Library Policies – Brown County Library

Library Policies – Brown County Library
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Library Policies
The following polices have been adopted by the
Brown County Library Board
ADMINISTRATION POLICIES
By-Laws of the Brown County Library Board
BY- LAWS OF THE BROWN COUNTY LIBRARY BOARD
PREAMBLE
Brown County Library Board, Green Bay, Wisconsin, exists by virtue of the provisions of Chapter 43.57 of the Wisconsin Statutes, and exercises the powers and authority, and assumes the responsibilities delegated to it under said statute.
ARTICLE I.
Membership
Section A.   Number and qualifications.
The governing body of the library (Library Board) is composed of seven to nine members as appointed by the county executive and confirmed by the county board. One member is to be a school representative, and one to be a member of the county board. Members may be excused from meetings for good reason. Unexcused absences of prolonged duration may be cause for replacement.  The library board may take action to request the county executive to do this.
Section B. Term of Office.
Effective February 1, 1991, the term of office of trustees shall be three years. The members shall be divided as nearly as practicable into 3 equal groups with staggered terms. The term begins on January 1 of each year. If a trustee is appointed to serve an unexpired term of office exceeding 18 months, it shall be considered a full term. Vacancies shall be filled for unexpired terms in the same manner as regular appointments are made.
County Board Supervisors will be appointed to this specific seat as supervisors are elected, reelected, or not.  If a county board supervisor does not win reelection, they forfeit their seat on the library board, and another county board supervisor will be appointed to the seat for the remainder of the three-year term. The Brown County Library Board may give preference to an appointment of a County Board Supervisor to serve co-terminus on the Education and Recreation Committee and the Library Board (Brown County Code 3.09 (2)
ARTICLE II.
Officers
Section A. Officers.
The officers shall be a President, Vice-President, Personnel Officer/Secretary, and Facilities Officer/Treasurer, elected by the membership of the board at the regular meeting in January of each year.
Section B. Officers’ Terms.
President will not serve more than three consecutive years in office.
Section C. Nominating Committee.
The current President will call for nominations for all officer positions at the first meeting of every year.  The nominations will be approved at that meeting, and the Library Board will vote on each nomination.  Majority vote will decide who holds each office.  No member shall hold more than one office at a time.
ARTICLE III.
Meetings
Section A
Regular meetings shall be held on the third Thursday of each month at 5:15 p.m. at the Brown County Central Library unless otherwise decided by the board president for any given meeting.
Section B.
Special meetings may be called by the President or upon written requests of two members of the Board provided such requests shall state the object for which the meeting is to be called, and all board members are notified at least 24 hours in advance of the meeting.  The meeting must be legally noticed to the public at least 24 hours in advance, unless it is an emergency, when at least two hours’ notice is required.
Section C.
Per the requirements of Wisconsin Statutes Section 43.57(5)(c) a majority of the board shall constitute a quorum for the transaction of business and a quorum of those in attendance constitutes the standard for decision-making. Any number less than a quorum may adjourn to a stated time.
Section D.
Board members who are not present in person shall have the right to fully participate through electronic communication, including video conferencing, teleconferencing, or other similar means. Such meetings shall be considered valid and binding, provided that all directors can hear and communicate with each other simultaneously. Remote participants will ensure their space safeguards privacy and confidentiality.
ARTICLE IV.
Duties of Officers
Section A.
The president shall preside at all meetings of the board, shall appoint the committees, shall be an ex-officio member of all committees, shall be responsible for the agenda of meetings, and shall fill any office vacancies which might occur during the year, with the approval of the full library board, the appointment to last for the balance of the year until the next annual election.
Section B.
The vice-president shall preside in the absence or disability of the president, discharge the duties of the president when the president is absent or disabled, and complete any unfinished presidential term of office.
Section C.
The personnel officer/secretary shall lead the library executive director’s annual review process.  The personnel officer/secretary shall also be the lead person on the board to address other personnel matters such as any grievance procedures that elevate to the library board level or other human resource matters.  Provided a personnel committee of the board is called by the president, the personnel officer/secretary will chair that subcommittee.  In the absence or disability of the president and vice-president, the personnel Secretary will run the Library Board meeting.
Section D.
The facilities officer/treasurer shall lead library board involvement in facilities matters such as land or building search and acquisition; architectural, engineering, or construction RFP scoring; and setting repair and replacement budgetary figures.  Provided a facilities Committee of the board is called by the president, the facilities officer will chair that subcommittee. In the absence or disability of the president, vice-president, and personnel officer/secretary, the facilities officer/treasurer will run the library board meeting.
ARTICLE V.
Standing Committees
Section A.
At the first meeting following the January meeting the president shall appoint a Personnel Committee to lead the Executive Director’s annual review.  This committee will meet as needed until the review is complete.  If other personnel matters need to be addressed, a meeting of this committee may be called by the Committee Chair or the President. Decisions or actions taken by this committee are advisory to the full Library Board.
Section B.
At the first meeting following the January meeting the President shall appoint a Facilities Committee to conduct a review of the current and future facilities.  This committee will help set the annual budget recommendation for facilities issues and monitor the progress of repairs, replacements, and new projects.  This committee will meet at least twice per year.  The Committee Chair or President may call additional meetings. Decisions or actions taken by this committee are advisory to the full Library Board.
Section C.
At the first meeting following the January meeting the President shall appoint a Finance Committee of a minimum of three, but no more than four, Library Board members to provide oversight and monitoring of the financial operations of the library.  This committee will help with reporting and monitoring financial policies and procedures, budgeting and planning the library’s annual operating budget and reviewing the annual audit. This committee will meet on an as-needed basis.  The Library Executive Director will serve as the staff liaison and will facilitate communication with the County and Library finance staff. The Committee Chair or President may call additional meetings. Decisions or actions taken by this committee are advisory to the full Library Board.
ARTICLE VI.
Duties of the Board of Trustees
Section A
Determine the policies of the library and work with the Executive Director to develop the highest possible degree of operating efficiency and effectiveness for the services the library provides to the public.
Section B.
Select and appoint a competent library Executive Director.
Section C.
Advise in the preparation of the budget, approve it, and ensure adequate funds are provided to finance the approved budget.
Section D.
Through the library’s Executive Director, supervise and maintain buildings and grounds, as well as regularly review various physical space and building needs to see that they meet the requirements of the total library program.
Section E.
Study and support legislation that will bring about the greatest good to the greatest number of library users.
Section F.
Cooperate with other public officials and boards and maintain vital public relations.
ARTICLE VII.
Library Director
The library’s Executive Director shall be considered the executive officer of the board and shall have sole charge of the administration of the library under the direction and annual review of the Board. The Executive Director shall be held responsible for the care of the buildings and equipment, for the employment and direction of the staff, for the efficiency and effectiveness of the library’s service to the public, and for the operation of the library under the financial conditions set forth in the annual budget. The Executive Director shall attend all board meetings but shall have no vote.
ARTICLE VIII.
Mileage and Expenses
Board members will be reimbursed for actual mileage at the current rate paid by Brown County for official library business outside of Brown County.
ARTICLE IX.
Parliamentary Authority
Robert’s Rules of Order govern the proceedings of the Library Board of Trustees.
ARTICLE IX.
Amendments
These rules and regulations may be amended or repealed at any stated meeting of the board by a vote of a majority of all members of the board, notice of the proposed amendment or repeal having been given in writing at a previous meeting of the board.
Public Records
POLICY D-2 | Rev. 6/15/2017
Sue Lagerman, Communications and Library Program Manager
Records Custodian | 920-448-5806
Availability
The public records of the Brown County Library (BCL) shall be available during the business hours of 9:00 a.m. to 5:00 p.m., Monday through Friday.  It shall be the policy of BCL to respond to public records requests that are not overly complex or involved within ten (10) business days.  BCL may require prepayment of fees prior to the production of records if the allowable actual, necessary and direct costs of compliance exceeds $5.00.  Public Records Requests shall be made to the Records Custodian listed above.
Public Record Fees Based on Actual, Reasonable, and Necessary Costs
Black and White Photocopy Reproduction Fees
– $.25 per 8½” x 11” page.
Shipping and Handling Fees
– actual, necessary and direct costs of shipping and handling.
Location Fees
– Records which, in the view of BCL, will require equal to or more than $50.00 in total location costs (including labor) will require prepayment of such actual, necessary and direct costs. Location costs less than $50.00 may not be charged by the authority.
Records Available
Generally, records relating to Library matters, including but not limited to, budget documents, financial reports, Library Board minutes, construction documents, feasibility studies, master plans, policies, etc.  Due to the large volume of records under control of BCL, it is impractical to name each record.
This policy is issued and authorized by the Brown County Library Executive Director and approved by the Brown County Library Board of Trustees in accordance with Wisconsin’s Public Records Law and Chapter 3, Section 3.18 of the Brown County Code of Ordinances entitled, “Access to Public Records.”  This policy shall be made available to the public, filed with the Corporation Counsel and the County Clerk, and posted in the Brown County Library.
As provided by sec. 43.30, Stats., public library patron and circulation records are exempt from inspection under this section.  Additionally, personnel records are not open to the public.
Theft of Library Materials
POLICY D-3 | 05/17/2007
Wisconsin
State
Statute 943.61
– Theft of library material.
(1) In this section:
(a)  “Archives” means a place in which public or institutional records are systematically preserved.
(b)  “Library” means any public library; library of an educational, historical or eleemosynary institution, organization or society; archives; or museum.
(c)  “Library material” includes any book, plate, picture, photograph, engraving, painting, drawing, map, newspaper, magazine, pamphlet, broadside, manuscript, document, letter, public record,  microform, sound recording, audiovisual materials in any format, magnetic or other tapes, electronic data processing records, artifacts or other documentary, written or printed materials, regardless of physical form or characteristics, belonging to, on loan to or otherwise in the custody of a library.
(2)    Whoever intentionally takes and carries away, transfers, conceals or retains possession of any library material without the consent of a library official, agent or employee and with intent to deprive the   library of possession of the material may be penalized as provided in sub. (5).
(3)  The concealment of library material beyond the last station for borrowing library material in a library is evidence of intent to deprive the library of possession of the material.  The discovery of library material which has not been borrowed in accordance with the library’s procedures or taken with consent of a library official, agent or employee and which is concealed upon the per-son or among the belongings of the person or concealed by a per-son upon the person or among the belongings of another is evidence of intentional concealment on the part of the person so concealing the material.
(4)  An official or adult employee or agent of a library who has probable cause for believing that a person has violated this section in his or her presence may detain the person in a reasonable manner for a reasonable length of time to deliver the person to a peace officer, or to the person’s parent or guardian in the case of a minor. The detained person shall be promptly informed of the purpose for the   detention and be permitted to make phone calls, but shall not be interrogated or searched against his or her will before the arrival of a peace officer who may conduct a lawful interrogation of the accused person.  Compliance with this subsection entitles the official, agent or employee effecting the detention  to the same defense in any action as is available to a peace officer making an arrest in the line of duty.
(5)  Whoever violates this section is guilty of:
(a)  A Class A misdemeanor, if the value of the library materials does not exceed $2,500.(c)  A Class H felony, if the value of the library materials exceeds $2,500.
History: 1979 c. 245; Stats. 1979 s. 943.60; 1979 c. 355 s. 232; Stats. 1979 s.943.61; 1991 a. 39; 2001 a. 16, 109.943.62
Diversity and Inclusivity Statement
POLICY D-4 | 09/17/2020
The Brown County Library provides welcoming and safe spaces in which the diversity of the human experience is valued, respected, and celebrated.
Our staff members provide exceptional customer service to all, regardless of age, race, gender identity, nation of origin, immigration status, sexual orientation, housing status, religion, income, educational background, physical ability, mental health, political views, physical appearance, or any other criteria that could be a source of discrimination or bias.
All Brown County Library employees are required to adhere to these standards while representing the library.
BEHAVIOR POLICIES
Appropriate Library Behavior
POLICY E-2 | 10/16/2025
Purpose of Policy:
Pursuant to Section 43.52(2) of the Wisconsin Statutes, the Brown County Library Board of Trustees adopts this Brown County Library Appropriate Library Behavior Policy in order to regulate the use of the library.  The purpose of the Policy is to protect the rights and safety of library visitors and staff members; to preserve and protect the library’s materials, facilities, and property; and to maintain order in the library to render its use most beneficial to the greatest number.
By visiting a Brown County Library, you are making a commitment to act courteously toward all other persons here; act respectfully with regard to public property; and follow all rules of this facility. Enjoy the library and allow others the same opportunity.
Definitions and Scope:
These behavior rules shall apply to interior, exterior, and all grounds controlled and operated by the Brown County Library (hereafter referred to as “Premises”) and to all persons entering in or on the Premises.
Listed below are the library’s behavior rules. Persons violating these rules may be asked to leave the Premises and be banned from using the library for up to one week by any library staff member. Such bans will be forwarded to library safety personnel for adjustment of the ban or further banning from using the library for a period of time within the guidelines below will be made by the official ruling of the library safety personnel and Deputy Director.  Official written notice of a ban from the library will be sent to the last known address of the violator when possible. If law enforcement are contacted to assist with an incident, it may result in person(s) being ‘no-trespassed’ and notified they are banned from all Premises and subject to citation for trespassing.
Visitors may appeal the decision of library staff by contacting the Deputy Director. Visitors may appeal the decisions of the Deputy Director by contacting the Executive Director.  If they are still unsatisfied, visitors may appeal the Executive Director’s decisions to the Brown County Library Board of Trustees.  An appeal to the Library Board must be made in writing and delivered to the Executive Director within 30 days of issuance.  Upon receipt of the written appeal, discussion of the appeal will be scheduled on the agenda of the next regularly scheduled meeting of the Library Board of Trustees.  Its decision will be final.
Persons on library Premises during a period of banning will be criminally trespassing, and law enforcement will be notified. An exception will be made for a banned person to attend the Library Board of Trustees meeting in which his or her appeal is being discussed, or to respectfully request information about their banning.
Please observe the following:
Behavior Rules
A.
Any person who violates the rules in this section will be banned from using the library for up to one (1) year without first being given a warning. The incident will be reported to the appropriate law enforcement agency and to Library Administration for acknowledgement and review.
Committing or attempting to commit any activity that would constitute a violation of any federal, state, or local criminal statute or ordinance.  This includes theft of library items.
Directing a specific threat of physical harm against an individual, group of individuals, or property.
Engaging in sexual conduct, as defined under Section 944.21(2)(e) of the Wisconsin State Statutes, or engaging in sexual contact, as defined under Section 939.22(34) of the Wisconsin Statutes.  This includes, but is not limited to, the physical manipulation or touching of a person’s sex organs through a person’s clothing in an act of apparent sexual stimulation or gratification.
Selling, distributing, or using illegal drugs; selling, distributing, or abusing legal drugs; or being intoxicated by any legal or illegal drug.
Selling, distributing, consuming, or being noticeably under the influence of an alcoholic beverage.
B.
Any
person who violates the rules in this section may be given up to one (1) warning at the discretion of library staff. Then the person will be asked to leave the Premises and be banned from using the library for at least that day and up to one (1) week by any library staff member and possibly up to six months to one (1) year upon official ruling of the Library Administration.
