records of other disciplinary action which are less than four years old to a third party, or to a party who is party of the employer’s organization, the employer will provide the employee with written notice. The notice shall be mailed to the employee’s last known address and will be mailed on or before the day the information is divulged to any of the aforementioned parties. No notice is required if the employee has specifically waived written notice as part of a written, signed employment application with another employer, the disclosure is ordered to a party in a legal action or arbitration, or information is requested by a government agency as a result of a claim or complaint by an employee, or as a result of a criminal investigation by such agency.
   12. The right of an employee or employee’s representative to inspect personnel records does not extend to :
       1. Letters of reference for that employee.
       2. Materials relating to the employer’s staff planning, such as matters relating to the employer’s development, expansion, closing, or operational goals, where the materials relate to or affect more than one employee, provided, however, that this exception does not apply if such materials are, have been, or are intended to be used by the employer in determining an individual’s qualifications for employment, promotion, transfer, or additional compensation, or in determining an individual’s discharge or discipline.
       3. Information of a personal nature about a person other than an employee if disclosure would constitute a clearly unwarranted invasion of the other person’s privacy.
       4. Records relevant to any other pending claim between the employer and employee which may be discovered in a judicial proceeding.
       5. Investigatory or security records maintained by the employer to investigate criminal conduct by an employee or other activity by the employee which could reasonably be expected to harm the employer’s property, operations, process, or programs, or could by the employee’s activity cause the employer financial liability, unless and until the employer takes adverse personnel action based on information in such records.

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Performance reviews are part of the permanent record of the employee in the Library’s personnel records and will be considered as part of proposed or recommended personnel transactions including wage increases, promotions, disciplinary action, and dismissal.

Performance evaluations are conducted by the Director who may consider information from fellow employees, trustees, and patrons.

Evaluations are conducted for all new employees within their initial ninety days of employment. Thereafter, performance reviews are conducted at least annually.

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Illinois Municipal Retirement Fund

The Library is a participating agency in the Illinois Municipal Retirement Fund (IMRF) administered by the City of Mattoon and the State of Illinois. Employees must participate if they routinely average 1000 or more hours of work per year. The Library is required to make deductions for those employees enrolled in IMRF. All new full-time employees are enrolled in IMRF beginning with the first day of employment. Only permanent part-time employees will eligible for IMRF. Standard part-time employees do not meet the hour maximum to require contributions to IMRF.

The following are pursuant to IMRF rules and regulations

• Contributions
• Vesting
• Refund of accounts
• Disability

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The Mattoon Public Library aims to insure high quality, professional service to all its patrons. We wish to encourage an environment that allows patrons to read, use computers, and make use of our facilities to become active users of our library and the information and entertainment contained within. We affirm the rights of all users to be safe and comfortable within the library, and have set up these policies to ensure these rights.

These policies recommend procedures to insure the safety and well-being of patrons and staff alike. Our goal in creating this document is to make the library a safe and pleasant facility and to outline the steps staff should take in different situations. It must be emphasized, however, that some situations that may make staff or patrons uncomfortable, involve no violation of law or regulation. These situations must be tolerated with good humor and courtesy. Staff should deal with problem behaviors in the same manner that they would like to be approached: with courtesy, tact, calmness and common sense.

The overriding theme of these policies is to ensure good patron service to all patrons.

Definition of Problem Behavior

Problem behavior is any behavior that either restricts the rights of others to use the library or makes it difficult or impossible for staff to effectively perform their job duties. It may include acts or verbal situations.

Emergency Situations

There are two types of emergencies due to patrons that can occur in the library.

One type is the serious, physical emergency to either a patron or staff, e.g. heart attack, seizure, etc. In this instance:

• Immediately call 911 and report the problem as clearly as you can to the operator. Try to ensure that the EMTs come to the handicapped entrance; it will be easier for them and their equipment.
• Make the person as comfortable as you can and stay with him or her. If you are alone on the desk, the sick person has priority. It will not be long until the EMTs arrive – do not leave the person to check out books, etc. Ask the person (if conscious) if there is anybody they would like us to contact, once the EMTs arrive.
• Do not attempt any type of CPR or life-saving intervention, unless you are licensed to perform these procedures.
• Clear other patrons from the ill person; respect the person’s right to privacy.
• If blood is present, do not attempt to clean up the blood, staunch the blood, or come in contact with the blood without necessary precautions (latex gloves, etc.)
• Once the crisis has passed, immediately inform the Director of the circumstances, and the name of person that was ill (if known). If the director is out of the building, give the same information to the Assistant Director.

The other type of emergency is the more serious emergency: the threat of physical violence or the actual occurrence of physical violence in the library.

• While your safety is paramount, if you believe that you can, clear the floor of patrons.
• Once you have done so, go to the back room (on both floors), and call 911 immediately. Then call both the director and the operations director’s office, and then call the other floor, so that staff can clear out the floor. If you cannot get to the backroom, try to dial 911 discreetly. Even if there is no one at the other end, they should still send out a squad car to check the situation.
• If you could get to the back room, stay there until you know the situation is secure.
• Try to get information about witnesses.
• Inform the director and operations director of the instances.
• At no time, should you argue or attack the person threatening or causing violence. Remain as calm as possible.

General Procedural Guidelines for Staff

• Have a good public service attitude. Staff in public service positions should greet or acknowledge everyone as they enter the library or the different floors.
• All staff are responsible for the implementation of this policy. The first employee to see the infraction should address problem behaviors. If the director is available, he or she can be called up to the desk to take care of problems.
• Problems should be addressed in the initial stage. Don’t let things escalate to a critical.
• Calmly explain the library policy that is being violated. Assume the patron does not know the rules. Suggest alternatives to the behavior.
• If the person does not rectify the behavior, he or she can be asked to leave. Call up the Director to handle this, if necessary.
• Under no circumstances should library personnel touch or try to restrain a patron as part of a disciplinary action.
• Alert the director and fellow workers, whenever you’ve had to deal with a problem patron.
• At the Mattoon Public Library, rules are not made, nor should they be enforced, based on age, gender, race, or social/economic status. Library staff should rule on conduct that is harmful or disruptive to others, and staff should make it clear to the offending patron that it is the behavior that is causing the eviction and that he/she is welcome in the library when his/her behavior conforms to this policy.
• The safety of both library patrons and staff is our overriding concern. In the event of an emergency and the situation warrants it, clear everyone from the immediate area.
• We do not expect or encourage staff to try to deal with a problem situation single- handedly. If you are uncomfortable or uncertain about approaching a problem situation take a co-worker or call the Director.
• These procedures are suggested guidelines. If you have a problem, bring it to the attention of the director. If she/he is not available, then ask the assistant director for advice.

