Policy and Procedures Manual

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P&P Version February 2014

THE LEXINGTON PUBLIC LIBRARY ..................................................................................... 1 
Vision, Mission and Core Values ............................................................................................................ 1 
The Vision ................................................................................................................................................... 1 
The Mission ................................................................................................................................................ 1 
Values ......................................................................................................................................................... 1 
A History of the Lexington Public Library ............................................................................................... 2 
American Library Association Code of Ethics .......................................................................................... 9 
The Freedom to Read .......................................................................................................................... 11 
The ALA Freedom to View Statement .................................................................................................. 16 

LEXINGTON PUBLIC LIBRARY POLICY ............................................................................ 17 
Library Organization & Administration ................................................................................................ 17 
Board of Trustees ................................................................................................................................. 17 
Advisory Board ..................................................................................................................................... 17 
Powers and Duties of the Board of Trustees ........................................................................................ 18 
Communications with the Board .......................................................................................................... 19 
Referral of Items to LPL Board Committees Outside the Yearly Budget Process ................................. 19 
Board Orientation ............................................................................................................................... 20 
Executive Director Performance Evaluation ......................................................................................... 21 
Purpose ..................................................................................................................................................... 21 
Timeline .................................................................................................................................................... 21 
Evaluation Form........................................................................................................................................ 21 
Evaluation Process .................................................................................................................................... 21 
Fiscal Responsibility Policy................................................................................................................... 23 
Audit Policy ............................................................................................................................................... 24 
Internal Audit ........................................................................................................................................ 24 
Model Procurement Code ........................................................................................................................ 25 
Professional Services Arrangements and Contracts ................................................................................. 26 
Investment Policy ................................................................................................................................ 27 
General Policy ....................................................................................................................................... 27 
Scope .................................................................................................................................................... 27 
Investment Authority ........................................................................................................................... 27 
Prudent Person Rule ............................................................................................................................. 28 
Safekeeping and Custody ..................................................................................................................... 29 
Collateral .............................................................................................................................................. 29 
Investment Reporting ........................................................................................................................... 29 
Audit ..................................................................................................................................................... 30 
Investment Policy Adoption ................................................................................................................. 30 
Fund Balance Policy ............................................................................................................................. 31 
Library Donation and Sponsorship Policy ............................................................................................. 33 
Purchase of Vehicles ............................................................................................................................ 34 
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Inventory Policy .................................................................................................................................. 35 
Open Records Requests Policy ............................................................................................................. 36 
Video Surveillance Policy ..................................................................................................................... 37 
Information Technology Policies .......................................................................................................... 38 
Records Retention .................................................................................................................................... 38 
Helpdesk Support ..................................................................................................................................... 38 
Backup Policy ............................................................................................................................................ 39 
Remote Access Policy ................................................................................................................................ 40 
Purpose: ................................................................................................................................................ 40 
Scope: ................................................................................................................................................... 40 
Encryption Policy .................................................................................................................................. 40 
Virtual Private Network Policy .............................................................................................................. 41 
Password Policy .................................................................................................................................... 42 
Wireless Communications Policy .......................................................................................................... 43 
Personal Communication Devices Policy .................................................................................................. 45 
Personal Use ......................................................................................................................................... 46 
PCD Safety ............................................................................................................................................ 46 
Confidential Data .................................................................................................................................. 46 
Network and Server Security Policy ......................................................................................................... 47 
Network Configuration ......................................................................................................................... 47 
Security Monitoring .............................................................................................................................. 48 
Intrusion Detection ............................................................................................................................... 48 
Audit Logs ............................................................................................................................................. 49 
Server Security ...................................................................................................................................... 49 
LPL Employee Computer and Internet Use Policy ........................................................................................... 50 
Purpose ................................................................................................................................................. 50 
Scope .................................................................................................................................................... 50 
General Computer and Internet Usage ................................................................................................. 50 
Electronic Communication (email) ........................................................................................................ 51 
Integrated Library System (ILS) ............................................................................................................. 52 
LPL Customer Computer and Internet Use Policy ........................................................................................... 54 
Purpose ................................................................................................................................................. 54 
Scope .................................................................................................................................................... 54 
Disclaimer .............................................................................................................................................. 54 
General Computer and Internet Use .................................................................................................... 54 
Juvenile/Ward Access to the Internet ................................................................................................... 57 
Privacy .................................................................................................................................................. 57 
Account Management Policy .................................................................................................................... 59 
Purpose ................................................................................................................................................. 59 
Scope .................................................................................................................................................... 59 
General Policy ....................................................................................................................................... 59 
User IDs & Accounts ............................................................................................................................. 59 
Password Policy .................................................................................................................................... 60 
Virus Protection .................................................................................................................................... 61 
Authentication ...................................................................................................................................... 62 
Code of Conduct .................................................................................................................................. 63 
Safe Child Policy .................................................................................................................................. 64 

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Bag Policy ............................................................................................................................................ 65 
Parking Garage Policy .......................................................................................................................... 66 
Parking Rates ............................................................................................................................................ 66 
Library Organizational Structure .......................................................................................................... 67 
Public Service Hours ................................................................................................................................. 67 
Emergency Closings .................................................................................................................................. 68 
Loans, Fines & Fees .................................................................................................................................. 69 
Theater Policy ..................................................................................................................................... 70 
Meeting Room Policy .......................................................................................................................... 71 

LEXINGTON PUBLIC LIBRARY PERSONNEL POLICY ................................................... 72 
Overview ............................................................................................................................................ 72 
Basic Objectives ........................................................................................................................................ 72 
Applicability .............................................................................................................................................. 73 
Personnel Committee ............................................................................................................................... 73 
Productive Work Environment ............................................................................................................. 74 
Human Resources Department ................................................................................................................ 74 
Personnel Records .................................................................................................................................... 74 
Name Badges ............................................................................................................................................ 74 
Workplace Violence .................................................................................................................................. 75 
Prohibited Conduct and Behavior ........................................................................................................ 75 
Reporting Incidents .............................................................................................................................. 75 
Weapons ............................................................................................................................................... 75 
Discrimination and Harassment Policy ..................................................................................................... 77 
Drug Free Workplace ................................................................................................................................ 79 
Safety Policy ............................................................................................................................................. 80 
Solicitations .............................................................................................................................................. 81 
Salary Administration Program ............................................................................................................ 82 
Purpose of the Salary Administration Program ........................................................................................ 82 
Compensation Plan ............................................................................................................................... 83 
Job Descriptions .................................................................................................................................... 83 
Minimum Qualifications ....................................................................................................................... 83 
Pay Periods ........................................................................................................................................... 83 
Payment upon Ending Employment ..................................................................................................... 84 
Employment and Separation ............................................................................................................... 85 
Employment‐at‐Will ................................................................................................................................. 85 
Employment of Relatives .......................................................................................................................... 86 
Employee Counseling Statement & Performance Improvement Plan ..................................................... 87 
Layoffs ...................................................................................................................................................... 87 
Performance Evaluation ...................................................................................................................... 88 
Performance Evaluations .......................................................................................................................... 88 
Equal Employment Opportunity and Affirmative Action Employer ....................................................... 89 
EEO Policy Statement ............................................................................................................................... 89 

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Benefits and Retirement ...................................................................................................................... 90 
Benefits Overview .................................................................................................................................... 90 
Retirement ................................................................................................................................................ 90 
Vacation .................................................................................................................................................... 91 
Sick Leave ................................................................................................................................................. 92 
Holidays .................................................................................................................................................... 93 
Personal Days ........................................................................................................................................... 94 
Attendance and Leave ......................................................................................................................... 95 
Hours of Work/Lunch and Rest Periods ................................................................................................... 95 
Attendance ............................................................................................................................................... 95 
Overtime Work and Overtime Compensation .......................................................................................... 96 
Bereavement ............................................................................................................................................ 97 
Leaves of Absence .................................................................................................................................... 98 
Family and Medical Leave .................................................................................................................... 98 
Special Leave .......................................................................................................................................... 100 
Full Time Employees ........................................................................................................................... 100 
Part Time Employees .......................................................................................................................... 100 
Absence without Leave ...................................................................................................................... 101 
Resignation ............................................................................................................................................. 102 
Civic Duties ............................................................................................................................................. 103 
Jury Duty ............................................................................................................................................. 103 
Voting ................................................................................................................................................. 103 
Military Leave ......................................................................................................................................... 104 
Military Leave of Absence .................................................................................................................. 104 
Eligibility for Military Leave of Absence ............................................................................................. 104 
Compensation for Military Leave ....................................................................................................... 104 
Health Insurance Benefits .................................................................................................................. 104 
Credit for Time Spent on Military Leave ............................................................................................. 105 
Pension Benefits ................................................................................................................................. 105 
Employment Rights ............................................................................................................................. 105 
Community Projects Leave ..................................................................................................................... 106 
Job Responsibility, Disciplinary Process & Grievances ........................................................................ 107 
Job Responsibility ................................................................................................................................... 107 
Workplace Interactions .......................................................................................................................... 108 
Use of Library Property and Personnel ................................................................................................... 109 
Procurement Card Use Policy ................................................................................................................. 110 
Cause for Disciplinary Actions ................................................................................................................ 111 
Disciplinary Action .............................................................................................................................. 112 
Hospitality Policy ............................................................................................................................... 113 
Public Programming ............................................................................................................................... 113 
Employee Business Meetings ................................................................................................................. 113 
On‐the‐job Meals .................................................................................................................................... 113 
Business Meals ....................................................................................................................................... 113 
Funding ................................................................................................................................................... 113 
Employee Recognition ....................................................................................................................... 114 
Employee Recognition Meeting ............................................................................................................. 114 
Years of Service Recognition .................................................................................................................. 114 
Performance Recognition Program ........................................................................................................ 114 

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Staff Education & Professional Development ..................................................................................... 115 
Purpose ................................................................................................................................................... 115 
Certification ............................................................................................................................................ 115 
Coursework............................................................................................................................................. 115 
New Employee Training .......................................................................................................................... 115 
Continuing Education ............................................................................................................................. 115 
Request for Travel and Professional Development ................................................................................ 116 
Professional Memberships ..................................................................................................................... 116 
Employee Reimbursements ............................................................................................................... 117 
Reimbursements from the Library to Employees ................................................................................... 117 
Reimbursements from Employees to the Library ................................................................................... 117 

BUSINESS CONDUCT, INTEGRITY & ETHICS POLICY ................................................ 118 
1.0   Statement Concerning Business Conduct, Integrity, &  Ethics ................................................... 118 
2.0  Definitions .................................................................................................................................. 119 
3.0   Policy Concerning General Business Conduct ............................................................................. 120 
3.1   Observance of Moral And Ethical Standards of Society and Fair Dealing ............................... 120 
3.2   Confidentiality ........................................................................................................................ 120 
3.3   Compliance with Applicable Laws .......................................................................................... 120 
3.4   Conflict of Interest .................................................................................................................. 120 
4.0   Nepotism .................................................................................................................................... 122 
5.0   Inclusion...................................................................................................................................... 123 
6.0   Political and Charitable Contributions ........................................................................................ 124 
7.0   Procurement Integrity ................................................................................................................ 124 
7.1    Receipt of Gifts ....................................................................................................................... 124 
8.0   Honoraria .................................................................................................................................... 125 
9.0   Use of Public Property, Equipment, and Personnel .................................................................... 125 
10.0  
Government Investigations .................................................................................................... 126 
11.0  
Record Keeping ....................................................................................................................... 127 
12.0  
Confidential Information ........................................................................................................ 128 
13.0  
Reporting and Resolving Suspected Irregularities .................................................................. 128 
14.0  
Administrative Matters ........................................................................................................... 130 
14.1  
Administration and Enforcement ....................................................................................... 130 
14.2  
Violation of Our Policies ..................................................................................................... 130 
14.3  
Audits .................................................................................................................................. 130 
14.4  
Requests for Exception ....................................................................................................... 130 
14.5  
Distribution ......................................................................................................................... 131 
14.6  
Claims and Litigation ........................................................................................................... 131 
14.7  
Service of Legal Process ...................................................................................................... 131 
14.8  
Subpoenas and Requests for Testimony ............................................................................ 131 
15.0  
Nonexclusivity ......................................................................................................................... 132 

LEXINGTON PUBLIC LIBRARY PERSONNEL PROCEDURES .................................... 134 
Equal Employment Opportunity ........................................................................................................ 134 
Americans with Disabilities Act .............................................................................................................. 134 
Productive Work Environment ........................................................................................................... 135 
Ethics ...................................................................................................................................................... 135 
Conflict of Interest .................................................................................................................................. 135 
Confidentiality ........................................................................................................................................ 137 
Workplace Violence ................................................................................................................................ 138 
Discrimination and Harassment ............................................................................................................. 139 
Drug Free Workplace .............................................................................................................................. 140 
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Safety Procedure .................................................................................................................................... 142 
Safety Orientation .................................................................................................................................. 144 
Communication ...................................................................................................................................... 145 
Solicitations ............................................................................................................................................ 147 
General Staff Dress Guidelines ............................................................................................................... 148 
Name Badges and Business Cards .......................................................................................................... 150 
Personnel Records .................................................................................................................................. 151 
Staff Exchanges ................................................................................................................................. 153 
Temporary Staff Exchanges .................................................................................................................... 153 
Permanent Staff Exchanges .................................................................................................................... 153 
Eligibility ................................................................................................................................................. 153 
Staff Exchange Process – Temporary and Permanent ............................................................................ 153 
Committees....................................................................................................................................... 154 
LPL Standing Committees ....................................................................................................................... 154 
Employment ...................................................................................................................................... 158 
Employment‐at‐will ................................................................................................................................ 158 
Job Descriptions ..................................................................................................................................... 159 
To recommend the creation of a new position .................................................................................. 159 
To update an existing job description ................................................................................................ 159 
To reclassify a vacant position ............................................................................................................ 159 
To reclassify a filled position .............................................................................................................. 160 
Employment of Relatives ........................................................................................................................ 161 
Layoffs .................................................................................................................................................... 162 
Permanent Reduction in Force ........................................................................................................... 162 
Temporary Reduction in Force ........................................................................................................... 162 
Elimination of position(s): .................................................................................................................. 162 
Resignation ............................................................................................................................................. 163 
Filling Job Vacancies ............................................................................................................................... 164 
Personnel Requisitions ....................................................................................................................... 164 
Job Postings ........................................................................................................................................ 164 
Internal Applicants ............................................................................................................................. 164 
Recruitment Advertising ..................................................................................................................... 165 
Application Process ............................................................................................................................ 165 
Applicant Screening ............................................................................................................................ 165 
Interview Process ............................................................................................................................... 166 
Reference Checks ............................................................................................................................... 166 
Criminal Background Checks .............................................................................................................. 167 
Job Offers/Notifications ..................................................................................................................... 167 
Initial Start Date .................................................................................................................................. 167 
Re‐employment Rights ....................................................................................................................... 167 
Volunteers .......................................................................................................................................... 168 
Verification of Employment ................................................................................................................ 168 
Temporary Employee Guidelines ........................................................................................................... 169 
Employment Categories ......................................................................................................................... 170 
Attendance and Leave ....................................................................................................................... 171 
Attendance ............................................................................................................................................. 171 
Hours of Work/Lunch and Rest Periods ................................................................................................. 173 
Leave of Absences .................................................................................................................................. 174 
Family and Medical Leave .................................................................................................................. 174 
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Special Leave ...................................................................................................................................... 176 
Vacation, Sick, Holiday and Personal ................................................................................................. 178 
Vacation Time ......................................................................................................................................... 178 
Exempt ................................................................................................................................................ 178 
Non‐exempt ........................................................................................................................................ 178 
Sick Time ................................................................................................................................................. 179 
Holidays .................................................................................................................................................. 180 
Floating Holidays .................................................................................................................................... 181 
Personal Days ......................................................................................................................................... 181 
Bereavement .......................................................................................................................................... 182 
Civic Duty ................................................................................................................................................ 183 
Voting ................................................................................................................................................. 183 
Jury Duty ............................................................................................................................................. 183 
Community Projects Leave ................................................................................................................. 183 
Emergency Closings ........................................................................................................................... 184 
Emergency Closing Procedures .............................................................................................................. 184 
Emergency Closing Checklist .................................................................................................................. 184 
All‐day or late‐opening notifications: ................................................................................................. 184 
Additional Early‐closing notifications ................................................................................................. 185 
Emergency Closing Compensation Guidelines ....................................................................................... 186 
Exempt Employees ............................................................................................................................. 186 
Full Time Non Exempt Employees ...................................................................................................... 186 
Part Time Non Exempt Employees ..................................................................................................... 186 
Miscellaneous ..................................................................................................................................... 187 
Retirement and Benefits .................................................................................................................... 188 
Retirement Contributions ....................................................................................................................... 188 
Benefits Overview .................................................................................................................................. 189 
Health Insurance Portability & Accountability Act (HIPAA) .................................................................... 189 
Consolidated Omnibus Budget Reconcilliation Act (COBRA).................................................................. 190 
Workers’ Compensation Insurance & Work Related Injuries .............................................................. 191 
Return To Work Procedure ................................................................................................................. 192 
Salary Administration Program .......................................................................................................... 193 
Compensation Plan ................................................................................................................................. 193 
New Hires ........................................................................................................................................... 193 
Promotions ......................................................................................................................................... 193 
Transfers ............................................................................................................................................. 193 
Demotions .......................................................................................................................................... 193 
Wage/Salary Increases ....................................................................................................................... 194 
Temporary Work in a Higher Pay Grade ............................................................................................. 194 
Pay Periods and Overtime ................................................................................................................. 195 
Payment Upon Ending Employment....................................................................................................... 195 
Call Pay ................................................................................................................................................... 196 
Performance ..................................................................................................................................... 197 
Performance Evaluations ........................................................................................................................ 197 
Evaluation Process: ............................................................................................................................. 197 
Timeliness of Evaluations: .................................................................................................................. 198 
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Close‐out Evaluations: ........................................................................................................................ 198 
Employee Counseling Statement and Performance Improvement Plan ................................................ 199 
Grievance Procedure .............................................................................................................................. 201 
Continuing Education and/or Travel .................................................................................................. 203 
Obtaining approval for Continuing Education and/or Travel ............................................................. 203 
Responsibility of Traveler and Manager ............................................................................................. 204 
Additional information ....................................................................................................................... 204 
Air Travel ............................................................................................................................................ 205 
Auto Travel/Rental ............................................................................................................................. 205 
Lodging/Hotels ................................................................................................................................... 206 
Meals .................................................................................................................................................. 206 
Expense Report Instructions ............................................................................................................... 207 
Mileage Procedures ........................................................................................................................... 209 
Mileage Reimbursement ........................................................................................................................ 209 
Establishing Eligibility for Mileage ...................................................................................................... 209 
Receiving Reimbursement  for Mileage ............................................................................................. 209 
Use of Library Vehicles ....................................................................................................................... 209 
Procurement Card Use Procedure ...................................................................................................... 211 
Purchase of Goods .................................................................................................................................. 212 
Purchase Order Procedures .................................................................................................................... 212 
Model Procurement Code Procedure .................................................................................................... 216 
Purpose ............................................................................................................................................... 216 
Scope .................................................................................................................................................. 216 
Provisions ........................................................................................................................................... 216 
Employee Recognition ....................................................................................................................... 219 
Employee Recognition Meeting ............................................................................................................. 219 
Joseph H. Miller Customer Service Award .............................................................................................. 220 
Years of Service Recognition .................................................................................................................. 221 
Flowers and/or Memorials ..................................................................................................................... 222 
Computer, email, and Internet Use .................................................................................................... 223 
Electronic Communications and Internet Use Procedures ..................................................................... 223 
LPL Social Media Procedure ................................................................................................................... 226 
Guidelines for staff posting to Social Media ....................................................................................... 226 

LEXINGTON PUBLIC LIBRARY OPERATIONS PROCEDURES .................................. 228 
Meeting Room and Theater Guidelines .............................................................................................. 228 
Meeting Room ........................................................................................................................................ 228 
Available Facilities .................................................................................................................................. 230 
Room Reservation Procedures ............................................................................................................... 231 
Theater Procedures ................................................................................................................................ 232 
Procedures for making a theater reservation: ................................................................................... 234 
Parking Garage Procedure ................................................................................................................. 235 
Monthly Parking Rules and Regulations ................................................................................................. 235 
Business Passes ...................................................................................................................................... 235 
Replacement Parking Passes .................................................................................................................. 235 
Reactivating cards turned off for misuse................................................................................................ 236 
Parking for events at the Central Library ................................................................................................ 236 
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Money Handling ................................................................................................................................ 237 
Use of Credit Cards by Customers .......................................................................................................... 237 
Cash Collection ....................................................................................................................................... 238 
Cash Exception Sheet ............................................................................................................................. 238 
When to Give a Customer a Receipt ....................................................................................................... 238 
Computer Entry Procedures ................................................................................................................... 239 
Waiver Procedure ................................................................................................................................... 239 
Daily Report ............................................................................................................................................ 239 
Envisionware and Copiers ...................................................................................................................... 240 
Savin PCRes / LPT1 Public Printers ......................................................................................................... 241 
Friends Book Bag and Book Sales ........................................................................................................... 242 
Petty Cash ......................................................................................................................................... 243 
Open Records Procedures .................................................................................................................. 244 
Records for Commercial Purposes ......................................................................................................... 244 
Board Orientation ............................................................................................................................. 246 
Video Surveillance Procedures ........................................................................................................... 248 
Security Camera Locations ..................................................................................................................... 248 
Use, Disclosure, and Access to Digital Images ........................................................................................ 248 
General Public Requesting Access to Security Camera Footage ............................................................ 249 
Retention of Digital Images .................................................................................................................... 249 
Unauthorized Access and/or Disclosure ................................................................................................. 249 
Display of Non‐library Materials ........................................................................................................ 250 
Community Bulletin Boards and Distribution of Non‐Library Material .................................................. 250 
Procedure for Displaying Materials .................................................................................................... 251 
Unsolicited Author Visit/Book Signing Procedure ............................................................................... 252 
Partnership Procedures ..................................................................................................................... 253 
Lost and Found .................................................................................................................................. 254 
Food and Beverages in the Library ..................................................................................................... 255 
Food and Beverage in Public Areas ........................................................................................................ 255 
Food and Beverages Served at Library Programs ................................................................................... 255 
Examples of food that may be served: ............................................................................................... 255 
Examples of food that may not be served: ......................................................................................... 255 
Use of Telephones ............................................................................................................................. 256 
Cell Phones ............................................................................................................................................. 256 
Public Telephones ................................................................................................................................... 256 
Staff Telephones ..................................................................................................................................... 256 
Circulation of Materials ..................................................................................................................... 257 
Renewal Procedures ............................................................................................................................... 257 
Telephone Renewals Procedures ....................................................................................................... 257 
Informed Consent Procedure ................................................................................................................. 258 
Procedure for Incorporating Memory Card Readers .............................................................................. 259 

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Library Cards ..................................................................................................................................... 260 
ADULT Library Card ................................................................................................................................. 260 
Temporary Library Cards ........................................................................................................................ 261 
JuvTemp .............................................................................................................................................. 261 
Invalid Addresses ................................................................................................................................ 261 
Juvenile Library Card .............................................................................................................................. 264 
JUVRESTRI ............................................................................................................................................... 265 
BOOKBUDDY ........................................................................................................................................... 265 
ADNONRES  and JUNONRES  Library Card .............................................................................................. 265 
ADSTUDENT ............................................................................................................................................ 265 
JUVSTUDENT ........................................................................................................................................... 265 
ADRECIP and JURECIP Borrowers ........................................................................................................... 265 
Educator Card ......................................................................................................................................... 267 
Who’s eligible? ................................................................................................................................... 267 
Stipulations: ........................................................................................................................................ 267 
Who’s NOT eligible? ........................................................................................................................... 267 
How many items for checkout?  Fines? .............................................................................................. 267 
Circulations Issues: ............................................................................................................................. 267 
How many reserves are permitted? ................................................................................................... 268 
Items NOT allowed for checkout on Educator Card ........................................................................... 268 
Responsible party for lost or damaged items? ................................................................................... 268 
Location Programming Library Cards ..................................................................................................... 269 
Use of Library Card by Someone Other Than Cardholder ...................................................................... 272 
Closing Accounts Procedure ................................................................................................................... 273 
Missing or Lost Library Card ................................................................................................................... 274 
Personal Identification Numbers (PINs) ................................................................................................. 275 
Customer Verification ............................................................................................................................. 276 
Unrestricted Access for Juveniles ........................................................................................................... 277 
Overdue Materials .................................................................................................................................. 278 
Lost and Damaged Items ........................................................................................................................ 279 
Handling Damaged Items ....................................................................................................................... 280 
Claims ............................................................................................................................................... 282 
Claims Returned ‐ When To Use ............................................................................................................. 282 
Holding Materials for Customer Pickup .................................................................................................. 283 
Arrived  Holds ..................................................................................................................................... 283 
Grants Procedures ............................................................................................................................. 284 
Interlibrary Loan ............................................................................................................................... 287 
For Customers .................................................................................................................................... 288 
For Staff .............................................................................................................................................. 288 
Outreach Services .............................................................................................................................. 290 
Reference Services ............................................................................................................................ 292 
Document Delivery ................................................................................................................................. 292 
Genealogy & Local History Research by Mail or Email ........................................................................... 293 
Grants Collection .................................................................................................................................... 294 
Database Collection ................................................................................................................................ 295 
Telephone Reference ............................................................................................................................. 296 
Library Statistics ................................................................................................................................ 297 
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Marketing ......................................................................................................................................... 298 
Mailing lists ............................................................................................................................................. 298 
Media Contacts ....................................................................................................................................... 298 
Publicity/Advertising/Calendar .............................................................................................................. 298 
Supplies .................................................................................................................................................. 299 
Community Collaborations ..................................................................................................................... 299 
Technical Services ............................................................................................................................. 300 
Purchase Order Procedures .................................................................................................................... 300 
Procurement Process ............................................................................................................................. 303 
Other Methods of Acquiring Materials .................................................................................................. 304 
Procurement Card Purchases ................................................................................................................. 304 
Petty Cash Purchases of Library Materials ............................................................................................. 305 
Reimbursed Purchases ........................................................................................................................... 305 
Friends Money – Library Materials ......................................................................................................... 305 
Kentucky Room ....................................................................................................................................... 306 
Acquisition – Local Purchasing ............................................................................................................... 306 
Supplies for Locations ............................................................................................................................. 307 
Adding Gifts to the Collection ................................................................................................................ 307 
Online Selection Assistant (OSA) Reports ............................................................................................... 308 
Project Management Procedure ........................................................................................................ 309 
Submitting a Special Project ................................................................................................................... 309 
Approval and Assignment of Special Projects ........................................................................................ 310 
Managing the Project ............................................................................................................................. 310 
Meeting One:  Brainstorming ............................................................................................................. 310 
Meeting Two:  Getting Organized ...................................................................................................... 310 
Research and Analysis ........................................................................................................................ 311 
Meeting Three: The Project ................................................................................................................ 311 
Maintenance & Custodial Services ..................................................................................................... 313 
Maintenance Services ............................................................................................................................. 313 
Custodial Services ................................................................................................................................... 313 
Reporting Nicks and Scratches on Railing Glass ..................................................................................... 313 
Mechanical/Building Related Issues ................................................................................................... 314 
If you cannot lock or secure building ...................................................................................................... 314 
Heating/Air Conditioning/Plumbing malfunctions ................................................................................. 314 
Power Failure .......................................................................................................................................... 314 
Structural Damage .................................................................................................................................. 315 
Intrusion alarm systems ......................................................................................................................... 315 
Damaged Furniture................................................................................................................................. 315 
Keys/Key Cards ....................................................................................................................................... 315 
Vandalism or Theft ................................................................................................................................. 316 
Building Safety Checklist ......................................................................................................................... 316 
Information Technology .................................................................................................................... 317 
Work Orders ........................................................................................................................................... 317 
Supplies .................................................................................................................................................. 317 
Friends of the Library ........................................................................................................................ 318 
Donations of Materials ........................................................................................................................... 318 
Sales of Book Bags and Books ................................................................................................................ 318 
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Requesting Books for the Collection ...................................................................................................... 318 
The Book Cellar & Annual Book Sale ...................................................................................................... 318 
Gifts to the Library ............................................................................................................................ 319 
Unrestricted Gifts ................................................................................................................................... 319 
Gifts of Books and Library Materials ...................................................................................................... 319 
Memorial Gifts ........................................................................................................................................ 319 
Appraisal of Gifts .................................................................................................................................... 319 
Limitations .............................................................................................................................................. 320 
Recognition of Gifts ................................................................................................................................ 320 
Incident and Accident Reports ........................................................................................................... 321 
Incident/Accident Report Procedures .................................................................................................... 321 
Filling Out the Form ............................................................................................................................ 321 
Important notes on banning persons ................................................................................................. 322 
Contesting a Ban: ................................................................................................................................ 323 
Banning Letters ....................................................................................................................................... 324 
Handling Violations of the Internet Policy .............................................................................................. 325 
Safe Child Procedures ........................................................................................................................ 327 
Disruptive Behavior ................................................................................................................................ 327 
Lost Children ........................................................................................................................................... 328 
Child Left After Closing ........................................................................................................................... 329 
Bag Procedures ................................................................................................................................. 330 
Workplace Violence and Customer Behavior Issues ........................................................................... 331 
Dangerous Persons ................................................................................................................................. 331 
Disruptive Persons .................................................................................................................................. 332 
General Emergency Procedures ......................................................................................................... 333 
Central Library ........................................................................................................................................ 333 
Branch Library......................................................................................................................................... 333 
Non‐Emergencies ................................................................................................................................... 333 
Emergency Phone Numbers ................................................................................................................... 334 
Central Library Security  .................425 ........................................................................................... 334 
Mechanical/Building Related Problems ............................................................................................. 334 
LPL Staff Contact List .............................................................................................................................. 335 
Environmental Emergencies .............................................................................................................. 337 
Severe Weather ‐ Tornado ..................................................................................................................... 337 
Central Library Procedures ................................................................................................................. 337 
Branch Library Procedures ................................................................................................................. 338 
Earthquake ............................................................................................................................................. 339 
Freezing Precipitation ............................................................................................................................. 339 
Flooding .................................................................................................................................................. 340 
Medical Emergencies ......................................................................................................................... 341 
Emergency Illness and Injury .................................................................................................................. 341 
Non‐Emergency Illness or Injury ............................................................................................................. 342 
Facilities Emergencies ........................................................................................................................ 343 
Fire Emergencies .................................................................................................................................... 343 
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Fire Extinguisher Use .......................................................................................................................... 344 
Bomb Threats ......................................................................................................................................... 346 
Mail Handling Procedures ...................................................................................................................... 347 
Chemical Emergencies ............................................................................................................................ 348 
How to Shelter in Place ...................................................................................................................... 348 
Evacuation Procedures ....................................................................................................................... 348 
Chemical Poisoning ............................................................................................................................. 349 
Chemical Burns ................................................................................................................................... 349 
Mechanical/Building Related Issues ................................................................................................... 350 
If you cannot lock or secure building ...................................................................................................... 350 
Heating/Air Conditioning/Plumbing malfunctions ................................................................................. 351 
Power Failure .......................................................................................................................................... 352 
Structural Damage .................................................................................................................................. 353 
Intrusion alarm systems ......................................................................................................................... 354 
Damaged Furniture................................................................................................................................. 355 
Keys/Key Cards ....................................................................................................................................... 355 
Vandalism or Theft ................................................................................................................................. 356 
Building Safety Checklist ......................................................................................................................... 357 

THE COLLECTION DEVELOPMENT POLICY ................................................................. 358 
1. The Lexington Public Library ............................................................................................................... 358 
1.1: Vision ........................................................................................................................................... 358 
1.2 Mission ......................................................................................................................................... 358 
1.3  System Priorities .......................................................................................................................... 358 
1.4 Customers ..................................................................................................................................... 358 
1.5 Intellectual Freedom .................................................................................................................... 359 
2. System Collection Development‐ Organization .................................................................................. 361 
2.1 Collection Development Policy Statement ................................................................................... 361 
2.2 Organization of Collection Development ..................................................................................... 362 
2.3 Goals of Collection Development ................................................................................................. 363 
2.4 Criteria for Collection Development ............................................................................................. 364 
2.5 System Concept of Collection Development ................................................................................ 365 
2.6 Customer and Staff Recommendations ........................................................................................ 366 
2.7 Gifts, Memorials and Monetary Donations .................................................................................. 366 
2.8 Reconsideration of Materials ....................................................................................................... 366 
2.9 Weeding the Library Collection .................................................................................................... 367 
2.10 Policy Revision ............................................................................................................................ 367 

THE COLLECTION DEVELOPMENT PROCEDURES ..................................................... 368 
3. System Collection Development – Procedures................................................................................... 368 
3.1 Use of Criteria for Selection .......................................................................................................... 368 
3.2 DVD Selection Guidelines ............................................................................................................. 369 
3.3 Gifts, Memorials and Monetary Donations .................................................................................. 369 
3.4 Unsolicited Miscellaneous Donations ........................................................................................... 370 
3.6 Requests for Reconsideration Procedures ................................................................................... 371 
3.7 Weeding the Library Collection .................................................................................................... 371 
3.8 Weeding and Replacement Schedule ........................................................................................... 373 
4. Kentucky Room Collection Development ‐ Procedures ...................................................................... 375 
4.1 Responsibility for Selection .......................................................................................................... 375 
4.2 Gifts .............................................................................................................................................. 375 
4.3 General Materials on Kentucky and Lexington ............................................................................. 376 
4.4 Genealogical Material ................................................................................................................... 376 
4.5 Electronic Resources ..................................................................................................................... 377 
4.6 Newspapers and Periodicals ......................................................................................................... 377 
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4.7 Maps ............................................................................................................................................. 378 
4.8 Manuscripts and Archival Collections ........................................................................................... 378 
4.9 Ephemera ..................................................................................................................................... 378 
4.10 Photographs ............................................................................................................................... 378 
4.11 State and Local Documents ........................................................................................................ 379 
4.12 Fiction, Literature, Poetry ........................................................................................................... 379 
4.13 Audiovisual Materials ................................................................................................................. 379 
4.14 Artifacts, Art and Realia .............................................................................................................. 379 
4.15 Legal Resources .......................................................................................................................... 380 
4.16 Appalachian Materials ................................................................................................................ 380 
4.17 Children’s Literature ................................................................................................................... 380 
4.18 Information On Horses and the Horse Industry ......................................................................... 380 
4.19 Special Collecting Focus: Central Kentucky Women Writers ...................................................... 380 
4.20 Weeding the Kentucky Room Collection .................................................................................... 381 

APPENDICES .......................................................................................................................... 382 
Appendix A ....................................................................................................................................... 382 
Library Bill of Rights ................................................................................................................................ 382 
Appendix B ........................................................................................................................................ 383 
Diversity In Collection Development ...................................................................................................... 383 
Appendix C ........................................................................................................................................ 385 
Free Access To Libraries For Minors ....................................................................................................... 385 
Appendix D ....................................................................................................................................... 387 
Expurgation of Library Materials ............................................................................................................ 387 
Appendix E ........................................................................................................................................ 388 
Labels and Rating Systems...................................................................................................................... 388 
Appendix F ........................................................................................................................................ 390 
Freedom To Read Statement .................................................................................................................. 390 
Appendix G ....................................................................................................................................... 395 
Freedom To View Statement .................................................................................................................. 395 
Appendix H ....................................................................................................................................... 396 
Code Of Ethics Of The American Library Association ............................................................................. 396 
Appendix O ....................................................................................................................................... 397 
Weeding The Library’s Collection Using The CREW Method .................................................................. 397 

 

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The Lexington Public Library
Vision, Mission and Core Values
The Vision
A community engaged in a lifetime of discovery.

The Mission
Lexington Public Library connects people, inspires ideas, and transforms lives

Values
Excellence: We don’t just help you. We make your day better.
Equality: We treat you with fairness and respect.
Integrity: We work to earn your trust and honor our heritage.
Stewardship: We care for the library that you entrust to us.
Passion: We love Lexington, we love what we do, and want you to know it.

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A History of the Lexington Public Library
The history of the Lexington Public Library dates back to the late 18th century, when pioneers
who settled in Lexington wanted to provide a library for both the students at Transylvania
Seminary and the citizens in the area. At that time, Lexington was “far removed from the
centers of culture and learning in this country.”
On January 1, 1795, a number of citizens met at the Old State House and organized a library at
Transylvania Seminary, which had been chartered in 1780. A plan for the library was established
on January 27, 1795, only two years and six months after Kentucky became the 15th state.
Transylvania Library, as it was originally called, was the first library established west of the
Allegheny Mountains. Bringing books over the Allegheny Mountains and down the river was
very difficult for these pioneers, taking nearly a year for the books to arrive.
Later, the library moved to a more convenient location within the town, and it was renamed
the Lexington Library. This library was a private corporation, owned and controlled by
shareholders. A sum of $500 was raised by selling shares of stock for $5 per share, and around
300 to 400 volumes were purchased. Henry Clay, statesman, and John Bradford, publisher of
the Kentucky Gazette, were among the first stockholders.
By the consent of the library trustees, the library was moved in 1799 from the Transylvania
classroom to Andrew McCalla’s Apothecary Shop, located on the northeast corner of Market
and Short Streets. Shareholders’ meetings were held in McNair’s Tavern.
McCalla was appointed as the librarian and received an annual stipend of $50 for both his
services and the rent of the library room in his shop. The library, which was 25 by 18 feet, was
open on the “first Saturday in each month from 2:30 until 5 p.m. Each sharer was entitled to
two books, which had to be returned the following month by 3 p.m. or the holder was fined
two pence per volume.”
On November 29, 1800, by an act of the Legislature, the library was incorporated as the
Lexington Library Association. (The library continued under this act until 1898.) Sixteen years
later it was consolidated with the Juvenile Library, a library formed by a group of boys
contributing two books each.
Around 1802 the directors formally adopted a corporation seal: The Goddess of Liberty
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standing on a rock in a troubled sea, holding a book in her left hand and pointing to it with the
forefinger of her right hand. Over her head and round about her was inscribed “Science is the
Rock of Liberty” and “Lexington Library”. This seal is used today.
In 1804 the library extended its hours. It was open on Saturdays except the first Saturday in the
month, between the hours of 9 a.m. and 12 p.m., and 2 p.m. and 4 p.m.
The Lexington Library’s lending restrictions were very different from the present policy. These
conditions were as follows: “Any person applying for books shall pay in advance twelve and a
half cents per week for the use of a single book. Where he shall take out one or two volumes
not belonging to sets, he shall previously deposit in the hands of the librarian the value thereof,
with fifty per centum thereon, and shall also sign a bond or note payable to the Sharers of the
Lexington Library, subject to collection in the event the books borrowed shall not be returned
on the ensuing Saturday in like order in which they were received.”
The library had some difficult times, losing support and subscribers. As a fund raising effort,
lotteries were held to raise money for the library. In 1809, one lottery realized $437.15. In
March 1811 the lottery raised $307.00, and another lottery in 1862 provided $4,850.00 for the
library.
In addition to uncertain support, the library had several homes, including the Old State House,
the shop of Mathurin Giron, and the Kentucky Insurance Company between 1795 and 1837.
During this time, the library possessed only 6,000 volumes. In 1843 the library sold its building
for funds to pay its debts, including the salary of the librarian. The library closed for a time and
was revived in 1846 when it was housed in Transylvania’s old Medical Department Building. Fire
damaged both building and books in 1854.
In 1898, times changed for the library when Lexington was recognized as a second-class city.
The city was able to acquire and support a free public library. The Honorable C. J. Bronston
helped secure funds from Andrew Carnegie, philanthropist. Carnegie donated a total of $60,000
for construction of a library building. An additional $15,000 was acquired from the Lexington
Library Company and other sources. Lexington Library Company in 1902 donated to the
Lexington Public Library all of its books, pamphlets, furniture and possessions. The Carnegie
library, built of Bedford stone, opened on June 15, 1905, in Gratz Park with separate reference,
children’s and open shelf sections. During the transfer of the books to the new library, all the
volumes were fumigated as a health measure.
After becoming a free public library, the Lexington Public Library steadily increased the scope of
its services through the early 1900s to include a children’s library and reading room, a reference
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library and study, a magazine reading room, circulating libraries for county schools, lectures,
and exhibitions. By 1946, the library’s trustees had hired a professional librarian, Miss Virginia
Hayes, who completely renovated the collection and introduced modern methods of recordkeeping.
An excerpt from a report by Grace Estes, Library Board Chairman in the mid-1960’s, states: “In
1936, an interesting method of financing was inaugurated and continued for about 8 years.
Police Court fines were appropriated to the library and older members of the Board, now
deceased, have told me how they used to pray for success of vice and crime so that the library
would have more money.” The trustees got their wish in 1944, when the Kentucky legislature
enacted laws that increased the financial support of libraries.
Lexington’s library added bookmobile service in 1951. The bookmobile made 13 stops weekly
within the city limits. In 1955, a second bookmobile, on loan from the State Library Extension,
began making 16 stops weekly. The bookmobiles were replaced in 1990 with a specially
equipped bookvan, which makes stops at local nursing homes, retirement homes, and other
institutions.
Beginning in the 1970’s, the library further enhanced its services by adding several branches:
Southland Branch in 1972, Lansdowne-Emrath Branch in 1976 (the first branch constructed by
the library), Eastland Branch in 1979, and Northside Branch in 1984. In 1983 the Southland
Branch was relocated to larger quarters.
As Lexington continued to grow, so did the community’s need for library services. The 18,000
square foot Main Library was inadequate for the library’s growing collection and expanding
services, so plans for a much larger Central Library were developed. In April 1985, library
officials chose the firm of Sherman-Carter-Barnhart to design the building. In February 1986,
Lexington Mayor Scotty Baesler presented a 14-year financial plan for Fayette County public
libraries that included the $10 million Central library and two $1 million branches.
Library officials accepted a construction bid from C. E. Pennington, general contractor, in June
1987. A formal groundbreaking ceremony was held on June 2, 1987, at the building site,
formerly the location of the Phoenix Hotel, and more than 250 people gathered to celebrate
the first step toward Lexington’s 110,400 square foot Central Library.
On March 26, 1989, after 87 years of service, the doors of the Main Library closed to the public.
Downtown services resumed in the Central Library on April 6, 1989, after approximately
150,000 books and other materials were moved to the building. The modern Central Library,
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with its ample seating, exhibit gallery, theater, and wide selection of library materials, has been
popular with the community since its opening.
The Lexington Public Library purchased land in March 1990 for a branch on Eagle Creek Drive,
located in southeast Lexington, and construction began soon after. The 15,000 square foot
Eagle Creek Branch opened on September 21, 1992, replacing the small Eastland Branch. In
January 1993 the library purchased property along Harrodsburg Road for construction of a
branch in the south side of Lexington to replace the Southside Branch. In November 1997, the
new branch was completed and the transfer of materials from Southside Branch to the
Beaumont Branch was begun. The Beaumont Branch opened to the public in December 1997
and has been the Library’s most popular location.
After the completion of the Beaumont Branch, the trustees turned their attention to the
Lansdowne-Emrath Branch. Woefully overcrowded for many years, this branch was closed and
the new Tates Creek Branch opened in February 2001. Along with an expanded collection of
books, periodicals, and other library materials, the latest branch boasts 20 computer terminals
with Internet access, a café, and a children’s story room with a magnificent mural, “Amazon
Sanctuary,” by Lori James.
In 2004, the Library opened the Village Branch, its first multi-cultural neighborhood center
library, on Versailles Road. In addition to the new branches, the library continues to improve
customer access to Library information. Customers can dial in from their homes and access the
library’s computer.
LPL is working with the Fayette County schools in sharing its collection with teachers and
students. LPL wants to do a better job in offering books to residents in Fayette County and the
surrounding counties. In 2003 the Library’s circulation of materials passed 2 million for the first
time.
Along with printed materials, the library offers the community other resources. In 1997,
Internet access was made available to library customers from computer terminals in the Central
Library and all branches. In 1999, with the aid of a grant from the Gates Foundation, the Central
Library opened a computer lab on its fourth floor and began offering computer classes to the
public.
Also in 1997, the library trustees formed the Lexington Library Foundation, an organization
whose express goal is to raise funds for the library and library programs. The Foundation’s
Director, through focus groups involving leaders of the community, library customers, and
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library staff, formulated the Strategic Plan. The long-range goals stated in the Plan make it clear
that the library is not simply a “warehouse for books,” but a meeting place for the community,
a referral center for state and local agencies, a cultural awareness center, and a formal learning
support center for students of all ages.
Throughout the history of the library, the trustees, employees and residents have striven to
bring culture and knowledge to Lexington. With hard work and dedication, the Lexington Public
Library has remained a center for progressive library service.
Lexington Public Library Directors and Librarians
(dating from the beginning of the public library in 1898)
Mary Katherine Bullitt 1898 - 1911
Mary Powell Phelps 1968 - 1977
Florence Dillard 1911 - 1935
Carrie Leslie Hunt (acting) 1935 - 1946
Virginia Hayes 1946 - 1967
Ronald P. Steensland 1977 - 2003
Geneva Pullen (acting) 2003 - 2004
Kathleen Imhoff 2004 – 2009
Martha White (acting) 2009-2010
Ann Hammond 2010 -

IMPORTANT DATES
1794-1795 Citizens propose the formation of a library for the benefit of students
at Transylvania Seminary
Jan. 1795 A number of citizens meet at the Old State House and organize a library for use by
citizens of Lexington and students at Transylvania Seminary
Jan. 1795 Plan for library established
Mar. 1798 Shares in Lexington Library offered for $5 per share
May 1799 Library moves to the residence of Andrew McCalla, druggist; McCalla serves as
librarian. Library hours: 2:00 p.m. to 5:00 p.m. on the first Saturday of each month.
Nov. 1800 Library incorporated by Kentucky Legislature as the Lexington Library Association

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1816 Juvenile Library unites with Lexington Library
1866 Directors purchase and move the library to the former Methodist Church building at
Upper and Church Streets
1877 Lexington Law Library and Lexington Library combine
1898 Kentucky Legislature makes Lexington a second-class city, enabling the library to become
a free public library
1902 Philanthropist Andrew Carnegie donates $60,000 for construction of a library building in
Lexington
June 1905 Lexington Public Library opens in Gratz Park
1951 Bookmobile service begins
1972 Southland Branch opens on Southland Drive
Aug. 1976 Lansdowne-Emrath Branch opens
1979 Eastland Branch opens in Eastland Shopping Center
1985 Southland Branch moves to Clay’s Mill Road; renamed Southside Branch
Feb. 1984 Barbara Bush attends the dedication of the Northside Branch
Mar. 1989 Main Library closes
April 1989 Central Library opens on Main Street
Sept. 1992 Eagle Creek Branch opens, replacing Eastland Branch
Jan. 1993 Land purchased for a new branch in south Lexington
May 1997 Lexington Public Library Foundation incorporated
Dec. 1997 Beaumont Branch opens, replacing Southside Branch
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Oct. 1998 Library’s long-range Strategic Plan formally adopted
Sept. 1999 Land purchased for a branch on Tates Creek Road
Feb. 2001 Tates Creek Branch opens, replacing Lansdowne-Emrath Branch
Sept. 2004 Village Branch opens, at Village Dr. and Versailles Rd.
Sept. 2008 The new Northside Branch opens on Russell Cave Road

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American Library Association Code of Ethics
As a member of the American Library Association, the Lexington Public Library recognizes the
importance of codifying and making known to the profession and to the general public the
ethical principles that guide the work of librarians, other professionals providing information
services, library trustees and library staffs.
Ethical dilemmas occur when values are in conflict. The American Library Association Code of
Ethics states the values to which we are committed, and embodies the ethical responsibilities of
the profession in this changing information environment.
We significantly influence or control the selection, organization, preservation, and
dissemination of information. In a political system grounded in an informed citizenry, we are
members of a profession explicitly committed to intellectual freedom and the
freedom of access to information. We have a special obligation to ensure the free flow of
information and ideas to present and future generations.
The principles of this Code are expressed in broad statements to guide ethical decision-making.
These statements provide a framework; they cannot and do not dictate conduct to cover
particular situations.
I.