Engaging in conduct that disrupts or interferes with the normal operation of the library or disturbs library staff or visitors, including but not limited to conduct that involves the use of abusive or threatening language or gestures; conduct that creates unreasonable noise; conduct that consists of loud or rowdy physical behavior or talking; or behavior that a reasonable person would find to be disruptive, harassing, or threatening in nature, including stalking, prolonged staring, or following another with the intent to annoy.
Using library materials, equipment, furniture, fixtures, or building and grounds in a manner inconsistent with the customary use thereof; or in a destructive, abusive, or potentially damaging manner; or in a manner likely to cause personal injury to the actor or others. This includes running in the library.
Disobeying the reasonable direction by a library staff member.
Only the Brown County Library or the Friends of the Library, with approval of the Brown County Library, may solicit, petition, or distribute written materials on the Premises. All forms of solicitation, petitioning, distribution of written materials, canvassing or similar activities for any purpose is prohibited on the Premises.  Notwithstanding the preceding sentences, because the Brown County Library is part of the non-partisan political fabric of the community, citizens seeking nomination for public office as outlined in Chapter 8 of the Wisconsin Statutes may solicit signatures outside of the library facility so long as the solicitation does not unreasonably interfere with or impede access to the library facility or the library parking lot.  The citizen seeking nomination for public office is prohibited from distributing materials relating to his or her political views, party, or platform on the Premises.  Exceptions can be made by the Brown County Library when working adjacently with outside organizations that have been determined to aid Brown County Library in achieving its mission, strategy, or vision.
One standard backpack-sized item and one small personal item is permitted per visitor. Leaving personal belongings unattended or placing oneself, personal belongings, or objects, including but not limited to bicycles, skateboards, or backpacks on or against the building, furniture, equipment, or fixtures
in a manner that interferes with library staff or visitor use of the library facility.
Operating roller skates, inline skates, skateboards, or other similar devices in the library building.
Parking vehicles on library Premises for purposes other than library use. Vehicles parked in violation of this rule may be towed at the owner’s expense.
Smoking, vaping or other use of tobacco or nicotine products on library Premises, this includes visible tobacco and nicotine products and smoking within twenty feet of the Library or Library grounds.
Consuming food or drink that creates a nuisance because of odor, garbage, or spills. Non-alcoholic beverages in closed containers and small amounts of snack foods are allowed.  No food or drink of any kind is allowed while using library computers. Any BCL location may suspend food and/or beverage privileges at the direction of the Executive Director in consultation with the Library Board. Failure to comply with suspensions of food and/or beverages may result in a loss of library privileges from all Premises.
Bringing animals inside the library building (with the exception of service animals, see Sec. III. D 3.), except as allowed at a library-approved event.
Violating the library’s
Public Computer Use Policy
on the library website.
Bringing weapons of any kind is prohibited (except as authorized by law – see Appendix A or as allowed at a library-approved event).
Entering staff workspace without approval of a member of the library staff.
Loitering or sleeping in or on the library Premises.
Improperly using library restrooms or other facilities, including but not limited to bathing, shaving, washing hair, or clothes.
Using personal electronic equipment in a manner or volume that disturbs others, including but not limited to mobile phones, smart phones, laptops, and headphones. Speaker-or-video phone calling and/or volume is not permitted inside the library unless part of a library program or event.
Leaving one or more children under the age of 9, who reasonably appear to be unsupervised or unattended, anywhere in or on the library Premises. Additionally, the library recognizes that parenting is challenging.  However, parenting that is disruptive or may reasonably be construed as abuse will not be tolerated.  Law enforcement will be notified if abuse is suspected.
Inappropriate displays of public affection.
C.
Any person who violates rules in this section will be banned from the Premises until the problem is corrected.
Bare feet, bare chest, or other exposed body areas that are not fit for a public setting are not permitted on the Premises.
Disturbing others because of offensive body odor or perfume and/or having infested clothing or personal effects.
Improper handling or behavior of a service animal.  Service animals must be trained to provide a specific service for the handler of the animal.  A service animal must be tethered and controlled by the handler.  If a service animal barks, lunges, misbehaves, urinates, or defecates in the library, library staff can ask that the animal be removed from the building.  Library staff may
not
ask about the disability of the person with the animal.  Instead they should ask:
Is that a service animal?
What specific services, tasks, or work has the animal been
trained
to perform for
you
Unless the animal has been
trained
to do a specific task, service, or work for the
handler
, library staff can ask that the animal be removed from the building.  Training for a specific task, job, or service is the key component to the distinction of a service animal.  The mere presence or existence of the animal as a crime deterrent and/or the provision of emotional support, well-being, comfort, or companionship does not constitute training for work or tasks under the Americans with Disabilities Act.
Note:  If it is determined that a service animal be removed from the building
the individual with a disability who uses the service animal should be given the option of continuing to enjoy the library without having the service animal on the Premises.
Additional Rules
Requests for staff to share their knowledge of a visitor being in the building will be denied. If possible, library staff will take down the requestor’s name and phone number and pass that information on to the visitor.  The visitor can then call that person back if he or she wishes.
Paging visitors will not be done except in extreme emergency.
If the library is closing, at a regular time or in an emergency situation, and a parent or guardian of a child cannot be located in the building, the appropriate Police Department may be called.
To provide an orderly and pleasant public environment, any staff of the library is authorized to determine whether a library visitors is not abiding by these or other Brown County rules and regulations. The library reserves the right to respond to any and all conduct not expressly set forth herein but which is deemed by library staff to interfere with the use of the library by other visitors or interfere with the performance of duties by library employees. Any visitor who violates these rules and regulations may be temporarily or permanently denied the privilege of access to all Brown County Library facilities.
APPENDIX A
Wisconsin State Statute 941.235 – Carrying firearm in public building.
(1) Any person who goes armed with a firearm in any building owned or leased by the state or any political subdivision of the state is guilty of a Class A misdemeanor.
(2) This section does not apply to any of the following:
(a) Peace officers or armed forces or military personnel who go armed in the line of duty or to any person duly authorized by the chief of police of any city, village or town, the chief of the capitol police, or the sheriff of any county to possess a firearm in any building under sub. (1). Notwithstanding s. 939.22 (22), for purposes of this paragraph, peace officer does not include a commission warden who is not a state-certified commission warden.
(c) A qualified out-of-state law enforcement officer, as defined in s. 941.23 (1) (g), to whom s. 941.23 (2) (b) 1. to 3. applies.
(d) A former officer, as defined in s. 941.23 (1) (c), to whom s. 941.23 (2) (c) 1. to 7. applies.
(e) A licensee, as defined in s. 175.60 (1) (d), or an out-of-state licensee, as defined in s. 175.60 (1) (g).
Wisconsin State Statute 175.60 – License to carry a concealed weapon.
(1) (d): “Licensee” means an individual holding a valid license to carry a concealed weapon under this section.
Child Safety
POLICY E-3 | 10/20/2016
Purpose of Policy:
The Brown County Library welcomes children to use its facilities and services. Because Brown County Library locations are busy public places open to all, parents/guardians or caregivers are always responsible for their children, the care of their children, and the acts of their children to ensure their children’s well-being.
The Brown County Library shall not be responsible or liable in any way for consequences of parents/guardians or caregivers forfeiting their responsibilities. Library staff cannot take responsibility for the care of children of any age. The public library, unlike schools, does not serve in loco parentis (in place of a parent). Library staff cannot act in the place of parents, nor can they act as a substitute for daycare in providing constant care and supervision. Therefore, responsibility for the care, safety, and behavior of children using the library rests with the parent/guardian or caregiver. A caregiver must be at least 13 years of age.
Parents/guardians are reminded that unexpected events can occur while children are left unattended. Examples include but are not limited to: the child could wander out of the building on his/her own, the child could be approached by untrustworthy people, or the child could be physically injured.
Requirements and Responsibilities:
A. All children must abide by the rules in the Appropriate Library Behavior Policy. The safety and behavior of children under age 18 on library premises is the responsibility of the parent/guardian whether or not the parent/guardian accompanies the child.
i. This responsibility includes a child’s use of library computers with access to the Internet. (See Internet and Public Computer Acceptable Use policy.)
B. All children under the age of 9 years old must be attentively supervised at all times when at the library by a parent/legal guardian, or by the parent/guardian’s designated, responsible caregiver who is at least 13 years old.
i. The parent/caregiver should remain in the immediate vicinity of the child and must monitor and guide the child’s behavior and activities.
ii. The parent/caregiver should adjust the length of the library visit to suit the attention span and behavior of the child.
iii. Children age 9 – 18 may use the Library unaccompanied by a parent/guardian or caregiver as long as they abide by the library rules. Staff will take note of disruptions caused by children who are apparently unaccompanied, as well as taking note of children whose maturity level demands additional attention beyond what their agetypically requires. Parents/guardians are always responsible for the actions of their children and will be notified as needed.
C. It may be necessary that a child be supervised at all times by a parent or caregiver for the child to abide by the library rules, such as when a child has additional needs related to physical or mental ability, inconsistent behavior patterns, emotional outbursts, lack of adequate attention span, or incomplete social skills, that prevent the child from following the rules or enjoying the library visit on their own. Shorter library visits may be necessary.
D. All children should have the telephone number of someone who can assist them in an emergency or pick them up from the library if needed. It is important that all children have a library card with up-to-date home and work telephone numbers of parents/guardians on the library card account.
E. Children known to be sick should be kept/taken home for their own health and safety, and the health and safety of others.
F. Children behaving inappropriately will be informed of the rules. Parents or caregivers accompanying the child(ren) will be informed of the rules as well. If inappropriate behavior continues, the child shall be asked to leave the library.
G. Every effort will be made to contact a parent/ guardian if it is noticed that an unsupervised child suspected to be under the age of 13 is asked to leave the library due to behavior or due to closing of the library. If a parent/guardian cannot be reached to pick up the child, or if the parent/guardian has not picked up the child within 15 minutes of library closure, the local police department will be called to pick up the child.
Library Staff Actions:
A. When necessary, staff will ask children to leave the library due to closing time or inappropriate behavior by the child.
B. Library staff will use reasonable judgment when estimating the age of children. The library will not require children to prove their age for library use; however, if behavior issues arise, or if library staff suspects a young child is unsupervised, they will work with the child to determine their age in an effort to enforce this policy.
C. Library staff and/or security guards will take action if they are aware of a child that appears to be at risk of harm; lacks adequate supervision; appears ill or upset while unaccompanied by a parent or caregiver; engages in disruptive behavior; or appears unprepared to get home safely. Depending on the circumstances, action may include:
i. Attempting to contact/locate the parent/legal guardian to address the issue. Follow-up letters may be sent if contact information is known.
ii. Informing the child(ren) and/or their parent(s)/caregiver(s) of the relevant library behavior expectations.
iii. Restricting or suspending library privileges for the child(ren) and/or family members. For serious issues, library staff may direct the child(ren) and/or the parent(s)/caregiver(s) to leave the library immediately with no prior warning.
iv. Contacting the police or child protection authorities.
D. Library staff cannot transport or escort a child to any location off library property.
This policy replaces any previous policy regarding Child Safety.
Photography and Filming
POLICY E-1 | 04/19/2007
Statement of Policy
The library, as part of the public environment, shall permit the use of photographic, digital imaging and film equipment so long as such use does not interfere with the public’s right to enjoyment of the library for its intended purpose or violate the privacy rights of any consumer of the Brown County Library System.
Photography or filming designed to record a visit, activity or otherwise implement the library setting as a background is permissible, provided that such activity avoids capturing identifiable likenesses of individuals without permission. All individuals photographing or filming on library premises are asked to honor requests of individuals not to be included in photos or film. Photos of minors are prohibited without the explicit permission of the parent or legal guardian of the child.
Commercial Photography
The library does not permit commercial photography on or within its facilities without prior written permission of the Library Director or Library Board designee. Such photography includes, but is not limited to, using library buildings, grounds or interiors as stage sets for portraiture, model photography or product photography. Such request shall be made in writing not less than 10 business days prior to the requested use of library.
Research Photography
The library permits research photography of its materials and resources within certain limitations. Researchers and journalists are responsible for obtaining necessary permission when photographing or filming any copyrighted or otherwise protected materials. Such documentation shall be provided to the Library Director or Library Board designee prior to the commencing of any imaging of such copyrighted materials.
News and Media Photography
The library shall grant access and permission to any media photographer who is recording a news story that directly involves the library and its programs. Advance authorization for such photography must be obtained from the Library Director or Library Board designee.
Non-Commercial Photography
Individuals wishing to take photos or film of any of the library property, inanimate objects or similar items for personal use may do so without special permission so long as such imaging does not disrupt others enjoyment of the library. Special or unique photography equipment, including but not limited to additional lighting, large tripods or large microphones shall not be permitted.
Individuals wishing to take photos or film that may include persons other than those from whom they have obtained explicitly or implied permission to photograph are asked to contact the Library Director or Library Board designee. Under no circumstances shall anyone be granted permission to take photographs of minor children without first obtaining explicit permission from that child’s parent or guardian.
Under no circumstances will a person be able to modify or arrange the property of the library for photographic purposes without first obtaining specific permission from the Library Director or Library Board designee.
Liability
The library accepts no liability for the use of photos or film resulting from the activity of any other person not under the direct supervision of the Brown County Library System.
Note that any persons filming or photographing on library premises have the sole responsibility for gaining all necessary releases and permission from persons who are filmed, photographed or imaged. Further, the photographer is solely responsible for ensuring that no copyright infringement occurs while conducting his or her activity. The library undertakes no responsibility for obtaining such releases.
Rights of the Library
The library reserves the right to enforce all above provisions at its sole discretion. The library’s first priority is fulfilling the mission of the Brown County Library System, and as such has the right to terminate the activities of any person whom it feels in its sole discretion are inconsistent with such mission. All staff of the Brown County Library System is authorized to terminate any photography, filming or imaging which appears to compromise the safety, security and enjoyment of its patrons.
CIRCULATION POLICIES
Electronic Devices
POLICY F-3 | Rev. 01/17/2019
Purpose of Policy:
The Brown County Library provides access to electronic devices for use in the library or for checkout to supply Brown County Library users with the technological knowledge necessary to be up-to-date.
Definition and Description of Devices Available:
A.      Items available for checkout to use outside of the library:
1.      Chromebooks
2.      WiFi Hotspots
3.      Arduino Kits
B.      Items available for checkout to use inside the library:
1.      Laptops
Rules of Use:
A.      All library policies that apply to other library items or patron behavior in the library also apply to the use of electronic devices unless noted in this policy.
B.      A patron must be at least 12 years old to use the devices listed in this policy.
C.      As with all other library materials, the user assumes responsibility for the item and is liable for damage or loss of parts.
D.     Checkout of WiFi Hotspots is for 7 days and for all other devices intended to be used outside the library checkouts are for 21 days.  No renewals are allowed on these items.
E.      WiFi Hotspots are limited to one checkout per household per month.
F.       Laptops must be checked out, but are for in-library use only and are not permitted off library property. Laptops are checked out in 2 hour increments. Laptops removed from the library building will be considered stolen, and law enforcement will be contacted. Laptops must be returned before the end of business hours on the day of checkout or they will be assumed stolen.
G.     Users must return devices listed in this policy to the appropriate service desk at the Brown County Library location in which they checked the item out. They should not put devices into a bookdrop or media drop for return, nor should they return any device to non-Brown County Library locations.
