Public Policy Manual: Section 1

Administrative Policies

1A. Hours of Operation

Libraries of the Greene County Public Library system are open to the public during the hours listed below. Exceptions may be made in emergencies. If other extraordinary conditions arise which necessitate the closing of any library agency, only the Library Director or a person to whom the director delegates this responsibility may make this decision. The following hours go into effect March 2015:

Beavercreek Community Library
3618 Dayton-Xenia Road, (937) 352-4001
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.
Sunday from 1 – 5 p.m. (September – May)

Cedarville Community Library
20 South Miller Street, (937) 352-4006
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.

Fairborn Community Library
1 East Main Street, (937) 878-9383
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.
Sunday from 1 – 5 p.m. (September – May)

Jamestown Community Library
86 Seaman Drive, (937) 352-4005
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.

Winters-Bellbrook Community Library
57 West Franklin Street, (937) 352-4004
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.
Sunday, 1 – 5 p.m. (September – May)

Xenia Community Library
76 East Market Street, (937) 352-4000
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.
Sunday, 1 – 5 p.m. (September – May)

Yellow Springs Community Library
415 Xenia Avenue, (937) 352-4003
Monday – Thursday from 10 a.m. – 8 p.m.
Friday from 10 a.m. – 6 p.m.
Saturday from 10 a.m. – 5 p.m.
Sunday, 1 – 5 p.m. (September – May)

1B. Holidays

All Greene County libraries are closed in all departments on the following holidays:

  • New Year's Day
  • Martin Luther King Day
  • Easter Sunday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Eve
  • Christmas Day

When any of the above holidays falls on a Sunday (except Easter Sunday), the library is closed on the following Monday.

All Greene County community libraries will close at 5:30 p.m. on New Year's Eve and on the Wednesday before Thanksgiving.

1C. Closing Policy

In order to avoid frustration and confusion at the time of closing, staff will make every effort to alert patrons at least twice during the final fifteen (15) minutes before closing to conduct any activities necessary to permit them to leave the building at the designated closing time. Refusal to leave the building at closing will be treated as trespass and the proper authorities will be contacted. All patrons being assisted at public service desks at the time of closing will be served.

1D. Person In Charge

Listed below are the general guidelines for administration and each library. The head librarian may deviate from these general guidelines when appropriate.

Administration
  • Director
  • Deputy Director
  • Fiscal Officer
  • System coordinator with the most experience
Xenia, Beavercreek, and Fairborn Community Libraries
  • Head librarian
  • Department head or manager with the most experience
  • Librarian II with the most experience
  • Librarian I with the most experience
  • Clerk with the most experience
Cedarville, Jamestown, Winters-Bellbrook, and Yellow Springs Community Libraries
  • Head librarian
  • Librarian II with the most experience
  • Librarian I with the most experience
  • Clerk with the most experience

1E. Display and Distribution of Non-Library Materials

To provide the public with access to information that may not be available in the library’s collection, each community library provides a designated space for the display and/or passive distribution of free non-library materials.

Community organizations such as non-profits, cultural and educational institutions, businesses, or government agencies may display or distribute posters, flyers, brochures, or newspapers that are informational in nature.

Organizations with materials to display should present them at the service desk. The head librarian at each location or his or her designate determines if and how literature in compliance with this policy is displayed. Factors such as size, quantity, and timeliness of the materials and space availability are considered. Priority may be given to materials from the library and its supporting organizations and to events and organizations that are of local interest. The library makes no attempt to solicit materials for the display area or to balance the collection. Display or distribution of materials does not imply endorsement by the library.

Materials that are exclusively commercial, materials that advocate illegal activity, and materials from individuals are not permitted.

Election literature that is informational in nature may be displayed or distributed in libraries where sufficient space exists. If space for display is not available, such literature will be kept accessible in a file.

The library disposes of surplus and/or outdated materials or materials that do not comply with this policy. The library assumes no responsibility for the preservation or protection of materials posted or distributed.

Concerns or complaints about this policy, its implementation or materials displayed should be directed to the head librarian. If dissatisfied by the head librarian’s decision, the patron may take further action by completing the "Request for Reconsideration of the Display and Distribution of Non-Library Materials" form available online and at all library locations. (See Appendix B.)

Materials which meet these criteria for display but which are determined to be unsuitable for minors by the head librarian or a majority of the Library Board will be available elsewhere in the library and a notice posted to that effect.