We provide the highest level of service to all library users through appropriate
and usefully organized resources; equitable service policies; equitable access;
and accurate, unbiased, and courteous responses to all requests.

II.

We uphold the principles of intellectual freedom and resist all efforts to censor
library resources.

III.

We protect each library user's right to privacy and confidentiality with respect
to information sought or received and resources consulted, borrowed, acquired
or transmitted.

IV.

We recognize and respect intellectual property rights. We treat co-workers and
other colleagues with respect, fairness and good faith, and advocate conditions
of employment that safeguard the rights and welfare of all employees of our
institutions.

V.

We do not advance private interests at the expense of library users, colleagues,
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or our employing institutions.
VI.

We distinguish between our personal convictions and professional duties and
do not allow our personal beliefs to interfere with fair representation of the
aims of our institutions or the provision of access to their information resources.

VII.

We strive for excellence in the profession by maintaining and enhancing our
own knowledge and skills, by encouraging the professional development of coworkers, and by fostering the aspirations of potential members of the
profession.

Adoped at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28,
1995; and January 22, 2008.

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The Freedom to Read
The freedom to read is essential to our democracy. It is continuously under attack. Private
groups and public authorities in various parts of the country are working to remove or limit
access to reading materials, to censor content in schools, to label "controversial" views, to
distribute lists of "objectionable" books or authors, and to purge libraries. These actions
apparently rise from a view that our national tradition of free expression is no longer valid; that
censorship and suppression are needed to counter threats to safety or national security, as well
as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted
to reading and as librarians and publishers responsible for disseminating ideas, wish to assert
the public interest in the preservation of the freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy: that
the ordinary individual, by exercising critical judgment, will select the good and reject the bad.
We trust Americans to recognize propaganda and misinformation, and to make their own
decisions about what they read and believe. We do not believe they are prepared to sacrifice
their heritage of a free press in order to be "protected" against what others think may be bad
for them. We believe they still favor free enterprise in ideas and expression.
These efforts at suppression are related to a larger pattern of pressures being brought against
education, the press, art and images, films, broadcast media, and the Internet. The problem is
not only one of actual censorship. The shadow of fear cast by these pressures leads, we
suspect, to an even larger voluntary curtailment of expression by those who seek to avoid
controversy or unwelcome scrutiny by government officials.
Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet
suppression is never more dangerous than in such a time of social tension. Freedom has given
the United States the elasticity to endure strain. Freedom keeps open the path of novel and
creative solutions, and enables change to come by choice. Every silencing of a heresy, every
enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves
it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to read and
write is almost the only means for making generally available ideas or manners of expression
that can initially command only a small audience. The written word is the natural medium for
the new idea and the untried voice from which come the original contributions to social
growth. It is essential to the extended discussion that serious thought requires, and to the
accumulation of knowledge and ideas into organized collections.
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We believe that free communication is essential to the preservation of a free society and a
creative culture. We believe that these pressures toward conformity present the danger of
limiting the range and variety of inquiry and expression on which our democracy and our
culture depend. We believe that every American community must jealously guard the freedom
to publish and to circulate, in order to preserve its own freedom to read. We believe that
publishers and librarians have a profound responsibility to give validity to that freedom to read
by making it possible for the readers to choose freely from a variety of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people will
stand firm on these constitutional guarantees of essential rights and will exercise the
responsibilities that accompany these rights.
We therefore affirm these propositions:
1. It is in the public interest for publishers and librarians to make available the widest
diversity of views and expressions, including those that are unorthodox, unpopular, or
considered dangerous by the majority.
Creative thought is by definition new, and what is new is different. The bearer of every
new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt
to maintain themselves in power by the ruthless suppression of any concept that
challenges the established orthodoxy. The power of a democratic system to adapt to
change is vastly strengthened by the freedom of its citizens to choose widely from
among conflicting opinions offered freely to them. To stifle every nonconformist idea at
birth would mark the end of the democratic process. Furthermore, only through the
constant activity of weighing and selecting can the democratic mind attain the strength
demanded by times like these. We need to know not only what we believe but why we
believe it.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation
they make available. It would conflict with the public interest for them to establish their
own political, moral, or aesthetic views as a standard for determining what should be
published or circulated.
Publishers and librarians serve the educational process by helping to make available
knowledge and ideas required for the growth of the mind and the increase of learning.
They do not foster education by imposing as mentors the patterns of their own thought.
The people should have the freedom to read and consider a broader range of ideas than
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those that may be held by any single librarian or publisher or government or church. It is
wrong that what one can read should be confined to what another thinks proper.
3. It is contrary to the public interest for publishers or librarians to bar access to writings on
the basis of the personal history or political affiliations of the author.
No art or literature can flourish if it is to be measured by the political views or private
lives of its creators. No society of free people can flourish that draws up lists of writers
to whom it will not listen, whatever they may have to say.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults
to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers
to achieve artistic expression.
To some, much of modern expression is shocking. But is not much of life itself shocking?
We cut off literature at the source if we prevent writers from dealing with the stuff of
life. Parents and teachers have a responsibility to prepare the young to meet the
diversity of experiences in life to which they will be exposed, as they have a
responsibility to help them learn to think critically for themselves. These are affirmative
responsibilities, not to be discharged simply by preventing them from reading works for
which they are not yet prepared. In these matters values differ, and values cannot be
legislated; nor can machinery be devised that will suit the demands of one group
without limiting the freedom of others.
5. It is not in the public interest to force a reader to accept the prejudgment of a label
characterizing any expression or its author as subversive or dangerous.
The ideal of labeling presupposes the existence of individuals or groups with wisdom to
determine by authority what is good or bad for others. It presupposes that individuals
must be directed in making up their minds about the ideas they examine. But Americans
do not need others to do their thinking for them.
6. It is the responsibility of publishers and libraians, as guardians of the people's freedom to
read, to contest encroachments upon that feedom by individuals or groups seeking to
impose their own standards or tastes upon the community at large; and by the
government whenever it seeks to reduce or deny public access to public information.
It is inevitable in the give and take of the democratic process that the political, the
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moral, or the aesthetic concepts of an individual or group will occasionally collide with
those of another individual or group. In a free society individuals are free to determine
for themselves what they wish to read, and each group is free to determine what it will
recommend to its freely associated members. But no group has the right to take the law
into its own hands, and to impose its own concept of politics or morality upon other
members of a democratic society. Freedom is no freedom if it is accorded only to the
accepted and the inoffensive. Further, democratic societies are more safe, free, and
creative when the free flow of public information is not restricted by governmental
prerogative or self-censorship.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to
read by providing books that enrich the quality and diversity of thought and expression.
By the exercise of this affirmative responsibility, they can demonstrate that the answer
to a "bad" book is a good one, the answer to a "bad" idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain matter fit
for that reader's purpose. What is needed is not only the absence of restraint, but the
positive provision of opportunity for the people to read the best that has been thought
and said. Books are the major channel by which the intellectual inheritance is handed
down, and the principal means of its testing and growth. The defense of the freedom to
read requires of all publishers and librarians the utmost of their faculties, and deserves
of all Americans the fullest of their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out a
lofty claim for the value of the written word. We do so because we believe that it is possessed
of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the
application of these propositions may mean the dissemination of ideas and manners of
expression that are repugnant to many persons. We do not state these propositions in the
comfortable belief that what people read is unimportant. We believe rather that what people
read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal
to a democratic society. Freedom itself is a dangerous way of life, but it is ours.
This statement was originally issued in May of 1953 by the Westchester Conference of the
American Library Association and the American Book Publishers Council, which in 1970
consolidated with the American Educational Publishers Institute to become the Association of
American Publishers.
Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, July 12, 2000, June 30,
2004, by the ALA Council and the AAP Freedom to Read Committee.
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A Joint Satement by:
American Library Association
Association of American Publishers

Subsequenly endorsed by:
American Booksellers Foundation for Free Expression
The Association of American University Presses, Inc.
The Children's Book Council
Freedom to Read Foundation
National Association of College Stores
National Coalition Against Censorship
National Council of Teachers of English
The Thomas Jefferson Center for the Protection of Free Expression

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The ALA Freedom to View Statement
The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by
the First Amendment to the Constitution of the United States. In a free society, there is no
place for censorship of any medium of expression. Therefore these principles are affirmed:
1. To provide the broadest access to film, video, and other audiovisual materials because
they are a means for the communication of ideas. Liberty of circulation is essential to
insure the constitutional guarantees of freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and
other audiovisual materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of
views and expression. Selection of a work does not constitute or imply agreement with
or approval of the content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film,
video, or other audiovisual materials on the basis of the moral, religious, or political
beliefs of the producer or filmmaker or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public's
freedom to view.
This statement was originally drafted by the Freedom to View Committee of the American Film
and Video Association (formerly the Educational Film Library Association) and was adopted by
the AFVA Board of Directors in February 1979. This statement was updated and approved by
the AFVA Board of Directors in 1989.
Endorsed by the ALA Council January 10, 1990

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Lexington Public Library Policy
Library Organization & Administration
Board of Trustees
The Lexington Public Library is established and organized under Kentucky Revised Statutes and
the Code of Ordinances of the Lexington-Fayette Urban County Government for the purpose of
providing library service to the people of Lexington and Fayette County. The Board operates in
accordance with these Statutes, Ordinances and its own By-Laws. A copy of the By-Laws is
available in the Administrative Office of the Library.
The Library is governed by the Board of Trustees, a corporate body in which is vested
management and control, including fiscal control, of the Library. The Board consists of seven
members. Members are appointed by the Mayor of the Lexington-Fayette Urban County
Government and are approved by the Urban-County Council. Board members serve a four-year
term and may serve two consecutive terms, but may not succeed themselves.
Officers of the Board are the Chair, a Vice-Chair, a Secretary and a Treasurer. All officers serve
two-year terms. They may succeed themselves as officers. Except for filling unexpired terms,
officers may serve for two (2) consecutive terms of two (2) years each in any one office, after
which they shall not succeed themselves. With the Board’s approval, the Chair shall appoint to
a vacant office and the appointee shall serve until the next election of officers. The officers of
the Board constitute the Board’s Executive Committee.
The Board holds a regular meeting once each month.
Advisory Board
The Advisory Board, whose function is to give counsel on matters pertaining to the operation
and administration of library services, consists of up to ten members. Members of the Advisory
Board are appointed by the Mayor, and are approved by the Urban County Council.
Members of the Advisory Board attend Board of Trustees meetings, participate in discussions at
those meetings and serve on ad hoc committees. Members of the Advisory Board have no vote
in Board of Trustees meetings.
Advisory Board members shall hold terms of the same duration and under the same conditions
as those applicable to members of the Board of Trustees, having the same obligations and
responsibilities, including serving, chairing, or voting on Board Committees, but excluding
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voting at general Board meetings.
Powers and Duties of the Board of Trustees
(The following text is taken from the Board’s By-Laws)

In its concern for continued improvement of the Lexington Public Library, duties of the Board
shall include but are not limited to the following:
i.
ii.
iii.
iv.

v.
vi.
vii.
viii.
ix.
x.
xi.

xii.

Adopt by-laws and regulations [KRS 173.350(2)];
Approve recommendations of candidates to fill vacancies on the Board and Advisory
Board when openings occur;
Supervise the management and care of Library property [KRS 173.350(2)];
Employ a Director and such personnel, as the Director shall recommend consistent with
the requirements of KRS 171.260. The Board shall not employ as a member of the
Library staff any member of the Board or Advisory Board or anyone related more closely
than second cousin to any member of either Board [KRS 173.50];
Fix the compensation of the Director and Library staff and remove them for cause [KRS
173.350(2)];
Approve annually a budget for expenditure of Library funds [KRS 173.350(2)];
Approve extraordinary expenditures of Library funds [KRS 173.350(2)];
Encourage and receive gifts to the Library;
Determine Library policies;
Work for enhancement of the status of libraries and librarians;
Submit to the Mayor and Lexington-Fayette Urban County Council an annual report of
Library expenditures, Library property and of such other Library matters as it deems of
public interest [KRS 173.410]; and
The Board may provide a retirement plan for Library employees [KRS 173.410].

ARTICLE IX
THE EXECUTIVE DIRECTOR
The Executive Director shall administer the Library and shall:
SECTION 1. Attend all Board meetings except those which fix or adjust the Director’s salary.
SECTION 2. Recommend policies for Board action and carry out those adopted.
SECTION 3. Employ all Library personnel and supervise their work, consistent with the pertinent
statutes, and authority delegated by the Board.
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SECTION 4. Report regularly to the Board on the progress and needs of the Library; and
SECTION 5. Generally supply informed leadership on Library matters to Library personnel, the
Board, Advisory Board and the Library constituency.
Communications with the Board
The Library Board encourages communications at all levels. It has delegated the
management of the Library to the Executive Director. Questions staff may have regarding
Library policies and procedures first should be addressed to an employee’s supervisor, the
Human Resources Director or the Executive Director. Senior management staff are available
as a resource to Board members.
Members of the public are permitted to speak at Library board meetings for 3 minutes, with
additional time provided in 3 minute increments at the discretion of the board chair. The board
requests written notice of the request and the subject matter to be addressed be delivered to
the Exective Director at least 24 hours in advance of the meeting.
Policy approved January 2010

Referral of Items to LPL Board Committees Outside the Yearly Budget Process
Several categories of items/actions that occur outside of the yearly budget process need to be
referred from the Exective Director to the appropriate Board Committee for discussion and/or
action. Types of items to be referred include, but are not limited to: any matter involving the
Public Library Corporation, any change to the budget required for approval pursuant to the
Bylaws, authorization to spend funds from the Fund Balance, items that impact the 15 Year
Plan, proposed changes to policy, matters likely to involve unexpected legal fees or action, any
disciplinary action involving Grade 15 (manager) or higher, items involving real estate whether
same include acquisitions and/or improvements and unexpected or previously unbudgeted
emergency maintenance to any and all properties now or hereafter owned or leased, and new
partnerships that would have legal and policy ramifications.
Library Board and Advisory Board

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Board Orientation
The Lexington Public Library recognizes the importance of Board member orientation to the
Library's efficient operation. Once a Library Board member has been appointed and taken the
oath of office, the Board member will go through an orientation process that encompasses the
information and tools needed to understand the duties and responsibilities of being a Board
member. This orientation process will be conducted collaboratively by the Executive Director,
Board Chair, and the Kentucky Department of Libraries and Archives Regional Librarian. There is
a program through KDLA that offers Trustee Certification. Trustees are expected to complete this
certification process.
Approved by the Board of Trustees December 12, 2012

Board Orientation Procedure

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Executive Director Performance Evaluation
Purpose
1. To clearly and formally communicate the Board of Trustees and Advisory Board (Board’s)
expectations to the Executive Director
2. To provide a formal vehicle to review and acknowledge the Executive Director’s and the
library’s accomplishments
3. To identify the Board’s and the Executive Director’s concerns so that appropriate actions can
be taken in a timely manner.
4. To demonstrate sound management practices and accountability to funding entities and the
community

Timeline
1. Periodic feedback and informal evaluations are to be conducted by the Board Chair and
reported to the entire Board at the regular meeting at least two times during the period JulyMay, with one occurring in first half of fiscal year and one during second part.
2. By June 30 each year, annual evaluations are to be conducted by the entire Board

Evaluation Form
The evaluation form is to be reviewed annually by the Board Development committee before
the process begins so as to ensure emerging areas are addressed. This form is to be used by the
Executive Director, the Board, and the staff.

Evaluation Process
By April 30:
a. Executive Director’s self-assessment and summary of goals and accomplishments is
submitted to the Board Chair for distribution to the Board.
b. Evaluation tool/form will be completed individually by Director’s Direct Reports and no
more than five other employees to be chosen by the Human Resource Director.
By May 31:
a. Library Human Resource Director will conduct salary market review of Executive
Director salary of benchmark peer group and Kentucky libraries for distribution to
Board.
b. Individual Board member to complete evaluation privately by reference to Executive
Director’s self assessment, quarterly progress reports and staff input.

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Prior to June Board Meeting:
a. The Board Development Committee will consolidate the individual board member’s
evaluation for distribution to Board.
b. The Board Development Committee will present the evaluation to the Executive
Director and will pass the evaluation on to the Board.
c. The Executive Director may respond to the Board Development Committee regarding
the evaluation if desired.
d. The Board Chair, Executive Director, and Library Counsel will discuss and execute the
Executive Director’s contract renewal, as needed.
At the June Board Meeting:
a. The evaluation form is signed by Board members and the Executive Director. Board
members who are unable to attend the June board meeting should make arrangements
with the Administrative Support Coordinator to sign the evaluation.
b. Record in the June regular meeting minutes that the Board has completed the Executive
Director’s evaluation and a new set of goals for the coming year has been established.
Prior to July Board Meeting:
a. The Board Chair is then to conduct compensation discussion with the Executive Director
prior to July board meeting.
Approved by the Board of Trustees April 17, 2013 and updated July 10, 2013.

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Fiscal Responsibility Policy
General Purpose
It is the policy of the Lexington Public Library that public office not be used for personal gain, and
that Board Members and the Executive Director are to remain objective in their duties and
responsive to the needs of the public they serve. Accordingly, the Executive Director and Board
Members must maintain the highest commitment to their responsibilities as stewards of the
Library and public funds.
Segregation of Fiscal Duties and Internal Controls
No one person should control or perform all key aspects of a transaction or financial event.
Segregation of duties is an important internal control activity that helps detect errors in a timely
manner and deters improper activities. Internal controls instituted by the Library will assist the
board in maintaining adequate fiscal oversight of the expenditure of funds.
The Lexington Public Library shall institute a system of internal controls and a segregation of
duties which meet or exceed the 32 guidelines outlined in the Kentucky Auditor of Public Accounts
- Recommendations for Public and Nonprofit Boards (March 2010 revision). The adequacy of
these guidelines and our compliance efforts should be reviewed after each audit and as
otherwise needed. Procedures shall be modified to correct any deficiencies discovered during
regular audits or at any other time. This document is available at:
http:// http://auditor.ky.gov/cpatools/Pages/32BoardOversightRecommendations.aspx.
Approved by the Board of Trustees December 12, 2012

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Audit Policy
The Lexington Public Library conducts annually an independent audit of their consolidated
financial statements. The audit is to be conducted in accordance with the standards applicable
to financial audits contained in Government Auditing Standards and should express an opinion
the financial statements. In addition, LPL will follow recommendations appropriate for nonprofits contained in the Sarbanes Oxley Act. The audit shall consider the Library’s internal
control over financial reporting as a basis for designing audit procedures for the purpose of
expressing the opinion on the financial statements. The Lexington Public Library Audit
Committee is responsible for selecting the Auditor and will ensure the rotation of the lead audit
partner every 3 to 5 years.
Audit Policy Adopted February 11, 2009, revised and adopted July 14, 2010.

Internal Audit
The Lexington Public Library Board of Trustees may, at its discretion, conduct an internal audit
to examine any areas designated by the Board. The internal audit will be conducted by an
appropriate staff person appointed by the Board or an independent third party hired by the
Board. This individual will report his or her findings directly to the Board.
Policy approved by Board of Trustees July 11, 2012

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Model Procurement Code
The Lexington Public Library will follow KRS 45A.345 through 45A.460 of Model Procurment
Code in purchasing goods and service contracts as outlined in the LPL Model Procurement Code
procedure. “Employee” shall be defined to include LPL employees, members of the Board of
Trustees and members of the Advisory Board. It is the employee’s responsibility to declare to
the Executive Director a conflict of interest, per the Library’s Business Conduct, Integrity, and
Ethics policy. If a Board or Advisory Board member perceives, or it becomes apparent, that he
or she has a conflict of interest, it becomes his or her duty to inform the Library Board of this
conflict so that the Board may determine if he or she may or may not participate in the
discussion or decision making, per the Library’s Business Conduct, Integrity, and Ethics policy.
Policy approved April 14, 2010.

Model Procurement Code Procedure

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Professional Services Arrangements and Contracts
Staff will review professional service contracts and arrangements at least once every three
years and make a recommendation to the Board about whether it should be continued or go
through a re-bidding process.
Approved by the Board of Trustees November 9, 2011

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Investment Policy
General Policy
It is the policy of the Lexington Public Library (Library) to invest public funds in a manner which
will provide the highest investment return with the maximum security of principal while
meeting daily cash flow demands of the Library and conforming to all state statutes and Library
regulations governing the investment of public funds.
Scope
This investment policy applies to all financial assets held directly by the Library. These financial
assets are accounted for in the Library’s annual financial report and include all moneys in the
following funds:
• General Fund
• Enterprise Fund
• Endowment Fund
• Library Materials Fund
• Any new fund created by the Board of Trustees
Investment Objectives
The Library’s primary investment objectives, in order of priority, are the following:
A. Safety. Safety of principal is the foremost objective of the Library’s investment program.
Investments shall be undertaken in a manner that seeks to ensure the preservation of
capital in the overall portfolio.
B. Liquidity. The Library’s investment portfolio shall remain sufficiently liquid to enable the
Library to meet all operating requirements which might be reasonably anticipated.
C. Return on Investment. The Library’s investment portfolio shall be designed with the
objective of attaining a market rate of return throughout the budgetary and economic
cycles, taking into account the Library’s investment risk constraints and the cash flow
characteristics of the portfolio.
Investment Authority
Management responsibility for the Library’s investment program is hereby delegated to the
Director. The Director shall have the authority, subject to the disapproval of the Board of
Trustees, to establish additional specific written procedures for the operation of the investment
program which are consistent with this investment policy. The procedures shall include explicit
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delegation of authority, if any, to persons responsible for investment transactions. No person
may engage in an investment transaction except as provided under the terms of this policy and
the procedures established by the Director. The Director shall be ultimately responsible for all
transactions undertaken and shall establish a system of controls to regulate the activities of
subordinate officials and employees. The controls shall be designed to prevent and control
losses of public funds arising from fraud, employee error, misrepresentation by third parties,
unanticipated changes in financial markets or imprudent actions by officers and employees.
The Director shall insure that all records related to the Library’s investment program are
properly maintained.
Prudent Person Rule
The actions of the Director in the performance of his or her duties as manager of the Library’s
funds shall be evaluated using the “prudent person” standard. Investments shall be made with
judgment and care under prevailing circumstances which persons of prudence, discretion, and
intelligence exercise in the management of their own affairs, not for speculation, but for
investment considering the probable safety of their capital as well as the probable income to be
derived.
The Director acting in accordance with written procedures and exercising due diligence shall be
relieved of personal responsibility for an individual security’s performance, provided that
deviations from expectations are reported in a timely fashion to the Board of Trustees and
appropriate action is taken to control adverse developments.
Authorized Investments
The funds of the Library available for investment shall be invested in accordance with this policy
and all applicable state statutes only in the following types of investment instruments:
A. Authorized Investment Instruments
1. Obligations of the United States and of its agencies and instrumentalities, including
obligations subject to repurchase agreements, provided that delivery of these
obligations subject to repurchase agreements is taken either directly or through an
authorized custodian.
2. Obligations and contracts for future delivery or purchase of obligations backed by
the full faith and credit of the United States or a United States government agency,
including but not limited to:
a) United States Treasury Notes;
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b) United States Treasury Bills;
3. Certificates of deposit issued by or other interest-bearing accounts of any Kentucky
bank or savings and loan institution which is insured by the Federal Deposit
Insurance Corporation or similar entity or which is collateralized, to the extent
uninsured, by any obligations permitted by section 41.240(4) of the Kentucky
Revised Statutes.
Safekeeping and Custody
To protect against potential fraud and embezzlement, investment assets shall be secured
through third-party custody and safekeeping procedures. Bearer instruments shall be held only
through third-party institutions. The Director and any other officers or employees of the
Library authorized to engage in investment transactions shall be bonded in an amount
established by the Board of Trustees. Collateralized securities, such as repurchase agreements
shall be purchased using the delivery vs. payment procedure. The safekeeping procedures
utilized in the Library’s investment program shall be reviewed annually by the independent
auditor.
Collateral
A. Except as set forth in subsection B of this section, it is the policy of the Library to require
that all cash and investments maintained in any financial institution named as a
depository be collateralized. In order to anticipate market changes and provide a level
of security for all funds, the collateralization level shall be 100% of the market value of
principal, plus accrued interest. Collateral shall be limited to the types of instruments
authorized as collateral for state funds in KRS 41.240.
Collateral shall always be held by an independent third-party custodian with whom the
Library has a current custodial agreement. A clearly marked evidence of ownership
(safekeeping receipt) must be supplied to the Library and retained by the Director. The
right of collateral substitution is hereby granted.
B. The Director may invest funds in uncollateralized certificates of deposit, one to an
institution, in an amount not to exceed $98,000, provided the institution is located in
the State of Kentucky. Interest shall be paid monthly to the Library.
Investment Reporting
The Director shall prepare and submit to the Board of Trustees a monthly report regarding the
status of the Library’s investment program. As to each investment, the report shall include the
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following information:
A. Name of financial institution from which the investment was purchased or in which
assets are deposited.
B. Type of investment.
C. Certificate or other reference number, if applicable.
D. Percentage yield on an annualized basis.
E. Purchase date, purchase price, and maturity date.
Audit
In connection with the audit of Library funds conducted by an independent certified public
accountant, the auditor shall conduct a review of the Library’s investment program, including
internal controls and procedures, and the results of the review, including recommended
changes, shall be included in the Library’s audit.
Investment Policy Adoption
The Library’s investment policy shall be adopted by order of the Board of Trustees and shall
become effective on the date set forth in the order. The policy shall be reviewed annually and
revised, as appropriate. Any amendments to this policy must be made by order of the Board of
Trustees.
Approved b the Board of Trustees December 1994.

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Fund Balance Policy
The Lexington Public Library will maintain classifications of fund balances in accordance with
Governmental Accounting and Financial Standards Board Statement No. 54, Fund Balance
Reporting and Governmental Fund Type Definitions. The Lexington Public Library makes certain
classifications of fund balances in order to:
1.
2.
3.
4.

Provide sufficient cash flow for daily financial needs
Offset significant economic downturns or revenue shortfalls
Provide funds for unforeseen expenditures related to emergencies
Provide funds to maintain and grow the Library’s assets to meet
commmunity needs

Classifying Fund Balance Amounts
Fund balance classifications depict the nature of the net resources that are reported in a
governmental fund. An individual governmental fund may include resources and amounts that
are restricted, committed, or assigned, or any combination of those classifications. The general
fund may also include an unassigned amount.
Restricted Fund Balance
Definition – includes amounts that can be spent only for the specific purposes stipulated by
external resource providers (such as grantors, contributors), or through constitutional
provisions or enabling legislation.
Committed Fund Balance
Definition – includes amounts set aside to be used by the Library for specific purposes
Authority to Commit – Commitments will only be used for specific purposes pursuant to a
formal action by the Library Board before the end of the fiscal year. The amount of the
commitment may be determined in the subsequent period. A majority vote is required to
approve a committment and the same level of formal action to modify or remove the
constraint.
Assigned Fund Balance
Definition – includes amounts set aside with the intent to be used by the Library for specific
purposes but that do not meet the criteria to be classified as restricted or committed. For
governmental funds other than the General Fund, the assigned fund balance represents the
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remaining amount that is not restricted or committed.
Authority to Assign – The Board authorizes the Financial Officer to make a determination of the
assigned amounts of fund balances in accordance with GASB Statement No. 54. The Financial
Officer will report all assignments made to the Finance/Budget Committee at the next
published meeting.
Unassigned Fund Balance
Definition – includes the residual classification for the Library’s General Fund and includes all
spendable amounts not contained in the other classifications. In other governmental funds, the
unassigned classification should be used only to report a deficit balance.
Minimum Unassigned Fund Balance - The Library will maintain a minimum unassigned fund
balance in its General Fund of 20% of the subsequent year’s budgeted operating and debt
service expenditures. This minimum fund balance is to protect against cash flow shortfalls
related to timing of projected revenue receipts and to maintain budget stabilization. The
Unassigned Fund Balance may be accessed in the event of unexpected expenditures or
projected revenue shortfalls upon approval of a budget revision by the Library Board. In the
event that the balance drops below the minimum level, the Library Board will develop a plan to
replenish the fund balance to the established minimum level within two years.
Prioritization of Fund Balance Use
When an expenditure is incurred for purposes for which both restricted and unrestricted
(committed, assigned, or unassigned) amounts are available, it is the policy of the Library to
consider restricted amounts to have been reduced first. When an expenditure is incurred for
purpose for which an unrestricted fund balance classification could be used, it is the policy of
the Library to first use any current fiscal year budgeted amounts available, followed by
committed amounts, followed by assigned amounts and then unassigned amounts.
Approved by the Board of Trustees November 9, 2011

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Library Donation and Sponsorship Policy
The Lexington Public Library welcomes donations from local business, corporations, families
and individuals through the Friends of the Library and Library Foundation. The Library accepts
donations only through its supporting organizations. The aim of sponsorship is to obtain
funding or in-kind support to provide services and equipment that may not otherwise be
available.
The library reserves the right to make decisions regarding the implementation of each grant,
gift, or offer of in-kind support. Purchasing decisions, including type of equipment, materials,
furnishings, and other components of a gift will reside with Library management. All details as
to design of programs and allocation of resources will also reside with Library management. The
Library reserves the right to deny partnerships or sponsorships for any reason and to end these
arrangements at any time if, in the opinion of the Executive Director, the services or image of
the Library warrant such action.
Approved by the Board of Trustees December 12, 2012 and updated November 13, 2013.

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Purchase of Vehicles
The Lexington Public Library does not purchase vehicles for personal use by staff. In the event
that a Library vehicle does need to be purchased, the Library follows the Model Procurement
Code for purchasing.
Disposal of vehicles must follow KRS 164A.575.
Policy approved by Board of Trustees July 12, 2012

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Inventory Policy
Fixed Assets should be inventoried, including
• The name of the individual in receipt of equipment;
• Description of equipment;
• Vendor name;
• Model number;
• Serial number;
• Acquisition date; and,
• Acquisition cost.
Equipment is deemed as a Fixed Asset if it falls into the following three categories:
• The item cost is at least $500, computer equipment/electronics costing at least $250
• The useful life of the item is at least two years
• The item is able to function by itself
Straight line depreciation is used beginning in the month of acquisition and ending in the month
prior to disposition.
An annual audit will be conducted of all computer, electronic equipment, and automobiles. A
rotating audit will be conducted every three years of all other equipment.
Policy approved by Board of Trustees July 12, 2012

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Open Records Requests Policy
The Lexington Public Library allows access to its records, pursuant to KRS 61.870 to 61.884.
Exceptions (per KRS 31.872)
All public records are open for inspection with the exception of:
1. Records containing information of a personal nature where a public disclosure would
constitute a clearly unwarranted invasion of personal privacy;
2. Records confidentially disclosed to or required by an agency generally recognized as
confidential or proprietary which, if openly disclosed, would permit an unfair
commercial advantage to competitors;
3. Records pertaining to a prospective location of a business where the library’s interest
has not previously been made known;
4. The contents of real estate appraisals, engineering or feasibility estimates and
evaluations made for the Library relative to acquisition of property, until the property
has been acquired;
5. Preliminary drafts, notes, correspondence with private individuals, other than
correspondence which is intended to give notice of final action of a public agency;
6. Preliminary recommendations and memoranda in which opinions are expressed or
policies formulated or recommended;
7. All public records or information the disclosure of which is prohibited by federal law or
regulation or an Attorney General’s Opinion.
The Library response denying, in whole or in part, inspection of any record shall include a
statement of the specific exception authorizing the withholding of the record under KRS 61.878
and a brief explanation of how the exception applies to the record withheld. The response shall
be issued by the Executive Director or under his or her authority and shall constitute final
agency action.
These exceptions shall in no way prohibit or limit the exchange of public records or the sharing
of information between public agencies when the exchange is serving a legitimate
governmental need or is necessary in the performance of a legitimate government function.
Open Records Procedure
Approved by the Board of Trustees April 13, 2011

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Video Surveillance Policy
Purpose
The Library strives to maintain a safe and secure environment for its customers and staff.
Selected areas of the Library are equipped with video cameras that are recording at all times. A
sign is posted at the Library entrance informing the public that security cameras are in use.
Video monitoring and recording is conducted in a manner consistent with all existing local and
applicable laws and ordinances.
The Library’s video surveillance system is used for the protection and safety of customers,
employees, assets, property, and to identify persons breaking the law or violating the Library’s
Code of Conduct. No video is released without the permission of the Executive Director.
Approved by the Board of Trustees June 13, 2012

Video Surveillance Procedures

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Information Technology Policies
Records Retention
The Lexington Public Library is responsible for retaining certain documents for specific periods
of time. A Record Retention Schedule, listing which documents must be retained and for how
long, has been provided by the Kentucky Department for Libraries and Archives. The Lexington
Public Library will adhere to this schedule, retaining or disposing of all other documents as
appropriate.
Policy approved May 19, 2010

Helpdesk Support

The LPL IT Department shall maintain an incident tracking system that provides pertinent
information relating to each issue reported. This system should enable all staff members to
easily report issues and incidents to the IT Department. This system should allow the IT
Department to detect problem patterns, increase efficiency in issue resolution and improve
accountability.

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Backup Policy
The Lexington Public Library’s Information Technology Department shall perform all data
backups for the organization on a nightly basis. All backup media containing completed backup
data will be stored off site for disaster recovery purposes.
Documentation that details the backup and recovery process shall be reviewed and tested on a
regular basis, and at a minimum, once per every 12-month period.
All individuals involved in the backup and archival processes must be authorized by the
Information Technology Department prior to obtaining access to the backup systems or data.
A verification process must be employed to ensure the integrity of the backup once performed.
Physical access controls at the offsite backup storage locations used by LPL must meet or
exceed the physical access controls of the source locations. Additionally, backup media must be
protected in accordance with any confidentiality requirements that may apply.
Policy approved June 9, 2010, updated September 15, 2010.

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Remote Access Policy
This policy was approved by the Board of Trustees on October 13, 2010. It will not,
however, take effect until the budget has been approved at a subsequent meeting.
Purpose:
The purpose of this policy is to define standards for connecting to Lexington Public Library's
(LPL) network from any host. These standards are designed to minimize the potential
exposure to damages which may result from unauthorized use of LPL resources.
Scope:
Remote access implementations that are covered by this policy include but are not limited
to dial-in modems, frame relay, ISDN, DSL, VPN, SSH, cable modems, etc.
1. Access to information resources will be restricted based on a user group's need to
know. This means that privileges will not be extended to an account unless legitimate
library-oriented needs for such privileges exist.
2. It is the responsibility of LPL employees, contractors, vendors and agents with
remote access privileges to LPL's corporate network to ensure that their remote access
connection complies with the same policies as those with an onsite connection.
3. All users must sign an LPL Information Resources Security Acknowledgement
and Non-disclosure Agreement before access to the resources will be granted. (NOTE:
The LPL Information Resources Security Acknowledgement and Non- disclosure
Agreement documents must be created.)
4. The following policies will be reviewed annually with the goal being to ensure
the protection of information when accessing LPL's network remotely:
Encryption Policy
The purpose of the encryption policy is to provide guidelines that limit the use of
encryption to those algorithms that have received substantial public review and proven to
work effectively. It also provides direction to ensure that Federal regulations are followed,
and legal authority is granted for the dissemination and use of encryption technologies
outside of the United States.

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The use of proprietary encryption algorithms is not allowed for any purpose, unless
reviewed by qualified experts and approved by the LPL Information Technology
Department. Be aware that the export of encryption technologies is restricted by the US
Government. Residents of countries other than the United States should make
themselves aware of the encryption laws of the country in which they reside.
Virtual Private Network Policy
The purpose of the Virtual Private Network (VPN) Policy is to provide guidelines for
Remote Access IPSec or L2TP Virtual Private Network (VPN) connections to the Lexington
Public Library network.
This policy applies to all Lexington Public Library employees, contractors, consultants,
temporaries, and other workers including all personnel affiliated with third parties utilizing
VPNs to access the Library’s network.
Approved Lexington Public Library employees and authorized third parties (customers,
vendors, etc.) may utilize the benefits of VPNs, which are a "user- managed" service. This
means that the user is responsible for selecting an Internet Service Provider (ISP),
coordinating installation, installing any required software, and paying associated fees.
Additionally,
1. It is the responsibility of employees with VPN privileges to ensure that
unauthorized users are not allowed access to Lexington Public Library internal
networks.
2. When actively connected to the corporate network, VPNs will force all
traffic to and from the PC over the VPN tunnel; all other traffic will be dropped.
3. VPN gateway will be set up and managed by Lexington Public Library
Information Technology Department.
4. All computers connected to the Lexington Public Library internal networks
via VPN or any other technology must use the most up-to-date anti-virus software
that is the Library standard.
5. VPN users will be automatically disconnected from the Library's network
after a specific period of inactivity. The user must then logon again to reconnect to
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the network. Pings or other artificial network processes are not to be used to keep
the connection open.
6. Users of computers that are not Library-owned equipment must configure
the equipment to comply with Lexington Public Library's VPN policy.
7.