If you ask a patron to leave the library for any reason, inform the staff on the other floor.

If a patron wishes to register a complaint about policies, procedures, or materials contained within the library:

• Listen to the person calmly and do not argue with him or her. You may try to explain the procedure, calmly. Restate the complaint to the person, so that he or she knows that the complaint is being heard, and that you fully understand the nature of the complaint.
• Ask the person if he or she would wish to fill out a formal complaint form. If so, please give the person a form. Ask if the patron wishes to speak to the director; if the answer is yes, call the director up to the desk immediately. If the director is not in the building, assure the person that the complaint is important to the director, and take the patron’s contact information. Explain to the person that the director will be in contact with the individual as soon as possible.

Distruptive Behavior

Disruptive behavior may include excessive noise, physical altercations, pranks, foul language, excessive chattiness, running, and individuals under the influence of alcohol or drugs, and other behaviors that disturb patrons.

• As noted in the General Procedural Guidelines section above, patrons creating a disturbance are first advised of library policy. They are given a subsequent warning, told of the expected behavior and the consequences of continued misbehavior. If the undesired behavior continues, the patron should be asked to leave the building.
• If an individual does not stop the improper behavior, or does not leave the building when asked to do so, staff should call the police. Tell the police you are calling from the library, give your name, and briefly describe the incident. Emphasize that help is needed.
• If a staff member judges a disturbance too serious to handle alone, they should call for a supervisor or a coworker.

Aberrant Behavior / Mentally Disturbed

This type of behavior typically results from psychological problems, illness, or substance abuse. If it is not disruptive to library operations or to other patrons, then it should be tolerated so long as no violations of law and policies occur.

• Always look for a medical alert tag on the wrist or around the neck.
• If these persons are able to use the library and do not require assistance, do not treat them any differently than other patrons.
• Persons who are mentally ill experience a different reality. Their judgment is different – sometimes slower to kick in, and often their boundaries are blurred.
• Staff should expect persons with mental illness to conform to library policy, and the library needs to establish boundaries. Mental illness is not an excuse for unacceptable behavior in the library. When limits are set, be sure to follow through.
• If it appears that these persons need personal assistance, ask if you can be of help. If they appear to be ill, offer to call the paramedics, or a family member.
• If you suspect a patron is disturbed, ask for help from a co-worker if necessary and practical before approaching the patron.
• Do not laugh at, point at, humiliate or be critical/judgmental. Be polite, empathetic and firm.
• Never argue with the individual.
• Offer choices (i.e. “You may speak loudly elsewhere, but if you wish to remain in the library, you must observe our rules.”)
• Be discreet and maintain a nonjudgmental attitude. Do not make the person feel watched or cornered. Keep a safe distance, allowing her/him space to
  easily leave the building.
• Library employees should not act in roles they are not trained for or which are inappropriate for the setting (i.e. as a personal counselor, social worker,
  substance abuse counselor).
• If the person cannot function effectively, ask if they need help. If the person refuses medical help, and he or she cannot control their disruptive behavior, the patron should be asked to leave. At the first sign of dangerous behavior, call the police, using standard emergency reporting procedures.

Sexul Deviants

• If someone is suspiciously watching or following a staff member or a patron, try to get a general description.
• Alert other staff to the situation.
• Be assertive. Ask if the person needs assistance. In many cases just approaching the individual will discourage him or her from engaging in the unacceptable behavior. “Do you need help finding something?” or “Is there anything I can help you with?” are examples of what you might ask.
• A supervisor or the Director should then warn the individual that the behavior is offensive and must be stopped, or they will be asked to leave the building.
• If the behavior continues and the person will not leave, call the police.

Personal Hygiene

• Patrons may be required to leave the library if their personal hygiene interferes with the ability of other patrons to use and/or enjoy the facility.
• Staff should proceed with caution on this issue. In many cases it is difficult to distinguish between body odor that is a result of poor hygiene and odor resulting from a medical problem.
• The director can be called up to the desk to deal with this issue.

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Staff at the Mattoon Public Library shall have all the rights accorded to them as a patron of the library.

Staff living outside the city limits shall receive a waiver of the non-resident card fee for their personal library card and that of their immediate family (spouse and children) only.

Staff must adhere to the policies that determine the number of items that may be checked out at one time.

• Staff requiring excess checkout privileges to perform their duties will have a special library account for this purpose.

Staff are allowed to have overdue materials but they are to be kept at a minimum. To ensure this staff members are allowed to override a non-renewal block once. As long as the library fines are below $10 at any time a staff member may see a person in charge (PIC) to have these fines waived.* Staff with fines over $10 will be required to pay them with in a week of notification.

All lost and damaged items must be paid for or the cost will be deducted from the employees next paycheck. Fees for Mattoon Public Library items may be lowered to replacement cost only, but fees to all other libraries will remain as billed. If an item is lost or damaged staff are to notify a PIC immediately.*

Staff members are responsible for the library cards of their immediate family. The staff circulation policy applies to staff only, immediate and all other family and friends must adhere to the standard circulation policy.

This policy serves as the 1st written warning on staff circulation records. Failure to comply with this policy will resort in termination of employment with the Mattoon Public Library.

* For the purposes of this policy staff report to PICs and PICs report to the Director or Assistant Director.

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Staff members are encouraged to attend job-related meetings and workshops. Attendance shall have the prior approval of the Library Director. Employees will be considered to be in work status while attending such meetings and shall be reimbursed for reasonable expenses. Employees are encouraged to belong to professional organizations.

The Library will pay the basic annual dues for salaried professional staff in either the American Library Association (ALA) or the Illinois Library Association (ILA). The Library may also pay for the continued education of staff members if would advance their careers at the Library. See the Tuition Reimbursement policy for more information.

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Children under the age of the 10 should not be left unattended in the library without a parent, babysitter, or guardian over the age of 14. Should a child be left unattended for the first time, the staff should watch the child for under an hour. A copy of the policy for unattended children should be given to the parent when they pick the child up. If the child is there for more than an hour, the director should be contacted. S/he may make the judgment at that time to alert the police.