H.     Replacement cost is noted on the device package and is firm (see Fines section of the policy).
I.        Devices will not be checked in immediately. Library staff will inspect the device thoroughly before check-in.
J.        Patrons may not alter, delete or copy any software loaded on the devices or otherwise change its existing configuration. Saving files on the laptop should be done using cloud technologies or personal removable media (disks, flashdrives, saving to e-mail accounts, etc.). Hard drives on library computers are automatically cleared when rebooted.
K.      Patrons cannot place holds on devices listed in this policy; however, if a patron calls and a device is available, a device’s status will be changed to “customer pick-up” and set aside for two hours. Pickup for devices will be at the Service Desk.
L.       There is a limit of one device of each type per card at any one time.
M.   Responsibility for supervising children’s use of electronic devices and their content rests with parents or legal guardians. Selection of content for devices will not be inhibited by the possibility that materials may come into the possession of children. Electronic device content is viewed as a virtual extension of the contents within the entire library.
N.      However, unlike printed material, some of these devices allow for use of the internet, and the Brown County Library does not control what is published on the internet.  The Library also recognizes what is acceptable for one person or family may not be for another.  It is the responsibility of the user (or the parent, guardian or caregiver) to determine what is appropriate.
O.      Content on electronic devices may change. The library reserves the right to add or delete content it provides on these devices.
Understandings:
A.      When accessing the Internet through the Hotspot you are accessing the Internet through Sprint’s network and not the Library’s network. Your use of the Hotspot is subject to Sprint’s Acceptable Use Policy, Privacy Policy, and Terms of Use, all of which are available on Sprint’s website (currently located at www.sprint.com/legal/agreement.html). Please read these documents before using the Hotspot.
B.      The Hotspot remains the Library’s property at all times. The Library may request the return of the Hotspot at any time, and the library can deactivate the Hotspot at any time.
C.       Technical support for the Hotspot can be reached by calling Sprint Technical Support 800-927-2199 seven days a week (It will prompt you for a phone number but do not enter anything, just wait until the options are listed and select 3 for Sprint Technical Support).
D.      The Library is not responsible for any files, data, or personal information accessed/transmitted using the Hotspot, Laptops, Chromebooks, or any other device loaned to the patron.
Fines:
A.      Overdue fines for Arduino Kits are $1.00/day, Chromebooks and Hotspots are $10.00/day, and Laptops are $1.00/hour.
B.      If an item becomes lost or damaged, the cost to replace or repair the item will be added to the patron’s account in addition to any overdue fines that may have accrued.
C.       Some individual parts might be replaceable separately for their own value. The costs of those parts are noted in the device package, and if a patron does not return those items, the cost of those items will be added to the patron’s account.
Renewals
POLICY F-2 | 09/20/2007
Customers may renew Brown County Library materials if no holds exist on them. Limitations apply.
Most materials can be renewed:
Speak to Brown County Library staff at any location over the phone or in person during open hours.
Renew online through the library’s web site.
Rental materials may be renewed in person or over the phone.
Interlibrary Loans may not be renewed.
COLLECTION DEVELOPMENT POLICIES
Collection Development
POLICY G-1 | Rev. 10/19/2023
Mission of the Library
To be your place for infor
mation, entertainment, community, and culture.
Purpose of the Collection within the Context of the Mission
A library is identified and defined principally by its holdings of materials and information resources. The library fulfills its mission by selecting, acquiring, organizing, preserving, maintaining, and providing access to a collection of materials (both print and non-print) and electronic resources that address the interests and needs of the members of a diverse and complex community.
Purpose of the Collection Development Policy
This formal policy serves several vital purposes.
Guides staff in making decisions about the selection, management, and preservation of library materials, and in allocating library budgets
Informs the public of the principles that govern collection development at the Brown County Library
Declares the library’s commitment to the principles of free access to ideas and information, and to providing collections that reflect a variety of viewpoints.
General Principles of Collection Development
Collection development at the Brown County Library is founded on the principles of intellectual freedom, equal access for all, and the preservation of the documentary record of culture. The library provides a collection that balances viewpoints across a broad spectrum of opinion and subject matter in formats suitable to a variety of learning and recreational interests and skills. Using selection practices that are flexible and responsive to the changing needs of the community, the library builds and maintains collections for the general public while recognizing the needs of special population groups.
Intellectual Freedom
The library makes available a diversity of ideas and viewpoints in support of an informed citizenry. The library supports the individual choice and judgment of its users in seeking information, and upholds the freedom of library users to read, view, and listen.
Decisions to select or retain an item are based on the merits of each work or information source as it relates to the goals and coverage of the collection. The library considers the value of each item in its entirety and within the context of the collection, not on specific passages or sections in the item itself.
Materials are not marked, labeled, or sequestered to show approval, disapproval, or judgment as to suitability of content for particular audiences. Materials are not excluded, removed, proscribed, or suppressed because of their creators’ origin, background, or views. Inclusion of an item does not constitute endorsement of its content by the Library Board. Selection of materials for adults is not constrained by possible exposure to children or young adults. Responsibility for children’s and young adults’ use of library collections rests with their parents, guardians, or caregivers.
To ensure the intellectual freedom rights of its library patrons, the Brown County Library Board has adopted the American Library Association’s
Library Bill of Rights
Access
The library makes its collections available to all. However, not all library materials can be made immediately accessible at all locations within the Brown County Library system. Selectors decide how many copies to buy and where to locate them by considering anticipated demand, the interests of local library users, physical space limitations, and available funds.
Libraries with larger or specialized collections act as resource libraries for other branches. The largest retrospective and archival collection is maintained at the Central Library, which serves as a repository resource for the entire library system.
The Brown County Library is committed to the expeditious and cost-effective delivery of materials and information to its users. Some library materials, however, may be subject to use limitations and storage due to considerations of rarity, exceptional levels of demand, cost, physical condition, and permanent value of their information content. Efforts will be made to provide access to materials and information beyond the immediate premises of a library building or collection, by requests placed through the online catalog, interlibrary loans, online searching, provision of licensed electronic resources, and access to the Internet. In all these efforts, the Brown County Library will operate within the provisions of United States copyright law.
Providing access to electronic resources is an integral part of the library’s collection development efforts.
Preservation
The library recognizes the importance of a collection that reflects the past as well as the present. The Brown County Library preserves items of permanent or long-standing value. In accordance with established retention and preservation criteria outlined below under Collection Management.
Collection development is a process guided by the expertise and judgment of librarians. Ultimate responsibility for the direction, purpose, and scope of collection development rests with the Brown County Library Board. Direct selection of library materials is delegated to staff members qualified for this duty by education, training, interest and job classification.  The Library Director and Collection Development Manager, or in their absence, the Deputy Director, are responsible for the day-to-day administration of the policy, and delegates this professional responsibility to the librarians and staff of various library departments and branches.
Community/Audience
The library’s community is diverse, consisting of individuals of various ages, races, faiths, levels of education, incomes, sexual orientations, ethnic backgrounds, and languages spoken. The library serves an ever-changing population. Its primary audience is the residents of Brown County. Secondarily the Brown County Library serves residents of the larger northeast Wisconsin metropolitan area and the state of Wisconsin through its role as the resource library for the Nicolet Federated Library System, an eight-county system of public libraries, and through interlibrary loan and direct/reciprocal borrowing. Green Bay and the Brown County metropolitan area have a strong, stable business and economic climate, a rich arts community, many institutions of higher education, and an abundance of active civic and cultural organizations.
The Brown County Library meets the needs of its diverse community with collections that emphasize:
Early literacy and other initiatives for young children
Support for students in all levels of formal education
Lifelong learning for adults
Recreational reading, listening, and viewing for all ages
General research, but especially in areas of local or regional interest, or subjects in high demand
Artistic and creative resources
Information and fact-finding services
Occupational and professional development materials
The particular or specific needs of identified populations of users
The focus of each library branch varies depending upon the needs of the groups served by that branch, but the Central Library and all other library outlets work together to support the operations of the system as a whole with their individual services and collections.
Context and Scope of Collection Development
The Brown County Library’s branch libraries, bookmobile, Central Library, and a variety of long-standing interagency agreements all contribute to the rich mixture of resources and information available to the county, region, and state.
The Central Library provides collections and services to both the Brown County branch libraries and to libraries throughout the northeast Wisconsin region, and also serves as a community library for people who live and/or work downtown. The Central Library preserves materials for the future, especially those of local interest or significance. Through its Local History and Genealogy Department, it serves as the collective memory of the community. Like other public libraries, the Central Library provides comprehensive collections in well-defined subject areas as well as special collections in selected topics based on historical demand.
Branch library collections are developed primarily to serve users in the neighborhood or community that directly surrounds each library. Service areas of regional libraries with larger collections extend beyond their immediate neighborhoods. Branch library collections contain primarily current, general interest materials on a wide variety of subjects for all ages
Brown County Library considers the holdings of other libraries locally, regionally, and nationally in making selection and retention decisions. In the same way, Brown County Library’s collection enables other area libraries to develop their collections in different ways. The library also participates in reciprocal borrowing and resource sharing agreements with other libraries.
Collection Management Selection Sources
Sources for selection decisions include, among others: published reviews, vendor or publisher catalogs, advertisements, and user requests or recommendations.
Selection Criteria
Librarians use their subject knowledge and expertise in combination with the standards listed below to select and evaluate collection items. Gifts, donations, and purchases are selected using the same criteria. These criteria are not in priority order; an item need not meet all criteria to be selected.
General Criteria
Suitability of format or physical form for library use
Cost relative to the value the item contributes to the collection; basic cost
Space required relative to the value the item contributes to the collection
The extent to which the item supplements, expands on, or supports the existing collection, rather than duplicates it
Relevance to observed and anticipated community needs and desires, reflecting generally accepted community standards for content and quality. In most cases, films rated NC-17 or X based on the rating code of the Motion Picture Association of America (MPAA), are not selected. Explanations of the rating codes are included in Appendix I and II.
Reputation and qualifications of the author, creator, illustrator, producer or publisher of the work
Local significance of the author or creator of the work; local emphasis
Content Criteria
Comprehensiveness of treatment, including breadth and depth
Skill and purpose of author or creator
Consideration of the merit of the work as a whole, rather than a specific passage or passages, as evidenced by positive reviews from reliable sources.
Evaluation of the currency and accuracy of the information contained, to the extent that is possible
Representation of diverse points of view
Representation of important movements, subjects, genres, or trends of local, regional, or national significance
Long-term or historical significance or interest
Relevance of the information to immediate local requirements
Electronic Format Criteria
Additional criteria are considered when selecting materials available in electronic formats.
Ease of use of the product
Accessibility to multiple users
Access to needed equipment
Enhancement of the print equivalent (if any) in terms of speed, flexibility, combinations of search terms, or general utility
Continued access to retrospective information when necessary or desirable
Reduction of space requirements over print products
Reduction in number of copies of a print source when purchased for multiple locations
Gifts and Donations
Funds
The library accepts monetary gifts intended for the purchase of library materials when donors’ intentions   for the gifts are consistent with the library’s collection objectives.
Materials
The library accepts donations of materials that are in good condition if deemed valuable to the collection. The library reserves the right to make final disposition of all gifts received. Gifts may be added to the collection or rejected at the discretion of the library. Gift materials not added to the collection are not returned to the donor. Unused gifts may be given to the Friends of the Brown County Library for public sale or disposed of in some other way.
Retention, Preservation, and Review of Materials
Retention and Preservation Criteria
The library operates on the premise that retention and preservation decisions are another type of selection choice. With the same criteria used to select new materials, the library retains or preserves materials of long-standing value to its mission and collections. Significant and valuable portions of the collection that no longer fill a current or projected public need may be removed with the approval of the Library Board.
Retention
Condition, content, inherent value, and use are the primary criteria used to determine the continued retention of materials in the collection. As demand declines, the library selectively removes titles, making exceptions for areas of special importance to the overall collection. The library also removes worn, damaged, and obsolete materials that cannot be repaired and are no longer usable.
Preservation
The library, to the best of its ability, preserves those materials that cannot be replaced, but that continue to have long-standing or permanent significance to the overall collection. The library may use a variety of means to preserve such materials, including preservation photocopying, microfilming, encapsulation, digitizing, replacement of content through the purchase of another edition, rebinding, de-acidifying, custom reprinting, and use restriction. The library also encourages preservation of materials by educating the public and staff about care of materials and by instituting procedures for proper handling and storage of materials.
Withdrawal of Materials
The Library Board recognizes that withdrawing materials from the collection is an important part of maintaining the library collection. Withdrawal of library materials is the responsibility of the Collection Development Manager as overseen by the Library Director, who authorizes qualified staff to assist.  Withdrawn materials are given to the Friends of the Brown County Library and are offered for sale to the general public at their book sales.  The proceeds from such sales are available to the Library through the Friends to enrich its collection and services.
The withdrawal policy of the Library includes the same factors as the selection policy and is not intended to sanction removal of library materials based upon any controversy.
Evaluation Criteria
Evaluation techniques are used to measure collection usefulness in terms of scope and depth, as well as strengths and weaknesses.
Among the measures and evaluation techniques used by library staff are:
Age and condition of items in the collection
Comparison of the collection with accepted core collection lists
Frequency of requests placed through the online catalog and interlibrary loan
Circulation
In-house use of materials
User surveys
Relevance to observed and anticipated community needs and desires
Long-term or historical significance or interest
equest for Review
Library users may occasionally object to titles that have been selected for the collection. Persons seeking the reconsideration of a book, videocassette, compact disc, or other item are asked to complete a “Request for Review of Library Materials,” available from the Administrative Office at the Central Library.  The library, upon receipt of a completed form, reviews the item for inclusion in the collection, relying on professional standards and compliance with the Collection Development Policy. The library user who requested the review will be notified by the Executive Director of the library’s decision.  All completed reviews become public records.
Policy Review
This Collection Development policy is periodically reviewed, revised, and/or reaffirmed by the Library Board.
Gifts and Donations
POLICY G-2 | Rev.03/12/2008
The Brown County Library is pleased to accept gifts and donations.  Gifts and donations may be accepted by a branch or department head, a member of the administrative staff, or the Director, provided that they are in accord with the following criteria:
The library has the right to determine suitability for inclusion of gifts and donations in accordance with its policies and objectives.
The library is not obligated to accept or retain any gifts or donations which fail to meet the library’s mission.
If a gift or donation is received which, after appropriate evaluation, cannot be used by the Central Library or the branches, one of the following options will apply:
Gifts and donations not added to library collections may be offered to another educational institution.
Gifts and donations not added to library collections may be distrib­uted to nursing homes, retirement homes, homeless shelters, doctors’ offices, etc.
Gifts and donations not added to library collections may be given to the Friends of the Library for their used book sales, proceeds of which are used by the Friends to support the library.
Gifts and donations not added to library collections may be disposed of by sale, or in some other manner deemed appropriate by the Board. Those not added are not returned to the donor.
Care in accepting gift books and materials is exercised for these reasons:
While books may be given at no cost to the library, pro­cessing and cataloging the material is costly.
Space in the library is limited and customers of public libraries expect an up-to-date, current collection.
Books and materials of limited, specialized, or historical interest can be borrowed from other libraries through Inter-Library Loan and other cooperative agreement.