Only Lexington Public Library-approved VPN clients may be used.

8.

By using VPN technology with personal equipment, users must understand
that their machines are a de facto extension of the Library's network, and as such
are subject to the same rules and regulations that apply to Library owned
equipment, i.e., their machines must be configured to comply with Library’s
Security Policies.

Password Policy
This password policy is intended to identify the measures that users are expected to take in
ensuring the security of their accounts to help manage the security of LPL’s information
resources.
1. All passwords, including initial passwords, must be constructed and
implemented according to the following Lexington Public Library (LPL) rules:
• It must be routinely changed.
• It must adhere to a minimum length as established by LPL Information Technology
Department.
2. Stored passwords must be encrypted.
3. User account passwords must not be divulged to anyone.
4. If the security of a password is in doubt, the password must be changed
immediately.
5. Computing devices must not be left unattended without enabling a password-protected
screensaver or logging off of the device.
6. The Information Technology Help Desk password change procedures must include the
following:
• Authenticate the user to the help desk before changing password.
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•
•

Change to a strong password.
The user must change password at first login.

7. In the event that passwords are found or discovered, or in an emergency situation, the
following steps must be taken:
• Take control of the passwords and protect them.
• Report discovery or situation to LPL Information Technology Help Desk.

Wireless Communications Policy
The purpose of the wireless communication policy is to secure and protect the information
assets owned by the Lexington Public Library.
1. All wireless infrastructure devices that reside at a Lexington Public Library (LPL) site and
connect to an LPL network, or provide access to information classified as LPL Confidential,
LPL Highly Confidential, or LPL Restricted must:
• Be installed, supported, and maintained by the Information Technology Department.
• Use LPL approved authentication protocols and infrastructure.
• Use LPL approved encryption protocols.
• Maintain a hardware address (MAC address) that can be registered and tracked.
2. All hosts that are connected to LPL internal networks via remote access technologies must
use the most up to date anti-virus software. This includes personal computers. Third-party
connections must comply with requirements as stated in the Third-Party Agreement.
3. LPL provides free wireless Internet access for users with portable devices that are compliant
with the standards established by LPL. Users must comply with the following:
•

By choosing to use this free wireless service, the user agrees to abide by the Lexington
Public Library Computer Use Policy’s. Users must also comply with all federal, state, and
local laws, including the restriction against transmission, receipt of child pornography or
harmful materials, fraud, or downloading of copyrighted material.

•

Users are responsible for knowing how to use and configure their wireless devices. Due
to warranty and liability issues, the Library staff cannot assist users in configuring their
equipment or troubleshooting.

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•

All laptop computers connecting to the network require wireless capability supporting
the WiFi standard (also known as IEEE 802.11b/g). TCP/IP settings must be set to
“Obtain information automatically” or DHCP.

•

All Wi-Fi users should have up-to-date antivirus software installed on their computers

•

It is users’ sole responsibility to protect their information from all risks
associated with using the Internet, including any damage, loss, or theft that may occur
as a result of the use of the Library's wireless access.

Approved on August 11, 2010, updated October 13, 2010 and September 12, 2012.

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Personal Communication Devices Policy
Purpose
Handheld wireless devices may be issued, for operational efficiency, to LPL personnel with
duties that require them to be in immediate and frequent contact when they are away
from their normal work locations. In addition to verbal contact, it is necessary that some
staff have the capability to review and have documented responses to critical issues.
Scope
This policy applies to all who are assigned personal communication devices (PCDs).
PCDs are defined to include handheld wireless devices, cellular telephones, pagers,
laptops and laptop wireless cards.
Bluetooth
Hands-free enabling devices, such as the Bluetooth, may be issued to authorized LPL
personnel. Care must be taken to avoid being recorded when connecting a Bluetooth
adapter to a cell phone.
Voicemail
Voicemail boxes may be issued to LPL personnel who require a method for others to leave
messages when they are not available. Voicemail boxes must be protected by a PIN which must
never be the same as the last four digits of the telephone number of the voicemail box.
Loss and Theft
1. Files containing confidential or sensitive data may not be stored in PCDs unless
protected by approved encryption.
2. Charges for repair due to misuse of equipment or misuse of services may be
the responsibility of the employee, as determined on a case-by-case basis.
3. The cost of any item beyond the standard authorized equipment is the
responsibility of the employee. Lost or stolen equipment must immediately be
reported.
4. Unattended laptop must be physically secure. This means they must be locked in an
office, locked in a desk drawer or filing cabinet, or attached to a desk or cabinet via a
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cable lock system.
Personal Use
PCDs and voicemail boxes are issued for LPL business. Personal use should be limited.
PCD Safety
Conducting telephone calls or utilizing PCDs while driving can be a safety hazard. Drivers should
use PCDs while parked or out of the vehicle. If employees must use a PCD while driving, LPL
highly recommends the use of hands-free enabling devices. If an employee drives a library
owned vehicle, the use of a hands-free enabling device is required.
Confidential Data
Applications that provide access to confidential information, such as the ILS, HR or Payroll
systems, would not be installed on a portable device unless approved by the Library’s Executive
Director.
Approved by the Board of Trustees December 8, 2010, with updates September 12, 2012.

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Network and Server Security Policy
Purpose
The policy defines the security methods by which the Lexington Public Library configures,
maintains, and operates its network and server infrastructure.
Scope
This policy applies to all networks, servers and other resources owned and/or maintained by
the Lexington Public Library.
Network Configuration
1. The LPL Information Technology (IT) Department is responsible for the LPL network
infrastructure and will continue to manage further developments and enhancements to this
infrastructure.
2. All network connected equipment must be configured to a specification approved by LPL IT.
3. All hardware connected to the LPL network is subject to LPL IT management and monitoring
standards.
4. Changes to the configuration of active network management devices must not be made
without the approval of LPL IT.
5. The LPL network infrastructure supports a well-defined set of approved networking
protocols. Any use of non-sanctioned protocols must be approved by LPL IT.
6. The networking addresses for the supported protocols are allocated, registered and
managed centrally by LPL IT.
7. All connections of the network infrastructure to external third party networks are the
responsibility of LPL IT. This includes connections to external telephone networks.
8. LPL IT firewalls must be installed and configured according to LPL IT
standards.
9. Users must not extend or re-transmit network services in any way. This means that it is not
permitted to install a router, switch, hub, or wireless access point to the LPL network
without prior LPL IT approval.
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10. Users must not install network hardware or software that provides network services
without LPL IT approval.
11. Users are not permitted to alter network hardware in any way.
Security Monitoring
Automated tools will provide real time notification of vulnerability exploitation. Where
possible, a security baseline will be developed and the tools will report exceptions. Any ITrelated security issues discovered will be reported to the IT Department for follow-up
investigation.
1. The IT Department shall perform an overall security audit annually.
2. An external auditing firm shall perform an overall security audit every three years alongside
the financial audit.
Intrusion Detection
1. Operating system, user accounting, and application software audit logging processes must
be enabled on all host and server systems.
2. Alarm and alert functions of any firewalls and other network perimeter access control
systems must be enabled.
3. Audit logging of any firewalls and other network perimeter access control system must be
enabled.
4. System integrity checks of the firewalls and other network perimeter access control systems
must be performed on a routine basis.
5. Audit logs for servers and hosts on the internal, protected, network must be reviewed
routinely. IT Staff will furnish any audit logs as requested by the IT Manager.
6. Host based intrusion tools will be checked routinely.
7. All suspected and/or confirmed instances of successful and/or attempted intrusions must be
immediately reported to the IT Department.

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8. Users shall be trained to report any anomalies in system performance and signs of
wrongdoing to the IT Help Desk.
Audit Logs
1. The requirements for audit logs shall be set by the information owner, with the approval of
the Information Technology Department.
2. The exception to the above policy is that all systems and tools involved in the protection
process are required to always have audit logs enabled and properly configured according
to the IT Audit Log Procedure. This includes:
• Firewalls
• Email servers
• Anti-malware tools, especially the administration tools
• Access control tools
• Security administration tools, such as password resets and account
modifications
• Monitoring tools
• Routers and other network devices
3. Audit logs will be reviewed and analyzed by the Information Technology Department.
4. Reports on problems and incidents will be reported to the IT Manager
immediately.
Server Security
1. All internal servers deployed at LPL must be owned by an operational group that is
responsible for system administration. Approved server configuration guides must be
established and maintained by each operational group, based on business needs and
approved by LPL. Operational groups should monitor configuration compliance and
implement an exception policy tailored to their environment.
2. Servers must be registered within the LPL IT management. At a minimum, the following
information is required to positively identify the point of contact:
• Server contact(s) and location, and a backup contact
• Hardware and Operating System/Version
• Main functions and applications, if applicable
Approved December 8, 2010
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LPL Employee Computer and Internet Use Policy
Purpose
The Lexington Public Library provides email, computer, and Internet access to its
employees for customer service, communication, information, and productivity purposes.
In addition, the library uses an Integrated Library System (ILS) to provide efficient
circulation and bibliographic services to our customers.
The purpose of this policy is to define employee responsibilities and obligations, and ensure
the proper use of the library’s electronic mail (email), Internet access, and Integrated
Library System. All employees are required to sign a form acknowledging that they have
read and will abide by this policy. The acknowledgment form will be kept in the employee’s
personnel file. Failure to comply with this policy may result in disciplinary action up to and
including termination of employment.
Scope
All LPL employees are to comply with the Lexington Public Library’s Acceptable Use
Policy.
General Computer and Internet Usage
1. Employees are to use the Internet for library business while on duty. Personal
use of the Internet is allowed, but only if such use does not adversely affect the quality
and/or quantity of the employee’s work.
2. The library’s computers have licensed operating systems and productivity software
installed and are monitored and maintained by the IT Department. Installation of
software not licensed by the library on library-owned computers is prohibited. Any
damage to library equipment or liability caused by the use of unlicensed or
unauthorized software or hardware is the responsibility of the employee.
3. The library has the right to search and/or seize any library-owned equipment, whether
used on-site or used remotely.
4. The Lexington Public Library assumes no responsibility for any damages, direct or
indirect, that employees or anyone else may suffer from personal use of the
library’s computers and/or Internet connection. All employees shall hold the library
harmless from any claims, losses, damages, prosecution, and obligations related, but
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not limited to:
• infringement of U.S. Copyright Law;
• the use and/or accuracy of any information obtained through the library’s
Internet service;
• any damage to non-library software and/or hardware resulting from files and/or
viruses downloaded via the library’s Internet service;
• any transactions involving the provision of personal and/or financial information
to outside web sites while using the library’s Internet service.
5. The downloading, transmission and/or possession of pornographic, profane, or sexually
explicit materials via email or the library’s Internet service is prohibited.
6. Use of the Internet to harass others either inside or outside of the library,
engage in the unauthorized copying of copyright-protected material, violate another
person’s privacy, or otherwise violate any local, state, or federal laws is prohibited.
Electronic Communication (email)
1. All employees are assigned an email account. Employees are to use email for library
business and to conduct professional correspondence. Personal uses of e m a i l are
allowed, but only if such use is limited, and does not adversely affect the quality
and/or quantity of the employee’s work.
2. An employee is personally responsible for all communications created and transmitted
through that employee’s email account. Employees are not to alter email accounts
or attempt by any means to conceal the origin of any email message. Communications
should be professional and courteous.
3. Employees are not to share their email account and/or password with other
employees or people outside the organization. Unauthorized access or use of another
employee’s email account is prohibited.
4. Employees are not to send, receive, forward, or store any internal library
communications or information utilizing non-library email accounts. Employees should
also be aware that mobile devices (e.g., laptops, Personal Data Assistants, or cellular
telephones) may not be secure for internal library communications.

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5. Harassment, use of insensitive, foul, or indecent language in email communications, or
the use of electronic communications in violation of applicable local, state, or federal
law is prohibited. Such violations may result in immediate disciplinary action up to
and including termination of employment.
6. All employees shall hold the Lexington Public Library harmless from any prosecution
resulting from personal use of the library’s computers and related equipment used for
email transmission.
7. Email is not to be used for the dissemination of materials such as partisan
political literature, commercial notices, sectarian or proselytizing information,
announcements of business ventures or any fee-based cultural, educational, or
recreational activities. Also, library email is not to be used for mass mailings
(“spamming”) or personal solicitation purposes including but not limited to classified
advertisements. These examples are intended to be illustrative, not exhaustive.
Employees are expected to exhibit good judgment in the use of email, as with any oral
and other written communication.
8. All electronic communications, files, and activity that have been created, sent,
received or stored on devices owned, leased, administered, or otherwise under the
custody and control of the Lexington Public Library are owned by the Lexington Public
Library and subject to monitoring and/or review by authorized personnel without any
notification. This information may also be released for reasons beyond the library’s
control such as a subpoena or Freedom of Information Act request.
Integrated Library System (ILS)
The Lexington Public Library’s Integrated Library System (ILS) is used by authorized
employees to provide circulation and bibliographic services to our customers. This
includes, but is not limited to, checking out materials, checking in materials, fulfilling
customer holds for materials, and locating materials by searching the catalog. While
using the ILS, authorized employees have access to a variety of personal and circulation
information pertaining to customers and employees. This access is necessary to properly
perform duties related to customer service.
1. All customer and employee information stored and accessed by authorized employees
while using the ILS is confidential. Any dissemination, transfer, removal, or discussion
(electronic, written, or verbal) of the contents of customer and employee ILS accounts
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is prohibited, unless such activities are necessary to the performance of the authorized
employee’s duties. Only the Executive Director may release confidential ILS
information, and only as the result of a legal request such as a subpoena or court order
presented by law enforcement or if in his/her judgment an emergency exists which can
be remedied by the release of such records. Violations of customer or employee
confidentiality are prohibited. Any problems or conditions relating to the privacy of
circulation records which are not provided for in this policy statement shall be referred
to the Executive Director for resolution. (Approved by LPL Board 9/11)
2. Accessing customer accounts within the ILS is an important responsibility for
authorized employees. Tasks include updating personal information, placing holds and
managing fines. Unauthorized access and/or manipulation of customer and employee
accounts within the ILS are prohibited. This includes, but is not limited to overriding
holds, waiving fines, keeping materials long overdue, and inserting
inappropriate notations in a customer’s or employee’s account. Inappropriate
manipulations of customer or employee ILS accounts are prohibited.
Failure to comply with these policies may result in disciplinary action up to and
including termination of employment.
Approved November 10, 2010 with updates September 12, 2012

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LPL Customer Computer and Internet Use Policy
Purpose
The Lexington Public Library (LPL) provides its customers with access to computers and
online services so they may have the opportunity to access a full array of digital resources
and tools. The Board of Trustees of the Lexington Public Library has adopted and
supports the following applicable documents: the Library Bill of Rights, Free Access to
Libraries for Minors, Freedom to Read Statement, and the Freedom to View Statement.
The purpose of this policy is to define LPL customer responsibilities and obligations, and to
ensure personal privacy as well as the proper use of the library resources.
Scope
This policy applies to anyone who accesses the library’s electronic resources either
from inside the library or from an outside location. Use of the library’s computers and
online services is a privilege not a right, and requires acceptance of this policy in
conjunction with adherence to the LPL’s Code of Conduct.
Disclaimer
The Library does not censor material available through the Internet and is not responsible
for its accuracy, currency or propriety. Library customers use the Internet at their own
discretion and must make judgments about any information found.
General Computer and Internet Use
1. A Lexington Public Library card is required to use the library’s computers, including the
15-minute Internet computers. A valid library card number is necessary to reserve
access to any computer through an automated reservation system. Library cards can
be replaced for a fee with proper identification.
2. Residents who do not qualify for a Lexington Public Library card or individuals
who live outside the library’s service area may obtain a temporary guest pass to use the
computers. These individuals must present a valid I.D. showing date of birth. Guests
must accept the Lexington Public Library’s Computer Access Policy and Usage Rules
when they log in at any computer.
3. Session time limits, shutdown times, printing policies, and other service parameters
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are established by the Lexington Public Library and controlled with an automated
reservation system. These parameters may be revised at the library’s discretion
without prior notice.
4. Customers are allowed up to two hours of computer use per day. Each session has a
guaranteed length of one hour. Extensions of sessions beyond the initial hour may be
granted if no other customers are waiting for a computer.
5. The library does not provide email accounts for customers. Web-based e m a i l
services may be accessed in accordance with this policy.
6. It is possible to temporarily save files on the workstation (to the desktop or My
Documents), but these files are deleted when the customer’s session ends. It is the
responsibility of the customer to provide a portable method for storing data if they
wish to take their work with them.
7. Software downloaded from the Internet may contain viruses and customers
are cautioned to have virus-checking software on their personal computers. The
library is not responsible for damage to a customer’s storage medium, personal
computer, or for loss of data contained therein.
8. Customers are responsible for observing and complying with copyright laws,
especially those which pertain to copying software, video, or music.
9. LPL provides Internet access for customers using personal laptop computers
equipped with functioning wireless network connectivity. Information sent from
personal laptops can be captured by anyone with a wireless device and appropriate
software. The library assumes no responsibility for the safety of hardware,
configurations, security, or data files resulting from connection to the library’s wireless
network.
10. Adults may not use workstations in the Young People’s Department
unless they are the supervising parent or guardian of a child using the Young
People’s Department’s materials or workstations. Children under the age of 8
years are not allowed direct unsupervised use of Internet computers.
11. Customers are expected to use computers in a courteous, reasonable,
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responsible manner in accordance with this policy and the library’s Code of
Conduct. Disruptive behavior and/or unacceptable use may be cause for library
staff to terminate a customer’s session and may result in the customer being
asked to leave the library.
12. Unacceptable use includes, but is not limited to the following:

• Use of library computers for any activity that is deliberately offensive, creates a
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hostile environment, or creates a disturbance in the library;
Posting, uploading or transferring illegal material, or displaying potentially offensive
text or images;
Attempting to alter, damage, abuse, or sabotage library computer hardware, or
software (“hacking”). Customers may not alter computer configurations or install any
software. Customers will be liable for costs arising from malicious damage to library
computers;
Attempting to circumvent the library’s computer system security;
Damage or destruction of hardware, software, or data belonging to other
customers;
Harassment of others, both inside and outside of the library;
Unauthorized copying of copyright-protected material, including but not
limited to software, video, and music;
Violations of existing state and/or federal obscenity and pornography laws;
Unauthorized use of computer accounts, access codes, or network identification
numbers assigned to others;
Violation of another customer’s privacy.
Incidents considered to be illegal will be referred to appropriate authorities for
possible prosecution.

13. The library will make reasonable efforts to keep equipment in operating
condition and its Internet connection active. However, the library cannot
guarantee the availability of equipment even if a reservation has been made,
nor can it guarantee that an Internet connection will be available during
business hours.
14. The library assumes no responsibility for any harm or damages, direct or
indirect, that customers or anyone else may suffer from use of the
library’s computers and/or Internet connection. All customers agree to hold
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the library harmless from any claims, losses, damages, and obligations related
to use of the library’s computers and/or Internet connection.
Juvenile/Ward Access to the Internet
Parents, legal guardians or in loco parentis are responsible for their child’s or ward’s use of
all library resources including computers and access to the Internet.
1. Parents or guardians should let their child or ward know if there are materials that
they do not want the child to use. Library staff is available to offer suggestions in
response to questions, but only a parent and child or guardian and ward can decide
what the child will access.
2. Parents and guardians are encouraged to supervise the child’s Internet sessions.
Children under the age of 8 years are not allowed direct unsupervised use of
Internet computers.
3. A parent or guardian may request that the library not allow their child or ward
access to library Internet computers. A form is available and must be signed before
the library will implement the request
Privacy
The Lexington Public Library supports the protection of personal privacy. Protecting library
customer privacy and keeping information that identifies individuals or associated
individuals with their use of library books, materials, equipment, programs, facilities, and/or
staff assistance confidential is an integral principle of the library.
1. The Lexington Public Library will keep confidential any and all such information
it purposefully or inadvertently collects or maintains to the fullest extent permitted
by federal, state, and local law including the Kentucky Open Records Law (KRS
chapters 61.870 to 61.884), Lexington-Fayette Urban County Code of Ordinances,
and the USA PATRIOT Act.
2. Protection of confidentiality extends to information sought or received, and
materials consulted, borrowed, received, or transmitted. Protection of
confidentiality includes database search records, circulation records, interlibrary
loan records, and other personally identifiable uses of library materials, facilities, or
services.
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3. LPL does not collect personal information about a library customer when a
customer visits the library's Web site, registers for a program, or registers for a
library card unless the customer authorizes the library to have that information.
The customer has the option to participate or not participate. Any information
the library customer chooses to provide will be used only to provide or improve
library services, such as information gathered through voluntary library customer
surveys.
4. LPL protects library customer account information by placing it on a secure
server.

Sanctions
Violations of these policies are a serious matter and will be dealt with accordingly. Library
staff is empowered to enforce these policies and make a reasonable attempt to control
unauthorized, unacceptable, and/or illegal use by asking the customer to clear the screen
of any questionable material. Lack of cooperation may result in the termination of the
customer’s session with the possible loss of computer or library privileges. Illegal acts
involving the library’s computers may also be subject to prosecution by local, state, and/or
federal authorities.
Approved November 10, 2010 with updates September 12, 2012

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Account Management Policy
Purpose
This policy defines how user accounts are handled as they are set up, modified, and removed.
Access to information resources for the Lexington Public Library will be restricted based on a
user group's need to know. This means that privileges will not be extended to an account
unless an approved library-oriented need for such privileges exists.
Scope
This policy applies to all users granted access to Lexington Public Library resources.
General Policy
1. All accounts created must have an associated request and approval that is appropriate
for the LPL system or service.
2. All users must sign an LPL Information Resources Security Acknowledgement and Nondisclosure Agreement before access to the resources will be granted.
3. All accounts will be uniquely identifiable using the assigned user name.
4. All passwords for accounts must be constructed in accordance with the LPL Password
Policy.
User IDs & Accounts
Each user shall be assigned a unique identification, called the user ID. Where possible, the user
ID should relate to the individual, to make it easier to identify the user. Use names where
possible.
1. ID and Account Creation
User IDs are only to be created following a process approved by that information owner. This
ID creation process should include:
• Expiration dates for the ID
• Renewal process for the ID
• Documentation of the role, business process, job function relating to the ID
• User IDs are to be created for the purpose needed, and not in a manner to compromise
segregation of duties.
• IDs created for third-party users, such as contractors, should have a renewal time of no
more than six months.
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•

Users must acknowledge that they understand the conditions of access (usually a
signature). A record of all User IDs and their owners will be maintained by the
Information Technology Department.

2. Account Suspension
• User IDs assigned to any departing employee will be disabled promptly after notification
from the Human Resources Department.
• Disabled accounts will be deleted within six months.
Information owners or their delegates must remove any user who no longer needs
access to the information.
3. Account management
• A periodic check will be made of all user IDs, and any redundant, dormant or unused IDs
removed.
• Information owners must review the privileges set up for user IDs at least annually.
4. Trusted accounts and IDs
• Trusted IDs and accounts are used in support of automated applications, transactions,
processes, or batch jobs. These have non-expiring passwords.
• Trusted IDs must not be used by individuals.
• Trusted IDs must be created only with the approval of the application owner, must be
documented with Information Technology, and must have strictly limited access rights.
• Trusted IDs must not have ad hoc or interactive capabilities on the applications,
systems, transactions, or data involved, unless approved by the Information Technology
Department.
Password Policy (Same as that for the Remote Access Policy)
This password policy is intended to identify the measures that users are expected to take in
ensuring the security of their accounts to help manage the security of LPL’s information
resources.
1. All passwords, including initial passwords, must be constructed and implemented according
to the following Lexington Public Library (LPL) rules:
• It must be routinely changed.
• It must adhere to a minimum length as established by LPL Information Technology
Department.

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2. Stored passwords must be encrypted.
3. User account passwords must not be divulged to anyone.
4. If the security of a password is in doubt, the password must be changed immediately.
5. Computing devices must not be left unattended without enabling a password-protected
screensaver or logging off of the device.
6. The Information Technology Help Desk password change procedures must include the
following:
• Authenticate the user to the help desk before changing password.
• Change to a strong password.
• The user must change password at first login.
7. In the event that passwords are found or discovered, or in an emergency situation, the
following steps must be taken:
• Take control of the passwords and protect them.
• Report discovery or situation to LPL Information Technology Help Desk.
Virus Protection
1. All library-owned computers, whether connected to the Lexington Public Library (LPL)
network or stand-alone, must use the LPL Information Technology approved virus
protection software and configuration.
2. The virus protection must not be bypassed or disabled.
3. The settings for the virus protection software must not be altered in a manner that will
reduce the effectiveness of the software.
4. The automatic update frequency of the virus protection software must not be altered to
reduce the frequency of the updates.
5. Each file server attached to the LPL network must utilize LPL Information Technology
approved virus protection software and setup to detect and clean viruses that may infect
file shares.

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6. Each e-mail gateway must utilize LPL Information Technology approved e-mail virus
protection software and must adhere to the Information Technology rules for setup and use
of the software.
7. Every virus that is not automatically cleaned by the virus protection software constitutes a
security incident and must be reported to the Help Desk.
Authentication
All systems, applications, databases, or other information repositories shall require users to
authenticate themselves prior to granting access. Authentication may be via an approved
password scheme, or via an access control device, such as biometrics or a token.
1. Automated password resets - Passwords may be reset by automated systems so long as the
systems implement a strong authentication challenge method, to include:
• Verification of the user's date of birth, or other personal information
• A correct response to a preset challenge question
• Personal or business information which would be known only to that user
2. Authentication devices
Administration of these devices shall be considered a high-value, high-risk role, and all
information relating to the configuration and operation of these devices shall be classified as
Confidential.
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Biometrics
o Biometric devices need to have expiration dates on the authentication method.
o Biometric authentication methods should have a backup method in place, for use
should the user be injured or otherwise unable to use the device.
Tokens

The selection of authentication tokens, such as challenge-response cards or key fobs, shall be
done by the Information Security team. Approved devices will be published in the security
architecture document.
Approved November 10, 2010

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Code of Conduct
Lexington Public Library Code of Conduct
In order to ensure safety, comfort, and access to Library resources and facilities for all, this
Code of Conduct has been adopted. The following are examples of unacceptable behavior:
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Smoking, use of tobacco, vaporizers (eg. electronic cigarettes), or consumption of illegal
substances.
Consuming alcoholic beverages and/or being under the influnce of drugs or alcohol.
Loud talking, inappropriate cell phone use, disruptive, abusive, or threatening language or
behavior.
Use of Library computers which violates the Library Computer and Internet policies and
procedures.
Sleeping, bathing or washing clothing.
Eating or drinking in restricted areas or drinking from containers with no lids.
Offensive body odor due to neglected hygiene or other strong scents that may be offensive
or disruptive for others.
Use of Library facilities or equipment for other than library purposes, including solicitation
and/or distribution of materials, without prior written authorization.
Running or use of bicycles, skates, skateboards or rollerblades on Library premises.
Use of the Library by customers not fully clothed, including shirts and shoes.
Rearrangement of Library equipment or furniture.
Bringing pets, other than certified service animals, into the building.
Anyone unable to care for, or be responsible for, him or herself must be supervised by a
responsible caregiver.

Persons who violate this code of conduct will be asked to leave the Library. Those refusing to
leave will be subject to arrest under trespass laws of the Kentucky Revised Statutes, Chapter
381, Section 231 and Chapter 511, Sections 060, 070, or 080.
Approved by LPL Board of Trustees January 13, 2010 with updates March 13, 2013.

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Safe Child Policy
The Lexington Public Library encourages visits by children, and wishes to make these visits both
memorable and enjoyable. The Library recognizes that children have special needs. This policy
emphasizes the fact that ultimate responsibility for children’s health, safety, and behavior in
the Library’s environment resides with the parent or guardian.
When children are left alone, they may become frightened or anxious. If they wander through
Library facilities, they may encounter situations they cannot handle. They may not understand
that a library environment requires behavior which allows all persons to use the facilities
comfortably. Therefore, the Lexington Public Library asks children, parents, and guardians to
observe these rules.
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All children, regardless of age, are expected to follow the Library’s Code of
Conduct.
Library staff do not and cannot supervise unattended children and cannot
assume responsibility for their safety and behavior.
Running, throwing any object, hitting and noisy playing are not allowed.
Children unable to be alone in a public place safely must be directly attended by
a responsible adult caregiver.
The Lexington Public Library recommends that a responsible caregiver
accompany all children, ages 14 and younger, whenever they use the Library.
Staff members who find a child alone will try to identify and contact the child’s
attending caregiver.
Any child who is not able to leave the Library alone should not be at the Library
alone.
The person in charge of the location and one other staff member will remain
with children who are alone on Library premises at the time of closing until an
appropriate caregiver arrives to take responsibility for them. Fifteen minutes
after closing, police may be called to assume responsibility for the child.

Persons who violate these rules will be asked to leave the Library. Those refusing to leave will
be subject to arrest under trespass laws of the Kentucky Revised Statutes, Chapter 381, Section
231 and Chapter 511, Sections 060, 070, or 080.
Safe Child Procedures

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Bag Policy
For the health and safety of customers and staff and to ensure unimpeded access to the
collections, the Library restricts the following:
 Bedrolls, blankets, frame backpacks, and suitcases
 Large duffle bags or plastic bags measuring over 12” x 24”
Approved January 11, 2012

Bag Policy Procedures

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Parking Garage Policy
The Library will validate up to 2 hours free parking for Library customers. The following parking
rates apply for customers staying longer than 2 hours and individuals whose tickets are not
validated. There is a maximum fee of $8.00 per day.

Parking Rates
First 30 minutes
30 minutes – 1 hour
1 hour – 1½ hours
1½ hours – 2 hours
2 hours – 2½ hours
2½ hours – 3 hours
3 hours – 3½ hours
Over 3½ hours

$1.00
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00

Monthly parking is available for $65 per month. A reserved space can be purchased for an
additional $20 per month. A $10 fee is charged for replacement cards or to reactivate a card
that has been turned off for abuse of privileges or non-payment.
Weekly passes are available for $20 per week with a refundable deposit of $10.
Parking Garage Procedures

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Library Organizational Structure
The administrative organization of the Library is the responsibility of the Executive Director. The
annual budget contains a current chart of the Library’s organizational structure.
H

Public Service Hours
The Board of Trustees establishes the hours of operation and holidays for the Library.
Central Library hours:
Monday through Thursday:
Friday
Saturday:
Sunday:

9:00 a.m. - 9:00 p.m.
9:00 a.m. – 6:00 p.m.
9:00 a.m. - 5:00 p.m.
1:00 p.m. - 5:00 p.m.

Beaumont, Eagle Creek, Northside, Tates Creek, and Village Branches:
Monday through Thursday:
9:30 a.m. - 9:00 p.m.
Friday
9:30 a.m. – 6:00 p.m.
Saturday:
9:30 a.m. - 5:00 p.m.
Sunday:
1:00 p.m. - 5:00 p.m.
Community service patterns, staffing, remodeling, emergencies and other conditions may affect
the established hours of operation of an individual service location.
Administrative Office Hours
The Administrative Offices, including the Business Office, Marketing Department and the
Technical Services Department maintain the following hours:
Monday through Friday:

8:30 a.m. - 5:00 p.m.

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Emergency Closings
Lexington Public Library maintains scheduled hours of service at all locations. Unexpected
circumstances including but not limited to inclement weather, natural and man made disasters
or power outages may require the opening/closing of one or more public service units
after/before scheduled opening/closing times or closing for an entire day.
The Library Board delegates to the Executive Director the closing of the Library at special times
or in emergencies. Such closings do not constitute an official paid holiday and equivalent time
will not automatically be given. All other routine closings must be authorized by the Library
Board.
Policy approved November 10, 2010, updated January 12, 2011.

Emergency Closings Procedure

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Loans, Fines & Fees
Loan Policies
Loan Period: books, audio
Loan Period: high-demand books, magazines
Loan Period: DVD (not new)
Loan Period: Lucky Day Collection
Loan Period: New DVD
Loan Period: eBook
Total number of eBooks checked out at one time
Total number of items checked out at one time
Total number of reserves at one time
Fines & Charges
Overdue Fine: books, audio, 7-day video
Overdue Fine: Interlibrary Loan
Overdue Fine: New DVD
Overdue Fine: Lucky Day Collection
Maximum Fine: Books and other AV
Maximum Fine: New DVD
Lost or damaged item charge:
Missing tape or cd from audio book
Non-pick up of Holds
Lost/Stolen library card, adult
Lost/Stolen library card, juvenile
Fee: Earbuds:
Fee: Copy/Print
Black and White
Color
Microfiche Reader/Printer
Fee: Flashdrive
Conference Room Fees
After Hours
Portable LCD Projector
Conference Call Phone

28 days
14 days
7 days
7 days
3 days
7 or 14 days
10
35
15
$.15/day
$1.00/day
$1.00/day
$1.00/day
$6.75
Full price of item
Full price of item
$10.00
$1.00
$1.00
$.50
$1.00
$.15/page
$.50/page
$.25/page
$6.00
$75-$100/ hour
$30.00/day
$20.00/day

Users with fines exceeding $10.00 will not be allowed to check out or reserve items. Materials
may be returned to any Lexington Public Library location. Items may be renewed unless the
item has had a reserve placed on it. Four renewals are allowed per item. Overdue items may
not be eligible for renewals. Items may be renewed at any library location, by telephone, or
online.
This version approved by the Board of Trustees December 12, 2012 with updates March 13, 2013and January 8,
2014
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Theater Policy
The William Stamps Farish, III Theater at the Central Library is available to the community for
lectures, live music, community forums, film festivals, small theatrical productions, dance
performances, literary readings, debates, and other creative uses.
It is available to both non-profit and for-profit organizations. (See fee schedule under Theater
Procedures) All activities held in the theater must comply with the Lexington Public Library’s
Code of Conduct, Theater Regulations, and all applicable local, state, and federal laws.
Individuals signing the theater application form must pay a $150 refundable deposit. If it
becomes necessary, the deposit will be retained by the Lexington Public Library for any repair
of facilities or special cleaning needed after use. All other fees must be paid in advance.
The Executive Director of the library, or designee, is responsible for implementing this policy
and must approve any exemptions.
Approved by the Board of Trustees December 14, 2011 and updated June 14, 2012.

Theater Procedures

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Meeting Room Policy
Public library meeting room space is primarily for library-related use, including story hours, film
programs, discussion groups, book review groups and other activities sponsored or cosponsored by the Lexington Public Library.
Meeting rooms are available for non-profit events and meetings only. Use of meeting rooms by
for profit organizations is prohibited. The meeting rooms may not be used for solicitation,
promotion or sale of items or services, or social or celebratory events. All activities held in the
Lexington Public Library meeting rooms must comply with the Lexington Public Library’s Code
of Conduct, Meeting Room Regulations, and all applicable local, state, and federal laws.
Individuals signing the Meeting Room application form must have a valid Lexington Public
Library card. A fee will be charged to user’s library card for repair of damage to facilities or for
special cleaning. All other fees must be paid in advance.
All meetings or events held on Library property must be free and open to the general public at
no charge. Fundraising events are not allowed unless sponsored or co-sponsored by the Library
or specifically approved by the Library Executive Director.
The Executive Director of the Library, or designee, will be responsible for implementing this
policy. Exemptions from these policies may be made by the Executive Director.
Meeting Room Policy approved and updated October 10, 2012

Meeting Room Procedures

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Lexington Public Library Personnel Policy
Overview
The Personnel Policies of the Lexington Public Library, and this intranet policy file in which they
are kept, are not intended to create any contractual obligations between the Lexington Public
Library and any employee. Nor do they create an employment relationship between Lexington
Public Library and its employees that is anything other than an “at will” relationship. Changes to
policy are made by the Board. The Lexington Public Library Board is free to amend, delete, add
or otherwise change any portion of its personnel policies or this manual, within its exclusive
discretion at any time.
Additionally, the contents of these personnel policies are designed to be a resource tool for
Employees and Library managers dealing with day-to-day personnel-related questions. To the
extent that specific problems have not been addressed, the contents will provide some
guidelines from which a resolution can be achieved.
Any questions or suggestions pertaining to personnel policies should be addressed to the
appropriate supervisor or the Human Resources Director.

Basic Objectives
Through the systematic application of sound procedures for the handling of personnel matters,
Library employees will provide services with a high degree of understanding, cooperation, and
efficiency and will benefit from uniform employment policies.
The fundamental objectives of sound Library Human Resources administration are:
• To promote and increase efficiency in library service.
• To provide fair and equal opportunity to all qualified persons who enter Library
employment on the basis of demonstrated merit and qualifications as ascertained
through fair and practical methods of selection.
• To develop a program of recruitment, advancement, and retention which will make the
service of the Library attractive as a career and encourage each employee to render
excellent services to the Library and its customers.
• To establish and maintain a uniform plan of job evaluation and pay based upon the
relative duties, responsibilities, and performance of Library staff positions.
• To promote high morale among Library employees by providing good working
relationships, a productive working environment that provides job satisfaction,
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consistent application of personnel policies, opportunities for advancement, and
consideration for employee welfare.

Applicability
This Policy shall apply to all employees in the service of the Library, full-time, part-time, and
temporary. A full-time employee is defined as an employee who performs a normal workweek
of 37.5 hours. A part-time employee is defined as an employee who performs approximately
18-20 hours of scheduled work within a normal workweek and is compensated on an hourly
basis. A temporary employee is defined as a full-time or part-time employee appointed to a
position for a period not to exceed six months.

Personnel Committee
The Library’s Board of Trustees delegates to the Personnel Committee the responsibility for
reviewing and recommending any changes to Library Personnel policies. Such changes will be
presented to the Board for approval.

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Productive Work Environment
Human Resources Department
The Human Resources Office administers the Library’s personnel program. It is headed by the
Human Resources Director who is appointed by and responsible to the Library Executive
Director.