At closing, staff should first make sure that all children know that closing of the library is about to occur approximately 20 minutes before actual closing. Allow the child to call their parents from the library phones.

If there are children waiting for parents after close, staff should wait with the child for 30 minutes and make sure to inform parents of closing time when they arrive. If the wait is longer than 30 minutes, staff should call the police (non-emergency police line) and wait until the police arrive.

Children, at no time, should be made to feel guilty for the staff having to wait.

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At the Director’s discretion, attendance at workshops, library association conferences, and other professional meetings is allowed. Although the Board and Director encourage attendance at professional meetings and conferences, the needs of the Library shall have priority.

Within its budgeted ability, the library may provide assistance toward such expenses as dues, registration, travel, and other expenses incurred through attendance. The Library will rotate attendance among the staff and Board as far as possible. Other factors which may be used in determining the extent or appropriateness of Library support are membership in the sponsoring professional organization, committee membership, leadership in the organization, and pertinence of the meeting to the employee’s Library responsibilities.

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Employees who work a weekly average of at least 37 hours per week will be considered full-time employees. Paid vacation time for full-time employees will be earned at the following rates:

After one year – 2 weeks
After seven years – 3 weeks
After fourteen years – 4 weeks

After twenty years, one additional day per year, with a maximum of 25 accumulated days.

Permanent part-time employees will accumulate vacation as follows:

After one year – 1 week
After seven years – 1.5 weeks
After twenty years – 2 weeks

After twenty years, one additional day per year, with a maximum of 15 days.

Earned vacation must be taken on a calendar year basis. Vacation time must be scheduled with the Director taking into account each employee’s preference, then arranging as equitably as possible. If a conflict should arise, work record and length of employment with the Library shall be the deciding factor. The Director’s vacation must be scheduled with the Board.

As vacation is a purposeful, restoring occasion, each employee who qualifies should take all earned vacation. Vacation time may not be accumulated. Cash payment in lieu of vacation is in direct contradiction with the purpose of vacation leave. Unused vacation time will be forfeited. Payment may not be taken in lieu of time off. Upon separation, the employee is entitled to a prorated cash amount of earned vacation leave.

Sick Leave & Vacation Policy:

As vacations must be scheduled in advance to ensure smooth running of the library, employees cannot “extend” vacations or holidays through use of sick leave. Sick leave will not be paid if it is requested directly before or after an employee’s scheduled vacation or directly before or after a library holiday, unless a valid doctor’s excuse is presented upon return to work.

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The library director of the Mattoon Public Library is authorized to spend up to $2500 on any single item without prior board approval.

The library director of the Mattoon Public Library is authorized to spend up to $5000 on any single item with the approval of another board member.

The library director of the Mattoon Public Library is authorized to spend up to $10,000 on any single item only with the approval of the full board.

The Mattoon Public Library may spend in excess of $10,000.00 ¹ only after completing the formal bid process as described in Illinois Law.

In case of extreme emergency, the library director of the Mattoon Public Library may spend $ 7000 in addition to $ 2500 with the approval of any three library board members so long as the amount does not exceed the threshold requiring a formal bidding process.

¹ The statutory amount is $20,000 and this entry can not be any higher than that, but can be lower in the discretion of the Board, where it is self-imposing a bidding requirement earlier, or at a lower than required amount

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The Mattoon Public Library here by puts into writing the policy for paying bills full and on time.

Approval of Expenditures

The Mattoon Public Library Board of Trustees must approve non-budgeted expenditures in excess of five hundred dollars ($500.00) per line item.

Payment of Bills

Invoices and bills shall be approved for payment by the Library Director or a staff designee selected by of the Mattoon Public Library Board of Trustees. The Library Director or designee shall prepare the checks for the amount indicated.

Both the Library Director and the designee will dually sign all checks for amounts of $500 or less. In the event that the Library Director or designee is not available to provide a signature, a Board of Trustees Executive Committee officer may provide the second signature for checks in the amount of $500 or less.

Checks in excess of $500 require signatures from the Library Director or designee and a Board of Trustees Executive Committee officer. The Library Director will bring checks in excess of $500 to a Board of Trustees Executive Committee officer to obtain the required second signature and any further review.

To pay bills in full is to pay out the full amount owed on the invoice. Certain bills may be consolidated into once check to multiple bills in full.

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The Mattoon Public Library has a board-approved written budget. This budget is developed annually as a cooperative process between the library board (or its finance committee), the library director, and additional staff members with responsibility for budgetary elements. Each year, the board of trustees determines if the library’s revenues are adequate to meet the needs of the community. If the revenues are not adequate to meet the needs of the community, the board of trustees takes action to increase the library’s revenue.

The State Library recommends that each public library spend a minimum of 12% of their operating budgets on materials for patrons. Materials include books, audiovisual materials, periodicals, costs for reference services, fees for online information services, and digital products. Costs related to the installation and maintenance of a LAN or a shared or standalone bibliographic database are not included.

On a monthly basis, the library director presents written reports on library operations to the board of trustees. These reports include such areas as finance, library usage, matters of personnel, collection development, and programming in addition to any other relevant and pertinent information.

The library maintains adequate records of library operations in a manner easily understood by the public as well as the board of trustees and library director. This record of library operations is presented at each board of trustees monthly meeting and clearly indicates the financial position of the library. In addition to the general financial position of the library, this record clearly indicates the current position of each budgetary line item including budgeted amount, receipts, monthly and year to date expenditures, and remaining budget.

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These rules are supplementary to the provisions of the statutes of the State of Illinois as they relate to the procedures of Boards of Library Trustees.

Regular Meetings

The regular meeting of the Board of Library Trustees of the Mattoon Public Library shall be on the first Monday of each month. The meeting shall be at the library at 5:15 pm. The meetings shall be open to the public and noticed in advance. At the beginning of each fiscal year, the library director shall then (1) provide for the local newspaper the schedule of regular meetings of the board for the ensuing fiscal year, and (2) post the schedule of meetings in the library. Both notices shall have the dates, times, and places of such meetings.