Monetary Gifts
The Brown County Library gratefully accepts gifts, donations, endowments, bequests and trusts.  Ten percent (10%) of the monetary value of any unrestricted funds will be donated to B.C.L. Foundation, Inc., unless donors choose the option of not contributing a percentage to the Foundation. These funds are used to pur­chase materials which add breadth and depth to the library collec­tions and for equip­ment and improvements which facili­tate use of the library by customers and staff.  All financial trans­actions are arranged through the Library Director or in his/her absence, the Deputy Director, or Accountant or Communications and Library Program Manager.
Specific Memorial and Commemorative Gifts:
Gifts may be given as a memorial, and may also be given to celebrate a birthday, anniversary, or other occasion.
Suggestions for specific donations of materials, equipment, artwork, etc., are welcomed by the library but the final decision, based on library holdings and the library’s mission, rests with the library.
Arrangements should be made for the selection of gift books or non-print materials by consulting with the Collection Development Librarian.
An appropriate gift plate will be placed on the gift item and an acknowledgement will be sent to the donor.
Arrangements for memorial gifts other than library materials must be made with the Library Director or in his/her absence, the Deputy Director, or Accountant or Communications and Library Program Manager.
Donation of Historical and Other Valuable Materials:
Donation of items of unusual monetary value will be referred for examina­tion to the Library Director or in his/her absence, the Deputy Director, or Accountant or Communications and Library Program Manager who will be responsible for recommending the acquisition of the material and will follow through on the proper handling of the items.  The Library Board has final disposition of all donations.
Appraisal of Collections:
The library does not appraise books or non-print materials for income tax purpos­es and will not assume any legal responsibility if an acknowledge­ment letter of a donation is used for tax or other purpose.  The Internal Revenue Service may require a disinterested professional appraisal for tax or inheritance purposes.  The cost of an appraisal by a third party will be borne by the donor, and the acceptance of a gift which has been appraised by a third and disinterested party does not in any way imply an endorsement of the appraisal by the library.
DISTRIBUTION OF MATERIALS
Contest Eligibility
POLICY I-3 | 02/18/2010
CONTEST ELIGIBILITY
Contests are open only to residents who have a valid Brown County Library card. Employees of the Brown County Library and their immediate families (spouse and children), and other persons living in the same household are not eligible to participate.
Brown County Library shall have the right to verify, in its sole judgment, entrant and winner eligibility.
Handouts and Posted Announcements
POLICY I-1 | 04/19/2007
HANDOUTS AND POSTED ANNOUNCEMENTS
If space allows, the library distributes and posts public notices, brochures or flyers if they meet any of the following criteria:
Government information (including tax forms)
Local events
Non-profit organizations
Library information
Library programs
Dated events over continuing programs
Before distribution or posting, notices, brochures, or flyers must be approved by Administration.  Flyers are removed after the event has occurred or after an appropriate period of time.
The library provides selected Wisconsin and Federal tax forms, which are available without charge from the beginning of the year through the filing deadline.  Reproducible copies of some tax forms are available throughout the year. There is a $0.15 per page cost for photocopying.
Sale and Promotion of Goods and Services
POLICY I-2 | 05/17/2007
SALE
AND PROMOTION OF GOODS AND SERVICES
It is the policy of the Brown County Library Board that staff members and library facilities not be used for advertising or promoting the interests of any non-library agency or organization, public or private.
Solicitation
It is the general policy that the Board shall not permit the use of library facilities or staff for the solicitation or sale of materials, programs, or equipment containing commercial messages or those designed to persuade library patrons or staff to acquire a particular product or service offered by a named individual, company, organization, association, or agency. This general restriction on solicitation is subject to the exceptions as provided in the Sale and Promotion of Goods and Services Policy.
Commercial Interests
Organizations/businesses that rent the use of library space are permitted to promote and sell their goods and services. If goods or services will be sold when using the library’s premises, regardless of commercial or non-profit status, the applicable room rental fee will be assessed unless it is conjunction with a library or library-sponsored event.
Sales of Goods and Services at Library or Library-Sponsored Events
Programs sponsored by Brown County Library are presented for the education or entertainment of the Library’s patrons.
Organizations/businesses that are participating in a library program may promote and sell their goods and services subject to one or more of the following conditions:
Sales take place before or after the program;
A vendor fee, if applicable, in an amount that is typical of the vendors’ industry, is paid;
The library may condition the sale of books or other goods on the library’s receipt of an appropriate commission on the sale of such books or goods or on an appropriate donation of books or goods to the library’s collection.
Speakers or entertainers may promote their business or service by having business cards or promotional material available for the patrons attending the program to pick up if they so desire.
Contests/Exhibits
The Board recognizes that contests, exhibits, and the like may benefit library patrons or the
Brown County Library system as a whole, but participation in such special activities may not:
Have the primary effect of advancing a special product, group, or company; or
Make unreasonable demands upon the time of staff or upon the resources of the
Brown County Library.
Distribution/Posting of Literature
No outside organization or staff member or library patron representing an outside
organization may distribute or post literature on that organization’s behalf on library          property without the permission and prior review of the Communications and Library
Program Manager
No materials from any profit-making organization are distributed to library patrons.
Friends of the Brown County Library, Inc.
This policy does not apply to the Friends of the Brown County Library, Inc. for specific fundraising events that receive prior approval from the Library Director or in his/her absence, the Deputy Director, or Communications and Library Program Manager. All proceeds from
such events should enhance specific library services.
FACILITIES AND EVENTS POLICIES
Exam Proctoring Guidelines
GUIDELINES K-5 | Updated 01/18/2023
EXAM PROCTORING
Arrangements for a proctored exam must be made 3 days in advance. The exam must be completed during regular business hours and at a time during which a proctor is scheduled to be on-site.
• There is no fee for administering a proctored exam at any Brown County Library.
• Proctors are unable to provide one-on-one supervision of a student during an exam.
• Not all Brown County Libraries can guarantee a private, distraction-free setting for taking exams.
• The library reserves the right to substitute a proctor in the event of the original proctor’s absence.
• Unless otherwise specified, the student is responsible for contacting the instructor or institution to arrange delivery to the proctor of both the examination and the instructions for its administration.
• The student is responsible for ensuring that the examination has been received by the proctor. The proctor will not contact the student when the exam arrives.
• The student must arrive at the agreed-upon time, prepared with the items required for taking the test. These may include picture ID, money for fax and photocopy charges, pens/pencils and calculator. Only items listed in the instructions will be allowed with the student in the test area. The student is responsible for securing personal items before the test begins. Unless instructions specify, no other person is allowed with the student while they are testing.
• If fax, email or digital submission are not required, the completed written exam will be mailed from the library at which the test was taken. A postage-paid envelope provided by the student or issuing institution is required. Unless stated in the instructions, neither the exam, nor a copy of that exam, will be retained by the student.
• Public internet access is available for online exams. Computers or laptops are usually available on a first-come, first-served basis, although some locations will allow reservations in advance to ensure availability. If the student deems that these options do not provide adequate privacy, a different testing site should be sought.
• The same procedure is followed for scheduling subsequent and/or retake exams.
• For group exams, every effort should be made to ensure that all members can take the exam simultaneously.
• Completed exam materials will be retained for up to 60 days or when the instructor or institution indicates that it can be destroyed, whichever occurs first. In compliance with the instructions provided by the issuing institution, exams not taken by the date on which they were to be completed are either discarded or returned.
Library Programs
POLICY K-2 | 05/17/2007
LIBRARY PROGRAMS
Library programs such as speakers, films, and concerts are another format (besides books, video, etc.) for providing information and educational and cultural experiences for the public.
Program types, topics, and speakers will be selected by staff in keeping with the library’s mission statement, materials selection policy and planning documents. Staff will consider the quality of the speaker or performer’s presentation and the topic’s timeliness, audience appeal and value to the community.
The fact that a program is sponsored by the library does not mean the speaker’s view or program content is endorsed by the library, its staff, board, or by Brown County.
The library recognizes the importance of providing a forum for a variety of viewpoints and topics.
The library often co-sponsors programs with other government agencies and non-profit organizations to enhance program effectiveness and publicity. Co-sponsorship implies that sponsors have entered into a short-term partnership to achieve a common goal.
*     In co-sponsoring, library staff takes active part in selecting and approving program topics, speakers, publicity and related aspects.
*     A library staff person will attend all sponsored or co-sponsored programs.
*     The library will make extra efforts to be visible and useful at co-sponsored programs through booklists, welcomes, introductions, announcements, etc.
The library will work cooperatively on programs with businesses and private organizations, often relying on them for speakers, funding and other assistance.
*     The library recognizes that businesses, speakers and performers may gain added community visibility and good will in return for helping to provide a valuable public service by cooperating on library programs.
*     The library will not provide names or addresses of people attending library-sponsored programs, nor will speakers be allowed to collect a list of such names or addresses, for business or profit-making purposes. We will not prevent individual members of the audience from willingly giving a speaker or co-sponsor their names after the program is over.
Due to limited time and resources, the library cannot be involved as a sponsor for all worthy program ideas. Community groups and businesses may rent or use library meeting rooms to sponsor their own activities in accordance with the library’s meeting room policies.
Meeting and Study Room Use
POLICY K-1 | Rev. 07/30/2024
MEETING ROOM AND STUDY ROOM USE
The Brown County Library is a not-for-profit, tax-supported institution. The library spaces are designed primarily for use in library-related activities. When they are not needed for programs sponsored by the library, they will be available for use by other groups, subject to policies established by the Library Board.
Groups shall not use the fact of the meeting’s location at the library as an endorsement of their activity, view, product or services by the library, its staff, its governing board, or Brown County.
Publicity generated by a group or organization for a meeting, program, or event on library premises may recite the library name, address and appropriate room designation only. Publicity may not identify or imply, including through the use of images such as the library logo, the library as a sponsor. The library phone number shall not be used as a contact number, nor shall groups use the library as a mailing address.
HOURS:
Meetings may be scheduled during the library’s open hours.
All meetings, including preparation and clean up, cannot begin prior to normal opening time and must conclude 15 minutes before closing of the library.
USES AND PRIORITIES AMONG USERS:
Premises may be used for programs sponsored by governmental agen­cies, non-profit educational and cultural organizations, community ser­vice agencies, and for-profit entities.  Priority will be given to library-spon­sored programs, followed by county agencies; city and state agencies; non-profit, civic and community organizations; and then for-profit entities.
In cases where a library or library-sponsored use conflicts with an earlier booking, the non-library booking may be cancelled or rescheduled.  The library will make every effort to avoid these conflicts, however, time-sensitive opportunities may present themselves and the library is obligated to pursue them to fulfill its main mission.
Library premises may not be used for:
1. Any purpose which, in the opinion of Library Administration or managerial staff, may unreasonably interfere with the normal operation of the library.
2. An engagement by any group that has abused the facilities or rules in its earlier use.
3. Meetings and/or performances that could be reasonably construed as obscene.
4. Meetings or programs that would interfere with the library’s operation by causing excessive noise, a safety hazard, or security risk. The library retains the right to stop meetings or programs that were approved but are disruptive in the same manner. Individuals attending meetings or programs must comply with all library policies and shall immediately cease actions deemed in violation of these policies upon request.
5. Meetings or discussions that intend or have potential to incite an immediate breach of the peace.
6. Meetings or discussions that encourage or promote violence against or physical injury to
individuals or groups of individuals.
7. An individual, group, or organization that intends to engage in criminal behavior.
FREQUENCY OF MEETINGS
It is Library Board policy to encourage the widest possible use of library space by community groups as long as this use does not interfere with normal functions and regular programs of the library.
An organization or group not affiliated with the library or Brown County may reserve a meeting room no more frequently than 20 times in a calendar year, with the exception of meetings of Brown County governmental units and Library affiliated groups.  Limits on the use of meeting rooms are established to provide as much access to the meeting facilities as possible to a broad range of organizations and groups.  Limited exceptions may be made on a case-by-case basis and will be referred to the Executive Director, or in his/her absence, the Library Administration Management Team, for consideration.
APPLICATION AND SCHEDULING:
Reservation of meeting rooms is on a first-come, first-served basis, subject to the priority criteria set forth in this policy.
Reservations for the use of library space by non-library groups must be made using the online request form available through the library’s website or by calling the library.  Requests may be made up to 60 days in advance.  Use of the online form implies agreement to the terms indicated in this policy.
The applicant must be at least 18 years of age to reserve a meeting room. Children and young adults are encouraged to use the meeting rooms but only with the supervision of one or more adults at least 18 years of age.
Groups and organizations may not schedule several alternative meeting times. The time and date of each meeting must be firm when a room is booked.
Groups that reserve space but do not occupy it are subject to loss of meeting room privileges unless they cancel prior to the scheduled reservation.
In the event of severe weather, the library retains the right to cancel or limit the time a group or organization has reserved for meeting room use. If possible, the library will attempt to contact the applicant in advance of severe weather cancellations.
Upon receipt of a properly executed reservation, the meeting will be reviewed and confirmed if the meeting purpose falls clearly within the approved policies.  If approved, an email confirmation will be sent.
If there is a request for use that the policies do not clearly cover, the application will be referred to the Executive Director or in his/her absence the Library Administration Management Team, who will either approve or deny.  In cases where a booking is denied, a request for appeal to the Library Board may be made.  If an appeal request is made, it must be made in writing to the Executive Director.  Discussion of the appeal will be scheduled on the agenda for the first regularly scheduled Library Board of Trustees meeting that is held at least ten (10) calendar days after the Executive Director receives the written notice of appeal. The Library Board decision will be final.
If the applicant is not satisfied with the decision of the Library Board, he/s­he/it may seek a judicial determination as to the validi­ty of the ruling.  Brown County’s legal staff shall be prepared to re­spond to the Court within five days of the applicant’s filing of the request for a judicial determination.
No decorations, wall hangings, presentation materials, or any other items may be taped, stapled, glued, or in any way fastened to walls, ceilings or fixtures. The cost to repair any damage caused by the unauthorized placement of such items will be assessed to the applicant.
Except in emergencies, the library staff will not accept calls or relay messages to people attending meetings.
Groups, individuals, or organizations that break this policy may be subject to loss of meeting room privileges.
RENTAL FEES
Study Rooms:
Use is free but requires a reservation. Limit one 4-hour reservation per day per location.  Renewals are based on availability. Unclaimed reservations are forfeited after 15 minutes.
Meeting Rooms:
Non-Profits
There will be no fee for use of meeting rooms by non-profit status organizations as approved by U.S. Code, Title 26, Internal Revenue Code, governmental, or community supported agen­cies provided the space is open to the public and not used for:
·       fundraising
·       events that charge admission
·       sales, advertising, solicitation
·       to obtain clients for-profit services
Private or Business Use
Half a day is defined as less than five hours.  A full day is five or more hours in a single day.  The following rental fees apply:
LIBRARY
LOCATION
AMENITIES
CAPACITY
RENTAL FEES
HALF DAY
FULL DAY
CENTRAL LIBRARY
Downtown Green Bay | 920-448-5807 or 920-448-5809
Meeting Rooms:
AUDITORIUM
Lower Level
Stage, Laser Projector, Screen, Mixing Borad, Microphones, PC, Theatrical Lighting, HD PTZ USB Camera, Blu-Ray Player & Hearing Loop
291 Theater Style
$150.00
$300.00
SINGLE MEETING ROOM
(Madison or Monroe Room)
Lower Level
Projector/Screen. Audio,
Hearing Loop
40 Theater Style
$40.00
$80.00
COMBINED MEETING ROOMS
(Madison and Monroe Rooms)
Lower Level
Projector/Screen. Audio,
Hearing Loop
75 Theater Style
$80.00
$160.00
BOARD ROOM
Second Floor
70″ Display with Audio
25 max.