Personnel Records
Employee files are maintained by the Human Resources Department and are considered
confidential. Managers and supervisors, other than the Human Resources Director, may only
have access to personnel file information on a need-to-know basis. Employee personnel files
are broken into two separate folders. One is the primary folder that contains all non-HIPAA
protected information, and the other is the confidential folder that contains all HIPAA
protected documentation and information such as benefit enrollment forms, FMLA medical
information, physicians’ notes, and all other documentation containing health related
information. A manager or supervisor considering the hire of a former employee or transfer of a
current employee will be granted access to the primary file. Personnel files are to be reviewed
only in the Human Resources Department and may not be removed from the department. An
active employee will have access to his/her own file upon request. A former, inactive employee
may obtain a copy of their file within 15 days upon receipt of a written request. The Library
reserves the right to charge $.10 per copied page. After five years from when an employee has
left LPL employment, their files will be archived.
Personnel Records Procedure

Name Badges
Employees are required to wear the official Library name badge at all times while on duty to
identify staff members to the public and to other staff members.
Name Badge Procedure

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Workplace Violence
The Lexington Public Library seeks to maintain a safe, healthy and secure work environment. It
is LPL’s goal to create a workplace free from violence, threats of violence, harassment,
intimidation, and other disruptive behavior. Employees play a major role in LPL’s efforts by
complying with this policy, contributing to a respectful atmosphere, treating all threats
seriously, and reporting incidents immediately.
The Lexington Public Library treats reports of threatening behavior or violence seriously and will
take appropriate action in response. LPL has the right to search any area or property, including
personal property, in order to investigate reports of workplace violence.
Prohibited Conduct and Behavior
The Lexington Public Library will not tolerate any workplace violence, whether carried out by
co-workers, customers, former employees, or other individuals. LPL expressly prohibits
violence, threats, innuendoes, harassment, intimidation, and other disruptive behavior on its
property. Violence or threatening behavior can include physical acts of violence, gestures,
intimidating presence, oral or written statements, sexual assaults and weapons possession.
Behaviors that create a hostile work environment are prohibited. These include, but are not
limited to, rudeness or discourtesy, malicious gossip, false allegations or providing false
information about an employee, or refusal to communicate.
LPL will initiate appropriate action in response to reports of such incidents, which may include,
but is not limited to, immediate removal from Lexington Public Library property, suspension,
termination and/or referral for criminal prosecution. All employees are required to cooperate in
investigations LPL conducts in response to reports or acts of workplace violence.
Reporting Incidents
All employees are responsible for reporting workplace violence and can do so without the fear
of reprisal or criticism. Staff members should not ignore violent, threatening, harassing,
intimidating or other disruptive behavior.
Weapons
In accordance with KRS 237.115, Lexington Public Library cannot prohibit persons, age 18 or
older, from carrying concealed or unconcealed deadly weapons onto the premises. However,
Lexington Public Library does request that customers not bring deadly weapons into the library
unless doing so for professional purposes, such as the carrying of deadly weapons by law
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enforcement personnel.
Per KRS 527.100, Lexington Public Library prohibits juvenile users (those under the age of 18)
from carrying handguns, except in the circumstances prescribed by KRS. 527.100.
Lexington Public Library prohibits the carrying of weapons including firearms by
employees while on duty.
Updates approved by the Board of Trustees February 12, 2014

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Discrimination and Harassment Policy
It is the policy of the Lexington Public Library (LPL) to foster an environment of respect for the
dignity and worth of all employees. LPL is committed to maintaining an environment free of
prohibited discrimination, which includes sexual harassment, other forms of harassment and
retaliation.
It is the policy of LPL that all employees and the LPL community (including but not limited to
customers, vendors, suppliers, and board members) are prohibited from engaging in
discrimination, harassment, sexual harassment, retaliation or making an intentionally false
accusation of discrimination or harassment. Any employee who engages in such prohibited
activity is subject to disciplinary/corrective action up to and including termination of
employment.
Discrimination, which is an action or behavior that results in negative or different treatment of
an individual based upon race, color, ethnic origin, national origin, creed, religion, political
belief, sex, sexual orientation, marital status, age, uniform service, veteran status, genetic
information or physical or mental disability is prohibited.
Harassment, which is a form of discrimination, is unwelcome conduct that is based upon race,
color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation,
marital status, age, uniform service, veteran status, or physical or mental disability is
prohibited. Harassment is a violation of LPL policy when the offensive conduct explicitly or
implicitly becomes a term or condition of employment or participation in a LPL training,
program or activity; or the conduct is sufficiently severe, pervasive or persistent to interfere
with an individual’s work, training, program or activity or creates an environment that a
reasonable person would consider intimidating, hostile or offensive.
Sexual harassment, which is a form of sex discrimination, includes unwelcome sexual advances,
requests for sexual favors, or other verbal or physical behavior of a sexual nature and is a
violation of LPL policy when the offensive conduct explicitly or implicitly becomes a term or
condition of employment or participation in a LPL training, program or activity; or the conduct
is sufficiently severe, pervasive or persistent to interfere with an individual’s work, training,
program or activity or creates an environment that a reasonable person would consider
intimidating, hostile or offensive. Sexual harassment may or may not take place in situations of
a power differential between the individuals. This includes conduct of an amorous or sexual
nature occurring in an apparently unwelcome relationship of a power difference which restricts
a subordinate’s freedom to participate willingly in the relationship.
Retaliation, which is when an adverse action is taken against a covered individual because
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he/she engaged in reporting discrimination/harassment or participating in an investigation of
discrimination/harassment, is a violation of LPL policy.
Conduct prohibited under this policy includes but is not limited to:
Sexual Harassment
• Sexual or physical assault
• Unwelcome physical contact such as touching
• Direct solicitation of sexual activity
• Sex-related behavior accompanied by promise of reward or threat of punishment
• Unwelcome sexual remarks about a person’s clothing or body
• Offensive sexual questions, jokes, anecdotes and stories
• Display of sexually offensive posters, pictures, words or messages
• Introduction of sexually explicit material into the workplace without an educational or
work-related purpose
Racial Harassment
• Offensive jokes, slurs, epithets, or name calling
• Unwelcome remarks attributing an individual’s conduct, habits or lifestyles to his/her
race or ethnicity
• Taunting about a person’s race, color or national origin
• Exclusion because of one’s race or ethnic background
• The production and/or distribution of hate literature
Other Forms of Harassment
• Physical threats
• Intimidation, ridicule or mockery
• Insulting words or slogans
• Offensive objects or pictures
• Conduct that interferes with or limits the ability to participate in or benefit from services
or privileges provided by LPL
Complaints of discrimination or harassment may be initiated by contacting Human Resources or
any supervisor, manager, director or Executive Director. All complaints will be immediately
directed to the Human Resources Director where a confidential and thorough investigation will
be conducted in a timely manner. All complaints may be reported without fear of retaliation.
Approved by the Board of Trustees September 12, 2012

Discrimination and Harassment Procedure
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Drug Free Workplace
It is the Library’s policy to provide a healthy and safe environment for customers and staff. The
unlawful manufacture, distribution, dispensation, possession, or use of controlled substances,
illegal drugs or alcohol in the workplace is prohibited. Any employee who violates this policy
will be subject to disciplinary action up to and including termination of employment. All
employees of the Library are required (1) to abide by the terms of this policy; and (2) notify the
Human Resources Director and/or a supervisor of any criminal drug statute conviction for a
violation occurring in the workplace no later than five days after such conviction.
All new employees shall be issued a Drug-Free Workplace Policy that will include a statement
that the employees will abide by the terms of the policy. Employees are required to sign a
Policy/Procedure Acknowlegement form which includes the Drug-Free Workplace policy.
Employees will be subject to disciplinary action up to and including termination of employment
for bringing illegal, non-prescribed drugs, narcotics or alcoholic beverages to work; being under
the influence of such substances while working; using them while working; dispensing,
distributing, or illegally manufacturing or selling them on Library premises and work sites or
while on Library business.
Any supervisor who notices an employee demonstrating unusual behavior patterns, which
appear to be drug, narcotic, or alcohol related should follow LPL procedures and immediately
report the observed behavior to his or her manager and the Human Resources Director. The
Human Resources Director shall take appropriate action as required by the Drug-Free
Workplace Act or as required by other federal, state or local laws.
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Safety Policy
It is the policy of the Lexington Public Library to conduct all operations safely and to prevent
injury to persons and damage to property. All practical steps will be taken to build and maintain
a safe and healthful workplace. Adequate protection will be given and protective equipment
will be provided as appropriate to minimize existing hazards. Safety will take precedence over
operational demands and shortcuts. It is the responsibility of all personnel to comply with this
policy.
Approved by the Library Board of Trustees August 10, 2011

Safety Procedure
Safety Orientation Procedure

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Solicitations
No solicitation of funds of any character or for any purpose whatsoever shall be permitted
among Library employees on the job without the written approval of the Library Executive
Director. All requests must be presented to the Executive Director two weeks in advance of
deadline and event date for review.
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Salary Administration Program
Purpose of the Salary Administration Program
The Lexington Public Library Salary Administration Program:
• Supports the Library Mission, culture, and budget.
• Effectively ensures the hiring, motivation, and retention of employees to meet Library
needs.
• Plays a positive role in motivating employees to perform to the best of their abilities.
• Provides incentives for employees to improve their skills and abilities.
• Recognizes market factors.
• Continues compliance with all applicable laws.
The Salary Administration Program is the formal system for classifying positions and
compensating employees in the Library. It is divided into two (2) components:
(1) The Classification Plan, which is the categorization of job positions, duties, and
qualifications;
(2) The Compensation Plan, which provides pay structure.
Salary Administration Program Procedure

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Compensation Plan
The Compensation Plan is designed as a fair and equitable method for payment of Library
employees. The Plan recognizes and rewards excellent job performance and provides an
incentive to improve performance.
Compensation Plan Procedure
Job Descriptions
Job Descriptions are specific and detailed descriptions of the duties and tasks of positions. Each
employee has a Job Description associated with their position. It describes the tasks performed
in a detailed manner and is used in determining performance expectations.
Job Descriptions Procedure
Minimum Qualifications
Minimum qualifications are comprehensive statements of the minimum required education,
experience and other qualifications for all cases as evidence of an employee’s ability to perform
the work properly. All persons applying for, or holding any position, are required to maintain
appropriate standards of physical condition, honesty, sobriety and industry.
Pay Periods
Employees are paid bi-weekly and receive an electronic paystub listing all deductions that come
from their earnings. Legally required deductions appear on each employee’s paystub including, but
not limited to, Federal Income Tax, Local Tax(es), Social Security Tax, Medicare Tax, State Tax, and
benefit deductions.
Policy updated January 9, 2013

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Payment upon Ending Employment
The ending date for all employees is the last day worked. When leaving employment, vacation,
sick, and personal days received by an employee shall not be construed to extend employment
with the Library beyond the days of actual work. Employees who leave the Library for any
reason shall receive payment which may be due them as follows:
•

An employee is paid for hours worked in the final pay period on a pro-rata basis at the
employee’s regular rate.

•

Full-time employees are paid for unused vacation leave (up to a maximum of 150 hours)
that has been accrued up to and including the ending date.

Policy updated November 10, 2010

Pay Periods Procedures

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Employment and Separation
Employment-at-Will
It is the policy of the Library that all employees who do not have a written, individual
employment contract with the Library for a specific, fixed term of employment are employed at
the will of the Library for an indefinite period.
i.

Employees who do not have a separate individual written employment contract are
employed at the will of the Library and are subject to termination at any time, for any
reason, with or without cause or notice. At the same time, such employees may
terminate their employment at any time and for any reason.

ii.

No Library representative is authorized to modify the employment-at-will section of this
policy for any employee or to enter into any agreement, oral or written, contrary to this
policy. Supervisory and management personnel are not to make any representations to
employees or applicants concerning the terms or conditions of employment with the
Library which are not consistent with Library policies. No statements made in pre-hire
interviews or discussions, or in recruiting materials of any kind, are to alter the at-will
nature of employment or imply that discharge will occur only for cause.

iii.

This policy may not be modified by any statements contained in this Policy Manual or
any other employee handbooks, employment applications, Library recruiting materials,
Library memorandums, or other materials provided to applicants and employees in
connection with their employment. None of these documents, whether singly or
combined, are to create an express or implied contract concerning any terms or
conditions of employment. Similarly, Library policies and practices with respect to any
matter are not to be considered as creating any contractual obligations on the Library’s
part of as stating in any way that termination will occur only for “just cause.”
Statements of specific grounds for termination set forth in this Manual or in any other
Library documents are examples only, not all-inclusive lists, and are not intended to
restrict the Library’s right to terminate at-will.

At the time of hiring, employees are required to sign the Chapter One Checklist acknowledging that
they are employed at the will of the Library and are subject to termination at any time, for any
reason, with or without notice, and with or without cause.

Employment-at-Will Procedure

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Employment of Relatives
The policy of the Library is to avoid the practice or appearance of nepotism in employment.
Close relationship to another staff member may make it difficult for an employee to objectively
perform responsibilities. In selecting new staff members, reviewing work performance,
transferring or reassigning duties, and supervising responsibilities, an employee may be
predisposed to act other than solely with regard to the best interest of the Library and the
individual. Relationships may affect the attitude of the staff members’ coworkers and/or
supervisors. Certain responsibilities relating to the control of funds, personnel actions or
records, investigations and confidential matters, must be conducted with particular freedom
from personal bias.
A member of an employee’s immediate family or domestic partner will be considered for
employment if the applicant possesses all the qualifications for employment. An immediate
family member or domestic partner may not be hired, however, if the employment would
create a direct or indirect supervisor/subordinate relationship with an employed family
member or domestic partner.
Employees who marry or become members of the same household may continue employment
as long as there is not a:
•
•

Direct or indirect supervisor/subordinate relationship between the employees; &/or
An actual conflict of interest or the appearance of a conflict of interest (or any benefit
accrued unfairly due to a personal relationship).

These criteria will also be considered when assigning, transferring, or promoting an employee. For
purposes of this section, “immediate family” includes: the employee’s relatives of the first degree,
i.e. children (including step, foster, or adopted children), parents (including step, foster, or adopted
parents), siblings (including step, foster or adopted siblings), grandparents (including step, foster, or
adopted grandparents), aunts, uncles, nephews, nieces, or first cousins; or spouse (including
domestic partner or similar definition) or spouse’s parents or siblings (including step, foster or
adopted).
The decision of the Library Executive Director in carrying out the intent of this policy shall be final.
State statute prohibits the employment of any relatives closer than a second cousin (including inlaws) of the LPL Board of Directors. LPL prohibits the hiring of individuals of current employees in a
direct reporting relationship or relatives of LPL Board Directors/Officers.

Employment of Relatives Procedure
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Employee Counseling Statement & Performance Improvement Plan
Employees whose performance falls below standard shall be counseled and given the
opportunity to improve.
Employee Counseling Statement and PIP Procedure

Layoffs
The Director shall lay off employees when necessary due to changes in duties or organization,
or lack of work, funds, or organizational need. Where possible, employees who are laid off in
one department will be integrated into other departments by transfer, or shall be given first
opportunity for re-employment.
Layoffs Procedure

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Performance Evaluation
Performance Evaluations
The Library’s Executive Director will ensure a comprehensive performance evaluation process is
in place for all employees of the Lexington Public Library.
Every employee’s work performance is to be evaluated after eight weeks of employment and
annually, based on the employee’s anniversary date. The employee’s anniversary date is the
date the employee was hired or the date of his/her last promotion.
Completion of any evaluation is considered a managerial responsibility.
Managers are responsible for, and will be held accountable for, completing and submitting
evaluations in a timely manner. If a manager’s supervisor is not available for consultation and
approval of the evaluation within the critical time period, it is the manager’s responsibility to
contact the next level of authority for consultation and approval.
Policy update approved November 10, 2010

Performance Evaluation Procedure

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Equal Employment Opportunity and Affirmative Action
Employer
EEO Policy Statement
The Lexington Public Library provides equal employment opportunities (EEO) to all employees
and applicants for employment without regard to race, color, religion, gender, sexual
orientation, national origin, age, disability, marital status, amnesty, genetic information, or
status as a covered veteran in accordance with applicable federal, state and local laws. The
Lexington Public Library complies with applicable federal, state and local laws governing nondiscrimination in employment in every location. This policy applies to all terms and conditions of
employment, including, but not limited to, hiring, placement, promotion, termination, layoff,
recall, transfer, leaves of absence, compensation, and training.
Policy update approved November 10, 2010

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Benefits and Retirement
Benefits Overview
The Lexington Public Library employee benefits program is set by the Library Board each year.
Changes or revisions to the benefits program may be made for cost containment, legal
requirements or other reasons at the discretion of the Library Board. The Library complies with
all applicable federal, state and local laws when establishing benefit programs for staff.
An overview of the current benefits program is provided in the employee benefits procedures.
Plan documents should be referenced for specific provisions and limitations. Questions should
be directed to the Human Resources Department.
Benefits Overview Procedure

Retirement
The Library supports employees’ retirement planning process in the following two ways:
through FICA payroll tax matching and through contributions to the County Employees
Retirement System, part of the Kentucky Retirement System. Both of these retirement
programs are mandatory for employees.
Employees should refer to the Kentucky Retirement System – County Employees Retirement
Systems summary plan description. KRS-CERS Summary Plan Descriptions supersede any
language described in the Lexington Public Library Policies and Procedures.
Policy update approved November 10, 2010 and March 13, 2013

Retirement Procedure

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Vacation
Vacation time always must be arranged and approved prior to the actual time off. Vacation
requests are approved at the discretion of the manager. Employees are encouraged to request
vacation time well in advance, so managers can adjust their work schedules accordingly.
Vacations of more than one day should be requested at least two weeks in advance. Vacation is
granted at the discretion of the Library based on service needs.
•
•

•
•
•
•

Full-time exempt employees will accrue 5.769 hours per payperiod, or 150 hours/20
days per year.
Full-time non-exempt employees will accrue 2.8846 hours per pay period, or 75
hours/10 days per year, with an additional 37.5 hours/5 days awarded after 5 years
employment (total of 112.5hours/15 days after 5 years)
Employees must have successfully completed the initial 8 weeks of employment to
begin utilizing vacation time.
Vacation accrues up to a maximum of 450 hours.
Terminating/retiring employees will be compensated for unused earned vacation
amounts (up to 150 hours) pro-rated to the last day of employment.
Vacation hours taken in advance of accrual must be repaid upon termination or
retirement.

If an employee is rehired within two years, the time worked previously will be applied toward
the accrual of vacation time.
•
•
•
•

Vacation time must be utilized in half hour increments.
Employees on and unpaid Family and Medical Leave, special personal leave, or absent
without pay will not earn vacation or sick time.
All employees eligible to earn over 15 vacation days per year must take at least 5 days
per year
When leaving employment vacation received by an employee shall not be construed to
extend employment with the Library beyond the days of actual work.

Policy updates approved November 10, 2010 and April 13, 2011.

Vacation Procedure

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Sick Leave
Sick time for full-time employees begins accruing immediately upon employment.
•

•

•
•
•
•

12 days/90 hours of paid time is provided to employees each year for their illness, injury
and/or incapacitation from performing their duties (accrued at one day/7.5 hours per
month) for a maximum of 80 days/600 hours.
Employees may also utilize sick time to care for the following family members due to
illness or other medical needs where the employee serves as the normal primary
caregiver: Employee’s spouse (domestic partner), children, parents, grandparents,
spouse’s (domestic partner’s) parents and grandparents, or other relative for whom the
employee is legally responsible and/or the relative is residing with the employee while
under their care during their illness and/or incapacitation. Relation by blood, adoption,
step and foster apply.
Employees may also utilize sick time in conjunction with bereavement leave as specified
in the bereavement leave policy.
Upon retirement or resignation employees are not paid for unused sick time.
Upon retirement unused sick time is applied to Kentucky Retirement System for service
credit.
Sick time taken in advance of accrual must be repaid upon termination or retirement.

Sick Leave Procedure

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Holidays
The Library is closed on the following holidays:
• New Year’s Day (January 1)
• Martin Luther King, Jr. Day (third Monday in January)
• Memorial Day (last Monday in May)
• Independence Day (July 4)
• Labor Day (first Monday in September)
• Thanksgiving Day (fourth Thursday in November)
• Christmas Eve (December 24)
• Christmas Day (December 25)
The Library is open, but provides a “floating holiday” on the following holiday:
•

President’s Day (third Monday in February)

The Library is closed on Easter Sunday, which is not considered a paid holiday.
With the exception of Easter Sunday, if an official Holiday falls on a Saturday or Sunday, the
Library will be closed and a floating holiday will be provided to full time staff. If a full time staff
member is scheduled to work a Saturday or Sunday on which a Holiday falls, they will receive
Holiday pay instead of a Floating Holiday.
The Library recognizes that some employees may wish to observe, as periods of worship or
commemoration, certain days that are not included as an official holiday. Any employee
wishing to observe periods of worship or commemoration which are not included as official
Library holidays will, with at least two weeks’ notice, be permitted to take off for such holidays
as a personal days or vacation leave.
Approved November 11, 2009

Holiday Procedure

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Personal Days
After successful completion of their first 8 weeks, full-time employees receive 1 or 2 personal
days as per hire date. Personal days must be used on or before June 30 or will be forfeited.
Personal day hours are not paid out upon termination and are not applied to the Kentucky
Retirement System.
Approved August 15, 2012

Personal Days Procedure

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Attendance and Leave
Hours of Work/Lunch and Rest Periods
The standard workweek for full-time Library employment is 37.5 hours. The workweek begins
on Sunday and ends on Saturday.
•
•

•

•

Full-time employees are allowed two rest periods of 15 minutes each per day—one each
to be taken in the first and second half of the workday.
Full-time employees are required to take a lunch period. Employees cannot be required
to take a lunch period sooner than 3 hours after the work schedule begins nor more
than 5 hours after the work schedule begins. Time taken for lunch periods is not paid
and is not to be added to hours worked on time sheets.
Part-time employees who work four consecutive hours are entitled to one paid 15minute rest period; employees who work less than four consecutive hours are not
entitled to a break.
Lunch and rest periods may not be used to shorten working hours, alter time of arrival
or departures, accrue vacation, or count as overtime if not taken. Managers are
responsible for scheduling rest and lunch periods and ensuring they are taken.

Hours of Work/Lunch and Rest Periods Procedure

Attendance
On-time arrival and regular attendance are obligations of each employee.
Attendance Procedure

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Overtime Work and Overtime Compensation
Overtime as defined in state and federal laws is time spent in the authorized performance of
assigned duties in excess of 40 hours per week. An employee may work more than eight hours
in a day; this is not to be considered overtime. At the request of the supervisor, non-exempt
employees shall be compensated for work in excess of 40 hours per week in accordance with
federal, state and local laws. Exempt employees are not eligible to receive overtime pay for
time worked beyond 40 hours per week.
Flexible scheduling is available for full-time exempt employees, within the Library’s service
needs.
Overtime work and Compensation Procedure

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Bereavement
Full-time employees are eligible for three days of paid leave for the death of an immediate
family member. Immediate family members for this policy are defined as: The employee’s
spouse (domestic partner), children, parents, grandparents, grandchildren, siblings, and their
spouse’s (domestic partner’s) parents. Relation by blood, adoption, step and foster apply.
Employees may utilize other benefit time they have available for family members not covered
under this bereavement leave policy. Once the three days of bereavement leave has been
utilized, employees with available benefit time such as vacation, sick, personal days and/or
floaters, may utilize this time for the purpose of mourning as needed.
Appropriate leaves of absence, such as Family Medical Leave or a Leave of Absence that is not
covered under the FMLA, may apply depending on the length of mourning time needed. This
must be discussed and approved by the Department/Branch Manager and the Human
Resources Director. In addition, part-time employees with a minimum of one year of service
with LPL are eligible for three days of paid bereavement leave, based on four hour work days,
for the death of an immediate family member as defined in this policy.
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Leaves of Absence
Family and Medical Leave
Unpaid leave of up to 12 weeks with continued health benefits is available for purposes of birth
of a child and care of a newborn child, adoption or foster placement of a child, the employees
own serious health condition, the employee’s spouse, son, daughter, or parent’s serious
medical condition; active military duty or impending call or order to active duty; or other
qualifying conditions as defined by federal law. This leave is available to employees who have
worked at least 12 months (need not be consecutive) and at least 1,250 hours within the
previous 12-month period.
Additionally, FMLA up to 26 weeks may be granted for military family leave referred to as
“qualifying exigency leave” and “military caregiver leave.”
Employees are entitled to take up to 12 weeks of unpaid leave annually (12 months measured
from the first date leave is used) for any of the above reasons. Spouses employed by the same
employer, that is, the Library, are limited to an aggregate of 12 weeks of family leave for the
birth or adoption of a child or the care of a sick parent. If the leave is for the care of a sick child
or of the other spouse, each spouse is entitled to 12 weeks of leave.
Child care leave which is “to care for” a son or daughter because of birth or adoption or foster
care must be taken and concluded within 12 months after the date of birth or placement. A son
or daughter includes adopted or foster child, a step child, legal ward or a child or a person
standing in loco parentis under the age of 18 and also those over 18 who are incapable of selfcare because of mental or physical disability.
An employee having a medical need for intermittent leave due to his or her own serious illness
or that of a child, spouse, or parent may take leave intermittently. Expectant mothers may take
intermittent leave for prenatal care. Intermittent leave may not be taken for the care of a
newborn or adopted/foster child.
Military family leave referred to as “qualifying exigency leave” and “military caregive leave”
may be granted up to 26 weeks.
Medical and dental insurance will be continued on the same basis as when the employee is
working.
While on FMLA leave, employees are not eligible to receive payment for Jury Duty, Military
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Leave or LPL designated holidays. Employees not electing a short term disability benefit are
required to use accrued sick, vacation, and other appropriate paid time while on any approved
leave of absence, including FMLA. If electing short term disability, employees are required to
use accrued sick, vacation or other appropriate paid time up to the start of receiving payment
through a short term disability benefit and not thereafter.
FMLA leave will be reinstated to a position within their same job classification provided they
can perform the essential functions of the position.
In the event the employee does not return from leave, the employee must reimburse the
Library for insurance premiums paid by the Library during the unpaid leave of absence, unless
the employee’s failure to return to work is due to a continued serious health condition.
All leave requests must be completed prior to first date of leave or as soon as reasonably possible in
cases of emergency.
Policy update approved November 10, 2010, April 11, 2012, and March 13, 2013.

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Special Leave
Full Time Employees
Special leave of up to 12 weeks in a 36 month period for purposes of an extenuating medical
condition, education, travel, or personal business, may be authorized by the Executive Director.
Additionally, the decision is based upon the effect on operations and the ability to hold the position
open.
The full-time employee will be responsible to pay all insurance premiums/COBRA. Full time
employees are required to utilize any available sick, vacation or personal days before the leave is
unpaid. Vacation and sick leave does not accrue while the employee is on special leave.

Part Time Employees
Special leave of up to 8 weeks annually for medical purposes/extenuating circumstances may be
authorized by the Executive Director.
All leave requests must be completed prior to first date of leave or as soon as reasonably possible in
cases of emergency. Employee is required to provide supporting documentation for the leave.
Employees who do not return to the Library’s employment immediately following special leave will
be terminated as of the last day of the approved special leave.
Policy update approved November 10, 2010, March 13, 2013 and July 10, 2013.

Special Leave Procedure

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Absence without Leave
No employee may absent himself from duty without permission of his/her immediate
supervisor. An employee who is absent from duty without permission shall receive no pay or
benefits for the duration of the absence and shall be subject to dismissal or other appropriate
disciplinary action. If an employee is absent without leave for three consecutive working days,
shall be considered to have voluntarily resigned their employment.
Policy update approved November 10, 2010 and March 13, 2013

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Resignation
Employees are expected to submit resignations in writing to department/branch managers at
least two weeks before the effective date of resignation. Librarians and managerial staff are
expected to give four weeks’ notice.
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Civic Duties
Jury Duty
No deduction shall be made from a full-time employee’s salary due to absence from work when
serving on a jury or as a witness. Documentation for the period served is required. If jury duty
does not require the full workday, the staff member is expected to report to work when
released from such service.
Part-time employees are granted leave for such absences, but will be paid only for hours
scheduled to be worked.
Jury Duty Procedure
Voting
Employees eligible to vote at national, state, county, school, or municipal elections shall, when
their work schedule would not allow time for voting, be allowed not more than two hours off with
pay to exercise this privilege with at least 24 hours prior notice to supervisor. Supervisor may
specify the time employee may be absent from work to vote or apply/execute absentee ballot. An
employee who takes this time and then does not vote will be subject to disciplinary measures.
An employee may take up to 4 hours unpaid with at least 24 hours prior notice to supervisor to
vote in person or apply/execute an absentee ballot. Supervisor may specify the time employee may
be absent from work to vote or apply/execute absentee ballot.
No deduction will be made from a full-time employee’s pay when acting as an election officer in
order to attend to training or to serve as an election officer. Employees shall not be paid both
regular pay (including community service pay) and income as an election officer. Part-time
employees are granted leave for such purposes but will only be paid for the hours they are
scheduled to work.
Policy updated and approved March 13, 2013

Voting Procedure

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Military Leave
The Library will comply with the Uniform Services Employment and Reemployment Rights Act
of 1994 (USERRA) and applicable Kentucky laws pertaining to military leave.
Military Leave of Absence
As the laws change, or as interpretations of the laws change, military leave benefits for Library
employees may change accordingly. No attempt is made in this policy to cover all possible
situations and circumstances that may arise when an employee is ordered to active duty.
Therefore, as military leave situations arise, employees should consult with their supervisor
and/or Human Resources Department for current and complete details regarding their military
leave rights as a Library employee and should make sure the Human Resources Department is
contacted regarding any continuation of benefits issues.
Eligibility for Military Leave of Absence
In accordance with USERRA, Library employees who perform service in the uniformed services
(as defined by USERRA) are entitled to a military leave of absence from their Library positions,
subject to the limitations and restrictions set forth in federal and state laws and Library policy.
Upon receiving an assignment for military service, employees should promptly provide notice
to their supervisors prior to going on military duty, unless precluded by military necessity.
Compensation for Military Leave
Eligible Library employees who perform service in the uniformed services (as those terms are
defined by USERRA) will be placed on unpaid military leave status for all days that they are
engaged in such military service. Affected employees are not required to use annual leave in
lieu of paid or unpaid military leave; however, they may elect to use accrued annual leave at
their discretion.
Health Insurance Benefits
Per USERRA, the Library will at a minimum maintain health benefits and other benefits for the
first 30 days of military leave as if the employee was actively employed. Employees on military
leave of absence will be entitled to participate in any rights and benefits not based on seniority
that are available to employees on non-military leaves of absence. Consequently, for the first
12 weeks of an approved unpaid military leave, upon request from the employee, the Library
will continue health benefits and other benefits as if the employee was actively employed. After
the initial 12 weeks period, employees on military leave may continue their benefits, similar to
COBRA, for a period up to 18 months. The employee must pay his or her portion of any
benefit(s) premiums in order to keep the benefits active. If the employee does not return to
work at the end of the military leave, the employee may be required to reimburse the Library
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for the cost of the benefit premiums paid by the Library for maintaining applicable coverage.
Credit for Time Spent on Military Leave
Time spent on eligible military leave counts as time served on the job for any calculation,
determination or other decision that is dependent upon length of employment.
Pension Benefits
Time spent on military leave (whether paid or unpaid) is not considered a break in employment
for pension benefit purposes. Upon return to the Library from military leave, if applicable, the
employee must request to purchase retirement credit in the Kentucky Retirement System and
pay whatever amount that employee would have contributed had he/she not been absent.
The returning service member who is eligible for reinstatement under USERRA has up to 3
times the length of military leave (up to a maximum of 5 years) to make the retirement
contribution payments he or she would have made to establish retirement credit. USERRA does
not permit double credit in two retirement systems for the same military leave. Therefore, the
employee is not entitled to purchase credit in KRS if he/she receives credit in any other public
retirement system, except federal social security system.
Employment Rights
USERRA places a 5-year limit (with some exceptions) on the cumulative length of time a person
may voluntarily serve in the military and remain eligible for reemployment rights. The USERRA
reinstatement rights do not extend, however, to employees who are employed for brief, nonrecurrent periods with no reasonable expectation that employment will continue indefinitely.
Under certain circumstances employees are eligible to be reinstated to their former position
unless the Library establishes that the circumstances have so changed as to make
reemployment impossible or unreasonable. If on military leave for 90 days or less, eligible
employees may be reinstated to their own position. If on military leave for over 90 days, eligible
employees may be reinstated to their own position or a similar position of like seniority, status
or pay. Upon return from military leave, employees must comply with the current provisions of
the law in regards to notification of and time frame in which they must return to work.
Employees must provide the Human Resources Department with copies of orders indicating the
date of their call to active duty and release from required active duty and copies of pay
vouchers for the period of active duty.
Employees may apply for reinstatement to their former position within five (5) years of the
activation date and within 90 days after their release from active duty.
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Community Projects Leave
Full-time staff members are eligible to take up to a total of 7.5 hours paid Community Projects
Leave each fiscal year for participation in community projects that are not directly workrelated. Such community projects involve volunteer work and civic duties. Examples of such
duties are serving as an election official, volunteering at your child’s school, and participation
on non-profit boards and their events.
Community Projects Leave must have prior approval of supervisors; it does not accumulate,
may not be used in place of vacation or sick leave, and is not paid out upon resignation,
retirement, or termination.
Employee may not receive LPL compensation for community service and receive compensation by
the organization for which the employee is providing community service.
Policy updated November 10, 2010 and March 13, 2013

Community Projects Leave Procedure

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Job Responsibility, Disciplinary Process & Grievances
Job Responsibility
Everyone has the right as an individual to take part in public debate or to engage in social and
political activity. The only restrictions on these activities are those imposed by specified and
well-publicized laws and regulations, which are generally applicable. However, since personal
views and activities may be interpreted as representative of the Lexington Public Library in
which a staff member is employed, proper precaution should be taken to distinguish between
private actions and those authorized to be taken in the name of the Library. Staff members
have a special responsibility to:
a. Use courtesy and respect in dealing with customers and co-workers. Lack of courtesy
and respect will not be tolerated and will result in disciplinary action, up to and
including dismissal. This includes all forms of contacts, face-to-face and telephone.
b. Maintain the principles of the ALA Library Bill of Rights, the Freedom to Read Statement,
Freedom to View and the ALA Statement of Professional Ethics as well as the Library’s
Ethics Policy.
H

c. Serve all customers equally according to their needs. Each customer is entitled to full
attention and courtesy.
d. Learn and uphold the policies of the Library and express any concern or objection with
the philosophy, policies or programs of the Library in a positive manner.
e. Maintain an objective and open attitude of understanding, courtesy, and concern for
each customer’s needs.
f. Protect the essential confidential relationship, which exists between a library user and
the library.
g. Carry out assignments so that fellow staff members need not assume added
responsibility, except in times of emergency.

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Workplace Interactions
It is the duty of each employee to maintain high standards of cooperation, efficiency, and
economy in his/her work for the Library. Managers and supervisors shall organize and direct the
work of their units to achieve these objectives.
When an employee’s individual conduct, work habits, attitude, or productivity falls below
acceptable standards, his/her supervisor shall point out the deficiencies. Warning in sufficient
time for improvement should precede formal discipline, but nothing shall prevent immediate
formal action whenever the interest of the Library requires it.
When any question arises concerning the validity of an assignment by a supervisor, an employee is
expected to complete the task assigned unless such assignment is in violation of a safety policy,
business conduct, integrity and ethics policy or law. If the employee then has any complaint, he/she
has the right speak with the supervisor’s manager or to use the grievance procedure.
Policy updated March 13, 2013

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Use of Library Property and Personnel
Lexington Public Library employees, Board of Trustees, and Advisory Board Members shall not
use any library facility and/or library property including, but not limited to: vehicles, electronic
communication system, equipment, materials or personnel for personal or private gain or
benefit. These items are public property and shall be used solely for the benefit of the public.
The Library Board of Trustees may authorize the use of library property to provide a
demonstrable benefit to the community as a whole. Violation of this policy will result in
disciplinary action, up to and including termination of employment.

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Procurement Card Use Policy
Purpose
The Lexington Public Library maintains procurement cards for budgeted, library related
purposes only. The cards are primarily used for purchase of goods where a direct billing
arrangement does not exist, taking advantage of online discounts, and purchasing from vendors
who do not recognize other payment options.
Responsibility
The Executive Director will be responsible for the issuance of cards, account monitoring,
retrieval and compliance with the procurement card policy and procedure. The Library Board
Chair is responsible for monitoring procurement card use by the Library’s Executive Director.
The Finance Officer will provide a statement of monthly procurement card activity for all
applicable employees directly to the Board Treasurer and Board Chair for monthly review. The
Finance Officer will have direct access to the Board Treasurer and Board Chair to report noncompliance.
The procurement card program must offer the following controls:
•
custom spending controls at the point of purchase by card holder:
o Merchandise category codes
o Per period dollar limits
o Per transaction dollar limits
o Number of transactions limit
o Cash advance block
•
Daily access to transaction activity by cardholder
Authorized users of the procurement card must be approved by the Board. Current authorized
card holders are the Executive Director, Finance Officer, Facilities Team Leader, Information
Technology Team Leader, Acquisitions Specialist, Administrative Support Coordinator, Library
Location Managers, Marketing Manager, Outreach Manager and the coordinator of staff
activities. Other users may be added at the Executive Director’s recommendation to the Board
of Trustees and will be listed in the Library Board minutes as approved.
Approved August 11, 2010

Procurement Card Use Procedure

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Cause for Disciplinary Actions
Each of the following circumstances will be considered a sufficient cause for disciplinary action up
to and including termination of employment. These include, but are not limited to:
a. Discourteous, disrespectful, threatening, or intimidating treatment of the public or staff.
b. Fraud or the attempt to commit fraud in any circumstance.
c. Incompetence and/or inefficiency in the performance of the duties of the position.
d. Failure to abide by LPL policies and procedures including but not limited to safety,
harassment, discrimination
e. Failure to perform the duties of the position because of neglect.
f.

Insubordinate actions, including willful disobedience of lawful rule, order, or directive.

g. False representation as to the quality and/or quantity of work performed.
h. Being under the influence of alcohol or an illegal substance while on duty and/or while on
Library property.
i.

Involvement in the sale, delivery, receipt, or use of any illegal substance. Involvement in the
sale of any controlled substance not prescribed by a physician.

j.

Falsification of LPL documentation.

k. Use of sick time, community service time, voting time, bereavement time or jury time in an
unauthorized manner.
l.

Any act or conduct that interferes with the employee’s work for the library which is
prohibited by the established policies of the Lexington Public Library’s Board of Trustees, is
a violation of the Code of Ordinances of the Lexington Fayette Urban County Government,
the Kentucky Revised Statutes, applicable laws of other states, or federal statutes.

m. Solicitation or acceptance for personal use of any fee, gift, or other valuable thing that may

be construed as a bribe.

n. Negligent and/or willful misconduct resulting in damage to public or private property, or to
any person.
o. Theft or unauthorized possession of Library or other public property, or use of such
property or the services of other employees for unauthorized purposes.

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p. A record of excessive absence, excessive tardiness, or unauthorized absences.
q. Engagement in a profession, business, trade investment or occupation, which results in a
conflict of interest.

Disciplinary Action
Termination of employment may be for any reason, including but not limited to: misconduct,
tardiness, absenteeism, unsatisfactory performance, or violation of LPL policies or procedures.
In some cases progressive discipline may be used, prior to termination, in an attempt to correct
a performance problem. Certain types of employee misconduct are so severe that one incident
of misconduct will result in immediate termination of employment without prior use of
progressive discipline.
Policy update approved March 13, 2013

Disciplinary Procedure

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Hospitality Policy
Public Programming
As part of its mission, the Library provides free programming to the public. If food and
refreshments are provided, they must be appropriate for the nature of the public program and
must stay within the budget provided. No alcoholic beverages may be served at Library-funded
programs. Other organizations using the Library, including those associated with the Library,
may serve alcoholic beverages after 5:00PM and as approved by the Executive Director.

Employee Business Meetings
Meals and refreshments for a business meeting that involves substantive business discussions
and includes primarily only LPL employees may be provided if, for reasons of continuity, the
meeting extends through a traditional meal time period. Such business meals should be
infrequent, should generally be served at the meeting site, and must be pre-approved by the
Executive Director. Costs should be consistent with the meals standards set in the Continuing
Education and/or Travel policy and must stay within the budget provided.

On-the-job Meals
Meals may be provided to certain employees during work hours as a non-taxable benefit to the
employee when the Library requires the employee to stay on site past nomally scheduled hours
in connection with a Library businesss purpose. The meal must be approved by the Executive
Director and must be provided on Library premises. Such on-the-job meals should be
infrequent. Costs should be consistent with the meals standards set in the Continuing
Education and/or Travel policy and must stay within the budget provided.

Business Meals
Business meals are those taken with Library guests, donors, or job applicants during which
Library business discussions take place. All such business meals must be pre-approved by the
Executive Director. Costs should be consistent with the meals standards set in the Continuing
Education and/or Travel Policy and must stay within the budget provided.

Funding
All meals and refreshments provided by this policy will be funded from Library fines & fees
revenue, The Friends of the Library, or the Library Foundation.
Approved September 15, 2010, with updates on December 12, 2012

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Employee Recognition
Employee Recognition Meeting
The Library may pay for or reimburse costs for light refreshments associated with employee
appreciation activities that serve a Library business purpose. All refreshments provided by this
policy will be funded from Library fines & fees revenue, The Friends of the Library, or the
Library Foundation.
Approved by the Board of Trustees September 15, 2010

Employee Recognition Meeting Procedure

Years of Service Recognition
The Library Board of Trustees annually recognizes full and part-time staff members for every
five years of service. The total years of service must be completed by December 31 for
recognition in a particular year.
Years of Service Procedure

Performance Recognition Program
The Board encourages recognition for performance that is truly exceptional. The purpose of this
recognition is to encourage initiative, creativity, and new ideas.
Employee Recognition Procedure

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Staff Education & Professional Development
Purpose
The Library provides opportunities for staff to take part in continuing education
activities/classes, which contribute to betterment of services and/or fulfill certification
requirements. Time and expenses may be provided for these activities.

Certification
All professional librarians working in a full time capacity are required to obtain a Professional
Certificate upon employment and as a condition for continued employment. This certificate is
issued to public library employees who possess a master’s degree in library science.
Part-time librarians who wish to maintain their certification may do so on their own time and
expense. There may be job specific opportunities for which the library may agree to pay on a
case by case basis.
Employees in other staff positions that may require certification are expected to maintain their
credentials. The Library will provide opportunities for staff to attend continuing education
activities, which are appropriate for re-certification.
In the event that a lapse of certification occurs, the Library may take disciplinary action against
the employee.

Coursework
When possible, the Library provides flexible scheduling for full-time employees to assist them in
educational coursework that contributes to enhanced job performance. Scheduling
arrangements must be worked out with supervisors and managers prior to registration for the
class. Class attendance and study time are on the employee’s own time.

New Employee Training
New staff members are provided with an orientation to the library directly upon employment.

Continuing Education
The Library provides opportunities for staff to take part in continuing education activities, which
will contribute to betterment of services and/or fulfill certification requirements. Time and
expenses may be provided for these activities.

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Request for Travel and Professional Development
Travel may be approved when it results in obtaining additional training in a designated area, is
essential for achieving goals of a department, is legally necessary or required, contributes
materially to professional development, or is necessary for recruiting personnel. Library travel is
defined as travel performed for the purpose of accomplishing official business for the Library or
travel to attend a conference or professional meeting when attendance is approved under the
Board/Staff Education and Professional Development Program.
Approved April 14, 2010

Professional Development and Travel Procedure

Professional Memberships
If an employee is asking to attend a conference at which there are differing rates for members
and non-members, the Library will pay the cost of the conference at the member rate. The staff
member is expected to pay the difference or become a member at his or her own expense. An
exception will be made when the Kentucky Public Library Association’s Annual Conference is
held in Lexington. In those years, th Library will pay the non-member rate for staff members
who are not members of KPLA.
Approved by the Board of Trustees November 2009, with updates April 17, 2013.

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Employee Reimbursements
Reimbursements from the Library to Employees
Staff members purchasing goods for the Library using their own funds will be reimbursed within
5 business days of submitting to the Business Office detailed receipts and a purchase order
signed by his or her supervisor. Employee should submit claims within 14 calendar days of
return from travel/training.
Employees submitting expenses for travel and/or training should follow the reimbursement
guidelines established in the Continuing Education and/or Travel Procedures.

Reimbursements from Employees to the Library
Personal goods should not be purchased using Library funds. In the event that a reimbursement
needs to be made by an employee to the Library, payment should be made no less than 5
business days from the date the charge was made.
Employees using Library funds to purchase personal goods may be subject to disciplinary action
up to and including termination of employment.
Policy approved by Board of Trustees July 12, 2012, with updates April 17, 2013.

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Business Conduct, Integrity & Ethics Policy
1.0

Statement Concerning Business Conduct, Integrity, & Ethics

This Policy is intended to define the high standard of business conduct, integrity and ethics
expected of all Board Trustees, Advisory Board Members and employees of Lexington Public
Library (LPL). The policy provides guidance to help recognize and deal with ethical issues,
provides mechanisms to report unethical conduct and aims to foster a culture of honesty and
accountability, deter wrongdoing, and promote accurate disclosure and reporting.
No policy can anticipate every situation that may arise. Accordingly, this Policy is intended to
serve as a source of guiding principles. Employees and Officers are encouraged to bring
questions about particular circumstances that may involve one or more of the provisions of this
Policy to the attention of Senior Management or the Board.
The success of LPL depends on the way it conducts business and the way the public perceives
that conduct. Unethical actions, or the appearance of unethical actions, are not acceptable. All
officers and employees are expected to be guided by the following principles in carrying out
their responsibilities:
Compliance with Applicable Laws. All officers and employees are expected to comply
with all laws, rules and regulations of all applicable jurisdictions, and other applicable
private and public regulatory agencies.

•

Observance of Ethical Standards. Our employees must adhere to high ethical standards
in the conduct of their duties. These include honesty and fairness.

•

Conflict of Interest. Each officer and employee must, at all times, act with integrity and
must avoid any actual or apparent conflicts of interest between themselves and LPL and in
personal and professional relationships.
•

Commitment. Employees should commit to the duties assigned to them and should not
be, or appear to be, subject to influences, interests, or relationships that conflict with the
best interests of LPL.

•

Communication. We encourage officers and employees to talk to supervisors, managers
and other appropriate personnel when in doubt about the best course of action in a
particular situation and to report violations of laws, rules, and regulations to appropriate
personnel. LPL does not tolerate retaliation for reports made in good faith.
•

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All officers and employees must understand this policy concerning business conduct, integrity
and ethics, and must certify upon hire and every two years thereafter that they have recently
re-read this Policy, understand it, and accept its provisions. Failure to comply with this Policy is
cause for disciplinary action.
2.0

Definitions

As used in this policy, unless the context clearly requires a different meaning:
1.