Special Meetings

Special meetings shall be held at any time when called by the president or secretary or by any three trustees of the board, provided that notice with the agenda of the special meeting is given at least 48 hours in advance, except in the case of a bona fide emergency, to board members and to any new medium which has filed an annual request for notice under the Open Meetings Act; no business except that stated in the notice and agenda shall be transacted. Notice and agenda shall be posted 48 hours in advance on the Website and at the library except in the case of a bona fide emergency.

Annual Meeting

An annual meeting shall be held in April for the purpose of hearing the annual reports of the librarian and committees. The report should include a summary of the year’s work with detailed account of the receipts and expenditures, a budget for the following year, and other information according to statute.

Quorum

A quorum at any regular meeting shall consist of a simple majority of current appointed trustees in attendance.

A quorum at any special or emergency meeting shall consist of a simple majority of all current appointed trustees. If necessary appointed trustees will be able to attend and vote by any electronic means available.

Board of Library Trustees

The Board of Library Trustees of the Mattoon Public Library is charged with the responsibility of the governance of the library. The Board will hire a skilled Library Director who will be responsible for the day-to-day operations of the library. The Board will meet at least once per month. These meetings will be open to the public, and noticed in advance.

The agenda and/or information packet for the meetings will be distributed to the Board by the Library Director one week prior to meetings. Any Board member wishing to have an item placed on the agenda will notify the Library Director in sufficient time preceding the meeting to have the item placed. Any Board member who is unable to attend a meeting will notify the library to indicate that he or she will be absent. Due to the fact that a quorum is required for each meeting, this phone call should be placed as far in advance as possible.

Officers and Elections

The officers of the Board shall be a president, a vice-president, a secretary, and a treasurer. Those officers shall be elected by a ballot vote for a 1 year term at the regular meeting in the month of May. In the event of a resignation from an office, an election to fill the unexpired term of that office will be conducted by a ballot vote at the next regular meeting.

Offices of the Mattoon Public Library Board of Trustees include:

• President
• Vice President
• Secretary
• Treasurer

Standing and Special Committees

The standing committees shall be appointed annually in the month of May and shall consist of three members including the Library Director. The standing committees at their first meeting shall elect a chairperson. Special committees may be appointed by the president to present reports or recommendations to the Board and shall serve until the completion of the work for which they were appointed. The standing committees are;

• Policy Committee
• Finance/Fund Raising
• Personnel Committee

If need be the Board of Trustees my pass additional or special committees to handle special projects. The library shall be the depository of all committee reports.

Order of Business

The following Order of Business shall be followed at regular meetings:

1. Call To Order
2. Visitors Comments
3. Read and Approval of Reports
4. Bills
5. Discussion
6. Approval
7. Committees
8. Executive Sessions
9. Adjournment

Parliamentary Procedure

The President of the Board of Trustees shall conduct an orderly meeting. Any decision made by the board will follow the preceding order;

1. Motion made by any member of the board other than the President.
2. The motion will be seconded by a different board member.
3. Votes will be vocal unless otherwise dictated by policy (such as the elections for board officers). Each present board member will vote voice their vote, starting with the Vice President and rotating clockwise.
4. A motion will either pass or fail by a majority vote of the assembled members as long as a quorum is present.
5. The Secretary of the Board of Trustees will record all votes.

New Trustees

The librarian shall meet with new trustees to examine the property and review services and shall present to new trustees a packet which includes the Library Policy and other procedural material, a list of trustees and committees, minutes and financial reports for the previous 12 months, and other pertinent information.

Duties of the Librarian

The librarian shall administer the policies adopted by this Board. Among duties and responsibilities of the librarian shall be that of hiring personnel, directing, supervising and disciplining of all staff members, monthly and annual reports as required by the Board, system, and state, and recommending such policy and procedure as will promote the efficiency and service of the library.

Amendments

Amendments to these Bylaws, the Library Policy, or any other policy or procedural document may be proposed at any regular meeting of the Board and will become effective if and as adopted by a majority of those members present providing they represent a quorum.

Administrative Records

Administrative records of the library shall be kept in the library and shall be available to the general public upon request. These shall include the monthly and annual reports of the library, all financial reports, minutes of the public Board meetings, and actions and other such items as the Board or Librarian shall file there.

Staff personnel records are confidential and shall be kept in a secure place, and only the Library or any person authorized by the Librarian shall have access to these records.

Confidential records of the Board, such as personnel records concerning the Librarian, shall be kept in the library, and only members of the Board shall have access to these records.

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Under the Illinois Public Library Law the Board of Library Trustees is, among other functions, empowered to formulate “reasonable rules and regulations… in order to render the use of the library of the greatest benefit to the greatest number” and to “appoint a competent librarian and necessary assistants, to fix their compensation, to remove such appointees, and to retain professional consultants as needed.” Thus, in defining and delineating the division of responsibility between the Board and the librarian, the Board recognizes that the ultimate responsibility to the community to provide “the greatest benefit to the greatest number” rests with the Board. Policy determination is the Board’s power and duty. Management is the administrative librarian’s responsibility, for which he or she is responsible to the Board. The division and sharing of these responsibilities fall into various categories.

Governance and Policy Making.

• Goals and Objectives for the Library.
  • Board responsibility.
    • It shall be the duty of the Board to determine the goals and objectives of the library and the methods of meeting them, to review the goals and
      objectives annually, and to evaluate progress.
  • Librarian responsibility.
    • The Librarian shall provide assistance and direction in setting goals and objectives and in determining means of evaluation.
  • Joint responsibility.
    • The Board shall relate the library and its program to the community and its needs through systematic study of the community and through systematic analysis of library service with the assistance of the Librarian, who shall participate fully and prepare regular reports on current progress and future needs.
• Written Policies.
  • Board responsibility.
    • The Board shall determine and adopt written policies to govern operation, use, and programs of the library and shall adopt bylaws for Board procedures.
  • Librarian responsibility.
    • The Librarian shall recommend needed policies to the Board and supply samples and sources of information. The librarian shall carry out the policies as adopted by the Board with recommendations and materials for study, and administer the library within the framework of the library’s goals, objectives, policies, and budget.
  • Joint responsibility.
    • Both the Board and the Librarian shall know local, state, and national laws which affect libraries and play an active role in initiating and supporting beneficial library legislation; shall participate fully in the library system and make use of the consultants of the Illinois State Library; shall attend regional, state, and national library association meetings and workshops when possible and join appropriate organizations working for improved
      libraries; and shall study library publications.
• Governance.
  • Board responsibility.
    • The Board shall cooperate with other local government officials, keeping in mind the special legal responsibilities of a library board. Board members shall attend all Board meetings and committee meetings to which they are assigned and shall carry out all special assignments promptly.
  • Librarian responsibility.
    • The Librarian shall prepare all needed library reports to the government, the system, and the Illinois State Library and shall provide copies to the Board. The Librarian shall attend all Board and committee meetings except those meetings or parts of meetings in which the Librarian’s salary and tenure are discussed.