10 at table
$30.00
$60.00
Study Room:
STUDY ROOM
Second Floor
70″ Display with Audio
12
No fee
Not Available
Other:
PIANO
Lower Level
Tuning Available for $225.00
No fee
No fee
EAST BRANCH LIBRARY
Green Bay | 920-391-4600
Meeting Rooms:
SINGLE MEETING ROOM
85″ Display with Audio,
Sink & Counter Prep Area
45 Theater Style
$60.00
$120.00
COMBINED MEETING ROOM
85″ Display with Audio,
Sink & Counter Prep Area
90 Theater Style
$120.00
$240.00
Study Rooms:
STUDY ROOMS (4)
55″ Display with Audio
4-5 at table
No fee
Not Available
STUDY ROOM D
65″ Display with Audio
6-8 at table
No fee
Not Available
KRESS FAMILY BRANCH LIBRARY
De Pere, 920-448-4407
Meeting Rooms:
EMIL & GAIL FISCHER MEETING ROOM
SINGLE
Lower Level
Projector/Screen and Audio,
Sink & Counter Prep Area
50 Theater Style
$60.00
$120.00
EMIL & GAIL FISCHER MEETING ROOM
COMBINED
Lower Level
Projector/Screen and Audio,
Sink & Counter Prep Area
120 Theater Style
$120.00
$240.00
Study Rooms:
STUDY ROOMS
USB Power
4-5 at table
No fee
Not Available
WEYERS-HILLIARD BRANCH LIBRARY
Howard | 920-448-4405
Meeting Rooms:
SINGLE MEETING ROOM
Projector/Screen and Audio,
Sink & Counter Prep Area
50 Theater Style
$60.00
$120.00
COMBINED MEETING ROOM
Projector/Screen and Audio,
Sink & Counter Prep Area
120 Theater Style
$120.00
$240.00
Study Rooms:
STUDY ROOMS (5)
USB Power
4-5 at table
No fee
Not Available
STUDY ROOM D
USB Power
8 at table
No fee
Not Available
SOUTHWEST BRANCH LIBRARY
Green Bay | 920-448-4910
Meeting Rooms:
SINGLE MEETING ROOM
Projector/Screen and Audio
40 Theater Style
$50.00
$100.00
Study Rooms:
STUDY ROOMS (2)
USB Power
4-5 at table
No fee
Not Available
OTHER BRANCH LIBRARIES
Meeting Rooms:
ASHWAUBENON BRANCH LIBRARY
920-492-4913
Projector/Screen and Audio
60 Theater Style
$40.00
$80.00
PULASKI BRANCH LIBRARY
920-822-3220
Projector/Screen and Audio
30 Theater Style
$40.00
$80.00
Other Fines and Fees
If the room is not restored to its original order and requires extra cleaning beyond normal wear and tear, the Library will bill the applicant (booking patron) a charge of $40 per hour, one hour minimum, to cover the cost of labor.
If the room is damaged, the library will bill the applicant for repair or replacement costs. The library is the sole determinant of whether damaged furnishings or equipment can be repaired or must be replaced. The library will make all arrangements for repairs to walls, floors, furniture, etc.
If library equipment is missing after a group has used the room, the library will bill the applicant for the costs of replacement.
For any of the above instances the individual, group, or organization will not be permitted to reserve meeting room space again until all charges have been paid in full.
REFRESHMENTS:
The library is a smoke-free building, according to Brown County code.
No alcoholic beverages will be consumed in any library facility, unless permission is granted by the Library Board, via the Library’s Executive Director, and only if appropriate municipal licenses are obtained.
Groups using the meeting rooms may have food catered as long as it has been approved by the library in advance.  Groups or individuals using Study Rooms may have light refreshments provided they abide by the Appropriate Library Behavior E-2 policy.
Kitchenettes at the Central, East, Kress Family, and Weyers-Hilliard locations are available for preparing cof­fee, tea, and foods not requiring cooking or heating.  Each organization should provide its own serving utensils, equipment, and supplies. Catered box lunches/refreshments may be delivered and set up by the caterer or spon­soring group.
Groups and individuals are responsible for proper clean up and disposal of all refuse and utensils, leaving each area in the same condition in which it was found.
EQUIPMENT:
See rental schedules for available equipment. Library staff is not available to provide for overlooked needs.
An organization may provide and operate its own laptop, LCD projector, DVD player, or other A-V equipment.
Use of space adjacent to meeting areas for displays or exhibits is subject to approval prior to meeting date.  The organization must agree to set up and take down such displays at an agreed-upon time.
LIABILITY
Applicant agrees to abide by all regulations of the Library regarding use of facilities and accepts responsibility for any damage caused to the building or its equipment, other than normal wear, resulting from the meeting(s).
Applicant shall indemnify and hold harmless within limits of Wisconsin state law the Library Board, Brown County, their agents, officers, employees, and volunteers from any and all damage, or loss, or liability of any kind whatsoever occasioned upon and/or within the library premises (as described above or as permitted for use by oral or other agreement), or ways or walks or concourse adjacent thereto, by reason of any bodily injury to, or death of, any person, or by reason of any injury to property of third persons occasioned by any act or omission, neglect or wrongdoing of the applicant or any of his/her and/or its officers, agents, representatives, assigns, guests, employees, invitees, or other persons admitted by the applicant to the premises, and the Applicant will, at his/her and/or its own cost and expense, defend and protect the Library Board, Brown County, their agents, officers, employees, and volunteers against any and all such claims or demands.
The Library Board, Brown County, their agents, officers, employees, and volunteers are not responsible for loss of individual property while using the meeting rooms.
PARKING
CENTRAL LIBRARY:
The City of Green Bay has installed two-hour parking meters in the Central Library parking lot and on Pine Street.  The parking ramp across Madison Street, or on-street parking east of Monroe Avenue should be used for periods over two hours.  Passport parking app is available for metered spaces in downtown Green Bay.
ADOPTION OF POLICY
These guidelines are effective for all meetings for which applications are approved.
Unscheduled Closures
POLICY K-3 | 12/18/2025
Unscheduled Closure
The Brown County Library will remain open during all regularly scheduled times regardless of temperature unless severe weather conditions, building mechanical or utility issues, or insufficient staffing warrants closing. Library facilities will close for all or a portion of regularly scheduled business hours when deemed necessary, taking into consideration the safety of Library employees, as well as the possible risk to public safety caused by remaining open.
The decision to close Library facilities is at the discretion of the Library Board President, Executive Director, Deputy Director, or designee.
Closure will be communicated to the public via the media and Library website. In the event of closure, employees may not be required to report for work or may be released from work early.  Employees will use available paid time off as compensation for hours not worked due to closure or reschedule the time with approval.
These circumstances may include but are not limited to:
Countywide Closure
All branches and departments of the Library will be closed when existing conditions pose a significant safety hazard to the public and Library staff. This includes inclement weather.
Closure of a Single Library Facility
A single Library facility will be closed when existing conditions pose a significant safety hazard to the public and Library staff, or when such situations arise that prevent or inhibit regular Library operations.
Naming Rights of Facilities
POLICY K-4 | Rev. 04/20/2017
NAMING RIGHTS OF FACILITIES
Naming of Buildings:
The naming of all new Library buildings and of all existing Library buildings undergoing significant renovation and expansion is the responsibility of the Library Board, guided by the following criteria.
New library facilities shall be named and existing library facilities shall be renamed
when the Library Board chooses to honor an individual for significant, outstanding contribution in keeping with the nature and mission of the Library (in which case the name should be generally recognized within the community and be able to stand the test of time), or
when the Board chooses to accept the gift of a donor (or donors) who requests naming rights and who contributes a significant dollar amount toward the total project costs, including construction, equipment, furnishings and collections for the building.
Further,
The Library Director, in consultation with the Library design team, Library Facilities Committee, and the Brown County Library Foundation’s Campaign Committee for that facility, will be responsible for determining the manner in which the name is recognized (e.g. signage.)
No naming opportunities will be considered for political or religious entities.
The term for the naming of the new facility shall be 25 years, after which the building could be renamed, based on the above criteria.
A list of the naming opportunities and costs for each facility under construction will be submitted to the Library Board for approval.
When considering proposals for naming or renaming a library facility, the following general principles should be taken into consideration:
Will the name engender a strong positive image?
Will the name be appropriate considering the facility’s location and history?
Will the name have historical, cultural, symbolic, or social significance for future generations?
Will the name commemorate places, people, or events that are of continuing importance to the area?
Will the name enhance the character and identity of the facility?
Will the name have broad public support?
Will the name result in the undue commercialization of the facility if it accompanies a corporate gift?
Does the proposed name duplicate, is it closely related to, or pronounced similarly to the name of any other existing facility such that it might cause confusion?
Naming of Interior Spaces:
Other naming opportunities are available within the new building or existing buildings undergoing significant renovation and/or expansion. These opportunities are identified by the Library Director in consultation with the Library’s design team, Library Facilities Committee, and the Brown County Library Foundation’s Campaign Committee for that facility, and could include such areas as meeting rooms, auditoriums, reading lounges, special use areas, collections, equipment, gardens or other interior and exterior spaces.
Naming opportunities are available for individuals, families, foundations and corporations making a significant contribution to the project, as determined by the square footage costs of the specific area of interest, plus the cost of new equipment or collections for that area.
The Library Director, in consultation with the Library design team, Library Facilities Committee, and the Brown County Library Foundation’s Campaign Committee for that facility, will be responsible for determining the manner in which the name is recognized (e.g.signage.)
A list of the interior naming opportunities and costs for each facility under construction will be submitted to the Library Board for approval.
The term for the naming of interior spaces shall be 25 years, after which the space could be renamed, based on the above criteria.
The Library reserves the right to determine hours of operation or closures of any of its buildings as it sees fit due to operational circumstances.
If moral or ethical issues come to light involving a person or organization that a building is named after, in whole or in part, the Library reserves the right to revoke and remove the name.  In such instances the library will not refund the money donated for naming rights.
Animals in Library Programs
POLICY K-7 | 06/21/2023
ANIMALS IN LIBRARY PROGRAMS
The library may host programs that include the presence of an animal or multiple animals. Examples include but are not limited to, trained therapy dogs, the Zoomobile, and naturalist programs. In consideration of the needs of the public, as well as the needs of the animals, programs will follow these guidelines:
Each program will have a clearly defined day and time, which will be advertised in advance of the program
The animal(s) related program will take place in a defined public spaces, using meeting rooms when possible
A trained handler must accompany the animal(s) at all times
Animals considered for library programming must be either registered therapy dogs or owners must provide proof of appropriate insurance.
FISCAL POLICIES
Accounts Payable
POLICY L-6 | 03/15/2007
ACCOUNTS PAYABLE
The authority to pay bills is delegated to Library staff – Library Director, Deputy Director and Accountant – by the Library Board of Trustees. A list is always available in the Accountant’s office for viewing by a board member.
Fee Collection
POLICY L- 4 | 04/30/2020
FEE COLLECTION
Overdue Notices
The library mails overdue notices to customers as a courtesy to remind them of material kept past the due date.  Failure to receive a notice will not be considered grounds for waiving a fine, as library users are responsible for keeping track of the due date of their library material.
Billing Statement
The library mails a billing statement to customers who owe $5.00 or more.
The library mails a billing statement to customers for the replacement cost and accrued fines when material becomes 40 days overdue.
Billing statements include a message indicating that outstanding accounts may be sent to a collection agency.
Failure to receive a notice will not be considered grounds for waiving a fine, as library users are responsible for keeping track of the due date of their library material.
Library customers who have an account balance of $10.00 or more are not allowed to borrow additional items.  A customer in good standing is defined as an individual whose record shows no overdue or lost materials or fines in excess of $10.00.
Collection Agency
The library utilizes the services of a collection agency in recovering long overdue accounts.
Once an account has been referred to the collection agency, all fines and fees must be paid in full before borrowing privileges can be restored.  Patron accounts will remain blocked until all money owed has been paid.
When a customer’s account is submitted to the collection agency, a $10.00 non-refundable collection agency fee will be added to the account balance.
All fine and fee information is retained in the customer record.
Fine and Fee Waivers
If a charge results from an error on the part of the library, and for that reason only, the location’s supervisor or most senior person will waive it.  All waivers are documented and reported to the library’s accountant.
Fines and Fees
POLICY L-3 | 01/07/2026
FINES AND FEES
Lost Library Cards
The initial library card is free. There is a $2.00 fee to replace a lost or damaged library card.
Fines
All fines collected for overdue materials are recorded and deposited weekly. If an Arduino kit, Chromebook or Mobile Hotspot cannot be made available for immediate circulation upon return due to the returned condition, a $15.00 cleaning fee will be assessed.
Printing, Photocopying, Faxing and Scanning
Print and Photocopy
Cost per page black & white
$0.20
Cost per page color
$0.50
Fax
Cost for first page
$1.00
Cost for subsequent pages
$0.75
Scan
None
Local History, Genealogy and Special Collection Services
Photocopies and Prints made and sent at Customer’s request. Requests for expedited shipping above normal first-class rates are added to billing.
Cost per page black & white copy
$0.25
Cost per page color copy
$0.50
Service charge – noncommercial use
$5.00
Service charge – expedited emails/scans for commercial entities
$15.00
Postage charge
None
Maximum number of copies
25
Obituaries copied and sent at Customer’s request:
Charge per obituary
$2.00
Service charge
$5.00
Maximum number per request
Heir searches copied and sent at Customer’s request:
Charge per heir search
$5.00
Service Charge
$15.00
Maximum number per request
U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of “fair use.” Users may not copy or distribute electronic materials (including email, text, images, programs or data) without the explicit permission of the copyright holder. Any responsibility for any consequences of copyright infringement lies with the user; the Library expressly disclaims any liability or responsibility resulting from such use.
Grant Application Authority
POLICY L-8 | 06/19/2013
GRANT APPLICATION AUTHORITY
In order to apply for available grants that occasionally have deadlines that require immediate action or become available unexpectedly, the Brown County Library Board authorizes the Library Director or designee to apply for grants under the following conditions:
The grant does not commit the Library Board to expenditures in excess of those reimbursed by the grant or already budgeted.
One-time expenditures do not require new, ongoing costs above and beyond the current expenses, such as additional staffing or increases in maintenance costs
Funds must be on-hand and earmarked for the project (or type of project) if the grant requires matching funds (e.g. Focus on Energy grants for energy efficiencies in buildings);
The grant application is less than $500,000; and
The grant application requirements does not allow applications to be made through the Friends of the Library’s 501(c) 3 status.
The Library Board President, or other officer when the President is not available, will be consulted prior to submission of grant application.
The Library Board will be notified of any grant applied for under these conditions and, if awarded, grant-related activity and documentation will be reported to the Library Board.
Out-of-Ordinary Expenditures
POLICY L-7 | 03/15/2007
OUT OF THE ORDINARY EXPENDITURES
An expenditure authorized by the Director, Deputy Director, or Accountant that is deemed “out of the ordinary” must  be reported to the Library Board in advance and before the particular commitment or payment of invoice.