“Business” means any corporation, partnership, sole proprietorship, firm, enterprise,
franchise, association, organization, self-employed individual, holding company, Joint
Stock Company, receivership, trust, professional service corporation, or any legal
entity through which business is conducted for profit.

2. “Employee” means any person, whether full-time or part-time, and whether paid or
unpaid, who is employed by or provides service to LPL. The term “employee” shall not
include any contractor or subcontractor or any of their employees.
3.

“Family member” means a spouse, parent, child, brother, sister, mother-in-law, fatherin-law, son-in-law, daughter-in-law, grandparent, or grandchild.

4.

“Immediate family member” means a spouse, an unemancipated child residing with
the officer or employee, or the officer’s or employee’s spouse, as a dependent for tax
purposes.

5.

“Officer” means any person, whether full-time or part-time, and whether paid or
unpaid, who is one of the following:
a. Member of the Board of Trustees or Advisory Board; or
b. Executive Director; or
c. Finance Officer

6.

“Supplier” includes those providing not only goods but also services – such as
consultants, transportation companies, financial institutions, equipment lessors,
realtors, and licensors of technology.

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3.0

Policy Concerning General Business Conduct

3.1

Observance of Moral And Ethical Standards of Society and Fair Dealing

What follows are the ethical standards and principles of business conduct to which each LPL
Officer and employee is expected to comply in order to assure that LPL conducts its affairs in a
manner consistent with its obligations and the expectations of the communities it serves.
Each officer and employee is expected to use good judgment and to adhere to and comply with
high moral and ethical standards in the conduct of business. Officers and employees should
endeavor to deal fairly with customers, suppliers, competitors and other employees, and to
respect the policies and procedures of those outside LPL
3.2

Confidentiality

In compliance with these policies and the law, officers and employees are expected to devote
their best efforts and attention to the full-time performance of their jobs and duties. No officer
or employee should be subject, or even seem to be subject, to influences, interests or
relationships which conflict with the best interest of LPL This means avoiding any activity that
might compromise or seem to compromise LPL, the officer or employee. This requirement is
explained in more detail in Section 3.4 below. Officers and employees should maintain the
confidentiality of information entrusted to them by LPL that comes to them, from whatever
source, in their respective capacities as employees, except when disclosure is authorized or
legally mandated.
3.3

Compliance with Applicable Laws

All activities related to LPL must be undertaken in strict compliance with all laws and
regulations applicable to those activities. No officers and employees should at any time take
any action on behalf of LPL which violates any applicable law or regulation. It should be
understood that this Policy includes all applicable laws and regulations as well as LPL policies
and standing orders, and the applicable policies of agencies and entities with which LPL staff
conduct business.
3.4

Conflict of Interest

A conflict of interest exists when an officer’s or employee’s duty to give undivided business
loyalty to LPL is prejudiced by actual or potential personal benefit from another source and
where the officer’s and employee’s loyalties or actions are divided between LPL's interests and
those of another, such as a competitor, supplier, customer, family member or tenant.

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Each officer and employee is expected to avoid any investment, interest, or association that
interferes or might appear to interfere with the independent exercise of judgment in LPL's best
interests.
Disclosures of personal interests or other circumstances that might constitute conflicts of
interest are to be reported promptly by the officer or employee to the Executive Director or LPL
Board, who will arrange for resolution in a manner best suited to the interest of LPL, the
individual and in accordance with applicable state law(s). When an officer or employee
confronts a possible conflict of interest, prompt and full disclosure is the essential step towards
resolving the problem.
3.4.1 Specific Sources of Conflict
Individual conflicts of interest should be assessed based on the guiding principles in paragraph
3.4 above. However, every officer and employee shall comply with the following standards of
conduct in relation to the specific conflicts outlined below:
1.

No officer or employee, or any immediate family member of any officer or employee,
shall have an interest in a business or engage in any business, transaction, or activity,
which is in conflict with the proper discharge of the officer’s or employee’s public
duties.

2.

No officer or employee shall use or attempt to use his official position to secure
personal privileges or advantages for himself/herself or others.

3.

No officer or employee shall take or not take action or attempt to influence another
officer or employee to take or not take action in any matter in order to obtain any
financial benefit or preferential treatment for any of the following:
a. the officer or employee;
b. a family member;
c. an outside employer;
d. any business in which the officer or employee or any family member has a
financial interest; or
e. any business with which the officer or employee or any family member is
negotiating or seeking prospective employment or other business or professional
relationship.
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3.4.2 Disclosure
Every officer or employee who shall have any private financial interest, directly or indirectly, in
any matter pending before the Board, which is not prohibited by this section or other
provisions of law, shall disclose the precise nature of the interest, in writing, to the LPL Board
Treasurer. The officer or employee shall not take any action with respect to the matter that is
the subject of the disclosure.
3.4.3 Conflicts of Interest in Contracts
No officer or employee, or any immediate family member of any officer or employee, shall
directly or through others, undertake, execute, hold, or enjoy, in whole or in part, any contract
made, entered into, awarded, or granted by the Board except as follows:
a.

The standards of conduct listed in 3.4.1 shall not apply to contracts which an officer or
employee signs/reaches agreement on/before the officer was appointed or an
employee was hired. However, the conduct listed in 3.4.1 shall apply if the contracts
were signed/renewed/reached agreement on/after the officer was appointed or the
employee was hired.

b.

The prohibition in subsection 1 of this section shall apply if the officer or employee is
authorized to participate in establishing the contract specifications, awarding the
contract, or managing performance after the contract is awarded.

If any officer or employee has a disqualifying interest in said contract in violation of this Policy,
any contract between the Board and another party shall be voidable or rescindable at the
option of the Board at any time within a period of one (1) year from the date the violation is
discovered,.
4.0

Nepotism

Nepotism is prohibited within the organization. As used in this section, the term “relative” shall
mean and include an officer’s or employee’s spouse, child, parents, siblings, grandparents,
grandchildren, uncles, aunts, nephews, nieces, first cousins, step-mothers, step-fathers, stepbrothers/sisters, half-brothers/sisters, sisters/brothers-in-law, or mothers/fathers-in-law.
The prohibitions in this section shall not apply to any relationship or situation created by
marriage after the effective date of this section, provided, however, that such relationships
shall be reported to the Executive Director, who may recommend lateral transfer, substitute
supervision, or other personnel action to eliminate or ameliorate the adverse effects of the
relationship.
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No officer or employee shall advocate, recommend, or cause the employment, appointment,
promotion, transfer or advancement of his or her own relative to an office or position of
employment with the Board.
No officer or employee shall supervise or manage the work of a relative.
No officer or employee shall participate in any action relating to the employment or discipline
of a relative.
The prohibitions in this section shall not apply to any relationship or situation which would
violate this prohibition, but which existed prior to the effective date of this policy.
5.0

Inclusion

LPL encourages diversity in all of its hiring, staff development, and promotion process.
LPL forbids discrimination in employment on the basis of age, culture, disability, education,
gender, regional or national origin, sexual orientation, physical appearance, race, or religion.
LPL is committed to assure fair employment, including equal treatment in hiring, promotion,
training, compensation, termination and disciplinary action.
Unlawful discrimination can expose LPL to substantial damages and unfavorable publicity.
Accordingly, it is particularly important that officers and employees maintain close
communication with the LPL’s Human Resources Director who has the primary responsibility to
keep abreast of current legal developments and LPL policies in this area.
All officers and employees are provided with a work environment free of intimidation and
harassment, either verbal or physical and free from unsolicited and unwelcome sexual
overtures or comments. Sexual harassment may occur in a number of circumstances, which
may appear to be innocent in nature to one, while at the same time being deemed offensive to
another. Accordingly, it is imperative that supervisors assure that this policy is strictly adhered
to, and that officers and employees are not exposed to incidents of sexual harassment by
supervisory personnel, fellow workers, or others who may be on the premises. Complaints from
officers and employees concerning possible incidents of sexual harassment should be
forwarded to the Human Resource Officer.
All applicants for employment are recruited and hired on the basis of merit and qualifications
and without regard for age. Age discrimination in assignment, transfer, promotion, upgrading,
or compensation is not tolerated.

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6.0

Political and Charitable Contributions

Political and Charitable contributions on behalf of LPL by employees, Board Trustees and
Advisory Board Members are not allowed.
7.0

Procurement Integrity

LPL respects the integrity of the procurement process. It is our policy to comply with applicable
federal and state laws. Our actions should adhere to our own Policy. If at any time, you have a
concern that an action would compromise either our policy or that of a supplier, customer, or
tenant, you should contact the Executive Director, Senior Management or the Board before
proceeding.
7.1

Receipt of Gifts

No officer, employee or immediate family member of an officer or employee shall knowingly
accept any valuable gift, whether in the form of service, loan, thing, or promise, from any
person, firm or corporation which to his knowledge is interested directly or indirectly in any
manner whatsoever in business dealings under circumstances in which it could be inferred that
the gift was intended to influence, or could be expected to influence, the officer or employee in
the performance of his public duties.
Under circumstances where gifting is appropriate, the value should not exceed $50.00 per
person. While meals and entertainment are the preferred method of building business
relationships, officers or employees may give or accept gifts made as an expression of
appreciation, so long as they are reasonable in nature, not in cash, and do not exceed a value of
$50.00. Apparel and other small items that carry company name or logo are examples of gifts
we would normally give or receive. Cash “tips” are not acceptable.
If there is any pressure to reciprocate or grant special favors as a result of an offer of either
entertainment or gift, the officer and employee and LPL must and will refuse the entertainment
or return the gift as the case may be. Any employee or officer who is subjected to such
pressure must report this to his or her supervisor or audit committee chair, who in turn must
report it to the Executive Director.
Employees who award contracts, who create specifications that result in the placement of
business, or who participate in negotiation of contracts must be particularly careful to avoid
actions that create the appearance of favoritism or that do not reflect impartiality and fair
dealing. The prudent course is to refuse a courtesy from a supplier when LPL is involved in
choosing or reconfirming a supplier or under circumstances that would create an impression
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that offering courtesies is the way to obtain business.
This policy is not intended to and does not replace or affect any and all applicable federal, state
and/or local laws.
8.0

Honoraria

No officer or employee shall accept any compensation or honorarium in consideration of an
appearance, speech or article related to the officer’s or employee’s employment with the Board
or LPL.
Nothing in this section shall prohibit an officer or employee from accepting commemorative
gifts of nominal value such as plaques, mugs, posters or photographs, provided that such
commemorative gifts are given in consideration for an appearance, speech or article which is
related to the officer’s or employee’s service with the Board or LPL.
Nothing in this section shall prohibit an officer or employee from receiving and retaining from
any unit of government or from any nongovernmental unit, actual and reasonable out-ofpocket expenses incurred by the officer or employee in connection with an appearance, speech
or article, provided that the officer or employee can show by clear and convincing evidence that
the expenses were incurred or received in consideration of his official duties and not primarily
for the benefit of the officer or employee or any other person. However, out-of-pocket
expenses recoverable from any governmental or non-governmental unit shall be limited to:
I.

actual and reasonable transportation costs;

2.

actual and reasonable lodging expenses; and

3.

actual and reasonable costs of meals and incidentals.

9.0

Use of Public Property, Equipment, and Personnel

No officer or employee shall use or permit the use of any LPL time, funds, personnel,
equipment, or other personal or real property for the private use of any person in violation of
LPL Electronic Communications and Internet Use Policy, unless:
1. The use is specifically authorized by a stated policy of the Board; or
2.

The use is available to the general public, and then only as specifically authorized to the
extent and upon the terms that such use is available to the general public.

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No officer or employee shall apply LPL funds for the purchase of any item or service unless
specifically authorized in conformance with LPL’s delegated purchasing authority.
No officer or employee shall use LPL computer equipment in violation of LPL Electronic
Communications and Internet Use Policy, IT infrastructure, or software for personal purposes.
Any missing equipment/property from LPL needs to be reported to your supervisor or Human
Resources immediately. The proper local, state, and/or federal authorities may be alerted, as
necessary. The Board will be notified at the appropriate committee meeting.
10.0

Government Investigations

LPL follows and complies with various government agencies and legal authorities in regards to
compliance with laws, regulations, rules, ordinances and restrictions on a variety of subjects.
Inquiries are addressed in a timely manner in the ordinary course of business without
implications of serious governmental repercussions, but it must be remembered that there are
sanctions, penalties, and fines, administrative and legal actions, sometimes serious and
sometimes nominal, which can be imposed by these same government bodies for inaction,
delays, incorrect information and failure to respond. On the following subjects, it is necessary
that you immediately bring any problem to the attention of the Executive Director and/or the
Board:
1.

Request or subpoena to appear before a Grand Jury or similar indicting authority.

2.

Notification or information of an investigation by authorities responsible for enforcing
laws.

3.

Inspections, visits, interview requests, and requests for documents by the FBI, Justice
Department, Postal Inspector, SEC, and other similar U.S., state, local and foreign
government bodies.

4.

Subpoenas and requests to testify before agencies, commissions, bodies, and other
legislative and administrative bodies.

5.

Communications or notices received from government bodies or agencies imposing or
threatening substantial fines, penalties, or injunctive action.

It is the policy of LPL to fully cooperate with any appropriate governmental investigation or
inquiry. A condition of such cooperation may be that LPL be represented by its own legal
counsel as appropriate. Accordingly, in any case when a member of the Board or an employee
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obtains any knowledge that would lead one to reasonably believe that a government
investigation or inquiry is underway; this information must be communicated immediately to
the Executive Director and/or the Board.
No officer or employee should ever, under any circumstances, do any of the following:
1.

Destroy any LPL documents in anticipation of a request for those documents from any
government agency or a court;

2.

Alter any LPL documents or records;

3.

Lie or make any misleading statements to any governmental investigator in any
investigation (there is a separate federal statute making such false statements to
investigators a crime); or

4.

Attempt to cause any other officer, employee, or any other person, to fail to provide
information to any government investigator or to provide any false or misleading
information.

11.0

Record Keeping

As a government agency, high standards of record-keeping are necessary for the creation and
implementation of policies, the provision of historical facts and data, and the demonstration of
accountability both within the organization and to the public. The function of record-keeping
promotes honesty, demonstrates integrity, and builds confidence in the public trust.
LPL will maintain organized, complete, and thorough records or provide such information to a
repository that retains such information. In the event that our records are later needed, LPL will
always ensure that we have provided such information completely and accurately and have
referenced our data in a manner in which any other officer, employee or person requesting
such information will be able to identify and use the information with minimal effort.
LPL will be accurate in entering and maintaining accounting and financial records in accordance
with the principles of the Generally Accepted Accounting Principles (GAAP) and in conformance
with the rulings of the Governmental Accounting Standards Board (GASB) and the SarbanesOxley Act. In this endeavor, LPL will ask appropriate questions and document information to the
best of our ability.

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11.1

Accurate Public Disclosures

LPL will make certain that all disclosures made in financial reports and public documents are
full, fair, accurate, timely and understandable. This obligation applies to all employees,
including the Finance Officer, with any responsibility for the preparation of such reports,
including drafting, reviewing and signing or certifying the information contained therein. No
business goal of any kind is ever an excuse for misrepresenting facts or falsifying records.
12.0

Confidential Information

As a government agency, the methods and products of our services are open to the public.
However, there are specific conditions whereby information is considered confidential. Some of
the functional areas that invoke confidentiality claims are security issues, legal documents,
lease negotiations, personnel and medical files, ethics investigations, ombuds services, contract
proposals relative to the awarding of contracts, real estate appraisals relative to the acquisition
of property, and certain Information Technology data, among others.
The most common conditions for confidentiality stem from an individual’s right to privacy and
LPL’s need to perform its assigned functions in a reasonably efficient manner. In addition,
where disclosure of information would negatively affect the public health, safety, and welfare
of the community, confidentiality is allowed.
Disclosure of confidential information may only be given to authorized persons, and only for
the purpose of LPL operations, never for personal gain or interest. Unauthorized recording of
information is never allowable. Managers should understand and disseminate clear instructions
including the legal authorization for any disclosure of confidential information, the laws
pertaining to the right of public access to government documents, and right to privacy
regulations.
13.0

Reporting and Resolving Suspected Irregularities

Supervisors must see that employees who report to them receive adequate training about
applicable LPL requirements. Employees must obtain guidance concerning the propriety of any
course of conduct about which they have any doubts. Officers and employees are required to
report the following matters to the Executive Director:
1.

Any payments, gifts, or gratuities to a LPL official or their family members, whether
made directly by an officer or employee of a supplier, customer, or tenant or through
a third party. Any payment, gift or gratuity given from a private sector supplier,

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whether made directly by a supplier, customer, or tenant employee or by or through a
third party, which is believed to be for the purpose of influencing a procurement.
2.

Employment related discussions or inquiries by or with an existing or potential supplier,
customer, or tenant.

3.

Improper or unallowable charges.

4.

Unauthorized deviations from contract specifications.

5.

Supplier, customer, tenant, or union kickbacks.

6.

Any suspected violation of procurement laws or any LPL policy.

7.

Any inappropriate or suspicious conduct.

With regard to accounting, internal accounting controls and auditing matters, any officer or
employee of LPL may submit a good faith complaint regarding questionable accounting,
internal accounting controls or auditing matters to the Chairman of the Library Board of
Trustees, LPL Audit Committee Chairperson, Treasurer, or anonymously on the Lexington Public
Library’s website without fear of dismissal or retaliation of any kind.
Officer and employees are encouraged to report any questionable accounting, internal
accounting controls or auditing matters, including the following:
1.

Fraud or deliberate error in the preparation, evaluation, review or audit of any financial
statement of LPL;

2.

Fraud or deliberate error in the recording or maintaining of financial records of LPL;

3.

Deficiencies in or non-compliance with LPL’s internal accounting controls;

4.

Misrepresentation or false statement to or by senior management or accountant
regarding a matter contained in the financial records, financial reports or audit reports
of LPL;

5.

Deviation from full and fair reporting of LPL’s financial condition; or

6.

Violations or possible violations of either the Code of Business Conduct and Ethics for
the Members of the Board of Directors, Executive Director, or Senior Managers.

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14.0

Administrative Matters

14.1

Administration and Enforcement

The Board is responsible for interpreting and applying all policies to specific situations in which
questions may arise. Any questions relating to how any policy should be interpreted or applied
should be addressed to the Executive Director or Human Resource Officer.
14.2

Violation of Our Policies

All officers and employees have a moral, and in some cases, a legal obligation to call LPL’s
attention to any situation in which any policy may not be observed. No discipline or other
retaliatory action shall be taken against any officer or employee informing LPL of any violations
of any policy. Possible situations in which any policy may not be observed should be called to
the attention of the Board.
Officers and employees culpable in such matters, including but not limited to violation of the
Business Conduct, Integrity, and Ethics Policy are subject to appropriate disciplinary actions up
to and including termination of employment or appointment and may also be subject to
personal criminal liability under applicable statutes.
14.3

Audits

Compliance with all policies is monitored by periodic audits. These may be done by LPL’s
Business Office, or by others designated by LPL. All officers and employees are required to
cooperate fully with any such audits and to provide truthful and accurate information.
14.4

Requests for Exception

While some policies must be strictly adhered to and no exceptions can be allowed, in other
cases, exceptions may be possible. For example, a minor conflict of interest situation can
sometimes be resolved simply by disclosure of the possible conflict to all interested parties. Any
officer or employee who believes that an exception to any of our policies is appropriate in his or
her case should contact his or her immediate supervisor first. If the immediate supervisor
agrees that an exception is appropriate, the approval of the Executive Director shall then be
obtained. Any exception to any policy for executive officers may be made only by the Board.
Any exceptions made to these policies are specific to the exceptions authorized by the board
and shall not apply to other sections of this policy.

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14.5

Distribution

Every new officer and employee will be given a copy of this Policy and asked to acknowledge
receipt of it and having read it either at or within one week of hiring. Officers and employees
are also required to reaffirm bi-annually that they have recently re-read this Policy, understand
it and are not aware of any violations except as specifically noted in their reaffirmation.
14.6

Claims and Litigation

Legal proceedings should never be initiated nor precipitated without being reviewed in advance
by the Board.
It is also important that indiscriminate writing and distribution of memoranda or reports
relating to matters involving possible future litigation be avoided. Although personnel will wish
to make reports on these matters to their superiors, written memoranda relating to the
prosecution or defense of such litigation may not be privileged unless prepared solely for the
Legal Department or a lawyer retained by LPL. Any written reports involving these matters that
you consider necessary or advisable should first be discussed with the Executive Director and
Board.
14.7

Service of Legal Process

Summons or complaints served on LPL or its officers and employees are frequently our first
knowledge of a lawsuit. It is important that we have sufficient time to prepare and file
responsive pleadings. If someone attempts to serve you with a summons or complaint, you
should disclaim any authority to receive the service and contact the Executive Director. Should
you receive any summons or complaint whether by mail, delivery or otherwise, it must be
immediately forwarded to the Executive Director.
14.8

Subpoenas and Requests for Testimony

Testimony of officers and employees and information in files requested or subpoenaed by
other parties must be cleared with the Executive Director if it involves government investigative
or law enforcement bodies, such as Federal Bureau of Investigation, Federal Department of
Justice, or a Grand Jury or other indicting authority.
Receipt of subpoenas and requests for information in files or testimony in civil litigation is not
unusual. LPL may or may not be a party to such litigation. All such subpoenas and requests
should be forwarded to the Executive Director immediately after receipt.

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15.0

Nonexclusivity

No representation is expressed or implied that the policies stated in this Policy include either all
the relevant policies or that they are a comprehensive, full, or complete explanation of the laws
that are applicable to LPL and its officers and employees. All officers and employees have a
continuing obligation to familiarize themselves with applicable law and all LPL policies.

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Business Conduct, Integrity, and Ethics policy
*

*

*

*

*

I have read and understand the attached Business Conduct, Integrity, and Ethics policy.
Signed:
Name:
Date:

Ethics Policy approved by the Board of Trustees on March 4, 2010, updated on May 19, 2010 and July 10, 2013.

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Lexington Public Library Personnel
Procedures
Equal Employment Opportunity
LPL prohibits retaliation against any employee because the employee opposes any practice
otherwise made unlawful by Title VII. In addition, LPL prohibits retaliation against any employee
or former employee because of any charges made, testimony, assistance rendered, or
participation in any manner in an investigation, proceeding, hearing or litigation conducted
under Title VII. Any employee that has a concern or wishes to file a complaint relating to any
protected item under Title VII can do so without fear of retaliation. LPL encourages employees
to bring these concerns and complaints forward to one of the following contacts: Employee’s
Immediate Supervisor, OR a Department Manager, OR the Human Resources Director at 859231-5502, or the Library’s Executive Director at 859-231-5599. All Title VII concerns and
complaints will be considered serious and will be investigated immediately.
EEO Policy

Americans with Disabilities Act
The Lexington Public Library supports the Americans with Disabilities Act (ADA), which protects
qualified individuals with disabilities from employment discrimination. LPL will work with
employees to provide reasonable accommodations as provided in the ADA. Any employee who
believes they need accommodation should notify the Human Resources Director in the Human
Resources Department.

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Productive Work Environment
Ethics
Every employee of LPL must at all times avoid every act and every relationship which might be
construed to represent a possible conflict of interest or misuse of confidential information for
personal gain or benefit of the employee or others or use such information in any way except to
conduct the business for which the employee has the information. Known or suspected
violations of this will result in disciplinary action, up to and including termination of
employment.

Conflict of Interest
Employees of LPL are expected to avoid any situation that might lead to a real or apparent
conflict between the employee’s self-interest and his or her duty to the Library; a conflict of
interest. All employees should show dignity, respect, and follow the law in every setting they
are in. Employees should not use their positions with LPL for personal gain or benefit or in any
manner that might reflect unfavorable on the Library.
Those situations that arise most frequently are discussed below:
i.

OUTSIDE BUSINESS RELATIONSHIPS: Before agreeing to act as a director, officer,
employee, consultant, advisor to any other business organization or outside
employment at a company that could cause a conflict of interest, each employee should
secure written approval on the Outside Business Relationship Form. Such approval
should be retained in the employee’s personnel file.
To avoid real or apparent influences on an employee’s judgment, no employee should
make any decision affecting LPL’s relationship with an outside business enterprise with
which the employee has a relationship, or in which the employee or any immediate
family member has a significant financial or other interest.

ii.

RELATIONS WITH PRIOR EMPLOYERS: Employees must disclose during the interview
process the existence of any employment agreement, non-compete agreements,
confidentiality agreement or similar agreement with a former employer that in any way
restricts or prohibits the performance of any duties or responsibilities of their positions
with LPL. Copies of all such agreements should be provided to the HR Department prior
to accepting a position with LPL to permit evaluation of the agreements in light of the
employee’s position. Failure to provide such information will result in termination. In no
event shall an employee use any trade secrets, proprietary information or other similar
property acquired in the course of his or her employment with another employer, in the
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performance of his or her duties, or on behalf of LPL.
iii.

COMPLIANCE WITH OTHER LAWS: In conducting Library business, employees must at all
times be careful to comply strictly with all other applicable laws.
FURTHER INFORMATION: If an employee is uncertain as to the interpretation of these
guidelines or their application in any particular situation, the matter should either be
discussed with their supervisor/manager or the Human Resources Director.

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Confidentiality
Employees of LPL are expected to keep confidential all information with respect to LPL, its
customers and suppliers, which is acquired through the employee’s employment with LPL. In
addition, you should always be cautious about having visitors in areas where confidential work
is performed. Inquiries about a customer’s records or accounts should be referred to someone
authorized to release such information. Inquiries from the media should be referred to the
Marketing Director.
Staff is not authorized to give information relating to customers or their records to any nonemployee unless a valid subpoena requiring the disclosure has been received. At this point you
must contact the Executive Director and let him or her handle subpoena related issues and
information releases. Also, you should not disclose such information to any other employee
unless that employee is authorized to have access to that information.
All contract employees are subject to the terms and conditions of this procedure while on
LPL’s premises, and should be notified of such.
•

Contract Personnel. Persons who perform work for LPL under direct supervision, but
who look to another employer to fulfill the terms and conditions of their employment.
Contract personnel are not eligible to participate in any of LPL’s benefit plans.

•

Independent Contractor/Consultant. These individuals contract directly with LPL to
perform work either on or off LPL premises. Independent Contractors and Consultants
meet certain requirements of the Department of Labor and the Internal Revenue
Service, and are not eligible to participate in any of LPL’s benefit plans.

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Workplace Violence
The Lexington Public Library will not tolerate any workplace violence, whether carried out by
co-workers, customers, former employees, or other individuals. The following are basic
guidelines to follow should you be subject to any type of workplace violence.
Any act of violence or emergency of an immediate life threatening situation call police at 9-911.
Any other violent or emergency situation that would not be an immediate life threatening
scenario, call the LPL Security phone extension. Security should in turn notify the employee’s
immediate supervisor and the Executive Director of the situation. If Security is not available
contact the Manager on Duty.
Verbal abuse, perceived intimidation, harassment, or any non-emergency situation, including
from another staff member, should be reported to your supervisor and the Human Resources
Director immediately. In addition, these situations must be documented.
If uncertain about how to handle the situation, during business hours contact Security or HR
Department. If on a Saturday or Sunday contact the Manager on Duty for your location.
File an Incident Report on the Staff Intranet within 24 hours of the event.
Specifics on how to handle different scenarios are explained in the Emergency and Problem
Customer Manual under “Dangerous or Disruptive Persons Workplace Violence.”
Workplace Violence Policy
Incident Report Procedures

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Discrimination and Harassment
All employees and members of the LPL community are prohibited from engaging in
discrimination, harassment, sexual harassment, retaliation or making an intentionally false
accusation of discrimination or harassment. Any employee who engages in such prohibited
activity is subject to disciplinary/corrective action up to and including termination of
employment.
All employees will receive periodic discrimination and harassment training and will
acknowledge receiving such training by signature.
Employees have the responsibility to report any and all complaints to a supervisor, manager,
director, Executive Director or Human Resources. Supervisors, managers, directors and
Executive Director are to report the complaint to Human Resources immediately.
Employees are expected to make it clear to the harasser that the behavior is offensive and will
not be tolerated; talk to someone immediately; keep a written record of dates, times, places,
witnesses; and complete the Harassment Report Form.
If the supervisor is the alleged harasser, the next level manager or Human Resources Director
shall be contacted.
In determining whether the alleged conduct constitutes discrimination or harassment, a
thorough investigation will be conducted by Human Resources and the record as a whole will
be considered as well as the totality of the circumstances.
Discrimination and Harassment Policy

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Drug Free Workplace
It is the Library’s policy to provide a healthy and safe environment for its customers and
staff. The unlawful manufacture, distribution, dispensation, possession, or use of controlled
substances, illegal drugs or alcohol in the workplace is prohibited.
Any employee who violates this policy will be subject to disciplinary action up to and including
termination of employment. All employees of the Library are required (1) to abide by the terms
of this policy; and (2) notify the Human Resources Director and/or a supervisor of any criminal
drug statute conviction for a violation occurring in the workplace no later than five days after
such conviction. The Human Resources Director shall take appropriate action as required by the
Drug-Free Workplace Act.
In compliance with the Drug-Free Workplace Act the Library has established a drug-free
awareness program to inform employees about:
a)
b)
c)
d)

the dangers of drug use and abuse in the workplace
the Library’s policy of maintaining a drug-free workplace
referral service information for drug abuse counseling and rehabilitation programs
penalties for drug abuse

All new employees shall be issued a Drug-Free Workplace Policy Certification which will include
a statement that the employee will abide by the terms of the policy. Employees are required to
sign a Policy/Procedure Acknowledgement form which includes the Drug-Free workplace Policy.
Employees will be subject to disciplinary action, up to and including termination of employment
for bringing illegal, non-prescribed drugs, narcotics or alcoholic beverages to work; being under
the influence of such substances while working; using them while working, or dispensing,
distributing, or illegally manufacturing or selling them on Library premises and work sites or
while on Library business.
Reasonable Suspicion – Any supervisor or manager who observes an employee exhibiting
behaviors indicating the employee may have reported to work or is working under the
influence of drugs or alcohol must use the following guidelines.
• Have a second supervisor/manager observe and document the reasonable suspicion. If a
second supervisor/manager from the same location is not available, contact a
supervisor/manager from another location or call a senior manager (Director level, Library
Services, HR, Business Office, Marketing or Support Services.)

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•
•
•
•

•
•
•

•

Have a second supervisor/manager witness all communication of suspicion to the employee
and assist in documenting.
Quietly remove the employee to a private work location such as an office or meeting room.
Do not accuse the employee of drug or alcohol use at this time.
Observe and document everything you see, smell, hear and touch. Items to look for are
sweating, bloodshot/glassy eyes, ability to walk, speech patterns, appearance of dry mouth,
odor of alcohol or other substance. Please refer to the Reasonable Suspicion Checklist. For
reasonable suspicion to exist, multiple behaviors must typically be present. An individual
presenting only one behavior may not substantiate reasonable suspicion.
Inform the employee that in your opinion they are not able to safely perform their job at
this time.
All documentation should be based on observable and factual events and should not include
opinions and feelings such as “employee appeared drunk” or “employee seemed high.”
If reasonable suspicion exists, tell the employee verbally that reasonable suspicion exists,
they are subject to drug/alcohol testing and contact the Human Resource Director
immediately to arrange for testing.
Once reasonable suspicion has been established, do not leave the employee unattended.
DO NOT ALLOW the employee to leave the premises or drive their vehicle.

Drug Free Workplace Policy

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Safety Procedure
It is the responsibility of all personnel to comply with the Lexington Public Library policy and to
participate in:
•

•
•
•
•

Providing a safe and healthful place of employment that is free of recognized hazards for
LPL employees and to abide by Federal, State, and Local regulations that pertain to our
industry.
Enforcing the rules of these procedures.
Requiring subcontractors to abide by and adopt this policy and/or procedures.
Properly reporting unsafe practices and conditions.
Safety education and training for employees as needed.

All employees must abide by the following rules:
•
•
•

•
•
•
•
•
•
•
•
•

•

Report all unsafe conditions to their immediate supervisor.
Promptly report all injuries to their immediate supervisor.
Wear appropriate personal protective equipment (maintenance/custodial/etc), such as hard
hats, steel toed boots, respirators, or safety glasses to protect against job hazards as
appropriate for your department or area.
Dress properly and in compliance with the LPL Staff Dress Guidelines.
Wearing seat belts at all times when in a vehicle on company time.
Never operate any machine unless all guards and safety devices are in place and in proper
operating condition.
Keep all tools in safe working condition. Never use defective tools or equipment.
Do not operate machinery if you are not an authorized operator and have not been directed
to do so by your immediate supervisor.
Practice good housekeeping at all times. Do not leave materials or items in aisles, walkways,
roads or other means or points of egress unless authorized.
Do not engage in horseplay or rough housing.
Comply at all times with all commonly recognized and understood safe work practices. All
posted safety rules must be followed.
Never report to work under the influence of intoxicating beverages or illegal drugs including
prescription drugs which inhibit performing your job safely. Lexington Public Library
reserves the right to perform post-accident and suspicion drug testing. A positive drug test
will result in a disciplinary action up to and including termination of employment.
Participate in a managed care network administered by KEMI to care for all work-related
injuries. In the case of a work-related injury, employees are required to visit a network
doctor, hospital, or clinic. If an employee chooses to visit a doctor outside of the managed
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•
•

care network, the employee may be responsible for any charges incurred. If emergency
medical treatment is required, employees are to go to the nearest medical facility to seek
treatment whether or not that facility participates in the network. However, for all nonemergency, follow-up, or rehabilitative care within the managed care network employees
are required to contact the Human Resource Department for arrangements.
Never knowingly file a false or fraudulent injury or illness claim.
Participate in the company’s return to work program if injured on the job. This program
may provide alternative or restricted work after a work-related injury or illness. This
alternative work plan will be developed in consultation with a treating physician. Failure to
participate in the return to work program may result in the termination of benefits normally
associated with a work-related injury or illness.

Safety Policy

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Safety Orientation
Each department and branch has a Designated Orientation Coach (DOC) who will be responsible
for keeping staff informed about safety and security procedures and orienting new staff to safety
and security issues. Managers and DOCs should monitor the needs of each location in regards to
safety, security, and facilities concerns.
If a staff member notices a non-life threatening or non-crisis safety, security, or facilities issue,
his or her immediate supervisor should be notified as soon as possible so that the appropriate
parties are notified to resolve the issue. Life-threatening or crisis situations should be relayed to
the appropriate parties immediately.
Any information from Administration or other departments concerning the library’s safety
and/or security should be relayed to each manager or Designated Orientation Coach for
dissemination to department or branch staff.

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Communication
Employees are to always act in a professional and courteous manner when using e-mail. Avoid
gossip, remember that statements about others may find their way back to them.
E-mail is a library resource and is provided as a library communications tool.
Do not use email to communicate confidential information. E-mail is not a secure medium,
particularly email sent via Internet. Employees conducting library business may have the need
to view your e-mail messages. It is also possible that others will view your messages
inadvertently, since there is no guarantee of privacy for an e-mail message. Use good judgment
when you use e-mail.
If information must be delivered quickly, or is of ephemeral relevance, e-mail is the appropriate
tool. If the message states policy, outlines on-going procedure or is of a durable nature, a
memorandum should be prepared. Consider using the two tools in conjunction, with an e-mail
message serving as herald or follow-up to a written memo.
Unless your e-mail messages are deleted they are saved and take up disk space (which is
limited) on the server in the Computer Services Department. Regularly (at least once every two
weeks) review your mail directory and delete unnecessary messages.
Remember that in e-mail, immediacy of transmission does not always translate into immediacy
of receipt. Staggered schedules, vacation, computer equipment problems, or other factors can
all conspire to impede or delay communication. If your message requires timely feedback, use
the telephone.
The Library provides electronic mail (e-mail) and Internet access to staff as communications and
information resources. All staff members are encouraged to use these resources in order to
improve their skills and communicate with their peers to provide better public service for the
Library's customers.
Staff whose normal duties include assisting the public directly are expected to develop and
maintain a proficiency in the use of the Internet and the library’s ILS in order to assist
customers.
Staff may use computers in staff only areas at anytime during Library operating hours to
improve their skills, as long as regular duties are performed as needed and/or as directed. Staff
are expected to use computers within the guidelines set forth in this procedure. Furthermore,
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use of computers should not in any way lessen the quality of service provided the public.
The Library has a right to monitor and review messages, software, text documents and on-line
activities on all Library owned equipment.
An employee is personally responsible for all communications generated by the employee's
personal e-mail account: no employee is to allow any other person, including other staff
members, use of her/his account. Employees are prohibited from using another employee's email account or reading another employee's e-mail.

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Solicitations
The Library in general does not allow solicitation of any kind. Any request for solicitation of
funds by Library employees must be presented in writing to the Executive Director two weeks
in advance for review. The Executive Director will respond to the request within 5 business
days.
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General Staff Dress Guidelines
An LPL employee is the face of the library. Because of that, professional appearance on the part
of all staff is important. Since we all come from different backgrounds and walks of life,
guidelines help us in understanding the expectations.
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Your appearance must be neat, clean and hygienically acceptable. (No colognes/perfumes.)
Clothing must be neatly pressed, free of soil/dirt and free from tears, rips and holes.
Clothing must not expose the abdomen, chest or buttocks areas.
Clothing should be free of any messages and graphics, including but not limited to,
advertising, religious, political or suggestive slogans. Exceptions are LPL specific shirts issued
by LPL or other/varsity shirts on approved dates. These shirts may be collared or t-shirts.
Shoes must be clean and closed-toed. Flip flops, sandals, slippers, etc. are prohibited.
Visible tattoos must be limited in quantity to maintain a professional business image.
Tattoos must not be offensive, obscene, political, religious or suggestive in content.
Approval for amount/content shall be by the hiring Manager, Executive Director and HR.
Visible piercings must be limited in quantity to maintain a professional business image.
Approval for amount/content shall be by the hiring Manager, Executive Director and HR.
No denim (blue, black, green etc.) including jeans, vests, skirts, dresses, jackets, etc. except
as outlined below.

The following are examples. This list is not all inclusive. These should be used as a guide to
making a decision of what may/may not be worn in the workplace. If you think it may be
inappropriate, it probably is and therefore should not be worn. Employees may be sent home
without pay to change their attire at the discretion of the Manager, Executive Director and/or
HR.
Examples of
What’s Appropriate

Examples of
What’s Not Appropriate

Pants/slacks, button-down shirts,
collared shirts, sweaters &
turtlenecks, clean/neat t-shirt under
sweaters, ladies’ dressy collar-less
shirts, dresses & skirts, cropped pants,
conservative athletic shoes or other
comfortable shoes, collared Library
logo shirts, Library t-shirts on
approved day/promotion period.

Denim – jeans, vests, skirts, dresses, jackets,
open-toed shoes, shorts, short
skirts/dresses or mini-skirts, beach dresses,
halter tops, spaghetti strap tops, casual tshirts, low cut shirts,
jogging/athletic/warm-up suits,
sweatpants/sweatshirts, logo shirts,
sandals/flip flops, slippers, caps/hats,
headphones and cell phone earpieces.
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Exceptions
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Paging staff and Technical Services staff may wear denim jeans.
Custodial/Maintenance and Delivery Services follow the current dress guidelines set by the
Facilities Manager. In addition, knee length or longer shorts are appropriate attire for any
position that requires outside, hot weather work.
Managers and supervisors may make exceptions to the “no denim jeans” guideline on
specific days, or when a staff member is doing manual labor. Fridays are considered casual
day and appropriate denim clothing may be worn in accordance with the above guidelines.
T-shirts are defined as LPL t-shirts only. These must be for a current or open ended LPL
promotion. No outdated promotional t-shirts. T-shirts may only be worn on approved days
including, but not limited to, approved promotions and Fridays.

Reasonable accommodations will be made for employees' religious beliefs and disabilities
whenever possible, consistent with the business necessity to present a professional appearance
to the public. Written request for these accommodations must be sent to the Human
Resources Director for review and approval.

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Name Badges and Business Cards
Name Badges
• HR will provide each new employee with a Name Badge Request form upon hire.
• Each employee may choose his or her own style. The choices are clip, pin, magnet, or
lanyard. Certain non-public employees may have the choice of a badge reel.
• Only Managers, Assistant Managers and Administration will have titles on their
badge.
• All employees will have their first names printed on their badge. Management and
administration employees are strongly encouraged to have their full names (or at
least first initial and full last name) and title printed on their badge.
• Employees will receive their name badges at orientation.
• Badges must be worn at all times while on duty.
• Public service employees must wear their badge in the chest area. Non public service
employees may wear their badge in the chest area or clipped to their belt.
• Replacing a lost badge and the associated cost is the responsibility of the employee.
• Badges are not to be altered or defaced.
• Badges must be worn only with attachments provided by LPL.
Business Cards
• Business cards will be issued only to employees whose position requires them. All
order forms will be managed through the Administration Department.
Request for Name Badge Form
Name Badge Policy

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Personnel Records
Employee personnel files are broken into two separate folders. One is the primary folder that
contains all non-HIPAA protected information and the other is the confidential folder that
contains all HIPAA protected documentation and information such as benefit enrollment forms,
FMLA medical information, physicians’ notes, and all other documentation containing health
related information.
Employees are responsible for keeping Human Resources up to date on any changes in your
personal information. Changes must be reported to HR for any of the following; Name; Address;
Phone Number; Beneficiary designations; marital status; Emergency contact; eligible
dependents and ages as required by insurance and Education degrees and certifications.
Procedures for viewing an employee’s personnel record:
Manager asking to see employee file.
a. Manager may view a subordinate’s primary file only.
• Manager should provide as much time as possible for pulling of the file
(preferably 24 hours.)
• File may be viewed in the Human Resources Department only.
b. Hiring manager may view an internal candidate’s primary file only.
• Manager should provide as much time as possible for pulling of the file
(preferably 24 hours.)
• File may be viewed in the Human Resource area only.
Active employee asking to see their own file.
a. Employees may view or receive a copy of appropriate documents in either their
primary or confidential file upon request.
b. Employee should provide as much time as possible for pulling of the file (preferably
24 hours) and/or copying of appropriate documents (preferably 48 hours.)
c. File may be viewed in the Human Resources Department only.
Inactive employee asking to see their own primary and confidential file.
a. Individual to provide written request to view their file. HR will respond
within 15 days
b. Individual to provide written request for copy of appropriate documents in their file.
HR will respond within 15 days.
b. A 10 cent per page charge will be assessed for copies sent to a former employee.