Finance

• Financial Status of the Library.
  • Board responsibility.
    • The Board shall keep aware of the financial status of the library.
  • Librarian responsibility.
    • The Librarian shall provide a report of budget status and expenditure at each Board meeting. The Librarian shall supply facts and figures to the Board to aid in interpreting the library’s financial need.
  • Joint responsibility.
    • The Librarian shall prepare an annual budgets in consultation with staff and Board; The Board shall work with the Librarian to formulate this budget, adequate to carry out the library’s goals and objectives, within any limitations of the state law.
• Budget Presentation.
  • Board responsibility
    • The Board shall present the budget to the general public, shall explain and defend it, shall help to secure adequate funds, staff, and services, and shall explore all ways of increasing the library’s income through tapping other sources and taking advantage of all available means of cooperating with other libraries.
  • Librarian responsibility
    • The Librarian shall assist the Board in cooperating with other libraries and shall call the Board’s attention to ways of stretching the budget.
  • Joint responsibility
    • The Librarian shall work with the Board in interpreting budget and financial needs to public officials and the public. The Board and the Librarian shall see that complete and accurate records concerning finances, personnel, property inventory, and annual reports are on file at the library.

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The Mattoon Public Library subscribes to the American Library Associations Ethics Statement for public Library Trustees which says:

Ethics Statement for Public Library Trustees

Trustees in the capacity of trust upon them, shall observe ethical standards with absolute truth, integrity and honor.

Trustees must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the institution.

It is incumbent on any trustee to disqualify himself or herself immediately whenever the appearance of a conflict of interest exists.

Trustees must distinguish clearly in their actions and statements between their personal philosophy and attitudes and those of the institution, acknowledging the formal position of the Board even if they personally disagree.

A trustee must respect the confidential nature of library business while being aware of and in compliance with applicable laws governing freedom of information.

Trustees must be prepared to support to the fullest efforts of librarians in resisting censorship of library materials by groups or individuals.

Trustees who accept library board responsibilities are expected to perform all of the functions of library trustees.

Adopted by the Board of Directors of the American Library Trustee Association, July 1985; Adopted by the Board of Directors of the Public Library Association, July 1985; Amended by the Board of Director of the American Library Trustee Association, July 1988; Approval of the amendment by the Board of Directors of the Public Library Association, January 1989.

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(adapted from the State of Utah’s Golden Rules)

• Leave the actual management of the library to the director. It is the director’s responsibility to select materials, employ the staff, and supervise day-to-day operations.
• After a policy or rule is adopted by the majority vote of the library, don’t criticize or re-voice your opposition publicly.
• Respect confidential information.
• Do not hold board meetings without the director.
• Treat your director and staff members in an objective manner. The director is in charge of the staff and has administrative control up to the point that a grievance is filed with the board.
• Complaints from the public are the director’s responsibility. Refer any complaints to him or her. Continued problems should be examined in Board meetings if policy revision is necessary.
• All rules and policies have to be approved by a quorum of the Board.
• Use the Library. Visit the library, check-out books, and get to know the staff.
• Plan the library’s goals and objectives annually.
• Support and encourage the staff.
• Know your community.

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Purpose

The purpose of this policy statement is to outline the responsibilities, general objectives, and specific guidelines for management of public funds by the Mattoon Public Library.

Responsibilities

All investment policies and procedures of the Mattoon Public Library will be in accordance with Illinois law. The authority of the Library Board of Library Trustees to control and invest public funds is defined in the Illinois Public Funds Investment Act, and the investments permitted are described therein. Administration and execution of these policies are the responsibility of the Treasurer, and, by designation, the Library Director acting under the authority of the Library Board of Library Trustees. Investments, fund balances, and the status of such accounts will be reported at each regularly scheduled meeting of the Library Board.

Objectives

In selecting financial institutions and investment instruments to be used, the following general objectives should be considered:

• Safety
• Maintenance of sufficient liquidity to meet current obligations
• Return on investment
• Simplicity of management

Guidelines

The following guidelines should be used to meet the general investment objectives:

1. Safety
   1. Investments will be made only in securities guaranteed by the U.S. government, or in FDIC or FSLIC insured institutions. Deposit accounts in banks or savings and loan institutions will not exceed the amount insured by FDIC or FSLIC coverage.
   2. Authorized investments include and will primarily consist of: Certificates of Deposit, Treasury Bills and other securities guaranteed by the U.S. Government, participation in the State of Illinois Public Treasurer’s Investment Pool, and any other investments allowed under State law that satisfy the investment objectives of the library district.
2. Maintenance of sufficient liquidity to meet current obligations. In general, investments should be managed to meet liquidity needs for the current month plus one month (based on forecasted needs).
3. Return on investment – Within the constraints on Illinois law and this investment policy, every effort should be made to maximize return on investments made. All available funds will be placed in investments or kept in interest bearing deposit accounts at all times.
4. Simplicity of management – The time required by library administrative staff to manage investments shall be kept to a minimum.

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Whereas, the Board of Library Trustees believes it is in the best interest of its residents and taxpayers that the fullest participation and attendance in all Board meetings be achieved whenever possible; and

Whereas, the use of electronic conferencing for meeting attendance and voting requirements, at least in some governmental meetings, is permissible so long as the meeting is conducted in accordance with the Open Meetings Act; and

Whereas, the Open Meetings Act has been amended to allow attendance at public body meetings through audio-conference, video-conference, or by any other electronic conferencing without physical attendance; and

Whereas, the Board in all of its regular, special, and committee meetings complies and intends to comply with the provisions of the Open Meetings Act.