INTERNET AND COMPUTER POLICIES
Internet and Public Computer Accessible Use | Appendix A
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PERSONNEL POLICIES
Appearance
POLICY N-10 | 08/23/2012
APPEARANCE
All Brown County Library employees represent the Library when they are on the job. By presenting a neat and presentable appearance, employees convey respect for our customers and the service we provide to the community.
Employees should dress in a manner that is appropriate to their responsibilities, that meets safety guidelines, and that is appropriate for the Library’s image. The Library reserves the right to determine what particular attire is inappropriate for a business regularly serving customers and visible in the public eye. The supervisor will inform the staff member of this and ask that the attire be changed.
Employee Benefits
POLICY N-14 | 11/15/2012
EMPLOYEE BENEFITS
Employee Leave
Regular employees may be eligible for a variety of employee leave benefits, including:
 Vacation
 Holidays
 Personal Leave
 Casual Leave
 Short-Term/Long-Term Disability Leave
 Funeral Leave
 Jury Duty
 Other Leaves of Absence
For more details, see Brown County Library Policy N-7: Employee Leave
Insurance
The Library participates in group insurance programs for health, dental, vision and life insurance offered by Brown County for regular employees who work 50% or more (at least 18.75 hours per week). The employee and employer contributions toward the premiums of such plan, together with the amount of deductible and design of such plan, shall be determined by the County on an annual basis.
Insurance Continuation
Employees who retire or receive disability benefits under the Wisconsin Retirement System, or those employees who become covered by social security for disability, or those who remain on the Library’s long-term disability program, may continue to be covered at their own expense under the County’s group health, dental, vision and life insurance plans at the group rate until Medicare-eligible by paying the appropriate premium amounts to the County.
Retirement
Brown County and the Brown County Library participate in the Wisconsin Retirement System (WRS) in accordance with Wisconsin Statutes. Employee and employer contributions are determined by WRS and the Employee Trust Fund.
Employee Conduct
POLICY N-13 | 10/18/2012
EMPLOYEE CONDUCT
Grounds For Corrective Action or Discipline
Library staff has a professional responsibility to create and maintain a safe and healthy work environment, one that has zero tolerance for inappropriate and disruptive behavior. Inappropriate behavior includes instances of aggression, intimidation or threats, and harassment. Reports of workplace aggression, intimidation, threats or harassment of any kind will be taken seriously and acted on by the appropriate personnel in a timely and, to the extent possible, confidential manner. Grounds for corrective action or discipline include, but are not limited to, the following:
 Dishonesty or falsification of records.
 Unauthorized use or abuse of Library equipment or property.
 Theft or destruction of Library equipment or property.
 Work stoppages such as strikes or slow-downs.
 Insubordination or refusal to comply with the proper order of an authorized supervisor.
 Unlawful conduct defined as a violation of or refusal to comply with pertinent laws and regulations.
 Habitual tardiness, unauthorized or excessive absence.
 Habitual use of personal electronic devices for non-work related business during working hours.
 Use of official position or authority for personal profit or advantage.
 Disregard or repeated violations of safety rules and regulations.
 Being impaired by use of alcohol or drugs during working hours or bringing such intoxicants or illegal drugs into the workplace.
 Failure to adequately perform assigned job duties.
 Failure to follow duly established work rules, policies and procedures.
 Failure to conduct oneself in a professional, ethical manner
o The scope of professional ethical behavior means library staff should demonstrate behaviors that will ensure high quality library services and equality of access; contribute to the development of the profession and avoid damaging the reputation of the profession; respect and support professional colleagues; represent the organization in an honorable way; and strive to develop an intellectual and learning community.
 The disclosure of confidential information in violation of federal or state law or county ordinance.
Other circumstances may warrant disciplinary action and will be treated on a case-by-case basis.
Training will be conducted on an ongoing and regular basis to educate staff on what constitutes inappropriate or disruptive behavior; to raise awareness about harassment, intimidation and aggression; to clarify misconceptions about what constitutes these behaviors; to clarify the supervisor’s role and responsibility in providing a safe and supportive work environment; and to share specifics of the Library’s policies prohibiting inappropriate and disruptive behavior.
Gifts and gratuities
No Library employee shall solicit or accept for himself/herself or another person any gift, campaign contribution, gratuity, favor, service, promise of future employment, entertainment, loan or any other thing of monetary value from a person who has or is seeking contractual or other business activities from or which are regulated by the Library. This prohibition does not include the acceptance of loans from banks or other financial institutions, such as home mortgage loans, the acceptance of unsolicited advertising or promotional material or the acceptance of any award for meritorious public or personal contributions or achievements.
Personal Communication and Use of Personal Electronic Devices
Library employees must limit personal communication, such as phone calls, email, in-person conversation and messaging, during work time. Such communication, when necessary, should be brief and non-disruptive.
Supervisors may approve the use of personal electronic devices for non-work related business during work hours, as long as the supervisor deems such use not disruptive to work.
Employment Practices
POLICY N-11 | Rev. 04/17/2018
EMPLOYMENT PRACTICES
Policy. Brown County Library provides equal employment opportunities to all employees and applicants for employment and does not discriminate in violation of applicable Federal, State and local laws, rules and regulations, as they now exist and as they may be amended in the future, regarding but not limited to sex (including gender identity), color, ancestry, disability, marital status, race, creed (religion), age (40 or over), use of lawful products, arrest or conviction, honesty testing, national origin, pregnancy or childbirth, sexual orientation, genetic testing, military service, and declining to attend a meeting or participate in any communication about religious or political matters.
SELECTION PROCESS. The Library Executive Director and administrative staff will coordinate the hiring and selection process for all Library employees.
AUTHORIZATION TO HIRE. Managers wishing to fill vacancies in existing budgeted positions shall submit a request to the Library Deputy Director prior to initiating recruitment. The Library Deputy Director shall review and verify the information, provide appropriate comments and recommendations, and forward the requests to the Library Executive Director for final authorization. All vacancies will be evaluated by the Library Executive Director and administrative staff to determine the best continuing use of staff resources.
VACANCIES. In an effort to recruit the most qualified individuals, to ensure fair employment opportunity and to help in Affirmative Action efforts, the Brown County Human Resources Department will work with the Library administrative staff to coordinate the posting of job opportunities. Library administrative staff will provide internal announcements of Brown County Library job opportunities to staff. Managers are encouraged to continually evaluate their department needs prior to filling open positions.
JOB ANNOUNCEMENTS/ ADVERTISEMENTS. When the Library determines that a vacancy or a new position will be filled, the Library, in its sole discretion, may post notice of such vacancy or position. Vacancies may be posted electronically by the Brown County Human Resources Department, and may be posted internally and/or externally as determined by the Library Executive Director. There may be circumstances when a position shall be posted internally prior to posting to the public, but typically postings internally and externally will be done simultaneously. Job openings which the Library chooses to post shall be posted for a minimum of five (5) working days. The Library retains the right to determine whether and when to recruit outside applicants. Open positions will be advertised locally, regionally, and/or nationally, depending on the position and the market for qualified candidates.
Job announcements/advertisements shall include the following:
 Notice to applicants regarding the requirement of a criminal background check;
 Special requirements, for example, CDL, State Licensure, etc.; and Equal Opportunity Employer
APPLICATIONS. Prospective employees and employees seeking promotion, transfer, or voluntary demotion shall utilize the Brown County’s online application system which is required for all positions. Prospective employees, and employees seeking promotion or transfer, must also provide all additionally requested items, which may include a resume and cover letter as examples. A resume shall not substitute for an application. In recognition of the Library’s efforts to provide all citizens with an opportunity to succeed, it is the policy of Brown County Library that applicants will not be required to disclose arrest/criminal record history when completing the County’s online employment application, unless required by state and/or federal law. Applicants selected for interviews, however, will be required to consent to a criminal background check in accordance with Brown County policy and state and federal law. The Library relies on the accuracy of information contained in the employment application, as well as the accuracy of all other data received from applicants in the hiring process. Any deliberate misrepresentations, falsifications, or material omissions in any of this information may result in the Library’s exclusion of the individual from further consideration for employment, or, if the person has already been hired, discipline up to and including termination of employment.
APPLICANT SELECTION. The Library administrative staff shall determine which applicants meet the minimum qualifications for the position. Qualified applicants shall be referred to the applicable manager for consideration. The Library Deputy Director may grant managers the authority to schedule and coordinate interviews provided they are trained in the necessary processes.
INTERVIEWS. Current Library employees interviewing for other positions with the Library, both within and outside of their current department, shall not receive compensation for time spent in interviews, but said employees may, subject to supervisor approval, use accrued benefit time, such as but not limited to, Personal/Vacation/Casual time for interviewing.
INTERVIEW EXPENSE REIMBURSEMENT. Except as provided herein, all applicants invited to participate in the Brown County Library selection process will do so at their own expense. Applicants may be reimbursed for all or part of reasonable expenses incurred in conjunction with an interview including travel, meals and overnight accommodations, upon approval of the Library Executive Director. All reimbursement requests must conform to transportation, meal, and lodging maximums and receipts supporting said request must be provided prior to reimbursement.
SELECTION DEVICES. The Library Deputy Director shall be responsible for determining methods to be used to screen applicants for position vacancies. Such methods or devices may include, but need not be limited to the following:
(1) Review of education, training and experience as shown on the application or other supplemental materials
(2) Practical written or oral tests, work sample or performance tests, if job related.
(3) Physical tests of strength, stamina or dexterity and pre-employment health examination, if job related.
(4) Background and reference inquiries.
CONFIDENTIALITY. To the extent allowed by law, formal selection materials shall be known only to the Library Executive Director, Library Deputy Director, and other persons they designate on a need to know basis. Every precaution shall be exercised by all persons participating in the development and maintenance of materials to insure the highest level of integrity and confidentiality.
NOTIFICATION OF CANDIDATES. Library administrative staff shall determine the proper notice given to candidates. Efforts shall be made to ensure that each applicant competing in the selection process at or beyond the interview stage shall be given written notice of whether or not he/she was selected for the position.
ELIGIBILITY LISTS. The Library Executive Director and Library Deputy Director shall have the authority to establish and maintain eligibility lists as may be necessary or feasible. The duration of eligibility lists shall not generally exceed one (1) year with extension possible at the discretion of the Library Executive Director. Eligibility lists may be terminated if they no longer contain a sufficient number of qualified or interested applicants. A candidate may be removed from an eligibility list at the discretion of the Library.
CONTINGENT OFFERS OF EMPLOYMENT. The Library’s administrative staff may extend an offer of employment- from the Brown County Library which may be withdrawn at any timethat is contingent upon the applicant successfully completing a physical examination, drug test, credit verification, or similar post-offer inquiry. No individual will be allowed to begin work with the Library until the Library has verified successful completion of any required pre-employment testing.
RELOCATION EXPENSE. When the Library fills a FLSA exempt position with an individual who does not reside in Brown County, and upon recommendation of the Library Deputy Director and Library Executive Director, the Library shall pay the reasonable cost of the relocation, which shall be appropriated as a Library expense.
EMPLOYMENT OF MINORS. In limited circumstances, Brown County Library may utilize minors for staffing purposes. Employment of minors shall be in accordance with all applicable state and federal laws, rules and regulations. The utilization of minors for staffing purposes may only be done with the authorization of the Library Executive Director. When authorized for employment, those applicants, under 16 years of age, will be required to provide a work permit to the Library Deputy Director prior to engaging in any work activity.
NEPOTISM. (1) Unless the Library Deputy Director first determines that such employment, promotion or transfer would not be detrimental to the Library, no person shall be employed, promoted, or transferred to any department or branch within Brown County Library thereof when, as a result, he or she would be directly supervising or receiving direct supervision from a member of his or her immediate family or working directly above the relative’s immediate superior or directly for the relative’s immediate supervisor. Immediate family is defined as wife, husband, father, mother, guardian, sister, brother, children of employees, aunt, uncle, grandchildren, grandparents, father-in-law, mother-in-law, sister-in-law or brother-in-law. The Library does not hire immediate family members of the Brown County Library Board, Brown County department heads, Brown County elected officials, nor family members of Library managers.
(2) Unless the Library Deputy Director first determines that such employment, promotion or transfer would not be detrimental to the Library, no person shall be employed, promoted, or transferred to any department or branch within Brown County Library employment when a member of the person’s immediate family is already employed within that department or branch.
BACKGROUND VERIFICATION
VERIFICATION OF QUALIFICATIONS. Those employees who are required to have a valid Wisconsin driver’s license, commercial driver’s license, other license or certification, or a degree to perform their duties, shall provide a current copy of the driver’s license, CDL, other license or certification or degree for review, verification, and placement in their personnel file.
CAREGIVER BACKGROUND CHECKS. The Wisconsin legislature and the Wisconsin Department of Health Services (DHS) have enacted laws and regulations which mandate the completion of background checks on certain caregivers. The Library is prohibited from employing as a caregiver, or accepting caregiver volunteer services from, any person who has been convicted of, or has a pending charge for, a serious crime as provided by WI statutes and/or DHS rules. The Library Deputy Director is responsible for managing and coordinating all background checks. Prior to an offer of caregiver employment being made, or caregiver volunteer services being accepted, the Library Deputy Director shall conduct a caregiver background check in compliance with Wisconsin Statutes and DHS regulations, and the Library shall fully comply with all state and federal laws, rules and regulations governing background checks as they exist now or may be amended in the future.
CRIMINAL BACKGROUND CHECKS FOR NEW AND EXISTING EMPLOYEES. Thrather the candidate’s personal characteristics, educational background, and personal dealings with the referring employee. The referring employee assumes all liability for the content of the personal reference response. Employees found violating this policy shall be subject to discipline, up to and including termination from employment. Employment verification requests shall be referred to the Library Deputy Director and include the same authorization requirements as listed above. No Brown County Library employee shall contact any potential candidates’ current or previous employer without prior approval from the Library Deputy Director or designee.
EMPLOYEE OBLIGATION TO REPORT ARREST AND PENDING CRIMINAL CHARGES. At minimum, all Library employees shall notify the Library Deputy Director as soon as possible, and no more than three (3) business days after, any employee is arrested and/or becomes aware of having a pending criminal charge. For those subject to continuing Caregiver Background Checks, the notification must occur the next working day after the employee is arrested and/or becomes aware of having a pending criminal charge. This same policy shall apply to all contracted persons and volunteers.
POLICY. New employee orientation is mandatory for all new regular and limited term employees. The Brown County Human Resources Department will regularly schedule countywide orientation which includes Brown County Library employees.
RESPONSIBILITY / AUTHORITY.
(1) Brown County Human Resources Manager. The Brown County Human Resources Department is responsible for providing an orientation to familiarize new employees with their obligations and rights, and to inform them about the general functions of Brown County. This orientation shall include information and education pertaining to the sexual harassment policies. Prior to beginning employment with Brown County Library, the new employee shall complete the necessary employment forms and return the forms to the Library Administrative Department and/or Brown County Human Resources Department. The Library is responsible for obtaining access to the necessary systems required for the employee duties (e-mail and software access, telephone access, etc.)
(2) Manager. The Manager or designee shall also orient each new employee to his/her job and work site. Said orientation shall include introduction to coworkers, safety regulations, break periods, purchasing supplies, use of the telephone, and other items as deemed necessary.