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Five years after an employee has left LPL employment both primary and confidential files will
be archived.
Personnel Records Policy

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Staff Exchanges

The purpose of the Staff Exchange program is to provide opportunities for shared learning
between staff, create bridges and enhance networking between Library locations, and broaden
participants’ views of the Library system. It is available for Public Services Positions only.
Exchanges can be between individual staff members or between groups of staff members
working in the same job class. The exchange must be beneficial for all departments and
locations involved. A Staff Exchange Form should be filled out by the staff member making the
request and used as a tool throughout the process.

Temporary Staff Exchanges

Temporary Staff Exchanges can be manager or staff initiated, and for a duration agreed upon by
all parties.

Permanent Staff Exchanges

Permanent Staff Exchanges are manager initiated and may be instituted for a variety of
reasons, including but not limited to developing new skills, creating consistency across all
locations, mentoring staff or being a mentee under a different manager, and advancing an
individuals’ career. Permanent Staff Exchanges are non-negotiable.

Eligibility

Staff exchanges are available to any full time staff member in good standing (not under a
current PIP or Needs Improvement on the most recent evaluations) who have worked in his or
her current position and at the current location/department for a minimum of three years.

Staff Exchange Process – Temporary and Permanent

Step 1: When a staff exchange is being considered, the Location Manager, Assistant Manager,
Director of Library Services and Executive Director will discuss the merits and impacts.
Step 2: Once established, the Director of Library Services will bring it to the Library
Services Team for discussion and to the Executive Director for final approval.
Step 3: The employees will be notified within a reasonable time frame based on job
responsibilities, workload, and system needs. All employees involved in the exchange
will be notified separately, but at the same time. Until all staff are notified, the exchange
is to be kept confidential.
Step 4: After the employees are notified, Branch Managers will inform their Assistant Managers
of the exchange.
Step 5: Staff at the locations involved with the exchange are notified.
Step 6: All staff are notified.
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Committees

Standing committees of the Lexington Public Library exist for a variety of reasons, including
improvement of system-wide communications, standardization of procedures, and for the
development and refinement of programs and services.
Ad-hoc committees may be formed to address specific needs in the organization and meet for a
predetermined period of time.
When establishing any committee, the chair should submit a Request for Committee Member
Form to the Manager/Supervisor of the employee he or she woud like to have serve on the
Committee. Once approved, copies should be forwarded to the Administrative Support
Coordinator to be logged and kept on file.

LPL Standing Committees
Adult Programming Committee
Committee Makeup: Chair: Librarian II. An L1 from each of the six locations.
Purpose: To plan and coordinate adult programming across all six LPL locations, with a special
focus on Adult Summer Reading and One Book, One Bluegrass. Meets monthly.
Children’s Librarians
Committee Makeup: Chair: Youth Services Coordinator. Full time Children’s Librarians from
each location.
Purpose: To stay informed and discuss issues, policies and procedures, goals, and initiatives
involving Youth Services. This includes collection development, challenged materials,
outreach/partnerships, Summer Reading, Countdown to Kindergarten, programming, and
resource sharing. Meets monthly. Does not meet in June and July.
Circulation Advisory Group
Committee Makeup: Chair: Virtual Librarian. Circulation Supervisor II from each location.
Purpose: Responsible for ensuring that circulation policies and procedures promote convenient
use of library resources and are applied uniformally at all locations. Standardizes circulation
procedures system wide, taking into account the unique aspects of each location, to provide a
seamless customer experience. Meets monthly.
Collection Development Committee
Committee Makeup: Chair: Technical Services Manager. Two location managers and Youth
Services Coordinator
Purpose: Discuss Collection Development ideas and projects. Meets monthly.
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CollectionHQ Users Group
Committee Makeup: Chair: Technical Services Manager. Location Assistant Managers and
Youth Services Assistant Manager.
Purpose: Implementation of system routines using CollectionHQ data. Meets quarterly.
Database Committee
Committee Makeup: Co-chairs: Central Library Manager and Northside Branch Manager.
Librarians I and II from across the system.
Purpose: Evaluate databases to make sure they are relevant, adhere to LPLs mission, and meet
the needs of the community. Meets quarterly.
Director’s Advisory Council (DAC)
Committee Makeup: Chair: Executive Director. All Librarians III, Director’s immediate staff the
IT Team Leader, Virtual Librarian, and a Librarian I or II representative.
Purpose:
• To plan for execution of organizational goals and priorities from the Strategic Plan
• To provide support for organizational change and innovation
• To serve as a forum for sharing system information
• To encourage information sharing between departments
• To provide input to Executive Director as needed
• To draft procedures and make recommendations for changes to policy and procedures
• To gather information to help with decision making and to share with team members
• To share a system vision on issues with team members
• Meets monthly.
Director’s Staff Meeting
Committee Makeup: Made up of the Executive Director, Director of Library Services, Director of
Support Services, Marketing Manager, Finance Officer, Human Resources Director, Technical
Services Manager, Development Officer, and a representative from DAC.
Purpose:
• To provide leadership for the organization
• To improve communications across departments
• To resolve competing priorities
• To provide feedback and input to Executive Director to assist in decision making
• To draft a budget with input from stakeholders
• To draft changes or additions to policies and write or update procedures

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•
•

To be ultimately responsible for carrying out the Strategic Plan
Meets weekly

Green Committee
Committee Makeup: Chair: Chosen from Committee. Committee made up of a cross section of
Public Services and Support Services staff.
Purpose: To promote green practices at LPL and in Lexington. Meets quarterly.
Joseph H. Miller Customer Service Award Committee
Committee Makeup: Chair: LPL Trustee. Previous year’s Customer Service Award winner.
Participants change annually.
Purpose: To select a staff member who has shown outstanding customer service in the
previous year. Meets annually.
Librarian I
Committee Makeup: All full time Librarians I.
Purpose: To provide LI staff with an opportunity to form a team, to learn more about the
system, and to prepare for promotion. Meets quarterly.
Librarian II
Committee Makeup: All Librarians II
Purpose: To provide the Librarian II staff with an opportunity to form a team, to learn more
about the system, to carry out system-wide projects, and to prepare for promotion. Meets
monthly.
Library Services Team (LST)
Committee Makeup: Chair: Director of Library Services.Location Managers, Children’s Services
Coordinator, and Outreach Services Manager
Purpose: Provide the Public Service Managers the opportunity to form a team, make systemwide recommendations and decisions, work out system inconsistencies, and keep each other
informed. Meets Monthly.
PST/IT Committee
Committee Makeup: Chair: Virtual Librarian. IT staff member, Technical Services staff member,
and public services staff members.
Purpose:To ensure the quality of electronic services to the Library's customers, and to clarify
processes or issues; also to present ideas for changes impacting electronic services.
Safety and Security Committee
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Committee Makeup: Chair: Director of Support Services. Security Supervisor, Facilities
Supervisor, and Public Services staff.
Purpose: To keep up to date on Security and Safety concerns and update documentation as
necessary. Coordinates safety and security training and emergency drills.
Staff Activities Committee
Committee Makeup: Chair: Chosen from Committee. Committee made up of a cross section of
Public Services and Support Services staff.
Purpose: Creates and presents various events for staff and their guests in support of a
productive and comfortable work environment, foster a team atmosphere, and support good
employee morale.

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Employment
Employment-at-will
Upon the first date of employment, employees are required to sign the Policies and Procedures
Acknowledgement and the Chapter One Checklist acknowledging that they are employed at the
will of the Library and are subject to termination at any time, for any reason, with or without
notice, and with or without cause.
Employment-at-Will Policy

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Job Descriptions
All positions have a job description that list the position’s general statement of duties,
supervision received, supervision exercised, guidelines, contacts, essential functions of the
class, required knowledge, skills and abilities, minimum experience, education and training,
license/certification, physical attributes, and hazards/unusual working conditions.
To recommend the creation of a new position
• After a supervisor/manager has discussed the possible new position with/and received a
pre-approval consideration from the manager, the supervisor/manager must complete a
Position Description Questionnaire (PDQ), and submit it to the HR Department.
• The Human Resources Director will utilize this PDQ to write the job description, complete
a point factor analysis, and assign a pay grade.
• The proposed new position must now be approved by Executive Director, Budget and
Finance Committee and Board of Trustees before implementing. Normally this is done only
during budget planning time each year for an effective date of July 1.
To update an existing job description
• The supervisor may request that the Human Resources Director re-evaluate a job
description at any time.
• A Position Description Questionnaire should be provided to HR by the supervisor.
• The Human Resources Director will review the position to determine if it is outdated or
may qualify for reclassification to a different pay grade.
• Reclassifications will only be recommended for approval during the budget process for an
effective date of July 1, or may be considered when a position is vacant.
• Reclassifications must have the approval of the Executive Director, the Budget and
Finance Committee and the Board of Trustees.
To reclassify a vacant position
• Supervisor should review his or her department needs and determine what is the best use
of the vacant position. This could be upward or downward in classification. The needs of the
department will determine this. A Position Requisition should be completed, and forwarded
to the Executive Director for the approval process. If the reclassification is approved then a
Position Description Questionnaire must be completed and sent to the HR Department for
the job description to be updated.
• If there is an incumbent in a position that has been downgraded, no change in current
salary will result. However, the maximum of the new, downgraded pay grade will prevail.

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To reclassify a filled position
• Supervisory initiated only. A manager/supervisor may seek reclassification during a
budget year due to major changes in work duties. This is not a method of rewarding longterm employees. This is a method for compensating employees accurately and equitably in
relation to their job responsibilities.
• A Position Reclass Request should be completed by the Supervisor/Manager, and a Position
Description Questionnaire should be completed by the employee or supervisor/manager. These
forms must go to the Human Resources Director for point factor analysis/recommendation, and
then will be forwarded to the Executive Director for budget consideration.

Job Descriptions Policy

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Employment of Relatives
A member of an employee’s immediate family or domestic partner will be considered for
employment if the applicant possesses all the qualifications for employment. An immediate
family member or domestic partner may not be hired, however, if the employment would:
a. Create a direct or indirect supervisor/subordinate relationship with an employed family
member or domestic partner.
b. Employees who marry or become members of the same household may continue
employment as long as there is not a:
• Direct or indirect supervisor/subordinate relationship between the employees; &/or
• An actual conflict of interest or the appearance of a conflict of interest (or any benefit
accrued unfairly due to a personal relationship).
These criteria will also be considered when assigning, transferring, or promoting an employee. For
purposes of this section, “immediate family” includes: the employee’s relatives of the first degree,
i.e. children (including step, foster, or adopted children), parents, siblings (including step, foster or
adopted siblings), grandparents (including step, foster or adopted), aunts, uncles, nephews, nieces,
or first cousins; or spouse (including domestic partner or similar definition) or spouse’s parents or
siblings (including step, foster or adopted parents and siblings). The decision of the Library
Executive Director in carrying out the intent of this policy shall be final.

Employment of Relatives Policy

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Layoffs
There are several reasons for a layoff:

Permanent Reduction in Force
If layoff is due to a permanent reduction in force (RIF), selection will be made based on skill sets
and performance of the affected employee(s). If all are equal, then seniority will be the
determining factor.
•

•

An effort will be made to find other positions within the organization for affected
employees. Employees with the highest seniority will be placed first as long as their skill
sets are comparable to an open position.
No guarantee will be made to the employee of alternative placement.

Temporary Reduction in Force
If layoff is due to a temporary reduction in force (TRIF), selection will be made based on skill
sets and performance of the affected employee(s). If all are equal, then seniority will be the
determining factor.
•

•
•

•

An effort will be made to find other positions within the organization for affected
employees. Employees with the highest seniority will be placed first, as long as skill sets
are comparable to an open position.
No guarantee will be made to the employee of alternative placement.
Employee will be on a recommended list for bringing back to work when conditions
permit an increase in staffing in their area of expertise. This will be based on seniority
within that skill set/expertise area.
No guarantee of rehire will be made to the employee.

Elimination of position(s):
•
•

An effort will be made to find another position within the organization for the affected
employee as long as skill sets are comparable to an open position.
No guarantee will be made to the employee of alternative placement.

Layoffs Policy

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Resignation
• Employees are required to provide notice in writing including the date the notice was given
and their last day of work.
• Librarians and managerial staff are expected to provide a four calendar weeks notice, and all
other employees are expected to provide a two calendar weeks notice.
• If an employee provides less notice than requested, the employer may deem the individual to
be ineligible for rehire depending upon the circumstances regarding the notice given.
• Retiring employees must complete a Form 6000 (contact HR Department on how to obtain
this form) and have in the mail to the Kentucky Retirement System by a minimum of 45 days
before their planned date of retirement. Or, retiring employees can give notice in person in
Frankfort with a retirement counselor by a minimum of 30 days before their planned date of
retirement. It is highly recommended that any employee thinking about retirement should
speak with a Kentucky State Retirement Counselor at least six months before they plan to
retire. All stipulations listed earlier still apply when resigning or retiring from LPL.
• The Executive Director reserves the right to provide an employee with pay in lieu of notice in
situations where job or business needs warrant such action.
• Managers must notify HR Department immediately once they have received an employees’
resignation notice. HR Department will send the employee an exit interview and will provide
information on pay and benefits as appropriate.
• Managers will be required to complete a Separation Evaluation along with Employee Exit
Procedures that cover a variety of areas such as LPL equipment that the employee may need
to turn in (keys, computers, phones, passcodes, policy and procedure manuals, badge, and
other.) Employees who fail to return all company property that has been issued to them will
be deemed ineligible for rehire and may be subject to legal proceedings on behalf of the
Lexington Public Library.
• Employees will not be allowed to rescind a resignation notice unless under extreme special
circumstances with approval from Executive Director.
• Employees who resign should notify the HR Department of any address changes to ensure
that they receive their benefit and tax information within a timely manner. Unused vacation
time will be paid out consistent with the vacation policy.
Resignation Policy

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Filling Job Vacancies
The Library believes that hiring diverse groups of qualified individuals to fill positions
contributes to the overall strategic success of our Library system. Each employee, while
employed, is hired to make significant contributions to the Library system. All positions will be
filled (whether internally or through external sources) by the most qualified individuals without
regard to age, color, race, national origin, religion, gender, sexual orientation, disabilities or
veteran status. In hiring the most qualified candidates for positions, the following hiring process
is applicable:
Personnel Requisitions
Personnel Requisition forms must be completed in order to fill vacant/new positions.
Requisitions must be initiated by the department supervisor/manager and approved by the
Executive Director. Once the Executive Director has approved, the requisition will be sent to the
HR Department for processing.
Job Postings
All regular full-time and part-time positions will be posted on the library’s career website when
an opening occurs. Positions will be available for seven calendar days when posted internally
only, and ten calendar days when posted internally and externally. Positions posted with an
expiration date on a weekend will remain posted until the start of the work day on the Monday
following the weekend. While the Library’s philosophy is to promote from within whenever
possible, there are certain conditions that may cause a position to be posted internally while
simultaneously recruiting from the outside. These business conditions may include, but are not
limited to: meeting diversity goals, past history of no internal interest, and/or position
requirements that include skills, education, and/or experience that are not known to match any
existing employee. When vacancies occur for the same job title in the same location within a
one-month period, the position will be posted internal for employees to apply. In addition, the
hiring manager will review resumes on file from the original posting. If a candidate from that
original pool would be an acceptable hire, he/she does not have to interview again. If there are
no qualified applicants on file, and no new applicants come from the internal posting, HR will
post the current vacancy externally.
Internal Applicants
All regular part-time and full-time employees who have a satisfactory performance &
attendance record, are not currently under any type of disciplinary action, and have been in
their current position for at least six months are eligible to apply for posted openings. Special
circumstances could exist where an employee may be allowed to transfer before the six month
rule. In these circumstances the staff person and his/her supervisor must write justification
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letters for consideration for the vacancy. Employees must apply by completing the on-line
application and attaching a letter of interest and an updated resume, before the posting close
date. Please note that library employees can not hold two part-time library positions at the
same time. After the posting has closed, all qualified internal applicants will be sent to the
hiring supervisor. The hiring supervisor will then review the employee’s application, resume,
letter of interest and two most recent performance reviews, if applicable, along with contacting
the employee’s current supervisor. Additionally, the hiring supervisor is encouraged to review
the employee’s personnel file. The same steps will be followed as they are for external
applicants as listed below. Additionally, the hiring will consult with the employee’s current
manager regarding a release date (normally two weeks for non-exempt or four weeks for
exempt) before an offer is extended. Before an employee transfers, their current supervisor
must do a close-out evaluation. Once the employee is transferred to a new position, they will
receive a new evaluation date.
Recruitment Advertising
Positions are advertised externally based upon need. The HR Department is responsible for
placing all recruitment advertising. Supervisors should list specific position requirements and
advertisement preferences on the Requisition Form. LPL is an equal opportunity employer and
will make efforts to reach a diverse population through our various recruitment means. No one
outside of the HR department is allowed to place any employment advertisements. Any
recommendations on various advertisement medias are welcome. The Library is always looking
at various ways to reach diverse populations.
Application Process
LPL will only accept applications/resumes through the Library’s website. The Library will only
look at applicants that applied for that particular position at that particular location. Applicants
must apply separately for every opening they are interested in. The only exception is listed
above in the job posting procedures in relation to the one month rule.
NOTE: Please contact Human Resources for all “Step” forms listed in this procedure.
Applicant Screening
HR Department will screen applications and/or resumes prior to forwarding to the hiring
department. The hiring supervisor will choose their top applicants and perform a Telephone
Screen (Step One) with each of them to determine if they will bring them in for an Interview.
During the Telephone Screen, the applicants that will be brought in for an interview will also be
told about any testing that may be involved, and will be asked if they require any special
accommodations in order to take the test.
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Job Skills Testing - Tests are given for particular positions in order to see that an
applicant will be able to perform the essential functions of the position. This testing is
normally done at the beginning of their interview. The test results, in most cases, will
determine whether the applicant will continue in the process to the panel interview.
For the Page position, if the applicant does not successfully pass the test, they should
not be interviewed. For other positions that involve testing, this determination will be
made at the time the requisition is approved. The job posting will list what tests will
given.
Interview Process
Once the screens are completed and interviews are scheduled, interview questions will be
picked from the Interview Question Database by the hiring supervisor. The supervisor will pick
at least one question from each category, unless they find a category that does not necessarily
apply to their position. Should a supervisor have a question they would like to ask, however it
is not listed in the Database, they should forward the question(s) to the Human Resources
Director for approval. For consistency purposes, all interviewees MUST be asked the exact same
questions for that particular job requisition. The hiring manager plus two other interviewing
trained employees must always be present during an interview. The only exception to this rule
is for positions in a page position, where the hiring supervisor must have at least one other
interviewing trained employee present. Additionally, the same interviewers should be
involved for all interviews related to that particular job requisition. During the interview each
interview panelist will complete a separate Interview Rating Sheet (Step Two.) Once all of the
panelists have completed their sheet, they will discuss the candidate’s interview, application &
resume as a team while completing an Applicant Rating Sheet (Step 3.) Here the interviewing
team will average their individual scores for each category rated. The scores obtained are to
serve as another check and balance tool when making the hiring decision, not the determining
factor. After the interview process is completed, and a candidate has been chosen, the hiring
supervisor will contact the Human Resources Director to discuss their candidate of choice.
Once this discussion has taken place and the decision is agreed upon, the hiring supervisor will
start the Applicant Reference Checks for job grades 7 and above. HR will start the Application
Reference Checks for job grades 6 and below. (Step 4.)
Reference Checks
Using the Applicant Reference Check form, supervisors should obtain at least three different
work &/or volunteer related references. If the supervisor has trouble reaching a reference or
receives negative/concerning information from the reference, they should contact the Human
Resources Director. If all references are obtained and they are positive, the hiring supervisor
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will complete the last area of the Applicant Rating Sheet (Step 5) for all candidates they
interviewed, which tells Human Resources what they need to do with each applicant.
Criminal Background Checks
The entire interviewing packet will need to be sent to the HR Coordinator. If the Interview
Rating Sheets and Applicant Rating Sheets for all candidates interviewed have been completed
in full, then HR will begin a background investigation. If the forms are not completed HR will
send the interview packet back to the hiring supervisor for completion before a background
check is started. LPL currently uses an outside vendor for all criminal background
investigations. Should any negative, undisclosed, or falsified information be discovered during
this investigation, the candidate will be sent a letter from the HR Department disclosing the
information and giving them an opportunity to respond as required by the Fair Credit Reporting
Act. If nothing is provided to the HR Department by the candidate that shows these finds to be
inaccurate, the candidate will not be considered for employment. Additionally, any applicant
that has been convicted of any crime against children or child pornography will be disqualified
automatically.
Job Offers/Notifications
Once the background check is clear, the HR Coordinator will notify the hiring supervisor who
will in turn extend the job offer to the candidate. During this offer it will be explained that the
HR Department will be contacting them with specifics about their first day of employment. The
hiring supervisor will notify the HR Coordinator once the applicant has accepted or rejected the
offer, so proper communications can be sent to the candidate of choice and to all of the
applicants who applied and/or interviewed for the job vacancy.
Initial Start Date
New employees must start on a Monday of a given week. On the initial start date, employees
will be instructed by the HR Department on where they are to report and what paperwork they
will need to complete along with orientation information. Once the new employee reports to
their department, their supervisor should introduce them and orient them on department
procedures, emergency procedures, and other imperative information that they will need in
order to work in a safe and productive manner. A checklist will be carried over from the HR
paperwork piece for the supervisor to complete. If Monday is a holiday, then the start date will
be Tuesday of that week. Existing employees will transfer at the beginning of the work week
which is currently Sunday.
Re-employment Rights
When a past employee applies for a current opening, their file must be reviewed for rehire
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status, past performance information and any type of disciplinary actions. Should a past
employee be rehired and two years has not lapsed since their previous employment with the
Library, their seniority will be the original hire date, minus the time that has lapsed since they
left employment. They will receive the vacation amounts they had at the time they left
employment. If two years has lapsed since they were previously employed, they will begin a
new seniority date and will have no rights to previous benefits.
Volunteers
Reference and criminal background investigations will be conducted on all volunteer applicants
that are being considered for volunteer opportunities, and they will be held to the same
requirements listed in the previous section. Should a department consider a volunteer for their
area all of the previous mentioned applies, the volunteer should exhibit a volunteering
commitment of at least a year, and for students they should exhibit a volunteering commitment
of at least a semester. More information can be found here.
Adult Volunteer Application
Teen Volunteer Application
Criminal Background Check
Verification of Employment
No employee, other than the HR Department, is authorized to provide any reference
information for current and former employees. Verification of employment will only be done if
the employee has signed the requesting company’s consent form listing what specific
information can be released. Therefore, all phone verifications, e-mail verifications, and written
verification requests must be sent to the HR Department.

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Temporary Employee Guidelines
Purpose: To establish parameters for the hiring of Lexington Public Library temporary
employees for vacation, holidays and leave replacement.
Guidelines:
• Persons will have been previous LPL employees in good standing upon last date of
employment.
• Persons must have working knowledge and previous experience in a similar position for
which they will be assigned.
• Persons not employed by LPL in the last 6 months must have background check
completed and results obtained prior to the first date of assignment.
• Length of assignment cannot exceed 8 weeks in any rolling 12 month period.
Supervisor/manager of the position will be responsible for tracking this time.
• Rate of pay will be the minimum of the pay grade for the position or their last pay rate
for the position whichever is higher.
• A specific start and end date must be established prior to filling the position and noted
on the personnel requisition form.
• Manager/supervisor will utilize the Personnel Requisition Form.
• Temporary employees will not be eligible for LPL benefits including but not limited to
retirement, vacation, sick and holiday.
• Temporary employee will meet with HR on first date of employment and complete the
following forms:
o Confidentiality Agreement
o I-9
o W-4
o K-4
o Emergency Data
o Direct Deposit
• Temporary employee will be issued a temporary badge.
• Parking passes will be issued for Central temporary employees.
• Building access cards will not be issued.

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Employment Categories
Full-time employee – An employee who is regularly expected to work 75 hours per pay period.
Part-time employee- an employee who is regularly expected to work an average of
approximately 36 hours per pay period. This amount may be somewhat higher or lower down
depending upon the position.
Non-exempt employee – An employee who is ordinarily paid by the hour and is eligible for
overtime pay according to FLSA laws or state laws.
Exempt employee – An employee who is ordinarily paid a salary and is not eligible for overtime
pay according to FLSA laws or state laws.

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Attendance and Leave
Attendance
Employees are expected to notify their supervisor should they need to be absent from work as
far in advance of the absence as possible.
• For a scheduled personal appointment, this must be done before the work schedule has
been completed. Managers/Supervisors should notify their employees of when the work
schedule is completed.
• For an emergency situation, employees should notify their supervisor a minimum of one
hour before their shift is to begin. Managers/supervisors should provide contact names
and numbers to their employees.
• Employees are allowed six “Last Minute Absences” (LMAs) each fiscal year. These
absences will not count towards excessive absenteeism. They are to be used for
emergency situations where an employee is unable to plan the absence in advance and
must call in a minimum of one hour before their shift is to begin. Employees with
benefit leave time must utilize the appropriate benefit time to cover their absence(s).
• Any absences running concurrent with a LMA will only count as one LMA. For example:
Employee A is scheduled to work Monday, Tuesday, and Friday this week. Employee A
calls in on Monday sick (1 LMA) and is out Monday, Tuesday and Friday because of this
illness. This would only be considered one LMA because the absences ran concurrent.
Employee B is scheduled to work Monday through Friday and calls in on Monday (1
LMA) because their dependent child is ill. Employee B is out Monday and Tuesday, and
returns to work Wednesday because their child is better. However on Thursday the child
becomes ill again and Employee B is out Thursday and Friday. This is still the same LMA.
They missed 4 days, however will only have one LMA with this absence. These can be
recorded on the LMA/LMT Staff Attendance Calendar.
• Once these six LMAs have been exhausted, any absence not planned before the
schedule has been completed will count toward excessive absenteeism. Once this
occurs the employee will start the counseling and corrective action process. At this point
any further emergency or extenuating circumstance absences may be considered on a
case by case basis for waiver and must have supporting documentation.
• Employees are expected to arrive on time to work their required shift, and remain until
their shift is scheduled to end. The same stipulations for absences apply to tardiness as
well.
• Employees are allowed six “Last Minute Tardies” (LMTs) each fiscal year. Once these six
have been exhausted, counseling and corrective action process will begin. At this point
any further emergency or extenuating circumstance tardies may be considered on a

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•

•

case by case basis for waiver and must have supporting documentation. These can be
recorded on the LMA/LMT Staff Attendance Calendar.
Absences and tardiness relating to an approved Family and Medical Leave of Absence,
Jury Duty, Special Leave of Absence, or Bereavement will not count towards excessive
absenteeism.
New employees to LPL in their 8 week probationary period are expected to work all
scheduled shifts, and arrive on time for each scheduled shift. Any LMAs or LMTs
incurred during this 8 week period will be addressed outside of this procedure on a case
by case basis.

In the event that an employee does not contact their supervisor in a timely manner and cannot
substantiate an emergency situation:
• Hours missed for a non-exempt employee will not be paid even if there are hours in the
employee’s accrual bank.
• In the event of an exempt employee’s absence under such circumstances, only full-day
absences will be deducted from their bi-weekly pay.
• All employees will be subject to disciplinary measures.
• A 3-day absence of no call no show will be considered voluntary resignation and the
employee will be terminated from LPL’s payroll.
Attendance Policy

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Hours of Work/Lunch and Rest Periods
Full-time employee’s standard workweek is based on 37.5 hours starting from Sunday to
Saturday of each week.


Full-time employees working a 7.5 hour shift or longer are allowed a 15
minute paid rest period during the first half of their shift and the second half of their
shift, and are required to take an unpaid lunch period of at least 30 minutes in the
middle of their shift. This lunch period can be taken earlier or later in the work shift as
long as both the supervisor and the employee mutually agree.

•

Part-time employees working a 4 hour consecutive shift are allowed to a 15 minute paid
rest period. Part-time employees scheduled for more than 5 hours in a shift must take
an unpaid lunch period of at least 30 minutes. This lunch period should be taken
towards the middle of the workshift. Part-time employees should work no more than an
average of 40 hours per pay period. Any hours over 40 in a pay period must be approved
by the Branch/Department Manager. If this occurs often showing a patterned average
of over 99 hours per month, approval must come from the Executive Director



Lunch and break times may not be combined to extend the lunch period, leave early, or
arrive late.



Appropriate supervisors/managers are responsible for scheduling rest and
lunch periods and ensuring they are taken.

Hours of Work/Lunch Rest Periods Policy

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Leave of Absences
Family and Medical Leave
Once a supervisor is aware that an employee will be absent for 5 or more days for reasons
other than a vacation the supervisor must notify the HR Department immediately. HR will send
appropriate forms and notifications to the employee regarding their leave of absence rights and
responsibilities.
Steps for an employee to apply for a leave under the Family and Medical Leave.
1. Employee must complete a Request for FMLA form, at least 30 days in advance if the
need for leave is foreseeable, or as soon as practical if an unforeseen situation occurs. Once
this form has been completed, it should be sent to the HR Department for review and
approval.
2. Once HR receives this form HR will verify that the employee meets all requirements in
order for eligibility. HR will notify the employee in writing of the approval or denial of their
request for leave contingent on the timely receipt of their Health Care Certification form
that must be completed by their physician and received in HR within 15 days of their leave
approval notice. HR will also communicate with the department about the upcoming leave.
3. If the employee is approved for FMLA, benefits will continue during the duration of the
approved leave, up to 12 weeks.
4. Employees not electing a short term disability benefit are required to use accrued sick,
vacation, personal and other appropriate paid time while on any approved Family and
Medical Leave of absence, including FMLA If electing short term disability, employees are
required to use accrued sick, vacation or other appropriate paid time up to the start of
receiving payment through a short term disability benefit and not thereafter. Employees
electing short term disability must coordinate appropriate payment of accrued sick,
vacation, personal and other appropriate paid time and will not be compensated by both
short term disability and paid time off.
5. All deductions will continue from the employee’s check while on paid leave, however
once the employee runs out of paid time they will be responsible to pay their portion of
insurances or other deductions directly to the HR Department by the 10th of each month.
6. Once an employee runs out of any paid time while on FML they will stop accruing sick
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time, vacation time and any other paid time off. Their participation in the KY Retirement
System will also cease until they return to paid status.
7. While on FMLA leave, employees are not eligible to receive payment for Jury Duty,
Military Leave or LPL designated holidays.
8. Before the employee can return from their FML absence they must contact the HR
Department at least one week before returning to discuss their return date, and send HR
their Fitness for Duty form, completed by their physician, a minimum of two days before
returning.
9. Employees returning from FMLA leave will be reinstated to a position within their same
job classification provided they can perform the essential functions of the position.
10. In the event the employee does not return from leave, the employee must reimburse
the Library for insurance premiums paid by the Library during the unpaid leave of absence,
unless the employee’s failure to return to work is due to a continued serious health
condition.
Family Medical Leave Policy

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Special Leave
Once a supervisor is aware that an employee will be absent for 5 or more days for reasons
other than a vacation the supervisor must notify the HR Department immediately. HR will send
appropriate forms and notifications to the employee.
Full Time Employees
• Special leave of up to 12 weeks in a 36 month period for purposes of an extenuating
medical condition, education, travel, or personal business. Under normal circumstances
employees must have at least one year of service with the Library. The Request for Leave
of Absence form must be received at least 30 days before leave is to begin, unless in
emergency situations.
• Employees must complete the Request for Leave of Absence form, and forward to the
Human Resources Director for review and the approval process at least 30 days prior to
the request.
• Employees are required to use up any accrued sick time, vacation time, personal and
other appropriate paid time while on this approved special leave. The usage of sick time is
dependent on the reason for the leave.
• Supervisor/Manager will be consulted about this leave and how it will affect their
department, and then the Executive Director will have final approval.
• The employee will be responsible to pay all insurance premiums. COBRA will apply here.
Vacation and sick leave does not accrue while the employee is on a Non- FMLA leave.
Employees do not earn seniority while on a Non-FMLA leave and will have an adjusted
Anniversary date.
• While on leave, employees are not eligible to receive payment for Jury Duty, Military
Leave or LPL designated holidays
• Employees who do not return to the Library’s employment immediately following leave
will have voluntarily resigned their employment as of the last day of the approved special
leave.
Part Time Employees
Special leave of up to 8 weeks annually for medical purposes/extenuating circumstances may be
authorized by the Executive Director. Under normal circumstances employees must have at least
one year of service with the Library. The Request for Leave of Absence form must be received at
least 30 days before leave is to begin, unless in emergency situations.
• Employees must complete the Request for Leave of Absence form and forward to the
Human Resources Director for review and the approval process at least 30 days prior to the
request.
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• Supervisor/Manager will be consulted about this leave and how it will affect their
department, and then the Executive Director will have final approval.
• Employees do not earn seniority while on special leave and will have an adjusted
Anniversary date.
• Employees who do not return to the Library’s employment immediately following leave will
have voluntarily resigned their employment as of the last day of the approved special leave.
All leave requests must be completed prior to first date of leave or as soon as reasonably
possible in cases of emergency. Employee is required to provide supporting documentation for
the leave.
Special Leave Policy

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Vacation, Sick, Holiday and Personal
Vacation Time
Exempt
• Full-time employees accrue vacation time at 5.769 hours per pay period (20
days/150 hours per year).
• Employees must have successfully completed initial 8 weeks of employment to begin
utilizing vacation time.
• Hours may accrue to 450 hours, but only (up to) 150 hours will be paid to the employee
upon termination/retirement.
• Hours will not be converted for retirement purposes.
• Vacation must be utilized in half hour increments.
Non-exempt
Full-time employees accrue vacation time at 2.8846 hours per pay period (10 days/75 hours per
year).
• Employees must have successfully completed initial 8 weeks of employment to begin
utilizing vacation time.
• After reaching their anniversary date of 5 full-time years of employment, the employee
will begin accruing an additional 37.5 hours/5 days per year. Therefore after 5 years of
employment employees will accrue a total of 112.5 hours/15 days per year.
• Hours may accrue to 450 hours but only (up to) 150 hours will be paid to the employee
upon termination/retirement.
• Hours will not be converted for retirement purposes.
• Vacation must be utilized in half hour increments.
In all cases, all requests for vacation time must be approved in advance by supervisors who may
deny vacation if library service will be negatively impacted. Under extreme circumstances the
Library Executive Director may approve that vacation be advanced to the employee before it
has accrued. Any vacation time taken in advance of accrual must be repaid upon
termination/retirement. Employees on an unpaid Family and Medical Leave, unpaid special
leave, or absent without pay will not earn vacation time.
Vacation Policy

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Sick Time
Full-time employees accrue sick time at 3.46 hours per pay period (12 days/90 hours per year)
Sick time may accrue up to 600 hours
• Hours are not paid out upon resignation/retirement.
• Hours may be converted for retirement purposes as service credit.
• Sick time must be utilized in half hour increments.
• Sick time may be utilized for the care of the following family members due to illness or
other medical needs where the employee serves as the normal primary care giver:
Employee’s spouse (domestic partner), children, parents, grandparents, spouse’s
(domestic partners) parents and grandparents, or other relative for whom the employee
is legally responsible and/or the relative is residing with the employee while under their
care during their illness and/or incapacitation. Relation by blood, adoption, step and
foster apply.
• Sick time may be used in conjunction with bereavement leave as specified in the
Bereavement leave policy.
• Hours taken in advance of accrual must be repaid upon termination/resignation.
• Employees on an unpaid Family and Medical Leave, unpaid personal leave, or absent
without pay will not earn sick time.
• After a five day absence: the employee must present a doctor’s Fitness for Duty note,
before returning to work, to their manager to be filed in the HR Department.
• Manager must notify the HR Department to determine whether or not FMLA applies.
Sick Leave Policy

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Holidays
• Full-time employees receive 9 paid holidays, based on a 7.5 hour workday, per year. The
Board of Trustees sets the Library schedule yearly and variances may occur.
• Holidays Included: New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day. President’s Day (3rd
Monday in February) the Library is open, but provides Floating leave time.
• Employees on any type of leave of absence (employee must work the scheduled day before
and the scheduled day after holiday), or absent without pay will not receive Holiday pay.
• The Library is closed on Easter Sunday, which is not considered a paid holiday.
• With the exception of Easter Sunday, if an official Holiday falls on a Saturday or Sunday,
the Library will be closed and a floating holiday will be provided to full time staff. If a full
time staff member is scheduled to work a Saturday or Sunday on which a Holiday falls,
they will receive Holiday pay instead of a Floating Holiday.
• If the employee’s normal day off falls on a holiday, the employee will receive holiday pay
and will need to take another day off during that same week.
• The Library recognizes that some employees may wish to observe, as periods of worship
or commemoration, certain days that are not included as an official Library holiday. Any
employee wishing to observe periods of worship or commemoration which are not
included as official Library holidays will, with at least two weeks’ notice, be permitted to
take off for such holidays as a personal days or vacation leave.
Holiday Policy

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Floating Holidays
The floating holiday may be taken on the Holiday or anytime after up to and including the last
day of the fiscal year.

Personal Days
After successful completion of their first 8 weeks, full-time employees receive:
• two (2) personal days/15 hours if hired between May 1 and October 31
• one (1) personal day/7.5 hours if hired between November 1 and April 30.
These two days allow employees to have additional paid leave to cover time off for personal
reasons.
• Employee must have the approval of their supervisor prior to taking the day
off.
• Personal days can only be used in full-day increments (7.5 hours)
• Personal day hours must be used on or before 30 June or will be forfeited.
• Personal day hours are not paid out upon termination and are not applied to the Kentucky
Retirement System.
Personal Days Policy

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Bereavement
Once a Supervisor/Manager learns that an employee has had a death in their family, they
should notify the HR Department immediately so arrangements can be made for an appropriate
show of sympathy from the Library. The only way to do this consistently system wide is to make
sure HR is notified.
Full-time employees are eligible for three days, based upon a 7/5 hour workday, of paid time
for the death of an immediate family member. Immediate family members for this policy are
defined as: The employee’s spouse (domestic partner), children, parents, grandparents,
grandchildren, siblings, and their spouse’s (domestic partner’s) parents. Relation by blood,
adoption, step and foster apply.
Employees may utilize other benefit time they have available for family members not covered
under this bereavement leave policy.
Once the three days of bereavement leave has been utilized, employees with available benefit
time such as vacation, sick, personal days and/or floaters, may utilize this time for the purpose
of mourning as needed. Appropriate leaves of absence, such as FMLA or a Leave of Absence
that is not covered under the FMLA, may apply depending on the length of mourning time
needed. This must be discussed and approved by the Department/Branch Manager and the
Human Resources Director. Employee is required to provide supporting documentation for the
bereavement time to assure consistency throughout the organization.
In addition, part-time employees with a minimum of one year of service with LPL are eligible for
three days of paid bereavement leave, based on four hour work days, for the death of an
immediate family member as defined in this policy.
Bereavement Leave Policy

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Civic Duty
Voting
Employee must make arrangements with their supervisor at least 24 hours in advance to take
time off for voting purposes.
• Up to 2 hours of time with pay will be permitted for full-time employees when their work
schedule does not allow time for voting.
• Up to 4 hours unpaid time will be provided to vote or take care of absentee balloting for
full-time employees.
• Employees who take the time but do not vote will be subject to disciplinary measures, up to
and including termination of employment.
Voting Policy
Jury Duty
Full Time employees will be compensated when serving on a Jury or as a witness. (in cases not
involving litigation against the Library.) Documentation for the period served is required. If jury
duty does not require the full workday, the staff member is expected to report to work when
released from such service.
Part-time employees are granted leave for such absences, but will be paid only for hours
scheduled to be worked.
Jury Duty Policy
Community Projects Leave
Employee must make arrangements with their supervisor at least two weeks in advance when
performing volunteer or other civic duties. Examples of such duties are serving as an election
official, volunteering at your child’s school, and participation on non-profit boards and their
events.
• Up to 7.5 hours of paid time in a given fiscal year will be permitted.
• Employees who take the time but do not perform said duties will be subject to
disciplinary measures, up to and including termination of employment.
• Employees may not receive compensation from both their Community Projects service
and the Library.
Community Projects Leave Policy

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Emergency Closings
Unexpected circumstances including but not limited to inclement weather, natural and man
made disasters or power outages may require the opening/closing of one or more public
service units after/before scheduled opening/closing times or closure for an entire day.

Emergency Closing Procedures
The decision to close the LPL system due to inclement weather will be made by the Executive
Director and the Director of Support Services no later than 5:45 a.m. The Executive Director
and the Director of Support Services will also make the decision to close early due to inclement
weather.
The Executive Director and/or Director of Support Services will notify the following managers:
Director of Library Services, Director of Support Services, Information Technology Group
Leader, and the Manager of Marketing, who are in turn responsible for notifying the
appropriate department and branch heads and posting announcements.

Emergency Closing Checklist
All-day or late-opening notifications:
 1. Managers and Supervisors: communicate with your direct reports as quickly as
possible. If leaving a
message, ask them to let you know they received it.
 2. Executive Director or designee: send an e-mail announcement to the Staff Plus
distribution
list, which includes the Foundation and the Friends, by 6:00 a.m.
 Include a reminder that staff with individual phone lines are responsible for posting
closing information on their voicemail messages.
 Remind staff that they may call 231-5500 to confirm closings.
 If the information is available, let staff know when the Library will reopen.
 Using the Emergency Closing Compensation Guidelines, clarify whether or not parttime and non-exempt staff will be paid.

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 3. Information Technology Group Leader: change the auto attendant phone message by
6:00 a.m.
 4. Media Relations Coordinator: notify area television stations and radio stations by
6:00 a.m.
 5. Cable Channel Coordinator: post information on LPL’s cable channel by 6:00 a.m..
 6. Webmaster: post closing information on LPL’s web page by 6:00 a.m..
 7. Persons who book meeting rooms at each location: check meeting room
reservations.
 Contact customers about the closing and ask if they would like to reschedule
 For the Central Library, send an e-mail to the Meeting Room distribution list to
cancel set-up requests
 8. Administrative Support Coordinator: if this closing affects an LPL Board of Trustees
meeting,
 Contact all Trustees and Advisory Board members
 Ask the Webmaster to post the meeting cancellation on the LPL web page
 Ask the Media Relations Coordinator to notify the media
 Ask the LFUCG Public Information Office to post the cancellation on the LFUCG web
site
Additional Early-closing notifications
 9.