Now, THEREFORE, BE IT RESOLVED, that the Board of Library Trustees, having considered the aforesaid matters hereby adopts this policy, to be used when needed, to make use of the capabilities for conferencing by electronic means or any other type of conferencing for its meetings as more specifically set out in this Resolution, and to adopt, establish and set forth the Rules of the Board applicable thereto:

1. All pertinent provisions of the Open Meetings Act must be complied with, including specifically the proper notice of any regular or special meeting, the proper record keeping or minutes of each meeting, the appropriate agenda preparation for each meeting, which in addition shall be posted along with the notice of the meeting; and, in particular, any use of closed sessions shall be in compliance with the provisions of the Act.
2. That sufficient security and identification procedures be employed, either at the outset of any meeting or at any time during the meeting as appropriate, to ensure that any and all members attending for discussion or voting purposes are in fact an authorized member with the right to speak and vote.
3. Pursuant to the Open Meetings Act, a quorum of members of the Board MUST be physically present at the location of the meeting. Only additional members, ie., those members not part of the required physically present quorum, may attend by video and/or audio conferencing or by other electronic means.
4. All Board members attending meetings by electronic conferencing shall be entitled to vote as if they were personally and physically present at the meeting site so long as a physical quorum is present, but their votes shall be recorded by the Secretary as done by electronic attendance.
5. A Board member who attends a meeting by video or audio conference must provide notice to the recording secretary or clerk of the Board at least 24 hours prior to the meeting unless such advanced noticed is impracticable.
6. A Board member may attend a meeting through electronic conferencing if his or her physical presence at the meeting is prevented due to i) personal illness or disability; ii) employment purposes or the business of the Board; or (iii) a family or other emergency.
7. As soon as it becomes apparent to the Board that a meeting will include electronic conferencing, all subsequent notices of the meeting shall indicate that one or more Board members will or may be attending by electronic means. In the event that the notice of the meeting has already been disseminated and posted, a follow-up notice indicating the above shall be placed as soon as possible. In the event any news media have filed the annual request for notice of meetings, they shall receive an updated notice in the same manner as given to all members of the Board.
8. The meeting minutes shall include, but need not be limited to; i) the date, time and place of the meeting; ii) the members of the Board who were either present or absent from the meeting and whether those members in attendance were physically present or present by audio conference, video conference or by other electronic means; and iii) a summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken.
9. This policy shall not be construed to mean that conferencing by electronic means shall be regularly used or used at every meeting of the Board but shall be used only as necessary to allow the participation of Board members who are unable to attend in person due to such circumstances listed in Provision 6 of this policy.
10. The location of the meeting included on the notice shall be equipped with a suitable transmission system (e.g. a speakerphone) in order that the public audience, the LIBRARY members in attendance and any staff will be able to hear any input, vote or discussion of the conference and that the member attending by electronic means shall have a similar capability of hearing such input, vote or discussion.

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Download the Oath of Office below.

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Mission Statement and Objectives:

The mission of the Mattoon Public Library is to promote the development of independent, self-confident and literate citizens through the provision of open access to cultural, intellectual and informational resources. Community needs drive our service and we take a personal interest in insuring that they are delivered in a welcoming, convenient and responsive manner.

General Objectives

• To assemble, preserve and administer, in organized collections, books and related educational materials, in order to promote, through guidance and stimulation, the communication of ideas, an enlightened citizenry and enriched personal lives.
• To serve the community as a center of reliable information.
• To provide a place where inquiring minds may encounter the original, sometimes unorthodox and critical, ideas so necessary as correctives and stimulants in a
  society that depends for its survival on the free competition of ideas.
• To support educational, civic, and cultural activities, groups and organizations.
• To provide opportunity and encouragement for children, young people and adults to participate in life-long learning.
• To seek continually to identify community needs, to provide programs of service to meet such needs, and to cooperate with other organizations, agencies, and institutions which provide programs or services to meet community needs.
• To provide opportunity for recreation through the use of literature, music, films and other art forms.

General Service Objectives: Service to Mattoon Public Library patrons shall be provided by:

• Logical organization of all types of materials for convenient use through shelf arrangement, classification and cataloging.
• The lending of all types of materials, so that they may be used in the location and at the time suited to each individual.
• The provision of reference and information services designed to locate and disseminate facts as needed.
• Guidance to individuals in the use of educational and recreational materials.
• Stimulation of use and interpretation of materials and services through various means, either in the library, or in community organizations.

Creation of Library Board Policy

This policy is intended as a living document, and thus is meant to be under continuous revision, as demanded by circumstances. Any Library Board member, library staff member or library patron can propose changes in or amendments to the policy. Such changes must be placed on the agenda in the regular manner, and considered at a Library Board meeting.

If the wording to a policy change or addition cannot be readily agreed upon at the board meeting, the Policy Committee shall formulate the wording and be presented at the next regular meeting of the board. Amendments to the policy under formulation may be offered at this meeting, and if their wording is agreed upon by a majority vote of those present, they will be considered a part of the policy under formulation, and adopted at that time.

Changes in or additions to the policy are passed after a majority vote of the members present.

Policies Governing Library Board Organization

Purpose: To govern, to protect and to provide representative citizen control over properties and functions of the Mattoon Public Library.

No compensation shall be paid to members of the Library Board, but they may be reimbursed for travel and official representation at trustee meetings to which they have been appointed.

Any board member who has three consecutive unexcused absences from regular meetings is assumed to no longer be interested in the library board. The Board shall request the City Mayor consider requesting that Board member’s resignation and appointing a replacement.

The agenda shall be received by board members at least one week before the meeting. Accompanying packet information (with the exceptions of monthly reports) received by board members at least two days before the meeting.

Visitors

It is the intent of the Library Board to facilitate expressions of concern and sharing of information by visitors to board meetings, and an opportunity for such expression is provided under the section of the agenda labeled “Visitor’s Comments” in accordance with the Illinois Open Meeting Act.

Should items introduced by visitors not appear on the agenda, and be characterized as specific complaints in respect to library operations, it shall be board policy to refer such questions to the Library Director and should the situation require it, there is ample provision for further consideration by the Library Board.