1F. Exhibits and Displays

The Greene County Public Library develops displays and exhibits on a regular basis. This is done to promote use of the collection and to highlight its diversity; to bring attention to special or under-used aspects of the collection; to make it easy to find information on topics of current issue; to celebrate special occasions. Such displays will, where applicable, reflect a variety of viewpoints and cultures. Permission for the public (groups or individuals) to use the library's display space may be given for educational, artistic, and cultural materials. Permission may also be given to groups to use community libraries to serve as collection sites for civic endeavors.

Display requests will be considered in the order in which they are received and the following factors will be examined:

  • relevance to community needs
  • suitability of physical presentation
  • suitability of the subject matter
  • quality of the presentation
  • space requirements
  • timeliness

The following categories of exhibit material are specifically excluded:

  • commercial exhibits
  • partisan political exhibits
  • exhibits advocating a position on ballot issues, except for library issues

Exhibits and displays not sponsored or created by the library may remain for sixty (60) days, or less. This is to keep displays current, of interest to the public, and fresh.

Groups may reserve exhibit space up to one year in advance. Groups or individuals may not reserve the same space for more than one thirty (30) day period at a time. This is to give all interested groups and individuals a chance to use the space.

The Greene County Public Library assumes no insurance liability for materials on display. The library may request a sample of the work to be shown before granting permission to display.

Materials must be picked up the first working day after the end of an exhibit. If not claimed within two weeks (or if other arrangements have not yet been made), the material becomes the property of the Greene County Public Library and may be discarded.

The library reserves the right to approve the content and arrangement of all exhibits. The library reserves the right to limit the size, number of items, the schedule of any display and the frequency with which an individual, or group may have a display or exhibit. Exhibits cannot in any way disrupt the normal routine of the library. Each head librarian has the right to decide, consistent with intellectual freedom guidelines, if an exhibit (or a portion of one, such as an audio or audio/visual presentation) is disruptive.

Exhibits and displays will not include the prices of any objects.

The following statement will be posted as part of all non-library sponsored exhibits: Exhibits are offered as a community service and do not carry the endorsement of the Greene County Public Library.

1G. Petitions

Petitions may not be displayed nor signatures collected on library grounds, including but not limited to library buildings, sidewalks, lawns, and parking lots.

1H. Meeting Rooms in the Library

Meeting rooms are available for reservation at the Xenia, Fairborn, Beavercreek, Cedarville, and Yellow Springs community libraries.

All community meetings held in the library meeting rooms must be open to the public.

Community groups whose purposes are non-profit, civic, cultural, or educational are encouraged to use the various library meeting rooms for group meetings when the rooms are not being used for their primary purpose: library-related activities.

Meeting rooms may not be used for social activities; private parties; commercial purposes/endeavors or gatherings that advertise a product or service; or political campaign meetings.

The library does not endorse the views expressed by any group or individual using its meeting rooms.

The library does endorse the right of those individuals or groups to express their views so long as they abide by the policies and rules governing the use of library meeting rooms.

a) Reserving a Meeting Room

The person reserving a meeting room must be at least 18 years of age. A reservation for a group of people who are under age 18 must be made by a supervising adult.

Reservations for meeting room use are made in person or by phone at the library where the meeting will be held.

Rooms must be reserved in advance of use.

Rooms cannot be reserved for days or times when the library is closed, except as noted in (b) below.

A group may have no more than two meetings scheduled at any GCPL facility at a time.

Groups may wish to occasionally reserve facilities for programs in a series. This may be possible with the approval of the head librarian.

b) Library Programs

Library programs will take precedence over all other scheduled meeting room events. If there is a conflict between a library program and a meeting room reservation, the library reserves the right to cancel the reservation at any time. While the library reserves the right to change or cancel meeting room reservations when necessary, the library will endeavor to avoid such conflict.

Library programs may be scheduled when the library is closed to the general public. Library programs include those produced by the library, the Greene County Public Library Foundation, or a Friends of the Library group.

Presenters at library-sponsored programs are permitted to sell merchandise related to the subject or activity of their program. This permission is granted either to reduce the cost of the program to the library or to raise funds for the library Friends groups or Greene County Public Library Foundation. Sales are to be handled by the presenter, a representative of the Friends or Foundation, or a local vendor.

c) Responsibility of Organizational Representatives

An official representative of the organization must sign an agreement to (1) limit the number of people occupying the requested meeting room to the number posted by the Fire Marshall, and (2) accept full responsibility for any infraction of the regulations and any damage to library property incurred during or in connection with the proposed meeting. Responsibility is nontransferable. A new form must be signed in order to change the assignment of responsibility.

d) Meeting Room Rules

The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group’s activities.