Person in Charge at each location:
Contact staff scheduled for any late shift and tell them not to come to work
Post signs on the public service desks and on the entrance doors
If possible, make appropriate closing announcements over the intercom one hour
before closing, then at 15, 10, and 5 minutes before closing.

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Emergency Closing Compensation Guidelines
Exempt Employees
Full Day – Exempt employees shall be compensated for full day emergency closures. Exempt
employees having previously arranged/approved sick, personal or vacation time shall be
required to take time as requested.
Partial Day – Exempt employees who work any time during a partial day (early closing/late
opening) shall be compensated for the entire day scheduled. Exempt employees who do not
report to work and do not work any time during a partial day (early closing/late opening) shall
be required to use paid time off (vacation, personal day, floating holiday).
Full Time Non Exempt Employees
Full Day – Full time (FT) non exempt (hourly) employees scheduled to work shall be
compensated for full day emergency closures, based upon a 7.5 hour workday.
Partial Day – FT non exempt (hourly) employees who do not report to work for scheduled time
during any partial day (early closing/late opening) shall not be compensated for time scheduled
and not worked. FT non exempt (hourly) must use appropriate paid time off (vacation, personal
day, floating holiday) for the time missed.
FT non exempt (hourly) employees who report to work for scheduled time and work during a
partial day (early closing/late opening) shall be compensated for time worked and not-worked
for the remainder of their shift. FT non exempt (hourly) employees must report at the earliest
time open or remain until the latest time open for their scheduled time to be compensated.
[For example, LPL is closed until noon due to emergency. The employee is scheduled 9a-5p. The
employee reports for work at 12 noon. The employee will be compensated 9a-12p as
emergency and 12p-5p as time worked. If the employee shows to work at 2p, they will be
compensated only for 2p-5p as time worked. For example, LPL closes at 3p due to emergency.
The employee is scheduled 9a-5p and works 9a-3p. The employee will be compensated 9a-3p
as time worked and 3p-5p as emergency.]
Part Time Non Exempt Employees
Full Day – Part-time non-exempt employees, scheduled to work that day, will not be paid for
the hours scheduled to work, unless the Library does not give 2 hours prior notice of the
Library’s closing. Proper notification shall be via the LPL website, LPL cable channel and the LPL
central phone message.

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Partial Day – Part time (PT) non exempt (hourly) employees who do not report to work for
scheduled time during any partial day (early closing/late opening) shall not be compensated for
time scheduled and not worked.
PT non exempt (hourly) employees who report to work for scheduled time and work during a
partial day (early closing/late opening) shall be compensated for time worked and not-worked
for the remainder of their shift. PT non exempt (hourly) employees must report at the earliest
time open or remain until the latest time open for their scheduled time to be compensated.
[For example, LPL is closed until noon due to emergency. The employee is scheduled 9a-5p. The
employee reports for work at 12 noon. The employee will be compensated 9a-12p as
emergency and 12p-5p as time worked. If the employee shows to work at 2p, they will be
compensated only for 2p-5p as time worked. For example, LPL closes at 3p due to emergency.
The employee is scheduled 9a-5p and works 9a-3p. The employee will be compensated 9a-3p
as time worked and 3p-5p as emergency.]
Miscellaneous
Approved Emergency Closings shall not be counted in regards to LMA, LMT or absences.
FULL Day shall be defined as normal LPL business hours.
PARTIAL Day shall be defined as any hours normal LPL business hours are altered for emergency
issues i.e. early closing, late opening or other hours which LPL ceases to be open.
In the event non-exempt staff are assigned to perform snow removal and related emergency
duties for full day closures, they shall be compensated for actual hours worked at the regular
rate of pay and receive emergency closure payment for the full day.
Emergency Closing Policy

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Retirement and Benefits
Retirement Contributions
Full-time employees, as well as those employees consistently working an average of 99.1 or
more hours per month, are required to contribute to the County Employee’s Retirement
System (CERS) at the rate of 5% of their gross income. Employees hired after September 1, 2008
contribute an additional non-refundable 1 % to the medical fund.
• Funds contributed are pre-tax dollars
• LPL funds the general CERS fund based upon the percentage set by the CERS Board of
Trustees each fiscal year.
• Forms must be filed immediately upon eligibility and deductions taken with first payroll
following eligibility date. All employees are required to contribute to the Federal Social
Security system (FICA). LPL contributes a matching amount for each employee.
Retirement Policy

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Benefits Overview
The Board of Trustees reviews and approves employee benefits each fiscal year. Benefits may
vary from year to year.
Full-time employees are required to enroll in the Library’s health and basic life insurance plans
unless they provide proof of other coverage to waive enrollment in the health plan. Basic life is
a required enrollment, therefore cannot be waived. All other plans are optional. These include:
dental, vision, additional life insurance, long and short-term disability, deferred compensation,
pre-tax withholding, and other supplemental plans.
Part-time employees are eligible to purchase medical benefits such as, health, dental and vision
coverage, among others, following the completion of 1950 hours of service with LPL. To
maintain this coverage, part-time employees must work at least 950 hours per year. The annual
time frame utilized in reviewing these required hours will be adjusted for employees that have
been on an approved leave of absence. Various other benefits are available to part-time
employees upon employment. For more information, contact the HR Department.
Insurance coverage usually becomes effective on the first of the month after the start of
employment. Employees who wish to make changes to their coverage during the plan year
must meet each plan’s “qualifying event” requirements.
The benefits the employee declines upon hire can only be enrolled in during open enrollment
time or the employee has a life changing event that meets the plan’s “qualifying event”
requirement.
• County Employees Retirement System (CERS) The Library provides additional retirement
benefits to full-time employees beginning the first day of paid employment through
participation in the County Employees Retirement System (CERS), which is part of Kentucky
Retirement Systems (KRS). Specific information about the CERS and KRS and contact
information can be obtained through the HR Department.
Benefits Overview Policy

Health Insurance Portability & Accountability Act (HIPAA)
During the course of providing you with health coverage, the Plan will have access to
information about you that is deemed to be “protected health information”, or PHI, by the
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Health Insurance Portability and Accountability Act of 1996, or HIPAA. Procedures have been
added to the Plan to ensure that your PHI is treated with the level of protection required by
HIPAA. A notice describing the medical information practices of the Lexington Public Library is
provided to all employees affected by this Act.

Consolidated Omnibus Budget Reconcilliation Act (COBRA)
Under COBRA all employees and their qualified beneficiaries covered under an employer’s
health plan have a right to elect to continue their coverage under the plan if their coverage
would otherwise end because of certain events (referred to as “qualifying events”). Those
events include the employee’s death or other voluntary or involuntary termination of
employment (except for gross misconduct), and entitlement to Medicare benefits. Also,
dependent children may elect continuation coverage.
Terminated employees are given 60 days to elect to continue group medical, dental, and/or
vision insurance coverage for up to a maximum of 18 months. The premium rate, which is 102%
of the regular group rate, must be paid up to date by the terminated employee within 45 days
of the date of election. Subsequent monthly premium payments must be made on a timely
basis in order to continue coverage.
Employees leaving the employ of the Library are advised to discuss their health benefit needs
with the HR Department. If the employee will be without health coverage, or if covered by a
contract that contains a pre-existing clause, the employee may want to elect COBRA coverage.
Also, active employees who legally separate or divorce or whose dependents become ineligible
for group coverage are required to notify the HR Department of the event. The Library must
then notify qualified beneficiaries of their rights to elect COBRA coverage.

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Workers’ Compensation Insurance & Work Related Injuries
All Library employees are covered by Workers’ Compensation insurance for job-related sickness
or accident as determined by the Workers’ Compensation Board.
In order to benefit from Workers’ Compensation, the employee must have promptly notified
your supervisor or the HR Department of the injury. Failure to report a work related injury
within 24 hours of the injury occurrence may jeopardize an employee’s eligibility for worker’s
compensation benefits.
All employees who receive an injury while on-the-job, including minor injuries that do not
require medical attention, are required to complete a Lexington Public Library Employee
Accident/Injury Report, along with their Supervisor’s signature and submit it to the HR
Department within one working day.
LPL’s Workers’ Compensation coverage is a managed-care plan, effective 09/15/04.
• LPL Workers’ Compensation Kit to be used for injuries requiring medical treatment
containing the following items:
o Workers’ Compensation First Report of Injury or Illness (supervisor to fill out)
o Workers’ Compensation Treatment Plan (employee to take to physician)
o List of Kentucky Providers
o Managed-Care Program Employee Handbook (for your information)
o Employee selection of physicians is limited to the Approved Provider Network,
except in certain emergencies.
IN AN EMERGENCY: Call 911 or take the employee to the nearest emergency room. A
supervisor or another responsible person must call Summit at 800-762-7811 as soon as possible
after an injury requiring emergency care.
NOT AN EMERGENCY: Supervisor or another responsible person must call Summit at 800-7627811 for treatment authorization. If the employee arrives at a facility and Summit has not yet
been notified of the injury (except in an emergency), the facility must call Summit before
providing treatment.
•

The Employer’s First Report of Injury or Illness must be filed with the Summit Claims
Center within 3 days for any injury involving lost time and/or medical attention. The
“Employer’s First Report of Injury or Illness” must be returned to the HR Department
within one working day.
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•
•

If employee has lost time with an on-the-job injury, this time off will run concurrent with
their FMLA 12 week entitlement should they qualify.
Note: It is against the law for Lexington Public Library to harass, discharge, refuse to
rehire or in any way discriminate against an employee because they exercise their rights
under the Workers’ Compensation or Occupational Diseases Acts.

Return To Work Procedure
LPL looks to bring injured workers back to work as soon as possible after an on-the-job injury.
This includes providing transitional work based on the treating physician’s written
recommendations. LPL will review the circumstances surrounding the work accident and will
use that information to prevent and manage future work injuries. All communication must take
place between the physician and the Human Resources Director. The Human Resources
Director will work with the manager/supervisor regarding restrictive work availability.

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Salary Administration Program
Compensation Plan
New Hires
A new employee will be hired at the minimum of the pay grade assigned to their job title
unless:
• The hiring supervisor may recommend a higher starting salary. The recommendation
along with justification must be sent to the Human Resources Director and the
Executive Director for review. Final approval must come from the Executive Director.
Promotions
An employee who is promoted to a higher pay grade will receive an increase in their salary
based on the following:
• After their closeout evaluation, the employee’s salary will move to the minimum of
that pay grade or they will receive an 8.5% salary increase, whichever is greater.
However, an employee will not be paid above the maximum of the pay grade they
are moving to. In some instances a greater percentage increase may be
recommended, depending upon an employee’s experience, skill level, or education
above what is required and directly related to the position, or based on relevant job
market data. If a promotion is up more than one grade from the employee’s current
grade, the percentage increase will be based on skills and experience beyond the
requirements.
• To recommend a staff member for a greater percentage increase, the hiring
department/branch manager must submit a justification to the Human Resouces
Director for review and Executive Director for approval.
• During the review and approval process, all positions in that department with the
same responsibilities will be compared to make sure the recommended adjustment
is equitable.
Transfers
An employee may request or be required to transfer to another department or branch location
at any time to fulfill the needs of the Library. Such a lateral transfer will not result in an increase
to the employee’s salary.
Demotions
An employee may voluntarily request to take an open position at a lower level or be
involuntarily demoted downward. A voluntary demotion would be initiated by the employee.
An involuntary demotion is initiated by the Library. When an employee is demoted to a lower
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class position, the employee shall be paid at a rate which is within the approved range for the
lower position. The new rate shall be set by the Executive Director, taking into consideration
the circumstances surrounding, and the reasons for, the demotion.
Wage/Salary Increases
• Each budget year the Board determines if a wage/salary increase can be offered. A
wage/salary increase is not guaranteed every year.
• Each position is assigned to a particular pay grade. Once the maximum of the pay grade
has been reached, the employee will cease to receive wage/salary increases until such
time that ranges are changed and the changes are approved by the Board.
• Each budget year, Director’s will submit to the Executive Director recommendations for
equity adjustments.
• Employees hired or promoted to a new position July 16 or later will receive a prorated
percentage based upon full months in their new position.
Temporary Work in a Higher Pay Grade
With the approval of the Executive Director, an employee who is placed in a higher pay grade
on a temporary basis (14 days or more) will receive temporary compensation at the rate of the
new pay grade based on the following:
• If the employee is not at or above the minimum of the pay grade of the position they are
filling in for their salary will move to the minimum of that pay grade or they will receive a
5% salary increase, whichever is greater.
• If the employee is at or above the minimum and below the midpoint of the position they
are filling in for they will receive a 5% salary increase.
• If the employee is at or above the midpoint of the position they are filling in for they will
receive a 2.5% salary increase.
• If the employee is only in the temporary assignment for less than 14 days they will be paid
at their regular rate of pay.
An assignment may not exceed 3 months without further authorization of the Executive
Director.
A part-time employee placed in a temporary full-time slot will receive their normal hourly
wages. In addition, the employee will be entitled to holiday pay when applicable. No other
benefits assigned to full-time employees will be granted.
Salary Administration Program Policy

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Pay Periods and Overtime
Employees are paid on a bi-weekly basis. Electronic paystubs are available on-line every other
Thursday.
• Non-exempt employees are required to complete a timesheet that is to be submitted to
payroll no later than close of business on the Monday preceding a pay date. On the
timesheet the employee is required to list specific times in and out for the day including
their lunch/Supper break, and /or benefit time utilized. If an employee’s time sheet is
not received, that employee will not be compensated for those hours until the next pay
period (assuming the timesheet has been properly submitted.)
• Non-exempt employees will be paid an hourly rate for the number of hours submitted.
Overtime will be paid at 1.5 times the employee’s regular hourly rate on all hours
actually worked over 40 in a given pay week. Vacation, sick, holidays, personal days and
other paid time off does not count in overtime calculation. Overtime for non-exempt
employees is to be pre-approved by the supervisor and the Library Executive Director,
with exception to the Facilities Department where an annual overtime budget limit is
set. Supervisors should make every attempt to schedule hours so as not to incur
overtime.
• Exempt employees will be paid a set amount each pay period and are required to
submit exception only timesheets each pay period, indicating benefit time taken. No
other deductions for hours missed, except those specified by law or FMLA, will be
taken.
• Employees are required to have direct deposit of their pay. Should an employee not
have a current account they can open a free account at the credit union.
Pay Periods Policy
Overtime Policy

Payment Upon Ending Employment
•

Supervisor will submit a final exempt or non-exempt timesheet to payroll for the
employee.

•

Unpaid vacation (up to 150 hours) due the employee will be made in the payroll
following their last payroll for hours actually worked.

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Call Pay
This procedure is to allow for compensation for non-exempt employees as it relates to receiving
work related phone calls outside of their scheduled work dates/time. Decisions requiring input,
approval or other miscellaneous communication are the responsibility of the
manager/supervisor for that area. Every effort should be made to contact the exempt level
manager/supervisor or the person in charge prior to contacting non-exempt employees during
unscheduled time.
Non-exempt employees who carry cell phones as required by their position need not be
compensated for carrying one. However, they shall be compensated according to this
procedure as outlined for receiving such cell phone calls or work related phone calls at home.
This procedure applies only to individuals receiving calls outside of their regular scheduled shift.
Non-exempt employees will be compensated at the regular rate of pay unless total hours
worked for the pay week exceed 40 hours. All hours in excess of 40 shall be paid at the
appropriate overtime rate.
Non-exempt employees receiving compensation for call pay and not reporting to work must
complete a call log and submit with their timesheet.
A non-exempt employee receiving a phone call which can be handled via phone and not report
to work shall receive 15 minutes compensation or the actual length of the call whichever is
greater.
Non-exempt employees required to report for work as a result of such call shall receive 15
minutes compensation or the actual length of the call whichever is greater and time for actual
hours worked.

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Performance
Performance Evaluations
Employee performance evaluations are necessary to maintain a productive work environment
and to provide feedback to staff. Employees should be recognized for their accomplishments,
given guidelines for continued achievement, and assisted in identifying issues relevant to their
performance on an ongoing basis.
There are separate forms for:
• Page evaluation
• LPL Performance Evaluation (8 week, Annual Evaluation, and Close-out Evaluation)
• LPL Employee Self Evaluation
Each month managers will receive reminders of performance evaluations due.
Evaluation Process:
Each year, the employee and supervisor will meet to discuss the various aspects of the
employee’s job as outlined below. Strengths and areas needing improvement will be discussed
and ratings will be given. Guidelines for assigning ratings in each category are provided in Part II.
Any time an employee receives a rating of “Needs Improvement” or “Outstanding”, the
supervisor must make comments with examples in the comments section. Exempt evaluations
must include comments in each area.
The employee may choose to complete an Employee Self Evaluation for the year. This form
should be in the hands of the supervisor at a mutually agreed upon time before the review.
Completion of the Employee Self Evaluation is strongly encouraged.
The Performance Evaluation will occur no later than one week before the employee’s
evaluation date and must be delivered to HR no later than the due date. Before this evaluation
is given, the employee’s subordinates and/or peers will be notified of the upcoming evaluation
and given the opportunity to provide confidential, evaluative comments about the employee’s
performance (a 3600 evaluation). Selected comments will be incorporated into Part III along
with specific strengths, areas for improvement, and accomplishments achieved during the year.
8 week Performance Evaluations, Annual Performance Evaluations and Close-Out Evaluations
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must be forwarded to Human Resources for retention.
Timeliness of Evaluations:
It is imperative that employee evaluations be completed and presented to the employee when
due. Any manager, reviewer and/or evaluator not meeting the deadline date will be held
accountable. Performance evaluations and increases are not grievable.
Close-out Evaluations:
When an employee is promoted a close-out evaluation will be completed by the department
they will be transferring from. The employee’s new anniversary date, in relation to
performance reviews, will be effective the date they start their new position. (If an employee
being promoted received their annual evaluation within the previous 30 days, the annual
evaluation may be substituted for the close-out evaluation with HR approval.) The annual
evaluation process will begin from this date. When an employee transfers including part time to
full time appointment, which does not include a salary/wage increase, a closeout evaluation is
not required. The evaluation date will not change. When conducting a performance evaluation
for transfers, both the past and present supervisors will provide input or complete the annual
performance evaluation.
The close-out evaluation must be completed and presented before the employee moves to
their new position. The close-out procedure does not apply to temporary transfer situations or
temporary working out-of-class situations.
Should an extenuating circumstance exist requiring the employee to transfer immediately or
other issues exit that could delay timely completion, the close-out evaluation time frame may
be extended with the authorization of the Executive Director.
Performance Evaluations Policy

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Employee Counseling Statement and Performance Improvement Plan
An employee whose performance in any area does not meet expectations will receive
counseling by their manager in ways to improve.
• Detailed notes about the counseling sessions should be taken and sent to the HR
Department to be placed in the employee’s file.
• Both manager and employee should sign the notes or a follow-up e-mail should be sent
to the employee and copied to the HR Department to acknowledge the details of the
meeting.
• If improvement after initial discussions does not occur or if improvement is not
sustainable, the manager should contact Human Resources Director to discuss placing
the employee on a Performance Improvement Plan (PIP).
• Performance Improvement Letter(s) and PIP Worksheet will be completed by
supervisor/manager, discussed with employee, signed and forwarded to HR for
retention in the employee’s file.
• A PIP needs to be reviewed at regularly determined intervals. If an employee does not
improve in the required areas determined, further disciplinary action up to and
including termination of employment will follow.
Employee Counseling Statement and PIP Policy

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Disciplinary Procedures
Disciplinary actions shall include, but are not limited to, a Counseling Statement, Suspension
Notice, and/or a Termination of employment Letter and are all made part of the employee’s
personnel record. Depending on the severity of the situation, the disciplinary process may not
be followed in the order provided, and could lead to immediate termination of employment.
• Verbal Counseling: corrective action taken by Supervisors in situations where a work
adjustment is needed to correct work behavior that may lead to more serious action if
not addressed. Supervisors should document this corrective action in writing, give a
copy to the employee, and retain a copy for themselves.
• Counseling Statement: a written statement detailing the situation, including a corrective
action improvement plan. A Counseling Statement form is provided for this action. This
may run concurrent with a Performance Improvement Plan.
• Suspension: the temporary removal from employment for up to thirty (30) days,
accompanied by the loss of salary or wages and/or the loss of other privileges of
employment. All suspensions must be approved by the Human Resources Director and
the Executive Director.
Termination of Employment: the act of termination of employment and the permanent loss of
all privileges of employment. Termination of employment includes the withdrawal of any right
to reinstatement. Termination of employment requires approval of the Human Resources
Director and the Executive Director.

Disciplinary Policy

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Grievance Procedure
All personnel problems and complaints should be resolved at the lowest possible level. The
supervisor and the employee shall make every effort to resolve the grievance. The supervisor
shall inform the employee orally of his/her decision. If the problem or complaint cannot be
resolved at this level, the employee has the right to file a grievance. A grievance is an action
taken by an employee concerning the request for review of the application of a specific Library
policy, rule, or regulation.
1. The employee sends a grievance statement to their department manager or the next
level manager if the grievance is regarding a decision by the department manger. This
grievance statement shall set forth the specific complaint or problem; the policy, rule or
regulation allegedly violated; the reasons why the informal decision of the immediate
supervisor is inadequate, or if applicable, that the immediate supervisor did not respond
to the employee’s complaint. This statement must be submitted within five working
days of the immediate supervisor’s decision or the end of the period during which the
immediate supervisor was to have delivered the decision but did not.
2. Upon receiving the grievance, the manager shall investigate the grievance, confer with
the parties and give his/her decision, in writing, to the employee and the immediate
supervisor within ten working days of receipt of the grievance. In addition, a copy must
be placed in the employee’s personnel file in the HR Department.
3. If the employee does not agree with the decision of the manager, he/she may request a
review of the grievance by the Human Resources Director, who will review the grievance
with the Library Executive Director, within five working days of receipt. This is the final
step of the grievance unless the grievance is with the Library Executive Director.
4. The Human Resources Director and Executive Director shall hear and investigate all
issues surrounding the grievance and render a written decision within ten working days
of receiving the grievance. At the discretion of the Executive Director one or more
appropriate staff members may be appointed, by the Human Resources Director, as a
committee to hear or investigate a grievance and to advise as to its disposition. This will
happen should a grievance be directly related to the Executive Director. This is the final
step of the grievance process in this type of situation.
5. Once a grievance reaches it final step, all decisions made are final and the grievance is
closed.

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6. Each party to a grievance shall respond in such manner that the grievance may be
promptly resolved. However, with written consent of both parties, the time limitations
outlined in this procedure may be extended for no longer than a matching period of
time.
7. Failure of an employee to comply with the time limitations of this procedure shall be
deemed to constitute a withdrawal and waiver of his/her grievance. Failure of any
delegated representative of the Library to respond within the specified time limits shall
entitle the employee to carry the grievance to the next higher step in the grievance
process.
8. It is expected that no employee shall institute a grievance except when he or she
believes in good faith that the grievance has merit and is a proper subject of the
grievance process. The filing of a frivolous grievance may result in disciplinary action.
9. All communications pertaining to employee grievances shall be kept confidential among
all parties involved.

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Continuing Education and/or Travel
Staff/Board Members interested in attending, or assigned to attend, meetings, training
sessions, conferences, view trips, or other work related functions, off Library premises or onsite e-learning, must follow the procedures listed below in order to receive approval for travel
and reimbursment for approved expenses. Even if the request is for “time Only” a form should
be completed so that a record of the training is kept.
Obtaining approval for Continuing Education and/or Travel
•

•
•
•

•

•

•

•

•

All library staff are eligible for Continuing Education and Development provided they
have been employed a minimum of eight weeks. For the purposes of this procedure,
the words “staff” and “traveler” shall also mean “board member”.
Complete the Lexington Public Library Request for Travel or Professional Development
form and have it signed by your supervisor.
Send the Manager signed form to the Executive Director for review.
If requesting travel to attend a conference, attach a copy of the membership card,
completed copy of conference registration, and Conference Program (unless ALA or
PLA).
If an employee is asking to attend a conference at which there are differing rates for
members and non-members, the Library will pay the cost of the conference at the
member rate. The staff member is expected to pay the difference or become a member
at their own expense.
In years when the Kentucky Public Library Association Conference is held in Lexington,
the Library will pay the non-member rate for staff members whose attendance has been
approved by the manager and the Executive Director.
Attendance is not authorized until written confirmation is received by the requesting
staff member. The Request for Travel or Professional Development form, with all
appropriate approval signatures, will serve as this written confirmation. The original
form is returned to the staff member.
For Board members participating in continuing education and/or travel, completed
documentation, as mentioned above, should be forwarded to the Library Board Chair
for his or her signature. The completed form then goes the the Executive Director to be
sure that funds are available.
If an employee does not attend the approved and paid for training/development
opportunity, the staff member is responsible for all costs not recovered. Exceptions
may be made only for very grave circumstances, and approved by the Executive

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•

•
•

Director.
Approval must be received from the supervisor and Executive Director before a staff
member registers or makes travel arrangements. For Board members this approval is
given by the Board Chair and the Executive Director considering available funds.
The Library will reimburse reasonable and necessary expenses that comply with the
procedure detailed here while traveling on authorized business.
Copies will be kept in the Administration Office.

Responsibility of Traveler and Manager
• Traveler must comply with Continuing Education and Travel Procedures.
• Traveler will be responsible for payment of all expenses incurred while traveling away
from home. Approved expenses will be reimbursed.
• The manager is responsible for verifying: the business purpose, that totals are correct,
that there is appropriate supporting documentation, receipts, and that everything
complies with policy and procedure.
• The Traveler must fill out an Expense Report upon return, including original receipts for
meals (including tips), accomodations, airline tickets, local transportation, parking, etc.
This must be submitted for reimbursment within 30 days of travel.
• When submitting an expense report, the employee must attach a copy of the approved
travel request form.
• When submitting receipts, please include names of all people included in expense,
name of event (ALA, PLA, etc.) and dates of the event. Receipts should be taped to a
white sheet of paper and attached to the expense form.
• The traveler should make a copy of all documentation, including receipts, to keep for his
or her own record.
• Registration, travel, and hotel arrangements must be made in advance of travel and will
not be covered by a cash advance. If a person is unable to cover the cost, arrangements
can be made through the Administration or Business Office.
• The Library assumes no obligation to reimburse employees for expenses that are not in
compliance with these policies and procedures.
• Employees who do not comply with this policy and procedure may be subject to delay or
withholding of reimbursement and/or, disciplinary action up to and including
termination of employment.
• Travel is approved by the Executive Director. Travel for the Executive Director is to be
approved by the Board Chair. Travel of Board members is approved by the Board Chair.
Additional information
• Tips, when reasonable and appropriate, will be reimbursed.
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Non-reimbursable expenses would include, but are not limited to, alcoholic beverages,
entertainment such as movies, or events, personal books or magazines, airline or
domestic rental car insurance (collision insurance and foreign rental car insurance is
allowable), alirline club dues or memberships, personal care services, laundry and dry
cleaning services, baby sitting fees, side trips, work clothes, and expenses for spouse’s
travel.
In the case of traveling a distance, the library will pay either mileage or airfare, which
ever is less. If staff decide to drive when flying would cost less, the library will only pay
for flight cost.
When parking at an airport is part of the business expense, it is expected that the
employee will use long term or economy parking lots if the trip lasts more than two
days.
Use airport and hotel shuttles or buses when ever possible to get to local hotels. Taxis
are acceptable when there are no other options. You must ask for a receipt.
If three or more people will be attending the same event, the registration will be
handled centrally in the Administration Office. Travel and hotel arrangements are to be
made by the individual traveler.
Managers should determine whether information from the Training and Development
opportunity should be shared with other Staff and in what form.

Air Travel
Air travel reservations should be made in such a manner as to secure the best available fare. All
air travel must be in coach class, though an upgrade may be paid personally. The library will pay
costs associated with one bag for travel. Additional baggage for a library program or event will
be paid for by the Library.
When traveling by air, travelers are expected to:
• Use the lowest logical airfare available.
• Reserve at least 7-days in advance of scheduled trip.
• Use non-direct flights when the savings are substantial. Time away from work will be
considered. If time is a factor the Executive Director will decide the best flight option
that is in the best interest of the organization considering the cost of all lost time.
• Reimburse the library for any expense incurred because of change of travel unless that
change is approved by the Executive Director.
Auto Travel/Rental
• Travelers may rent a car to get to their destination when driving is more cost effective
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than airline travel.
Travelers may rent a car at their destination when it is less expensive than other
transportation modes such as taxis, shuttles, etc.
When multiple people travel to the same event, every effort must be made to carpool.
If multiple people are attending the same event and staff choose to drive
independantly, they will not be reimbursed for mileage.
Employees must reserve a car in the compact rental category unless multiple people will
be traveling together. In that case a larger car may be selected to accommodate all
travelers.
Travelers should always accept the collision insurance offered by rental agencies but
should decline all other offered insurances. International travelers should accept all
insurances offered. Decline the pre-paid gas option.

Lodging/Hotels
• Employees attending the same event should expect to share travel arrangements
whenever possible. Hotels should be booked directly with the hotel, or through
conference arrangement facilities - avoiding fees which may be incurred for any
changes, when it is least expensive to do so.
• Travelers are allowed the published GSA hotel per diem rate based on travel location.
Travelers may stay at conference sponsored hotels that fall outside of the GSA rate, but
are expected to use the hotels offered with the least expensive rates.
• If the employee wishes to travel with a family member or chooses not to share a room,
the employee is expected to pay the cost difference between a single room and a
double, if any, or half the cost of the room if there was a collegue with whom the
attendee could have shared.
• If an employee has an existing disability, speak with HR for reasonable accommodations
if applicable.
Meals
The library will reimburse for meals when an employee is on library business out of town. Staff
attending a one-day training in town, but not on library premisis, will be allowed $10 for lunch.
All meals to be submitted for reimbursement need to have names of individuals present, their
titles and business assocation, name and location of where the meal took place, and amount
and date of the expense. Meal expense guidelines are as follows:
Travelers are allowed the published GSA M&IE per diem rate based on travel location. Each
meal is limited to the GSA M&IE breakdown component. The amount allowable to be
determined by the time the traveler left home and the time returned. Receipts are required. A
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charge card receipt only is not acceptable. http://www.gsa.gov (then select “per diem rates”)
Whenever reasonably possible, alcoholic beverages should be purchased separately by the
employee, as they are a non-reimbursable expense
Expense Report Instructions
All travelers must complete an Expense Report for expenses incurred while traveling on Library
business upon return from a trip. This form must be submitted within 30 days of travel.
Please refer to the Responsibilities of Traveler and Manager under the Continuing Education
and Travel procedures for details of allowable expenses.
The Expense Report should be completed as follows:
• At the top of Page 1 fill in the general information required.
• In the Details section of the form enter the date and town for each day for which you
are requesting a reimbursement. The dates will automatically fill into the Meals and
Taxi/Bus sections on page 2.
• Provide expense detail by date the expense was incurred as follows:
o (1) Personal Auto Usage – Enter the number of miles driven each day. The
mileage reimbursement will calculate on line (1b).
o (2) Transportation Tolls & Parking - Enter expenses for transportation costs
when driving a vehicle such as tolls and parking.
o (3) Taxi/Bus – Using the Taxi/Bus section on page 2, enter the cost of taxi/bus
use by day. The totals will automatically transfer to the page 1 summary.
o (4) Plane, Train, Auto Rental - Enter expenses for air fair, auto rental, etc. This
should include all related fees, with the exception of checked baggage fees,
which should be included in the “other” section.
o (5) Lodging/Self – Enter the expenses incurred for your lodging. Any additional
charges on the hotel bill should be recorded in the appropriate category.
o (6) Meals – Using the Meals section of page 2, enter the cost of your meals by
meal period, including tips. The totals will automatically transfer to the page 1
summary.
o (7) & (8) other – Enter expenses that are not covered by a specific category. A
detailed description should be included in the area provided below.
• The Total Expenses column will automatically total by category and for the total expense
report.
• All areas in gray will be filled in automatically and cannot be selected individually.

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A copy of the approved travel request must be attached to the Expense Report as well
as original receipts for all charges. A charge card receipt alone will not be considered
adequate support (restaurants specifically).
Non-reimbursable expenses may not be included on an expense report.
The expense report should be signed and dated by the employee and the employees
supervisor/manager for review. A second level manager should give final approval for
the expense report.
Once approved, the expense report should be submitted to the Business Office along
with the approved Request for Travel Form. This must be within 30 days of the travel.
The Business Office will attempt to reimbursement the employee within 5 business
days. Reimbursement will be delayed for expense reports that are not completed
properly or do not include adequate documentation.

Professional Development and Travel Policy

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Mileage Procedures
Mileage Reimbursement
Establishing Eligibility for Mileage
Fill out Request for Mileage Reimbursement and to Drive Library Vehicles form and have it
signed by your supervisor. Include copies of your current driver’s license and auto insurance
policy and have it signed by your supervisor.
Send completed form & copies to the Director of Support Services for approval.
Once approved by the Executive Director, it is your responsibility to keep your records up-todate, including any changes in your insurance policy and driving record.
Receiving Reimbursement for Mileage
Document mileage driven on the Mileage Reimbursement Log, using the current mileage
reimbursement rate and the standard LPL mileage chart.
Show departure address and destination address.
Submit to form, signed by your supervisor, the Business Office in a timely manner or at the end
of the month.
Custodians and Maintenance staff are only eligible for reimbursement if Library cars are not
available.
All Requests for Reimbursement must be submitted in a timely manner with a maximum
deadline of 3 months after the mileage occurred.
Use of Library Vehicles
Only pre-approved drivers can drive Library owned vehicles.
Library vehicles are assigned by the Facilities Manager.
If Library cars are unscheduled, Library staff should use them instead of their personal vehicles.
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Please Note: Employees using their personal vehicle to commute back and forth between
branches or for other company related business needs are strongly encouraged to maintain
adequate insurance on their vehicle. Employees are responsible for any damage to their
vehicle or other vehicles while on company related business. The Library does cover the
employee through workers compensation insurance should an employee be hurt in an
automobile accident while on company business.
Mileage Chart between branches
Kentucky Mileage Chart

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Procurement Card Use Procedure
For all charges made to a Lexington Public Library employee procurement card, the employee
must submit an approved Purchase Order to the Business Office no later than 10 working days
from the date of a charge.
• All Purchase Orders must be approved within the library’s current expense approval
policies.
• All charges must be supported by receipts including the procurement card receipt.
• Refer to the Purchase of Goods Procedure to determine when use of the card is
appropriate
• The procurement card may not be used for expenses related to travel.
A monthly memo statement is mailed directly to the card holder for information purposes. The
employee is responsible for reviewing the monthly memo statement to ensure that a purchase
order was submitted for all activity on the procurement card. Do not wait until you receive a
monthly statement to submit documentation for charges.
The Business Office monitors activity on employee procurement cards. The Business Office will
notify the employee and their direct manager when proper documentation is not received in a
timely manner. If proper documentation has not been received in time to process payment to
the procurement card carrier the Business Office will notify the Executive Director. The
employee will be required to reimburse the Library for any fees related to late payments due to
the untimely receipt of documentation.
The Library retains the right to cancel the procurement card of any employee who does do not
comply with the above stated procedures.
Loss of an employee procurement card should be reported immediately to the immediate
supervisor/manager as well as the Finance Officer via email. If the loss is discovered during nonbusiness hours the employee should report the loss directly to the procurement card company.
The Employee Procurement Card is the property of the library. Upon termination of
employment with the library, the employee must return the card along with receipts supporting
any unpaid balance. This action must occur before the employee receives his or her final
paycheck.

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Misuse of the Library’s procurement card may result in disciplinary action up to and including
employment termination.
Procurement Card Use Policy

Purchase of Goods
If making a purchase with a local business, employee should verify if there is a direct billing
arrangement.
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If yes, complete a purchase order, a signed copy of which will be provided
to the vendor upon purchase of goods.

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If no, if the purchase is greater than $200 and the employee intends to purchase from
the vendor more than once during the fiscal year, a request should be made that the
vendor establish a direct billing arrangement. Work with the Business Office if
necessary.

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If no and purchase is $25 or less, use petty cash.

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If no, complete a purchase order and get proper approvals for the purchase. The items
may be purchased with an LPL Procurement Card and that receipt should be provided to
the Business Office along with the Purchase order. (See Procurement Card Policy)

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Purchases of actual goods should reflect the amount of the signed purchase order.
When possible, if an item will cost more than the original amount approved on the
purchase order, additional approval should be obtained. However, if the amount spent
is under $2,500 and exceeds the approved amount by 10% or if amount spent exceeds
$2,500 and goes over by 5% of the signed purchase order, a written explanation should
be provided to the Executive Director within three business days of the purchase.

Procurement Card Policy

Purchase Order Procedures
A purchase order is the authorization that begins the process that results in the payment for a
product or service.

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The purchase order has three parts: White-Yellow-Pink. Each part has a purpose in the purchase
process
The multi-part form needs to be filled in as follows:
White Copy
This copy needs to be filled out to start the purchase process. All blank boxes need to be
completed.
1. Check Payable to: The information in this box is used for the name on the check.
When using vendors write the company name and address in this box. If it is a customer
refund or employee reimbursment – be sure to put that information in this box. Add
phone numbers and contact people if available.
2. Ship prepaid to: This box should list a shipping address for the product that has been
ordered. Most of the time this address will be the main Library but occasionally a branch
address might be used if the situation warrants this.
As stated on the purchase order, all invoices should be addressed to Business Office. If
you are talking by phone with a vendor make sure the vendor understands that the
invoice will go to the Business Office at the Central location even if the product is being
shipped to a branch library or the maintenance department.
3. Ordered by: It is very important to know when an order was placed and the
information indicates when and who the order was authorized by.
4. Received by: After the order has been completely received – the receiving person
must sign and date here.
5. Fund-Dept.-Account number and Amount: Please list the account number (example:
10-70-66100) from which the purchase is being made. If you don’t know the account
number, contact the Business Office for assistance.
The list of account numbers is destributed at the beginning of the fiscal year by the
Financial Officer. See the Department or Branch manager for this list.
If it is a Friends purchase and you do not know the number please write the word
Friends in bold letters in this box. Don’t let the lack of an account number slow down
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the process. The Business Offices will help get the appropriate number in the box.
5. Description of the items or Service A detailed description is critical for documenting
what has occurred. Please use vendor item numbers and descriptions of any products
being ordered. For any service being ordered please describe this service in detail. This
information helps in assigning an account number if one has not been provided. It also
helps document what has been purchased if a question should arise about this
transaction at a later date.
6. Amount Please provide the purchase price or a good faith estimate. Remember a
purchase order starts the transaction so the final price for the product or service might
not be available
7. Signatures The manager’s signature on the purchase order is required to place the
order. If the purchase is over $2,500 the Executive Director’s signature is required.
All Copies should be used:
1. White Copy Keep the white copy for your records. If the vendor
needs a copy of your purchase order then you should make a copy of the white copy for
the vendor.
2. Yellow Copy This copy should be forwarded to the Business Office as soon as the
purchase order is completed. This notifies the Business Office that a transaction has
started and an invoice could be delivered to the Business Office by mail or other means.
Do not wait for the invoice before forwarding the yellow copy to the Business Office.
3. Pink Copy This copy is kept by the person ordering until the item is received or
service has been completed. After all back orders or other delays associated with this
transaction are settled, the pink copy should be sent to the Business Office with
signature and date indicating that all goods and services have been accepted. This alerts
the Business Office that the transaction is completed and if an invoice is not attached it
will arrive in the Business Office from the vendor.
Important: Don’t forget to sign and date the “Received by” Box just above the phrase “I
CERTIFY THAT GOODS OR SERVICES LISTED ON THIS ORDER HAVE BEEN RECEIVED” This
certifies that the transaction is completed and can be paid immediately when the
Business Office obtains the original invoice.
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Authorization Levels
All purchases over $2,500 need the Executive Director’s signature before a transaction can start
or an order placed.
The department head’s signature is required to authorize the transaction under $2,500.
For purchases exceeding $20,000 you must notify the Business Office before completing a
purchase order or negotiating a purchase. All purchases of materials, supplies, equipment, or
contractual services for an amount exceeding $20,000 will be advertised for bid. You will need
to provide the business office a description of what is to be bid, any special terms that must be
meet, and a date by which the bids need to be closed. An advertisement will be placed at least
once not less than seven days nor more than twenty-one days before bids are closed. The bids
will be opened publicly in an announced location. A purchase order will then be completed for
the lowest bidder or the bidder submitting the lowest evaluated bid price.
Additional points of emphasis
Many times the purchase order process is completed at one time. Be sure to keep the white
copy for the department’s records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.

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Model Procurement Code Procedure
Purpose
The purpose of this procedure is to establish requirements to ensure as full and open
competition as possible and practical on purchases and services in adherence to the Kentucky
Model Procurement code (KRS 45A.345 to 45A.460). The full code is available at the following
site.
http://www.lrc.state.ky.us/KRS/045A00/Chapter.htm

Scope
The Executive Director, or designees, shall have the authority to purchase products or services
provided that the amount budgeted for any expense line of the annual budget shall not be
exceeded without a budget amendment approved by the Library Board. Staff will act to procure
quality products and services at the lowest possible cost, consistent with the needs of the user
departments with regard to durability, performance, delivery and service.
Provisions
A. Competitive Bid Requirements
Except as otherwise provided by specific direction of the Library Board or when the
requirements for exclusion are met as detailed in B and D below, all purchase orders or
contracts for products or services in excess of twenty thousand dollars ($20,000) shall be let
by free and open competitive bidding after advertisement, to the lowest responsible bidder.
B. Exclusions to Competitive Bid Requirements
1. Purchases Less Than Twenty Thousand Dollars: Purchases for products and services less
than twenty thousand dollars ($20,000) but more than five thousand dollars ($5,000)
may be made in the open market, without newspaper advertisement and without
following the procedure for formal contracts. Such purchases shall whenever possible,
be based on at least three (3) competitive proposals by direct mail or e-mail from
vendors, by telephone, and ascertained from vendor’s price lists or other quote
information.
2. Purchases Less Than Five Thousand Dollars: Purchases less than five thousand dollars
($5,000) may be made without three (3) competitive bids but shall be made with
attention to the lowest possible cost, consistent with the needs of the user departments
with regard to durability, performance, delivery and service.