Policy on Conflict Resolution

1. The citizen, library user, Library Board member, library staff member, city official or other person shall state his/her case, grievance, or problem verbally or in writing. In all cases, oral statements shall not exceed five minutes.
2. The Library Director and/or any other appropriate staff member/s shall make his/her reply, which may or may not be accompanied by written documentation. In all cases, oral statements shall not exceed five minutes.
3. EachLibraryBoardmembershallhavethreeminutestomakeanyrelevant statement. Written statements may also be accepted from any Library Board member unable to attend the meeting in person. Verbal statements may also be accompanied by written documentation.
4. If it is determined that the library staff or Library Board needs to research the circumstances surrounding the dispute, or to consult legal counsel, especially if this meeting is the first the staff have heard of the matter, time shall be granted, and the dispute will be tabled to appear on the next month’s meeting agenda, and steps 1-3, shall be followed again.
5. Upon completion of steps 4, if it is necessary, or step 3, if it is not, a motion shall be made and seconded as to how the Library Board wants to resolve this dispute.
6. Amendments to the motion may be presented if seconded, and will be adopted if subsequently moved by majority vote.
7. The motion, or amended motion, will be put to a vote.

The above seven steps will close the appeal process. A written follow-up will be sent to the person making the complaint, along with a copy of the relevant Library Board meeting minutes and any other supporting documentation within thirty days.

Duties of Officers

The President shall conduct meetings, determine agenda with the Library Director, appoint committees, act ex-officio on all committees, and act as direct liaison with the Mayor and City Council.

The Vice President shall assume all duties of the President, in the absence of that officer.

The Secretary shall record minutes of all meetings and mail, fax, e-mail, or bring a copy to the library as soon as possible after the board meeting, so that the library staff may distribute copies to board members. The Secretary shall assume the President’s duties in the absence of that officer and the Vice President.

Before each Library Board meeting, the Treasurer shall check over vouchers payable and report the amount of expenditures made during the previous month.

In the absence of all four officers, the Library Board members present shall elect a temporary President.

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Section 1

The Mattoon Public Library District shall indemnify any person who was or is a party, or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal administrative or investigative (other than an action by or in the right of the Library) by reason of the fact that he or she is or was a trustee, officer, employee or agent of the Library, or who is or was serving at the request of the Library as a director, officer, employee or agent of another corporation, partnership, joint venture, trust or other enterprise, against expenses (including attorneys’ fees), judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding, if such person acted in good faith and in a manner he or she reasonably believed to be in, or not opposed to, the best interests of the Library, and, with respect to any criminal action or proceeding, had no reasonable cause to believe his or her conduct was unlawful. The termination of any action, suit or proceeding by judgment, order, settlement, conviction, or upon a plea of nolo contendere or its equivalent, shall not, of itself, create a presumption that the person did not act in good faith and in a manner which he or she reasonably believed to be in, or not opposed to, the best interests of the Library, or, with respect to any criminal action or proceeding, that the person had reasonable cause to believe that his or her conduct was unlawful.

Section 2

The Library shall indemnify any person who was or is a party, or is threatened to be made a party to any threatened, pending or completed action or suit by or in the right of the Library to procure a judgment in its favor by reason of the fact that such person is or was a trustee, officer, employee or agent of the Library, or is or was serving at the request of the Library as a director, officer, employee or agent of another corporation, partnership, joint venture, trust or other enterprise, against expenses (including attorneys’ fees) actually and reasonably incurred by such person in connection with the defense or settlement of such action or suit, if such person acted in good faith and in a manner he or she reasonably believed to be in, or not opposed to, the best interests of the Library, provided that no indemnification shall be made in respect of any claim, issue or matter as to which such person shall have been adjudged to be liable for negligence or misconduct in the performance of his or her duty to the Library, unless, and only to the extent that the court in which such action or suit was brought shall determine upon application that, despite the adjudication of liability, but in view of all the circumstances of the case, such person is fairly and reasonably entitled to indemnity for such expenses as the court shall deem proper.

Section 3

To the extent that a trustee, officer, employee or agent of the Library has been successful, on the merits or otherwise, in the defense of any action, suit or proceeding referred to in Sections (1) and (2) of this Policy, or in defense of any claim, issue or matter therein, such person shall be indemnified against expenses (including attorneys’ fees) actually and reasonably incurred by such person in connection therewith.

Section 4

Any indemnification under Sections (1) and (2) of this Policy or (unless ordered by a court) shall be made by the Library only as authorized in the specific case, upon a determination that indemnification of the trustee, officer, employee or agent is proper in the circumstances because he or she has met the applicable standard of conduct set forth in Sections (1) and (2) of this Policy. Such determination shall be made (i) by the board of trustees by a majority vote of a quorum consisting of trustees who were not parties to such action, suit or proceeding, or (ii) if such a quorum is not obtainable, or, even if obtainable, a quorum of disinterested trustees so directs, by independent legal counsel in a written opinion.

Section 5

Expenses incurred in defending a civil or criminal action, suit or proceeding may be paid by the Library in advance of the final disposition of such action, suit or proceeding as authorized by the board of trustees in the specific case, upon receipt of an undertaking by or on behalf of the trustee, officer, employee or agent to repay such amount, unless it shall ultimately be determined that he or she is entitled to be indemnified by the Library as authorized in this Policy.

Section 6

The indemnification provided by this Policy shall not be deemed exclusive of any other rights to which those seeking indemnification may be entitled under any agreement, vote of disinterested trustees, or otherwise, both as to action in his or her official capacity and as to action in another capacity while holding such office, and shall continue as to a person who has ceased to be a trustee, officer, employee or agent, and shall inure to the benefit of the heirs, executors and administrators of such a person.

Section 7

The Library may purchase and maintain insurance on behalf of any person who is or was a trustee, officer, employee or agent of the Library, or who is or was serving at the request of the Library as a director, officer, employee or agent of another corporation, partnership, joint venture, trust or other enterprise, against any liability asserted against such person and incurred by such person in any such capacity, or arising out of his or her status as such, whether or not the Library would have the power to indemnify such person against such liability under the provisions of this Policy.

Section 8

For the purposes of this Policy, references to “the Library” shall include, in addition to the surviving Library, any merging Library (including any Library having merged with a merging Library) absorbed in a merger which, if the separate existence had continued, would have had the power and authority to indemnify its trustees, officers, employees or agents, so that any person who was a trustee, officer, employee or agent of such merging Library, or was serving at the request of such merging Library as a director, officer, employee or agent of another corporation, partnership, joint venture, trust or other enterprise, shall stand in the same position under the provisions of this Policy with respect to the surviving Library as such person would have with respect to such merging Library if its separate existence had continued.