Announcements or publicity must include an address or telephone other than the library as contact for information.

Groups should allow time to arrange the room to meet their needs.

Groups are responsible for notifying the library of cancellation of a meeting, in addition to notifying group members and/or the audience.

An adult leader shall be present at all times and responsible for the supervision of any groups of children, who are under the age of 18, using the meeting room.

Meetings/programs shall not disturb persons using the library’s public areas.

Smoking is prohibited in the meeting rooms. Alcoholic beverages are not permitted in the meeting rooms, except a part of library-sponsored educational or fundraising programs approved by the director.

Non-library groups may not charge admission fees or make commercial solicitations on library premises; however, groups may charge a reasonable fee to recover the cost of materials, handouts, craft-making supplies, refreshments, etc.

Groups are responsible for leaving the meeting room in good order. Failure to abide by the rules may be justification for restricting the group’s future use of a room.

Parking is limited at all sites. Daytime attendees in Xenia must use off-street or metered parking. Attendees are encouraged to carpool if possible.

Childcare for children of adults attending meetings in library meeting rooms is the responsibility of those adults. The library is not responsible for children in the facilities during meetings.

The library assumes no responsibility for hats, coats, or other personal belongings of persons attending meetings.

Groups using the meeting rooms must leave when the library closes.

The library will attempt to reach the contact person for the group if a library closes for an emergency.

e) Termination

The library reserves the right to terminate any group meeting, if the director of the library, or his designee, determines that the group meeting constitutes a nuisance or that the meeting disrupts library services.

The term "nuisance," as used above, is defined as creating a condition that jeopardizes the health or safety of library patrons and/or staff, or that creates an unreasonable risk of harm to patrons and staff, or that interferes with or annoys other patrons in the enjoyment of using the library services.

The term “disrupting library services,” as used above, includes, but is not limited to the following:

  1. disrupting access to library services
  2. requiring an inordinate amount of staff involvement or resources
  3. disturbing core library functions: accessing information, collection, programming, staff services, providing a public place of quiet contemplation
  4. violating any laws of the State of Ohio or any policies of this library

The purpose of this termination clause is to preserve the right of patrons to use the public library without being subject to annoying, dangerous, or criminal behavior.

f) Occupancy

By order of the Fire Marshall, occupancy is limited as follows:

Beavercreek Community Library Meeting Room 
  • 49 standing
  • 29 with tables and chairs
Cedarville Community Library Meeting Room  
  • 36 with chairs
Fairborn Community Library Meeting Room
  • 75 standing
Xenia Community Library  1st Floor Meeting Room
  • 297 standing
  • 130 with chairs
  • 59 with tables and chairs
2nd Floor Meeting Room
  • 42 with chairs
  • 20 with tables and chairs
Yellow Springs Community Library Meeting Room
  • 49 with chairs
g) Room Set-Up

Tables and chairs are available for the group to set up.

h) Audio-Visual Equipment

Each location has some audio-visual equipment (e.g. TV, VCR, overhead projector, screen, etc.), which must be requested at the time of scheduling. Groups must supply their own equipment operator.

1I. Library Programs, Publicity, and the Media

Library programs are planned according to the needs and interests of each community library. Some programs may require pre-registration. The community information officer shall coordinate programs, services and special events requiring publicity. The director is the official library spokesperson at the request of the Library Board of Trustees. The community information officer serves as the media liaison for the board and administration whenever official media statements are required pertaining to library policies and procedures or positions on system-wide issues.

1J. Public Participation at Library Board Meetings

Meetings of the Board of Library Trustees are held at 2 p.m. on the second Wednesday of the month. The Board does not meet in August. Meetings are held in the Board Room, located in the administrative offices on the second floor of Xenia Community Library, unless stated otherwise.

It is the intent of the board that persons wishing to address comments or ask questions shall be afforded reasonable and fair opportunity to do so. Members of the public wishing to address the board may do so at any regularly scheduled meeting during the agenda time reserved for communications. In order for the board to fulfill its obligation to complete the scheduled agenda in an effective and efficient fashion, a maximum of 30 minutes of public participation is permitted at each meeting. For those wishing to speak, an oral or written communication to the Library Director stating a concern or topic at least a week before the meeting is strongly encouraged.