INITIAL EMPLOYMENT PERIOD
PURPOSE. An initial employment period allows a new employee time to demonstrate knowledge and skills with their new role with Brown County Library and allows that employee’s supervisor time to provide training and evaluate the employee’s performance. It is understood that during the initial employment period with Brown County Library the employment relationship may be terminated at any time, with or without cause, by the employee or Brown County Library.
POLICY. All regular full and part-time positions shall have an initial employment period of six (6) months.
Harassment
POLICY N-16 | 11/15/2012
HARASSMENT
The most productive and satisfying work environment is one in which work is accomplished in a spirit of mutual trust and respect. Harassment is a form of discrimination that is offensive, impairs morale, undermines the integrity of employment relationships and causes serious harm to the productivity, efficiency and stability of our organization.
All employees have a right to work in an environment free from discrimination and harassing conduct, including sexual harassment. Harassment on the basis of an employee’s race, color, religion, ancestry, national origin, age, disability, gender, arrest or conviction record, marital status, sexual orientation, membership in the military reserve or use or nonuse of lawful products away from work is expressly prohibited under this policy. A disability is considered to be as defined by the Americans with Disabilities Act of 1990 and the ADA Amendments Act of 2008. Harassment on any of these bases is also illegal under Wis. Stats. § 111.31-111.39.
This policy will be issued to all current employees and during orientation of new employees.
Harassment Definitions
In general, harassment means persistent and unwelcome conduct or actions on any of the bases outlined above. Sexual harassment is one type of harassment and includes unwelcome sexual advances, unwelcome physical contact of a sexual nature or unwelcome verbal or physical conduct of a sexual nature.
Unwelcome verbal or physical conduct of a sexual nature includes, but is not limited to:
 The repeated making of unsolicited, inappropriate gestures or comments;
 The display of offensive sexually graphic materials not necessary for our work;
Harassment on any basis, including race, religion, age, disability, gender, or sexual orientation exists whenever:
 Submission to harassing conduct is made a term or condition of an individual’s employment, either explicitly or implicitly.
 Submission to or rejection of such conduct is used as the basis for an employment decision affecting an individual.
 The conduct interferes with an employee’s work or creates an intimidating, hostile or offensive work environment.
Recognizing Harassment
Harassment may be subtle, manipulative and is not always evident. It does not refer to occasional compliments of a socially acceptable nature or to simple teasing. It refers to behavior that is not welcome and is personally offensive to the extent that it creates an unsafe or hostile work environment for the individual target. All forms of gender harassment are covered: men can harass other men; women can harass other women. Offenders can be managers, supervisors, co-workers, or non-employees such as customers or vendors.
Personnel Administration
POLICY N-9 | 02/17/2017
PERSONNEL ADMINISTRATION
This policy is promulgated under the authority of Wisconsin Statutes sections 43.17, 43.57, 43.58 and other sub-sections of Chapter 43 as amended. Pursuant to the authority granted under Wisconsin Statutes, the Brown County Library Board retains authority for all personnel matters including, but not limited to, employee compensation, employee regulation, and the adoption of policies and procedures managing all Library personnel except as hereinafter specifically delegated.
All personnel practices within the Library shall conform to the provisions of the law. Should any of the provisions of this or any other Brown County Library policy be in violation of federal or state law, the conflicting law shall apply.
Organization
The Brown County Library Board shall advise the Library Director or his or her designee on all matters concerning the development and implementation of personnel policy, including labor negotiations. The Library Board shall review all proposed personnel policies as developed and recommended by the Library Director and adopt or modify these proposals.
The Library Director shall be responsible for implementing and administering all policies and procedures adopted or enacted by the Brown County Library Board. The Library Director shall be responsible for developing mandatory and uniform procedures for the recruitment and selection of employees, wage and salary administration, benefit administration, policy administration, investigations and disciplines, employee development, employee recordkeeping and affirmative action programs. The Library Director shall work in conjunction with the Library Board and administrative staff to insure compliance with any policies or relevant laws involving the discipline of employees.
The Library Deputy Director shall monitor and advise all supervisors and administrative employees and administer all personnel policies and labor contracts including all disciplinary and grievance matters. The Library Director shall direct and supervise the Library Deputy Director.
The Library Director may delegate authority to supervisory personnel to participate in the interview and selection of applicants for positions under their supervision subject to the approval of the Library Director and Deputy Director. Supervisors shall implement all policies and procedures created under this chapter. Supervisors may administer discipline and conduct first step grievance procedures where delegated by the Library Director.
Conditions of Employment
Wisconsin is considered an at-will state for purposes of employment which means that employment with the Library is voluntarily entered into, and the employee is free to terminate their own employment at-will at any time, with or without cause. Similarly, the Library may terminate the employment relationship at-will at any time, with or without notice or cause. The Library will follow established policies regarding discipline and termination.
Regular Employees
A regular employee is assigned to a permanent full-time or part-time position that is expected to remain employed by the Brown County Library on a regular, ongoing basis as long as work is required or necessary, the employee performs satisfactorily, and the department supports the continuing existence of the position.
Limited Term Employees
Limited Term Employees (LTE) are assigned by the Library to positions that are not expected to remain employed by the Library on a regular, ongoing basis. Employment beyond any stated period does not in any way imply a change in employment status, unless otherwise notified in writing by the Library Director. Assignments in this category require individuals to engage in either full-time or part-time hours with the understanding that their employment may be terminated at the end of a project, funding source, or previously established date. LTEs may be dismissed at the discretion of the Library.
While LTEs receive all legally mandated benefits (e.g. worker compensation insurance, Social Security, etc.), they are ineligible for all of the Brown County Library’s other benefit programs, unless specifically notified in writing by the Library Director.
Types of limited term employees include, but are not limited to the following:
Temporary Employees
Summer/Seasonal
Co-op Students/Interns
Project Employees
On-Call
Grant Funded
Employees who work, on average, under ten hours per week
Initial Employment Period
An initial employment period allows a new employee time to demonstrate knowledge and skills with their new role with the Library and allows that employee’s supervisor time to provide training and evaluate the employee’s performance. It is understood that during the initial employment period with the Library, the employment relationship may be terminated at any time, with or without cause, by the employee or the Library.
All regular full and part-time positions will have an initial employment period of six (6) months.
No employee shall be employed in more than one Library position, or in a Library position and a Brown County position, at any time without the prior written approval of the Library Director.
Position Control
Each position shall have a written position description which provides a non-exhaustive list of job duties and is compliant with legal obligations and Library requirements. All position descriptions shall be approved by the Library Board and reviewed every two to three (2-3) years. The Library Board shall delegate to the Library Director responsibility for approving routine updates and minor changes to job descriptions.
Assignment to a compensation plan or wage schedule shall be determined by an objective evaluation, internal comparisons, and salary survey results compiled by the Library Deputy Director, with input from the supervisor.
Before substantial duties outside a position’s description are assigned to the position, prior approval must be received from the Library Deputy Director. Library administration will determine if an adjustment to the position is needed.
Any changes to the position that result in a reclassification shall be submitted to the Library Board.
The Library Board shall allocate to the Library Director the maximum personnel budget. Library administration will evaluate requests for new positions and make recommendations to the Library Board based on library service needs and available personnel budget funds.
Any change to the table of organization, change in salary or wages, or permanent increase in budgeted hours that results in an annual increased cost of $5,000 requires the approval of the Library Board. Changes that reduce costs, are cost-neutral or under an increase of $5,000 are delegated to the Library Director.
Salary Administration and Status Changes
The Brown County Library Board is committed to excellence in library service to the Brown County community. An important element to providing excellent service is to maintain a compensation program directed toward attracting, retaining and rewarding a qualified and diverse workforce. Our culture must challenge employees to strive for excellence in knowledge, skills and attitudes that contribute to the library’s capacity to carry out its mission. Our compensation program shall be transparent, fair, non-discriminatory, easy to administer and easily understood. Within the boundaries of financial feasibility, employee compensation shall be internally equitable and externally competitive based on identified market and performance factors.
The key to a successful compensation plan is a performance evaluation process based on explicit performance expectations, and a supervisory staff that know how to implement and manage the performance evaluation process. This involves not only training of supervisors, but also oversight on the evaluation process. Proper documentation for below satisfactory or above satisfactory performance is critical.
Compensation Plan
The compensation plan for employees shall include the schedule of pay grades consisting of minimum and maximum rates of pay for all classes of regular full-time and part-time positions as reflected in the table of organization. The objective of the plan shall be to administer a quantitative job evaluation system which evaluates all positions based on the same factors to provide internal and external equity and establish and maintain fair salary ranges.
Assignment to a compensation plan or wage schedule shall be determined by an objective evaluation, internal comparisons, and salary survey results compiled by Library administration.
The Library Board, as part of the annual budget process, shall be responsible for approving the compensation plan, including any amount of money available for adjustments to the plan. Consideration will be given to trends in prevailing rates, market conditions and adjustments granted through collective bargaining to other employees.
Extra Pay
Stand-By Pay.
Employees who are assigned stand-by duty may receive compensation for each week assigned to stand-by duty, upon approval of the Library Director. This will be the sole compensation for this stand-by duty, even when such duty would otherwise be out of the employee’s usual schedule or classification.
Compensation During Temporary Assignment.
A temporary assignment is an assignment for a minimum of ninety (90) days or more, which requires approval by the Library Director and notification to the Library Board. The Library Director will recommend the appropriate rate of pay for the temporary assignment. A temporary assignment may not continue beyond six (6) months without approval from the Library Director.
Increased Pay for Work of another Classification.
In certain cases an employee is eligible to receive increased compensation while performing the work of another classification
Employees as Program Presenters.
Employees of Brown County Library are exempt from hire to perform Library initiated programs. Library employees who either volunteer or are asked to lead a program sponsored by Brown County Library, may do so with supervisor approval as part of their employment. All preparation, as well as the program itself, must be accommodated into the employee’s assigned hours.  Additional pay is not authorized for programs performed by Library employees.
Salary Structure
Regular Full-time and Part-time Employees.
Rates of pay for regular employees are established by the Library Board. Normal rules on initial employment apply.
Limited Term Employees.
Rates of pay for LTE positions are established by the Library Administration and approved by the Library Board..
A reclassification is the reassignment of a position to a different classification because of changes in the duties and responsibilities of the position. Wage adjustments because of reclassifications are handled under the same rules as Promotions, Demotions or Transfers. An employee, who has been granted a reclassification of the position held to a higher pay grade than his/her current rate, shall be paid at the higher rate of pay from the date the reclassification is approved by Library Board.
Status Changes
LTE to Regular Employee.
An employee working in a limited term position, who then becomes a regular Library employee, in the same classification, shall be paid at the same rate as a regular employee in the position.
Part-time to Full-time Employee.
An employee who transfers from part-time or full-time in the same classification will be placed at the same pay level. In certain circumstances the hours of existing part-time employees may be increased temporarily or permanently in lieu of other employment options.
Regular to LTE Employee.
A regular employee, who transfers to a limited term position in the same classification, will be placed at the same pay level.
When an employee is demoted for any reason, the Library Director shall consult with the supervisor(s) involved to decide the pay for the re-assignment. In no case will it exceed the maximum of the pay grade of the job to which the employee is demoted.
The normal retirement age for Library employees shall be determined by appropriate Wisconsin Statute. For employees who terminate employment, the last day of employment is the last day the employee is physically on the job.
Reinstatement/Rehire
When an employee is re-instated to his/her former job, he/she shall normally be paid at the same level of the pay grade he/she had before leaving. When he/she is re-instated to a job with a lower pay grade, he/she shall be paid according to his/her experience and qualifications within the pay grade in which he/she will be employed.
Expense Reimbursement
Uniform Allowance
Facilities Department employees who are required to wear a uniform are allowed reimbursement toward the purchases of shirts, pants and jackets which are part of the uniform selected by the Brown County Library. The specific reimbursement amount is set as part of the annual budget process.
Personal Protective Equipment
Facilities Department employees may also use their uniform allowance to be reimbursed for the purchase of personal protective equipment such as safety footwear, in addition to other uniform garments.
Mileage Reimbursement
Employees who are required to travel from one Brown County Library location to another during a scheduled shift and who do so using a personal vehicle are allowed reimbursement for mileage. Mileage is calculated based on established distances among library locations, and is paid at the current  rate approved by the Brown County Board of Supervisors at the time the travel occurs.
Payroll
Employees shall be paid on a bi-weekly schedule. If a payday is an observed holiday employees will be paid on the preceding workday. All employees shall participate in direct deposit for all of their pay.
Each employee must maintain an accurate time card record with the approval of their immediate supervisor or manager. Accurate time card reporting is required by the FLSA and by the Wisconsin Department of Workforce Development.
Overtime
Each position is designated as either Non-exempt or Exempt from the Federal Fair Labor Standards Act and state wage and hour laws. Employees in non-exempt positions shall be compensated at a rate of one and one-half times normal pay for hours worked in excess of forty (40) hours in any work week. All time worked is subject to rounding rules.
All overtime must be authorized by the Library Director or Deputy Director and is subject to budgetary limitations. Any paid or unpaid leave will not count as hours worked for overtime calculations. All overtime will be reviewed periodically by the Library Director. Overtime shall be kept to a minimum and shall be utilized to relieve specific occasional peak workloads or for work necessity, and is not intended as a convenience or benefit for the employee.
No employee may start work before the appointed time, work through breaks, or work past the appointed time without prior authorization. Employees are not allowed to accumulate work hours more than 15 minutes before their appointed starting time, during breaks, or 15 minutes past the appointed quitting time.
Exempt Employees
Exempt employees are expected to work without regard to overtime. Exempt employees are not eligible for payment of overtime or compensatory time. Supervisors, managers, professionals and other exempt employees may be subject to structured work schedules as set by their superiors and are required to receive prior approval to be absent from or leave the work area during work hours.
Exempt employees are paid on a “salary basis.” Being paid on a “salary basis” means an employee regularly receives a predetermined amount of compensation each pay period. The salary paid by the Library to salaried employees is specifically intended to compensate for their service to the Library. Subject to limited exceptions, an exempt employee receives their full salary for any work week in which the employee performs any work, regardless of the number of days or hours worked. However, such salary includes requiring the employee to charge his/her absences to paid leave accruals.
Exempt employees who are absent from the workplace for less than one day normally shall deduct the length of the absence from the appropriate paid leave account (i.e., sick or vacation leave). It is recognized, however, that in certain circumstances, the fulfillment of an employee’s responsibilities requires longer or more irregular hours than in other situations. In such instances, the employee’s superior may allow an employee the flexibility to attend to personal business away from work during normal work hours without requiring the use of accrued leave. Exercising this flexibility shall not amount to compensating the employee on an hour off for an hour worked basis. Such time away from the workplace that is not being deducted from leave accruals shall not be reported on the employee’s time and attendance records.
Exempt employees who are absent from the work place for part of a week and do not have enough accrued leave to cover the absence, shall not have their salaries reduced for that portion of the absence that is not covered by paid leave. Exempt employees may be disciplined for abusive leave time (absences or tardiness).
Employee Development
The purpose of the employee development program is to promote the training and development of employees in order to improve the quality of service to the Library, equip employees for career development within the Library, and provide a reservoir of skills necessary to meet current and future employment needs.