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SOCIAL MEDIA POLICY

The Mattoon Public Library is committed to maintaining consistent, transparent, and effective communication with its patrons. The library chooses to use social media (included but not limited to: the library website, blogs, social networking, and email) to engage with patrons about library services, books, materials, programs, and other library happenings. Social media platforms will be used to convey information that is useful to the public or to further the goals, mission and/or vision of the Mattoon Public Library.

General Policy

Mattoon Public Library will have designated staff members to monitor and maintain all library social media content (postings, comments, photos, videos, or similar). Social media is not monitored continuously, so patrons needing assistance are encouraged to contact the Mattoon Public Library during normal business hours. Message responses are not guaranteed on any social media postings.

Library staff may post content related to the following:

• Public event information
• Public safety information
• Relevant community announcements
• Community engagement opportunities
• Library programs
• Library materials
• Library announcements
• Library webpage links

Staff shall not use the Mattoon Public Library social media accounts to share personal opinions, political campaign information, or advocacy positions.

Comments, posts, and messages from the public on social media are welcomed. It should be noted that these are considered the opinion of the author only and the publication of a comment does not imply endorsement or agreement by the Mattoon Public Library, its staff, its volunteers, or its trustees.

All postings and comments made on any library social media page are bound by the social media site’s terms of use, and the library reserves the right to report any violation to the terms of use. Library staff reserve the right to review comments and postings. The library is committed to social media content being suitable for readers of all ages. Comments containing the following may be removed due local community standards:

• Obscene, profane or racist content
• Sexual content
• Personal attacks, insults, or threatening language
• Potentially libelous statements
• Copyright or intellectual property violations
• Political campaign advocacy
• Illegal activity promotion
• Private, personal information published without permission
• Organized political or religious activity or proselytizing
• Commercial promotions or spam
• Made by a person masquerading as someone else
• Hyperlinks
• Photos, videos, or other graphic format

Library staff may block individuals on any social media accounts that continue to violate this policy after they have received one warning via direct messaging. Any social media user who has been blocked or had a comment/posting deleted may appeal this decision in writing to the Library Director. The Library Director may affirm or reverse staff’s decision within 30 days of receiving the appeal.

Library Staff and Trustee Use of Social Media

Library staff and trustees have the same right to self-expression as other community members when discussing matters of public concern. Staff and trustees should keep in mind the following best practices when posting content about library-related subjects on social media:

• Staff and trustees publicly associating themselves with the Mattoon Public Library must make it clear that the views expressed are theirs alone and do not represent the views of the library.
• Staff and trustees must respect the library’s confidential and proprietary information and may not post information that is still in draft form or is confidential.
• Staff and trustees may not make negative comments about patrons in general, about specific questions from patrons, or about patron behavior on the library’s social media sites.

The Mattoon Public Library does not endorse, monitor, or review the content of personal, non-library related social media activities of its staff or trustees.

Compliance with Laws

All Mattoon Public Library social media sites must adhere to applicable federal, state, and local laws, regulations and policies.

This policy is subject to modification without notice. Upon any modifications, the Library will post the policy on all social media pages via hyperlink that will redirect users to the Mattoon Public Library’s website where all policies are posted.

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Adopted May 2026

Volunteer and Community Service Policy

Purpose

The Mattoon Public Library (“Library”) establishes this policy to govern the engagement of volunteers and community service workers in support of its mission to provide a welcoming destination that cultivates lifelong learning and serves as a leader in civic collaboration.

Definitions

Volunteer: An individual who performs services for the Library without compensation and without expectation of employment.

Community Service Worker: An individual required to complete service hours for school, eligibility for a government program, court order, or an affiliated organization.

Volunteers and community service workers are not employees of the Library and shall not displace or substitute for paid staff.

Eligibility and Selection

All individuals must complete an application and any required screening prior to placement. Minimum age requirements shall be established based on assignment, with community service participants required to be at least thirteen (13) years of age.

Placement shall be determined at the sole discretion of the Library based on operational needs, the qualifications of the applicant, and the suitability of available assignments. The Library reserves the right to accept or reject any applicant and to assign, reassign, or discontinue service at any time.

Scope of Service

Service assignments may include, but are not limited to:

• Assistance with programs and events, including youth programming and seasonal

initiatives.

• Support of the Local History Center
• Delivery of materials to homebound patrons
• Assistance with book sales and outreach activities
• Maintenance of library collections, including shelving, shelf reading, inventory, and light

cleaning

• General support functions as assigned.

The Volunteer Services Coordinator may develop individualized service assignments. Volunteers and community service workers shall not perform duties requiring licensure.

Community Service Provisions

The Library may accept community service workers fulfilling requirements for eligibility for participation in a government program or educational, organizational, or court-ordered purposes. Work assignments shall vary based on the nature of the requirement.

The Library shall not accept court-ordered community service workers convicted of offenses including, but not limited to:

• Sexual assault
• Violent crimes
• Felony theft

Community service shifts generally not exceed two (2) hours in duration. All community service workers must be signed in and out by the staff member on duty. Verification of hours is contingent upon proper documentation and staff authorization.

Supervision, Conduct, and Compliance

All volunteers and community service workers shall:

• Be subject to the direction and supervision of designated Library staff.
• Comply with all Library policies, procedures, and safety requirements.
• Maintain the confidentiality of all patron and Library records.
• Conduct themselves in a professional and respectful manner.
• Maintain a clean, well-groomed appearance and wear clean clothing while on duty.

Failure to adhere to these standards may result in immediate termination of service.

Scheduling and Attendance

Service schedules shall be coordinated with Library staff. Participants are expected to adhere to agreed-upon schedules and provide reasonable notice of absence. Repeated absences or failure to comply with scheduling expectations may result in dismissal.

Workers’ Compensation Volunteers and community service workers who sustain injury while performing assigned duties as part of an authorized program are eligible for workers’ compensation benefits.

Non-Compensation

All services are performed on a voluntary basis. Volunteers and community service workers are not entitled to wages, benefits, or preferential consideration for employment with the Library.

Equal Opportunity

The Library is committed to equal opportunity and shall not discriminate in the selection, placement, or treatment of volunteers or community service workers on the basis of any legally protected characteristic.

Policy Authority and Review

This policy is adopted on May 11, 2026 by the Board of Trustees of the Mattoon Public Library and shall be reviewed periodically and revised as necessary to reflect operational needs and best practices.

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