All visitors are required to sign in before the call to order and to indicate if they wish to speak. Those visitors who have indicated a desire to speak will be recognized in the order in which they signed in. Speakers must identify any groups or organizations for which they will speak in an official capacity.

Each speaker is given three (3) minutes to share her/his views with the board. If several persons wish to speak, each will be allotted three (3) minutes until the total public participation time of 30 minutes is used. No person may speak more than once per meeting.

It should not be expected that the board would take immediate or official action on any subject brought before it without having time for review or study of facts or matters presented.

If a resident wishes to share additional comments, she/he may schedule an appointment with the Library Director, who will then present a summary of that meeting to the Board of Trustees.

The Board President recognizes each registered speaker. The Trustees listen and do not interact with the speakers. The Board President introduces each speaker and keeps track of the time. The Board President may ask questions or ask for additional information from persons appearing before the board.

1K. Donation of Materials and Equipment

(See also separate manual: Collection Development Policy)

The Greene County Public Library accepts donations of materials. As many used items are not appropriate for inclusion in the library's collection because of age, condition, or duplication of materials already owned, the head librarians or their designee at each location will determine the acceptability of any donations for the Greene County Public Library.

The library reserves the right to refuse any donations.

The library does not assess the value of donations or gifts. Upon request, a receipt verifying the number of items donated will be provided.

Donations that are not added to the library collection are either given to the Friends group for sale at that location or sold by the Greene County Public Library in an ongoing or annual sale.

1L. Donation of Monies or Funds

Monetary gifts may be donated to the Greene County Public Library or to a local Friends group.

Money donated to the library for gift books or memorials will be deposited in a legally established special revenue fund or the General Fund. Items purchased become the property of the library and may be disposed of accordingly. Gifts of this type will be acknowledged by letter from the head librarian at the location receiving the gift or memorial.

Annually, in December, the Library Board acknowledges the receipt of all monetary donations to the Greene County Public Library.

The Greene County Public Library Foundation serves as a conduit to receive tax-deductible gifts of cash and non-cash property that can be used to further the mission of the library.

1M. Volunteers

A person who would like to volunteer at a community library must complete a volunteer application. If volunteer opportunities exist, the head librarian or his or her designate will review the application, interview appropriate candidates, assign tasks, establish a schedule, train, and supervise the volunteer. Where possible, the library will assist the local courts and other social service agencies to provide community services and/or library work experience for individuals.

1N. Disposal of Materials and Equipment

Withdrawn library materials are either given to the Friends group to sell or sold by the Greene County Public Library in an ongoing or annual sale. Items at library or Friends sales are sold "as is." No refunds are given. Monies collected by the Friends groups are managed and dispersed by the group. Monies collected at sale locations where there is no Friends group will be deposited with Greene County Public Library Foundation.

The Library Director is authorized by the Board of Trustees to sell or discard any outdated library materials or equipment, or may give discarded library materials or equipment to an organization or governmental unit. The receiving organization or governmental unit's mission must be in line with the mission of the library. Preference is given to qualifying agencies serving Greene County residents.

1O. Telephones and Paging in the Library

Patrons may not use staff telephones, except in an emergency or at the discretion of the staff. Patrons will not be paged, unless there is an emergency.

1P. Tours and Special Programs

a) Requests for Tours

Requests for library tours should be made in advance. Every effort will be made to assign a staff member appropriate to the age or interest of the group requesting the tour. Some tours may need to be scheduled around the availability of various staff. The library reserves the right to determine an acceptable size for a group. Staff assistance may be limited. Any tour group is welcome to stay longer to work independently.

b) Special Group Attendance at Library Programs

Library-sponsored programs are designed for members of the public. Organizations that would like to send groups of five or more should make arrangements in advance.

c) Children's Programs

Children should meet designated age requirements. The library reserves the right to turn away unregistered patrons at those programs for which pre-registration is required.

d) School Visits and Off-Site Programs

Visits to schools in Greene County by library staff will be scheduled as time and staff schedules permit. Visits to schools are subject to change based upon scheduling and staff needs at each library. Visits and programs for institutions will be scheduled as time and staff schedules permit.

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