The Library is proactive in addressing liability and safety concerns through awareness training, policy distribution, skill building and role clarification.
The Library Director shall hold the primary responsibility for the development, administration and coordination of the employee development program. The Deputy Director will assist supervisors in a cooperative effort to complete the following activities:
Design and implementation of employee development programs to meet the current and future needs of departments and to increase efficiency.
Conduct or coordinate employee development programs to meet common needs across departments.
Maintain current information and materials on job requirements, training opportunities, employee development manuals, and other literature.
Maintain records of training conducted and insure that authorized development programs are properly administered.
Update employee personnel files for successful completion of development activities.
Periodically analyze and evaluate the overall employee development needs of employees within County service.
Assure that all employees receive equal consideration for appropriate training opportunities.
Foster a program for the cross-training of employees when such training assignments are in the best interest of the Library.
Mandated Training
The Library will maintain records of mandated training. Certificates or other evidence of training completed may be forwarded to Library administration, which would then be included in the employee’s personnel record.
Employee Orientation
New employee orientation is mandatory for all new regular and limited term employees.
The Deputy Director or designee is responsible for providing an orientation to familiarize new employees with their obligations and rights, and to inform them about the general functions of the Brown County Library. This orientation shall include information and education pertaining to the sexual harassment policies enacted in this set of personnel rules. Prior to beginning employment with the Library, the new employee shall complete the necessary employment forms and return the forms to the Library.
The supervisor or designee shall also orient each new employee to his/her job and work site. Said orientation shall include introduction to co-workers, safety regulations, break periods, purchasing supplies, use of the telephone, and other items as deemed necessary.
Training
Specific reimbursements may also be provided including mileage, travel, conference attendance, and tuition.
Tuition Assistance
Tuition assistance may be provided to assist employees in job-related courses and is dependent on budget funds available. Approved course work must be directly related to an employee’s current position. All course work must be completed outside the regularly scheduled work day unless the employee has prior department approval and utilizes accrued benefits/unpaid leave for any work missed.
Employee Performance Evaluations
Employees must receive a performance evaluation at least once each year. The evaluation will be based on the duties, responsibilities, and performance standards established for the employee’s position, and on specific goals and objectives that have been established for that employee. The evaluation will be submitted on the form approved by Library administration.
It is the responsibility of supervisors to ensure that the performance evaluations for their employees are completed timely and appropriately. Supervisors shall evaluate new employees during the midpoint of the initial employment period.
Formal written performance evaluations are not required for temporary employees. However, it is recommended that a brief written evaluation be performed on an annual basis or at the end of the season or term for which they were employed.
The evaluation completed by the supervisor must be discussed with the employee. After the evaluation is completed, the employee and the supervisor shall sign the evaluation indicating the evaluation was reviewed with the employee.
Comments are to be professional and job specific, supported by examples of work behavior or accomplishments. The employee shall be given the opportunity to comment in writing on the evaluation and to have those comments attached to the evaluation before it is placed in the employee’s file.
The Deputy Director is responsible for the overall administration of the Employee Performance Evaluation system. The Deputy Director will advise, assist, and train evaluators and supervisors to ensure the evaluation procedures are handled in a fair and consistent manner.
The Deputy Director will periodically monitor compliance. If a supervisor is not in compliance, the supervisor will be notified of the non-compliance. Continued non-compliance will be reported to the Library Director.
Corrective Action, Layoffs, Termination
Demotions
Demotions may be made in lieu of layoff or can be voluntary. Demotions must be approved in advance by the Library Director.
Layoffs
The Library Director may lay off an employee or employees as a result of a shortage or stoppage of work or funds, functional reorganization, or the abolishing of positions. Before implementing a proposed layoff, the Library Director shall confer with the Library Board in order to assure compliance with the provisions of policies, personnel rules, applicable labor contracts, and labor laws.
The department shall first give consideration to the layoff or termination of employees with limited-term, trainee, and probationary status in the department, division, and classification affected. If further reductions are necessary, employees holding regular full-time and regular part-time positions shall be laid off.
Layoffs shall be based upon departmental needs after considering the efficiency and economy of the workplace. When determining the employee to layoff, the Library will consider an employee’s length of service, the ability of remaining employees to satisfactorily perform the available work, and the historical job performance of the affected employees. Where job performance is relatively equal among the employees in a class subject to layoff, seniority shall prevail.
Within the sole discretion of the Library Board, in some cases employees scheduled for layoff may bump employees in the same classification and within the same department, provided that the employee to be bumped has less seniority and the bumping employee has equal or greater qualifications for the position into which the employee is bumping. A bumped employee may be placed in a position within the department in the same or lower classification within the sole discretion of the Library Board in consultation with the Library Director.
The Library shall notify each person laid off of all his/her rights including reinstatement eligibility. Regular employees shall receive at least fourteen (14) day notice prior to layoff. Layoff plans shall be approved by the Library Board before they are implemented. The rehiring of employees that have been laid off shall be determined by the Library Director and supervisor based on its need for the most qualified person to perform the available work.
Resignations
Employees wishing to leave Library employment are requested to submit a resignation in writing to their supervisor at least two (2) weeks in advance of their planned departure. Professional and supervisory employees should submit their resignation in writing at least four (4) weeks in advance of their planned departure. It is expected that employees will give as much notice as possible in order to facilitate recruitment and orientation of new staff members.
Employees leaving Library employment must return Library identification cards, keys, tools and equipment on or before their last day of work.
Transactions and Records Management
The Library Deputy Director shall maintain the official files of all Library employees which shall be the exclusive personnel file maintained by the Library. The files shall include all records required by law and other information as may be deemed appropriate by Library administration. All appointments, separations, and other personnel transactions shall be made on forms designated by Library administration. The primary purpose of these systems and procedures shall be to:
Establish and maintain clear lines of authority for the processing of personnel transactions and management of personnel records.
Establish and maintain uniform, easily accessible and complete employment records of all Library employees and employee transactions.
Establish and maintain a central personnel file for each Library employee showing name, title, salary, changes in status, annual performance evaluations and such pertinent information as may be necessary for effective personnel administration and for compliance with federal and state laws.
All employees shall be responsible for notifying their supervisor of any changes which affect their personal data.
Inspection Of Records
Information as to the name, employment address, class title and salary of employees and former employees is available for public inspection during regular office hours. All other information, including employee personnel files, shall be considered confidential to prevent the invasion of privacy and shall be only accessible to those employees who utilize official records in order to perform their assigned duties. Other people who are authorized access should obtain such records from those assigned responsibility for their maintenance.
Employees or Their Designee.
Employees or a representative, designated in writing, upon written request to the Library Director, shall have the opportunity to inspect any personnel documents in accordance with procedures prescribed by Library administration and in accordance with state law (Wis. Stats. § 103.13).
The Library may impose a reasonable charge for copies of records which it provides not to exceed the cost of making the copies including labor and materials.
Personnel records shall be retained consistent with State and Federal Law.
The Deputy Director shall provide the Library Director, and the Library Board with reports and information relating to personnel actions upon request or as may be appropriate.
Staff as Patrons
POLICY N-4 | 10/18/2012
STAFF AS PATRONS
Library staff are to be treated the same as patrons when it comes to the use of library materials and services. The practice of treating staff just the same as patrons shields us from any criticism for granting ourselves special privileges. As Library staff members, the overriding responsibility is to provide the public with high quality library service through optimal access to materials and services. By following the same rules we establish for patrons, we keep in touch with our public and uphold the highest standards of professional conduct.
Staff members are allowed one patron library account for personal use.
Personal accounts for staff members are to be created by another staff member.
Library accounts must be issued using the staff member’s legal name.
Staff members may not receive their own fine payments, waive their own fines, or handle any financial transactions related to their personal library accounts. Self-check, and e-commerce stations, and other self-service fine payment options may be used by staff to pay fines. All other payments, for any reason, must be given to another staff member for appropriate resolution and recording.
Staff member accounts are subject to the same criteria, such as fine balances, number of overdue items, etc., for determining account standing as other patron accounts.
Staff members may not alter any information in their own patron accounts.
Other than for public service transactions, personal library records of staff members are not to be accessed by other staff members, unless directed to do so by the Library Director, Deputy Director or Automation and Financial Services Manager.
Work-related library cards are to be issued by a library automation system administrator with the approval of the staff member’s supervisor.
Staff members who are issued a work-related library card should use that card for library business purposes only. Personal library cards should be used only for personal checkouts.
Whenever possible, staff members should use self-service options for personal checkouts, or should have another staff member perform personal checkout transactions.
Staff Travel
POLICY N-1 | Rev. 06/20/2019
STAFF TRAVEL
For travel for non-routine business (workshops, conferences, seminars, etc.), library employees shall seek prior approval as follows and adhere to the Brown County Ordinance 3.11, Out of County Travel Reimbursement:
1. Completion and submission of appropriate travel form to Executive Director or his/her designee.
2. All out of county travel shall require the prior approval of the Executive Director or his/her designee.
3. Out of county travel by the Executive Director shall require notification to the Library Board.
PRIVACY AND CONFIDENTIALITY POLICIES
Privacy and Confidentiality
POLICY H-1 | 05/15/2014
PRIVACY AND CONFIDENTIALITY
The Brown County Library and Wisconsin State Statute 43.30 protect the privacy of library users. Protecting library user privacy and keeping confidential information that identifies individuals or that associates individuals with their use of library books, materials, equipment, online resources, programs, facilities, and/or staff assistance is an integral principle of the Library.
The Library will keep confidential all such information that it purposefully or inadvertently collects or maintains to the fullest extent permitted by federal, state, and local law. Protection of confidentiality extends to information sought or received and materials consulted, borrowed, and received. Protection of confidentiality includes safeguarding database search records, circulation records, interlibrary loan records, and information regarding other personally identifiable uses of library materials, facilities or services.
The Library does not collect personal information about a library user when a user visits the Library’s website, registers for a program, or registers for a library card unless the user authorizes the Library to have that information. Any information the library user chooses to provide, such as information gathered through voluntary library user surveys, will be used only to provide or improve library services.
The relevant Wisconsin laws concerning the confidentiality of library records are Wisconsin Statutes Section 43.30 and the Wisconsin Personal Information Practices Act, Sections 19.62 to 19.80.
The Library Board and Administration affirm their adherence to the Wisconsin State Statute §43.30:
43.30 Public Library Circulation Records. Records of any library which is in whole or in part supported by public funds, including the records of the public library system, indicating which of its documents or other library materials have been loaned to or used by an identifiable individual may not be disclosed except to persons acting within the scope of their duties in the administration of the library or library system or persons authorized by the individual to inspect such records, or by order of a court of law.
Wisconsin’s Personal Information Practices Act (Sections 19.62 to 19.80) requires all state and local government organizations (including public libraries) to develop procedures to protect the privacy of personal information kept by the organization. Libraries (and all other government organizations) are required to develop rules of conduct for employees involved in collecting, maintaining, using, and providing access to personally identifiable information. Libraries are also required to ensure that employees handling such records “know their duties and responsibilities relating to protecting personal privacy, including applicable state and federal laws.”
Library Cards and Circulation Records
To receive a library card, library users are required to provide identifying information such as name, birth date and mailing address. This identifying information is retained as long as the library user continues to use the library card.
A library user’s library record includes current identifying information, items currently checked out or on hold, as well as overdue materials and fines. The Library does not maintain a history of what a library user has previously checked out once books and materials have been returned on time. When fines accrue on a user’s account, the Library does maintain records of items that have been borrowed but returned after the due date, or are still outstanding on the user’s record.
RFID
Information stored on the RFID chip/tag is limited to the item barcode or an encrypted number and a security bit that indicates if the item is in or out of the library. RFID technology is not used for library cards.
Public Computer Use and the Library’s Online System
The Library uses an online computer reservation program that allows the public to reserve a computer in order to access the Library’s catalog, the Internet and other resources. The Library uses a combination of session management and security software to log off patrons, erase patron data, and reset changes to computer settings before allowing the next patron to log on.
The Library’s online system offers library user self-activated features including My Account, an email notification option and saved lists. Information gathered and stored using this feature is only accessible to the library user.
Patrons may only check on their own transaction accounts. Employees may permit an individual to view or know his or her child’s transaction record only upon presentation of the individual’s library borrower’s card or identification. Corroborating identification may be required at the discretion of the employee. Information as to transaction activity (titles, number of items checked out, existence of overdue fees or bills) will be given by telephone only if the caller can verify their account information. Library staff will not knowingly give one patron’s transaction information to another patron.
Email, Web Forms, and Reference Questions
Information provided by a library user via email or Web forms will be used only for purposes described at the point of collection (for example on a Web form), such as to send information or provide library services to the library user, update information on the library user’s record, or respond to a library user’s questions or comments.
If contact information is provided, the Library may contact the library user to clarify a comment or question, or to learn about the level of customer satisfaction with library services.
The Library treats reference questions, regardless of format of transmission (in person, via telephone, fax, email or online) confidentially. Identifying information related to these questions is purged on a minimum of two weeks.
Email is not necessarily secure against interception and may be subject to disclosure requirements of the Public Records Act or other legal disclosure requirements.
Information Automatically Collected and Stored
As library users browse through the Library’s website, read pages, or download information, certain information will be automatically gathered and stored about the visit, but not about the library user. The information gathered is for statistical purposes only to insure that the Library is providing appropriate services and does not personally identify any individual. The data that is collected is not connected to any identifying information.
The Library does not collect information about who library users are, but other organizations might. The Library encourages library users to become familiar with the privacy policies of their ISP (Internet Service Provider) and the websites that they visit to learn what information might be collected elsewhere online.
Links to Other Sites
The Library’s website contains links to other sites. The Brown County Library is not responsible for the privacy practices of other sites, including providers of online database services for which the Library subscribes, which may be different from the privacy practices described in this policy. The Library encourages library users to become familiar with privacy policies of other sites visited, including linked sites.
See
Internet and Public Computer Acceptable Use Policy
for additional information on Responsible Use and Wireless Connections.
Working with Law Enforcement
The Brown County Library recognizes that law enforcement agencies and officers may occasionally believe that library records indicating the identity of library users include a library users name, library card number, telephone number, street address, email addresses, post-office box number or 9-digit extended zip code would be helpful to the investigation of criminal activity. The issuance of a court order, following a showing of good cause, is required for release of such information.
Information and documents (interpreted by the Library Board as all transactions associated with the use of library materials including interlibrary loan forms, records of reference questions, records of computer use, and other documents or electronic records which would link the individual with particular materials or services) will not be released without the authorization of the individual or by court order except as needed by the library for the legitimate recovery or protection of library materials.
Requests for transaction information by law enforcement officials should be referred to the Director, or a senior Administrative Staff member.
In the case of failure to return materials, the library may disclose checkout information and correspondence to appropriate legal authorities involved in securing return of, or payment for, these materials.
Staff is authorized to request identification from library users as necessary and appropriate for safety and security or when library rules have been violated. Refusal to identify oneself under these circumstances may be grounds for denial of service.
If the library has cause to believe that a criminal act has been committed on library property or with library resources, Administration will cooperate with law enforcement authorities to obtain proper court orders for release of such privileged library records as may be necessary for criminal investigation and prosecution.
Library staff are allowed to share information about use of library resources and services by identified library patrons as necessary for the performance of their job duties and in accordance with procedures approved by the Library Director and/or Library Board.