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3. Professional Services: Contracts for the services of individuals possessing a high degree
of professional skill, where the ability or fitness of the individual plays an important part,
may be made by obtaining proposals instead of competitive bidding.
4. Specialized Contracts: The following types of contracts which by their nature are not
adapted to award by competitive bidding shall not be subject to the competitive bidding
requirements of this procedure. However, such contracts in excess of twenty thousand
dollars ($20,000) shall be presented to the Library Board requesting permission to waive
bids and approval to enter into a formal contract.
a. Contracts for supplies, materials, parts or equipment, which are available
only from a single source.
b. Contracts for utility services such as water, electricity, gas or other utilities.
c. Contracts for employee benefits including but not limited to medical, dental
and vision. These contracts are typically bid every 3 years due to utilization of
plans and contract commitments.
5. Services obtained through a Kentucky State Contract.
C. A summary of the proposed purchase for products and services in excess of twenty
thousand dollars ($20,000) shall be submitted to the Library’s Finance Officer prior to the
start of the competetive bid process and/or a commitment to purchase. The Finance Officer
will make a determination as to whether the competitive bid process is required or the
requirements to be excluded are met. The Finance Officer will document the finding.
D. Selection of Vendors/Providers
1. For competitive bids/competitive pricing (bids), contracts will be awarded to the lowest
bidders submitting bids responsive to the specifications and who are responsible
bidders.
2. The Library reserves the right to:
a. Waive any informality;
b. Reject any or all bids or accept the bid deemed most favorable to the Library;
c. Award separate contracts with respect to separate items in the bids;
d. Award contract based on Library Board’s evaluation of multiple variables, only one
of which is price.
3. Comparison of bids is a subjective process requiring evaluation of multiple factors
including price, references, recommendations, and input from third parties. This process
requires subjective assessment of bidders by the Executive Director as to the overall
suitability of a bidder for a project, product, or service, including assessment of:
a. The ability, capacity, and skill of the bidder to perform the contract or provide the
service required;
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b. Whether the bidder can perform the contract or provide service promptly, or within
the time specified, without delay or interference;
c. The character, integrity, reputation, judgment, experience, and efficiency of the
bidder;
d. The quality of performance of previous contracts or services;
e. The previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service;
f. The financial resources and ability of the bidder to perform the contract or provide
the service;
g. The quality, durability, performance, availability, and adaptability of the supplies or
contractual services to the particular use required;
h. The ability of the bidder to provide future maintenance and service for the project;
i. The bidder’s record of experience.
E. All bid documents must be submitted to the Finance Officer prior to entering into a final
contract for a purchase in excess of twenty thousand dollars ($20,000).
Model Procurement Code Policy

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Employee Recognition
The Library and the Board of Trustees strives to recognize the excellent service provided by
their employees.

Employee Recognition Meeting
The Library may pay for or reimburse costs for light refreshments associated with employee
appreciation activities that serve a Library business purpose.
Examples of such occasions inculde a gathering to honor a retiring employee, employee
recognition receptions and holiday gatherings. Under no circumstances may Library funds be
used for occasions such as employee birthdays, weddings, anniversaries, baby celebrations,
non-retiring employee departures or other occasions of a personal nature.
Light refreshments include beverages (non-alcoholic), snacks, light hors d’oeurvres, pastries,
cookies, crackers, chips, fruit, etc. and should not exceed the budget provided.
Employee Recognition Meeting Policy

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Joseph H. Miller Customer Service Award
Purpose: The Joseph H. Miller Customer Service Award is presented annually to a Lexington
Public Library staff member who exhibits exemplary customer service throughout the year.
Eligibility: All full or part-time staff members employed for a minimum of one year are eligible
for this award with the exception of senior management which includes the Executive Director,
Director of Library Services, Director of Support Services, Finance Officer, Human Resources
Director, Marketing Manager, and Technical Services Manager.
Procedures: A call for nominations, list of criteria, and nomination forms will be emailed to
staff. All completed nomination forms will be emailed or sent hard copy to a designated
member of the Selection Committee. This Committee will select the recipient of the award.
The Chair of the Library Board and Executive Director will give a brief speech describing the
nominee’s exemplary service and present the award at a staff function. Each recipient’s name
will be engraved on a plaque that will be displayed at a permanent location at the Central
Library. The recipient will receive an engraved plaque and earn one extra personal day.
Joseph H. Miller Customer Service Award Nomination Form

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Years of Service Recognition
The following guidelines should be used in recognizing Staff:
5 Years – recognition at Staff Development Day
10 Years – Engraved Gift and Annual Service Anniversary Dinner
15 Years – Engraving and $150 check and Annual Service Anniversary Dinner
20 Years – Engraving and $200 check and Annual Service Anniversary Dinner
25 Years – Engraving and $250 check and Annual Service Anniversary Dinner
30 Years – Engraving and $300 check and Annual Service Anniversary Dinner
35 Years – Engraving and $350 check and Annual Service Anniversary Dinner
An Annual Service Dinner will be held each Winter Holiday Season. Attendees shall include the
employee being recognized, their immediate supervisor, Administrative Leadership Team,
Board of Directors, and others as appropriate. Dinner costs shall be limited to no greater than
$35 per person.
Years of Service Policy
Employee Recognition Policy

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Flowers and/or Memorials
Flowers or a plant will be sent to employees who are hospitalized inpatient for one day or
more. The maximum cost shall not exceed $35.00 not including delivery.
Flowers, plant, or a memorial gift shall be sent for the death of an employee or an immediate
family member. Immediate family member, for the purpose of this policy only, shall include
spouse, child(ren), parent(s) and siblings. Relation by blood, adoption, step and foster apply.
The maximum amount for immediate family members shall not exceed $35.00 and employee
shall not exceed $50.00 not including delivery.

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Computer, email, and Internet Use
Electronic Communications and Internet Use Procedures
The following is an administrative policy regarding electronic mail (e-mail), Internet access,
and proper use of the library’s Integrated Library System (ILS). Every staff member issued an
e-mail account is required to sign the e-mail and computer usage agreement, which will be
kept in each employee's personnel file in the Administrative Office. Failure to comply with the
rules of that Agreement may result in disciplinary action up to and including employee
termination.
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All employees are assigned an e-mail account. Staff is to use e-mail for library business and
to conduct professional correspondence. Personal use of e-mail is allowed, only while such
use is kept to a minimum and does not adversely affect the quality and/or quantity of an
employee's work.

• Employees are not to alter e-mail accounts or attempt by any means to conceal the
origin of any e-mail message.
• Employees are expected to read, understand and apply or implement work related
information conveyed in writing, through e-mail or using other forms of communication.
• Harassment via e-mail, use of insensitive, foul or indecent language in e-mail messages, or use
of e-mail in violation of any applicable Library, local, state or federal law is prohibited. Such
actions will be liable to immediate disciplinary action, up to and including termination. Any
employee with an e-mail account shall hold the Library harmless from any prosecution
resulting from personal use of the Library's computers and related equipment used for e-mail
transmission.
• E-mail is not to be used for the dissemination of materials such as partisan political literature,
commercial notices, announcements or ventures, sectarian or proselytizing information,
cultural, and educational or recreational activities for which a fee is required. These examples
are intended to be illustrative, not exhaustive. Staff are expected to exhibit good judgment in
using e-mail, just as good judgment is expected in any written communication.
• The downloading, transmission and possession of pornographic, profane, or sexually explicit
materials via Internet or e-mail is prohibited and employees who do so will be disciplined.

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• The information contained in the records of the library's circulation system are confidential.
Employees are not to use, remove or transfer this information by any means, including
electronic, except when necessary for the performance of their duties.
• Software installed on Library equipment is licensed for use by staff only on the device where
installed. Downloading or transferring software to another machine is prohibited. This
includes loading personal software on a Lexington Public Library computer. Unauthorized
duplication of software is a federal offense.
• Employees are to always act in a professional and courteous manner when using e-mail.
Avoid gossip, remember that statements about others may find their way back to them.
• E-mail is a library resource and is provided as a library communications tool. Do not use
email to communicate confidential information. E-mail is not a secure medium,
particularly email sent via Internet. Employees conducting library business may have the
need to view your e-mail messages. It is also possible that others will view your messages
inadvertently, since there is no guarantee of privacy for an e-mail message. Use good
judgment when you use e-mail.
• If information must be delivered quickly, or is of ephemeral relevance, e-mail is the
appropriate tool. If the message states policy, outlines an on-going procedure, or is of a
durable nature, a memorandum should be prepared. Consider using the two tools in
conjunction, with an e-mail message serving as herald or follow-up to a written memo.
• Unless your e-mail messages are deleted they are saved and take up disk space (which is
limited) on the server in the Computer Services Department. Regularly (at least once every
two weeks) review your mail directory and delete unnecessary messages.
• Remember that in e-mail, immediacy of transmission does not always translate into
immediacy of receipt. Staggered schedules, vacation, computer equipment problems, or
other factors can all conspire to impede or delay communication. If your message requires
timely feedback, use the telephone.
• The Library provides electronic mail (e-mail) and Internet access to staff as communications
and information resources. All staff members are encouraged to use these resources in order
to improve their skills and communicate with their peers to provide better public service for
the Library's customers.

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•

Staff whose normal duties include assisting the public directly are expected to develop and
maintain a proficiency in the use of the Internet and the library’s ILS in order to assist
customers.

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LPL Social Media Procedure
The Lexington Public Library uses social media to advance its goals of increasing awareness of,
and use of, library services, materials, and programs; encouraging lifelong learning; creating
conversations with our customers and meeting them where they are; and helping drive
customers to the Library’s virtual and real locations.
The Library’s official social media sites are “Lexington Public Library” and “LexLib Teen Space”
on Facebook, “lexpublib” on Twitter, “lexlibrary” on YouTube, and “Lexington Reads” on
Goodreads. In order to allow the Library to maintain a consistent effort that promotes the
Library as a unified system, the establishment of any new social networking sites will be
coordinated by the Marketing Department. Working with the Library staff and administration,
Marketing will determine what sites to establish and set up proper administration of those
sites.
Social media team members will be designated for each Library location to help gather branchspecific information for dissemination through the Library’s official social networking sites.
Information may be submitted to Marketing for posting to the appropriate site. All employees
are encouraged to keep up with the Library’s social media sites and contribute to them by
posting comments, forwarding tweets etc. as appropriate according to Staff Guidelines for
Posting to Social Media.
Library employees should use good judgement and discretion when posting information about
the library on any personal blog or social media site. In particular, confidential information
obtained as part of an employee’s position at the Library must be kept confidential. The
reputations of the Library, and those associated with it, are extremely important to our
community – discretion, courtesy and professionalism are important in any post. Negative
comments about Library employees, volunteers, and Board members, should be avoided, as
should disparaging comments on Library policies, procedures, promotions, or programs.
LPL social media procedures will be updated as needed to reflect changes in technology and
social media trends.
Guidelines for staff posting to Social Media
• Don’t post to social media sites while on the public service floor – devote your full
attention to those who have made an effort to come in.
•

Follow the Library’s Electronic Communications Procedure.
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•

Don’t post too much. 2 or 3 total postings from LPL a day (at different times of the day)
is about all customers can stand.

•

Don’t make the site a laundry list of programs – that’s what the calendar is for. Do post
about something cool and unique that is happening at your place or has already
happened, complete with picture.

•

Do keep your posts library and/or literacy based, e.g. good stuff to read, author visits at
other locations, and other bookish stuff.

•

Do come up with interesting questions the Media Relations Coordinator can post. We
like to try to have a few good questions a week. Like…”what book have you read more
than 5 times?”

•

Do send the Media Relations Coordinator anything neat that can be used as a prize
because “contests” are a great way to generate buzz. Free tickets to a ball game, an
autographed book, gift certificate…anything like that would be great for whipping
customers up into a frenzy of excitement.

•

Do – HAVE FUN! The joy of social networking is the spontaneity.

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Lexington Public Library Operations
Procedures
Meeting Room and Theater Guidelines
Meeting Room
Users of the Lexington Public Library meeting rooms shall be required to indemnify and hold
harmless the Library from any and all claims or actions attributable to the use of the Library
facilities. The sponsors may be required to provide a certificate of insurance to the Library
insuring Lexington Public Library from liability and claims resulting from the sponsor’s use of
the Library facilities.
No meeting shall in any way interfere with normal operations of the Library, as determined by
the person in charge at the location.
Meeting rooms are available for non-profit events and meetings only. Use of meeting rooms by
for profit organizations is prohibited.The Library may request proof of non-profit status. All
meetings must be free and open to the public. They will be posted on the Library’s website and
may be posted within the location.
All meeting room applications must be signed by an adult. Meetings of juveniles may be held,
but must be supervised by an adult at the ratio of one adult per twelve (12) juveniles.
Meetings may not take place outside of regular Library hours.
Groups/individuals may not meet more than six (6) times in 12 months at any location.
Light refreshments may not be prepared on site but may be consumed in some meeting rooms
at the branches and in the Central Library. No refreshments may be taken from meeting rooms
to other parts of the Libraries.
Alcoholic beverages are expressly forbidden, except by special permission of the Executive
Director.
The user of a meeting room is responsible for returning the room to the condition in which they

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found it.
Visual aids for meetings only may be attached to fabric-covered walls.
Non-library groups may not use the Library as a mailing address. Non-library groups meeting in
the Library may not claim endorsement by the Library, or state or imply the Library is
sponsoring the program. Publicity announcing meetings should not imply Library sponsorship.
Only those activities sponsored or co-sponsored by the Library will be advertised by the Library
or by materials pre-approved by the Library.
Publicity about programs at the Library should contain the correct name of the Library facility:
Lexington Public Library, Central Library, Beaumont Branch Library, Eagle Creek Branch Library,
Northside Branch Library, Tates Creek Branch Library, Village Branch Library.
The Central Library will provide two hours of validated parking. Attendees should have their
Lexington Public Library Parking Garage tickets validated at the first floor service desk. Groups
wishing to pre-pay additional attendee parking can make arrangements at the time of
application.
Meeting Room Policy

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Available Facilities
Facility

Space

Capacity

Beaumont

Large Conference Room
Small Conference Room
Large Conference Room
Small Conference Room
Meeting Room
Large Conference Room
Small Conference Room
Large Conference Room
Small Conference Room
Large Conference Room
Conference Room A
(with tables and chairs)
Children, seated on the floor
Conference Room B and C
Board Room
Theater
Atrium

60
10
40
8
100
18
8
49
20
48
130
75
200
25
75
138
200

Eagle Creek
Northside

Tates Creek
Village
Central

Individuals signing agreeing to the Terms of Use must have a current Lexington Public Library
card. Government Organizations are not required to have a Library card. A fee will be charged
to users for repair of damage to facilities or for special cleaning. Fees will be assessed to the
library card record of the individual who signed the Meeting Room Application.
Any fees assessed are not refundable if the meeting is canceled less than 48-hours before the
meeting.
Any training required for use of electronic equipment must be arranged for by the meeting
organizer prior to the meeting. No help is available from Library staff on the day of the event.
Mobile Projector Fee

$30

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The needs of the Lexington Public Library and its affiliated groups, such as the Friends of the
Library, take precedence over non-library use of rooms. The Library reserves the right to cancel
a reservation granted to an outside group when unexpected Library needs arise. In such cases,
at least 72 hours notice will be given the person whose name appears on the reservation form.
The room use fee, if any, will be refunded.

Room Reservation Procedures
Library meeting rooms may be reserved on a first-come, first-served basis by any non-profit
group up to three months in advance of the use. The meeting must be free and open to the
public. All use of meeting rooms is recorded on the electronic, web-based calendar.
Meeting room reservations may be made online, in person, or by telephone. Any fees must be
paid prior to the meeting date. Telephone Reservations must be made a minimum of 24 hours
in advance; same-day meetings must be made in person and are first-come, first-serve.
Online Reservations
Reservations can be made through the Library’s website a minimum of 72 hours in advance of
the meeting. Use of the room will be confirmed when official Confirmation is received by the
meeting organizer. Confirmation will be sent to the meeting organizer within 24 hours of
receipt or, should the request fall over a weekend, the next business day.
Telephone Reservations
Reservations can be made over the phone by calling 859-231-5504 or 859-231-5501. Same-day
telephone reservations are not allowed.
Walk-in Reservations
Non profit organizations and study groups may use conference room facilities for a maximum of
2 hours. For profit companies, individuals soliciting funds, and private, confidential counseling
sessions or interviews are prohibited. These meetings are first-come, first-serve
How does a customer reserve a Conference Room?
Step 1: Select the Library location
Step 2: Check availability online, by phone, or in person. Be prepared with the following
information:
• Date and time of the meeting
• Purpose of the meeting
• Library card number
• Contact information, including telephone number and email address
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Step 3: Agree to the Terms of Use and pay for any equipment requests such as a mobile
projector (Central only) or TV/DVD.
Meeting Room Policy

Theater Procedures
Users of the theater shall be required to indemnify and hold harmless the Library from any and
all claims or actions attributable to the use of the Library facilities. The sponsors may be
required to provide a certificate of insurance to the Library, insuring it from liability and claims
resulting from the sponsor’s use of the Library facilities.
No meeting shall in any way interfere with the normal operations of the Library, as determined
by the person in charge.
All theater applications must be signed by an adult. Meetings of juveniles may be held, but
must be supervised by an adult at the ratio of one adult per twelve (12) juveniles.
The individual who signed the application is responsible for returning the theater to the
condition in which he or she found it.
Refreshments such as popcorn, candy, and bag lunches may be consumed in the theater, but
may not be prepared onsite. All drinks must be covered.
Tobacco products are expressly forbidden. Alcoholic beverages are forbidden except at specific
Library functions or by special permission of the Executive Director.
The Library will provide two hours of free parking. Attendees should have their Lexington
Public Library Parking Garage tickets validated at the first floor service desk. Groups wishing to
pre-pay additional attendee parking can make arrangements at the time of application – see
Parking for Events at the Central Library.
Non-library groups may not use the Library as a mailing address. Non-library groups using the
theater may not claim endorsement by the Library. Publicity announcing the event should not
imply Library sponsorship.
The sale of goods outside the theater is limited to tickets for productions, books, CDs, and
DVDs. Fundraising events will be approved on a case by case basis.

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The fire marshal has determined the theater capacity to be 139 people. Organizers of large
events should consider pre-ticketing them or including capacity information in their advertising.
The following costs are for use that occurs during library hours. After-hours fees are additional
and are applied to all events, including those that are free and open to the public.
Group
Library-sponsored event
Library organizations and
organizations of which the
library is a member
Government organizations
Non-Profit organizations
For-Profit organizations
After Hours

Fees
$0
$0 if free and open to the public. If not free and open to the
public, group charged at the non-profit rate.
Refundable $150 deposit required.
$0 if free and open to the public. If not free and open to the
public, group charged at the non-profit rate.
Refundable $150 deposit required.
$100 per 4 hours, plus $150 Refundable deposit required.
$200 per 4 hours, plus $150 Refundable deposit required.
$400 plus $150 Refundable deposit required.
$75 per hour. Each partial hour is charged as a full hour.

Equipment included with the room fee includes:
 Projector
 DVD/Blu Ray player
 1 Wired Microphone
 Podium
Additional equipent is available:
 Wired Microphone $5 each
 10 Chairs
$10
 Intercom system
$10
 Stage Monitor
$10 each
 Wireless Mic
$15 each






CD Player/Audio
Wifi
Table in front of the theater, 2 chairs
Table on the stage, 4 chairs






Laptop
Stage Lights
Piano
Remote Cameras

$20
$20
$25
$100

The group reserving the equipment is responsible for knowing how to use the equipment or for
getting instruction. Any training required for the use of electronic equipment must be arranged
by the event organizer a week prior to the event. Staff assistance on the day of the event
cannot be guaranteed.
Should Organizations putting on stage productions need to use the Theater for rehearsal, they
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may use the space up to 6 days prior to the main event if available. Room rental and after hour
fees apply.
Procedures for making a theater reservation:
Organizations wishing to use the theater must fill out a Theater Use Application, which will be
kept on file for 12 months.
The theater may be reserved on a first-come, first-served basis within the following framework:
Group
Library sponsored or co-sponsored events
LFUCG and Library Partners
Others

Timeline for Advance Reservations
Up to Two years in advance
Up to 1 year in advance
Up to Six months in advance

Reservations for use of the theater may be made in person or by telephone, providing the
organization’s application is current and on file. The theater reservation form must be signed
and any fees paid at least 7 days in advance of the event date. If necessary, staff will fax, mail,
or e-mail the application form to the person making the reservation for his/her signature. If the
meeting is cancelled by the Organization more than 48 hours in advance, a full refund will be
made. If a meeting is cancelled less than 48 hours in advance, the Lexington Public Library will
retain 50% of the fees paid.
Should the Library close due to an emergency situation, all fees will be refunded to the
organization or applied to the rescheduled event.
Theater Policy

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Parking Garage Procedure
The Lexington Public Library maintains the Lexington Public Library Parking Garage for use by
Library customers and staff, residents of Park Plaza, and the public.
The Library will validate up to 2 hours free parking for library customers. Exceptions to the 2
hour validation limit are at the discretion of the Executive Director. Customers attending a
computer class will receive a 3 hour validation at the end of the class. Customers working in the
Kentucky Room may receive an 8 hour validation from the Kentucky Room employee.
The Lexington Public Library is not responsible for theft or damage to cars in the garage.

Monthly Parking Rules and Regulations
•
•
•
•

Monthly parking cards are available for rental. One card is for one car.
The parking garage access card is not to be scanned to allow other drivers to enter or
leave the parking structure at any time.
Allowing other drivers to tailgate upon entering or exiting the garage is prohibited.
Monthly parking is pre-paid. Payments are due on the 1st of the month and late after the
15th.

Violations of the rules and regulations, including destruction, and/or abuse of the parking
garage access card may result in having parking privileges revoked.

Business Passes
Businesses and those organizations wishing to purchase parking passes for employees may
receive $5 off each pass for accounts of 5 passes or more. Should an individual lose his or her
parking pass the company is responsible for the $10 replacement fee and for obtaining a
replacement pass.

Replacement Parking Passes
If Parking Garage customers who have purchased a pass from the Lexington Public Library lose
it, he or she can come to the Central Library, 5th Floor Administration Office to purchase a
replacement pass for $10.
Companies purchasing cards for their employees or tenants will be resposible for replacing lost
cards and obtaining the $10 replacement fee from the cardholder.
Park Plaza residents must bring a Park Plaza issued release form, including the number of the
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lost pass, to the Administration Office to receive a replacement.
If the parking access card no longer works due to reasonable wear and tear, it will be replaced
at no cost to the customer.

Reactivating cards turned off for misuse
Cards can be turned off for letting out other vehicles, allowing a vehicle to tailgate as they exit
the garage, sharing one pass between multiple vehicles, or for non-payment of bills.
To reactivate a card, the offending cardholder must come to the Library Administration Office
and sign a statement acknowledging why the card was deactivated and pay the $10 reactivation
fee.

Parking for events at the Central Library
Customers attending events located at the Central Library can have their parking tickets
validated for 2 hours free parking.
Organizations wishing to pay for attendees’ parking may make arrangements through
Administration.
• Administration issues to the organization a voucher including the organization name,
date and time of the meeting, and agreed upon per-hour fee.
• The organization is responsible for distributing the vouchers to attendees of the meeting
who parked in the Library parking garage.
• The attendees will bring the voucher and parking card received upon entering the
garage to the 1st floor accounts desk, at which time the card will be validated for all-day
parking.
• The ticket should be returned to the customer and the voucher retained by the Library.
• Circulation staff will send all received vouchers to the Administration Office.
• Administration staff will invoice the organization for the number of vouchers received.
Parking Garage Policy

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Money Handling
Use of Credit Cards by Customers
Fines and other charges owed the library may be paid using Visa and Mastercard charge or
debit cards. There is a minimum charge of $2.00. Please offer this option to our patrons who
ask
Push the “Settlement” button at the close of business each day to get the figure for the total
amount charged that day.
To have a refund or void transaction, press the “more” button on the machine and select the
proper choice.

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Cash Collection
When receiving cash from a customer immediately enter the amount to be collected into the
cash register. Put the cash in the drawer and close it. When you need to make change, it should
be counted back to the customer. For example, $5.40 is paid and $10.00 is given; say "that was
$5.40 and sixty cents makes six and four dollars is $10.00."
When paid by check, make sure that the amount is correct and the check is signed. If the check
has the same name, address, and phone number shown on the customer record, write the
customer barcode number and your initials legibly on the top right corner of the check, stamp it
with the “for deposit only” stamp, and place it in the drawer. If the check information does not
match the customer record, ask for identification. Whenever a check is being written by one
person for another (parent for child), use the barcode of the customer whose fine is being paid.
When you have confirmed the accuracy of the information to your satisfaction enter the
customer barcode and your initials in the top right comer. Make any necessary corrections to
the customer’s record or the face of the check.

Cash Exception Sheet
An exception sheet will be kept near each cash register to make entries explaining any errors
made or anything that will cause a shortage or overage in the money when the bag is balanced
in accounting. If you ring something on the wrong key and you notice your error, make an entry
on the Exception Report. Do not ring the payment up again. If you inadvertently clear an
amount owed and the customer doesn't pay, make an entry on the sheet. If you are ever
unsure of an entry in the cash register or computer, make an entry on the exception sheet. No
one will ever criticize you for making entries that explain irregularities, shortages or overages.
These entries solve problems. Unexplained errors waste time in accounting and in your
department.

When to Give a Customer a Receipt
In general, a receipt is printed whenever a payment is made. Offer all receipts to the customer.
You can look up the fine history in the customer’s record to see a list of all fines the customer
has paid. Refund the money any time you can ascertain that an item has been paid for and
discharge the item off of the customer’s record. Be sure to waive the fine for the cost of the
book if it is still on the customer’s record. Refunds will only be issued within ninety (90) days
after the lost item(s) have been paid for. If the customer has returned the item, issue the
refund, print a copy of the lost item entry from the Fine History and then delete the entry from
the Fine History. Send the printout of the lost item entry with the daily collection record sent to
the Business Office. (06/10) If you are unable to issue the refund from the register drawer, print
a copy of the lost item entry from the Fine History and complete a Purchase Order payable to
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the customer. Send these items to the Business Office, clearly indicating the staff member who
should be notified once the refund has been processed. The Business Office will email the
designated staff member after processing the refund so that he/she can delete the entry from
the Fine History.

Computer Entry Procedures
Whenever you bring a customer's record to the screen, look immediately for two things.
Check that the verification date is current. If it isn't, verify that the person is the correct person
and check with them to make sure their information is still correct. Enter the Vmmyy (V1006)
code in the Notes box of the customer screen. ID is not required to update a record unless you
are unsure that the customer is who is he says he is or there is a note in the record requiring
that ID be shown whenever used.
Check for fines owed. If there is an amount owed, politely tell the customer the amount and ask
if he/she would like to take care of that today. If the customer says yes, collect the amount
using the cash procedure. Then, record payments in the customer’s record. If you clear the fine
from the record and the customer decides not to pay right now you can't restore the fine to the
record. You can, however, create an “added charge” fine and make a note of what the fine is
for. If you accidentally clear an unpaid fine from a record make an entry in the NOTE field and
make an entry on the cash register exception sheet.

Waiver Procedure
If you waive the payment of any amount owed from a record, for any reason, using whatever
waiver authority that you have, sign the receipt that is printed, write the barcode number of
the customer on the slip, and put it in the cash drawer with the checks.
You may use the alternate method of using the “Record of Waiver’ form. Be sure to fill it out
completely.
Send all waiver forms or receipts in with the daily report.

Daily Report
Each Monday – Friday morning the preceding day’s receipts are counted and sent to the
business office with a copy of the Daily Collection Record. Monday morning’s count will include
the receipts from Friday, Saturday and Sunday – which are not sent in because the business
office is closed over the weekend.
• Count your change fund.
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•
•

•

•

•

Count your drawer. The change fund and the drawer equal your bank.
Whatever is left over after you have counted your bank is your receipts and will be sent
to the business office. Coins are countedand then placed into envelopes supplied by the
business office and then into the deposit bag. Cash, checks and charges are counted
and neatly put into the deposit bag. Exceptions and refunds are totaled and entered
onto the collection record. The total of all of these should be nearly what is shown on
your cash register tape.
If the total is not close to what the tape shows, something has probably been misentered into the cash register. Go through your tape to see if anything does not look
right. If you find something, enter it onto the exceptions sheet.
When you have reconciled your receipts and your register tape as closely as you can,
attach the “Z” part of your register tape and the “settlement” slip from your charge card
machine to the collection record.
Send all of the receipts, waiver slips, exception slips and the daily collection record in a
locked bank bag to the business office.

Envisionware and Copiers
Funds are removed from the printer/copiers and sent to the business office two times per
month. A sheet with counter readings should accompany the money.
In order to get counter totals, consult the list below then click on the link corresponding to your
branch and or area. Once the webpage for the specific printer loads, locate the tab named
“Counter”. Click on that and it will give the totals for that specific printer/copier.
If you click on the “Status” tab, you can see the status of the printer itself. This shows toner
levels, paper levels, etc. Everything you see in the printer webpage is view only. You can use
this tool to view the job history of the device also. We don’t use the Document Server
function.
If for some reason you want to know how to get to a printer’s webpage, but cannot find the
chart below, you can go to the printer and touch the screen so that it comes up. There is a tab
at the bottom that says ‘System Status’. Tap that and the tap the ‘Machine Address Info’
tab. At the top of the list is something that says ‘Machine IPv4 Address’ with a number in the
format of 172.##.##.### or something similar. For example, the public printer at VB would
show 172.22.1.197 here. You can write this number down and key it into the location (URL) bar
at the top of your browser. You can type http://172.22.1.197 for example. Or just http:// and
the number to the printer that you just wrote down.
557H

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Savin PCRes / LPT1 Public Printers
Beaumont
Public

Printer
Pad

Childrens

Printer
Pad

558H

172.19.1.183

172.19.1.182
559H

172.19.1.181

172.19.1.180

Tatescreek
Public

Printer
Pad

Childrens

Printer
Pad

560H

172.18.1.187

172.18.1.186
561H

172.18.1.185

172.18.1.184

Northside
Public
Childrens

Printer

562H

172.21.1.189

Pad

172.21.1.188

Printer

172.21.1.191

Pad

172.21.1.190

Eaglecreek
Public

Printer
Pad

Childrens

Printer
Pad

563H

172.20.1.195

172.20.1.194
564H

172.20.1.193

172.20.1.192

Village
Public

Printer

565H

172.22.1.197

Pad
Childrens

Printer
Pad

Central
2nd Floor Public

Printer

566H

172.17.1.173

Pad

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3rd Floor DB Periodicals

Printer

567H

172.17.1.175

Pad
3rd Floor Reference

Printer

568H

172.17.1.180

Pad
4th Floor Classroom

Printer

569H

172.17.1.168

Pad
4th Floor Public

Printer

570H

172.17.1.177

Pad

Friends Book Bag and Book Sales
Book bags and books are sold for the Friends of the Library and funds are accounted for
differently from other funds received.
Do not ring money for book bags or books on the cash register. If a book is being sold, fill out a
slip indicating how many books and type of cover. Paper clip this slip to the money.
Make change if necessary and then put the money into an envelope. Write Friends on the
envelope.
Put the envelope into a deposit bag or into the cash register.
When reconciling cash the next morning, do not count this money.
Put the envelope into the deposit bag on Fridays or whenever you have enough to send in.

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Petty Cash
Each location has a petty cash fund. These funds may be used to make small purchases or
purchases of items needed quickly. There are other possible scenarios when it would be
appropriate to use the Petty Cash fund.
A purchase is made and the receipt for that purchase is returned to the branch.
A Petty Cash Reciept/Voucher is filled out completely and the receipt is attached to the
voucher.
If money has been advanced from the fund for the purchase, nothing further needs to be done.
If the purchaser paid their own money, funds equalling the amount of the receipt are removed
from the fund and the purchaser is re-paid.
When enough purchases have been made that the fund is low, the Manager will see that the
Petty Cash Reimbursement Request is filled out completely and that form, along with the
receipt vouchers (with attached receipts), is sent to the business office for reimbursement.
Petty cash should be used infrequently and carefully. When at all possible, make use of
accounts set up with major vendors such as Kroger or Home Depot. If petty cash is needed,
staff members are expected to take a tax exempt letter. Carefully record information about the
expenditure.

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Open Records Procedures
Any person has the right to examine public records. The Library requires a written application,
signed by the applicant and with his/her name printed legibly on the application, describing the
records to be inspected.
Requests should be made in writing to:
Ann Hammond, Executive Director
Lexington Public Library
140 East Main Street
Lexington, KY 40507
The Library has 3 business days in which to respond to the request. If there is a delay, the
Library must provide a written explanation of the cause for the delay as well as and the place,
time, and earliest date on which the public record will be available for inspection.
The individual may review the records in the Library during regular business hours, or have
them mailed to him/her. The individual is responsible for the costs associated with receiving
copies of the request, including postage and copies. Copies will be mailed upon receipt of all
fees and postage charges.
Individuals are allowed to photocopy records, assuming there will be no damage to the original
document, at the cost of $.10 per page.
If the Library is asked to produce a record in a non-standard format, or to tailor the format to
meet the request of an individual or group, the Library may use its own discretion in providing
the requested format and recover staff costs as well as any actual costs incurred.

Records for Commercial Purposes
In the event of a request for records to be used for a commercial purpose, the Library may
require a certified statement from the requestor stating the commercial purpose for which they
shall be used. The Library may also enter into a contract with the requesting agency, permitting
use of the public records for the stated commercial purpose and for a specified, reasonable fee.
Fees may be based on the cost to the public agency of media, mechanical processing, and staff
required to produce a copy of the public record or records, and/or the cost to the public agency
of the creation, purchase, or other acquisition of the public records.
It is unlawful for a person to obtain a public record for a commercial purpose without stating as
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such. In the event of misuse, the Library may charge:
1. Three times the amount that would have been charged for the public record if the
commercial need had been stated upfront;
2. Costs and reasonable attorney’s fees; and
3. Any other penalty established by law.
Open Records Policy

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Board Orientation
Board member orientation includes introducing the Board member to the following documents:
• The Kentucky Public Library Trustee Manual
• A list of Board members with their contact information, terms of office, and offices
held
• The location and schedule of Board meetings and Board bylaws
• Board Effectiveness 101
• Board Committee List
• Board Committee Descriptions
• KRS Funding Statute
• "The Taxpayer Who Lived Libraries"
• KDLA Welcomes You as a New Trustee
• Your Duty Under the Law
• Managing Government Records
• ALA Bill of Rights
• Freedom to Read
• Freedom to View
• ALA Code of Ethics
• LPL Business Conduct, Integrity, and Ethics Policy
• Trustee Orientation Checklist
• Now that you are a Board Member from LFUCG
Additional documents that may be provided by the Director as part of the Board member
orientation process may include the following documents, among others:
• The Library’s latest Annual Report
• The Library’s Standards Report
• The Library’s long-range or strategic plan
• The Library’s current and previous year’s budget
• Board packets from previous meetings are available on the Library’s website
• KRS Statute 173.360 and State Constitution Section 180
• An organizational chart of the Library staff with names and titles
• A copy of the Library’s policies or the location where they can be accessed
• Brochures or other concise information about the library or library services
• PR or information on any recent Library accomplishments
• A current calendar of event

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The orientation process shall also include a tour of the Central Library. Monthly Board meetings
alternate between Central and the Library Branches and staff present department/branch
reports at each meeting as part of a Board Education plan.
Every attempt will be made by the Board Chair, Executive Director and Kentucky Department of
Libraries and Archives Regional Consultant to provide the new Board member with any
additional pertinent information requested to assist in equipping the Board member with the
knowledge and skills necessary to succeed in their new role.
Board Orientation Policy

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Video Surveillance Procedures
Security Camera Locations
Reasonable efforts are made to safeguard the privacy of customers and employees. The video
security cameras are positioned to record only those areas specified by the Executive Director
or Director of Support Service, and will complement other measures to maintain a safe and
secure environment. Camera locations shall not be changed or added without the permission of
the Executive Director or Director of Support Service.
Cameras may be installed in locations where staff and customers would not have an
expectation of privacy. Examples include common areas of the Library such as entrances,
accounts desks, near book and media collections, public seating, delivery areas and parking lots.
Cameras will not be installed in areas where staff and public have a reasonable expectation of
privacy, such as restrooms, nor are they positioned to identify a person’s reading, viewing or
listening activities in the Library.

Use, Disclosure, and Access to Digital Images
The Security Team Leader and Security Officers, in the course of their normal duties, monitor
and operate the live video security system.
Only the following individuals are authorized to access the recorded archival data in pursuit of
incidents of criminal activity, litigation, or violation of the Library Code of Conduct: Executive
Director, Director of Support Service, Security Team Leader, Security Officers, Director of
Library Services, and designated Persons – in – Charge. Authorized individuals, with notice to
the Executive Director or designee, may access or ask other staff to review recorded data in
order to identify security concerns related to a specific incident.
With the written permission of the Executive Director, individuals authorized under this policy
may use a still shot or selected portions of recorded data to request law enforcement review
for assessing the security risk of a specific individual or for investigating a crime on Library
property.
Video records may contain personally identifiable information about an individual who has used
any Library service or borrowed any Library materials (“patron information”). Every effort will
be made to ensure confidentiality and protection of Library users within the parameters of the
Open Records Law.
All requests for security camera footage or still shots by law enforcement will be referred to the
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Library Executive Director or Director of Support Service. In his or her absence, direct requests
to the Senior Administrative Staff Member.
In the event of a search warrant, which is executable immediately,
Administration will comply with the search warrant and consult with legal counsel. Upon
receipt of a subpoena or other court order, Administration shall consult with legal counsel to
determine if the document is in proper form and that good cause for its issuance in a court of
proper jurisdiction is demonstrated. If not, Administration shall insist any defect be remedied
before releasing patron records which contain patron information.

General Public Requesting Access to Security Camera Footage
Confidentiality/privacy issues require that the general public submit an Open Records Request
before being allowed to view any security camera footage.

Retention of Digital Images
Images from the Library video security system are stored digitally on hardware in the Library.
Security camera footage will be kept confidential. Security recording equipment will be housed
in a locked area. Recordings are kept for a minimum of 14 days and no longer than 30 days in
accordance with the Library’s approved records retention schedule, unless required as part of
an ongoing investigation or litigation.

Unauthorized Access and/or Disclosure
A breach of this procedure may result in disciplinary action up to and including termination of
employment. Any Library employee who becomes aware of any unauthorized disclosure of a
video record and/or a potential privacy breach has a responsibility to ensure that the Executive
Director is immediately informed of the breach.
Video Surveillance Policy

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Display of Non-library Materials
Community Bulletin Boards and Distribution of Non-Library Material
Lexington Public Library maintains bulletin boards, racks, countertops and tables for the passive
distribution of free community information materials, including flyers, notices, and posters. Passive distribution means that materials will be left at the circulation desk for subsequent approval
by appropriate Library staff LPL will determine where this information will be distributed in its
buildings, the physical sizes of materials it can accommodate, and when capacity for displaying
the materials has been reached.
The following general guidelines apply:
LPL displays free community information as a courtesy and community service. The Library
determines that the materials are of community interest, are not commercial or offensive- In
contrast, when it chooses materials for inclusion in its collection, LPL follows the Materials
Selection Policy approved by the Board of Trustees in 1993.
Any materials that have not been approved will be removed and discarded. Dated material will
be removed after the event noted in the material_ Material, not date specific, will be removed
after a minimum of two weeks or when space is needed for other materials. Regular publications
(weeklies, monthlies, quarterlies) will be removed by the next published issue or as supplies are
exhausted: Lexington Public Library reserves the right to refuse acceptance of any materials and
such refusal will be based on the tenets of this written policy. The Library also reserves the right
to dispose of approved materials after two weeks or the events noted in the materials have
taken place, whichever comes first.
In general, no items devoted solely to the sale, advertising, solicitation or promotion of commercial
products or services for a single profit making business or individual will be accepted. Materials
seeking to persuade politically or religiously will be rejected. Because space is limited, materials will
be posted and/or distributed in this order of priority:
1. Lexington Public Library announcements and publications
2. Lexington/Fayette Urban County Government announcements and
publications
3. Commonwealth of Kentucky, federal government announcements and
publications, Civic, recreational, cultural, and educational
announcements and publications in the immediate Lexington/Fayette
County area

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LPL displays these materials as a community service_ The Library does not endorse or recommend the events or information contained in these materials. Final authority for the display and
distribution, on Library property, of all materials rests with the Executive Director who
administers this policy under authority of the Board of Trustees.
Procedure for Displaying Materials
Central or Branch Manager approves and initials the material to be displayed.
Date material in lower right hand corner as to the first and last day of display
Posters, notices, etc. will be discarded at the end of the allotted time.

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Unsolicited Author Visit/Book Signing Procedure
In the library’s role as a community center, it is appropriate to consider holding author
programs and to give authors an opportunity to share their work with the community.
When the Lexington Public Library is contacted by an author or their publicist regarding author
visits and book signings, these are the conditions that apply:
•

•
•
•

The author/publicist will donate a copy of the book for review by the Adult
Programming Committee. Self-published works will be considered if a copy is provided
along with published reviews. If possible, they should give references to any previous
programs they had done in the community and at other libraries.
The book must fall within the purview of our collection development policy. In other
words, it must be a book that we would add to our collection.
A program or presentation by the author may be followed by a book signing. We do not
have book signings as a stand-alone program.
The subject must be of interest to our community.

The author may bring copies of the books to sell. They may not pressure anyone into
purchasing a book and they must bring their own provisions to sell the book. Staff will not be
involved in helping the author sell books.
All author visit and book signing requests must be directed to the Adult Programming
Committee, where it will be decided whether or not the program meets our guidelines. The
committee needs at least four months prior notice in order to meet calendar deadlines. It can
take up to one month to respond to an unsolicited request.
This procedure does not apply to authors who are approached by Lexington Public Library staff
for programming.

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Partnership Procedures
The Library encourages partnerships with organizations that complement and help promote the
vision and mission of the Lexington Public Library.
When opportunities for partnerships are presented, library staff should discuss the possible
partnerships with his or her supervisor, using the Partnership Agreement as a tool. They should
discuss the services that will be provided by the Library and by the partnering organization, as
well as the benefits to be derived by each, such as shared advertising or free training for Library
staff.
Examples of partnership benefits include: permission to use the Library Meeting Rooms more
than 6 times per year; holding a free, monthly program in the Farish Theater at no charge; and
holding free writing workshops, such as those by the Carnegie Center.
Once both organizations agree on the terms of the partnership, a representative from the
partnering organization and from the Library location, or department manager, should sign the
Partnership Agreement. It will be kept on file locally and in the Administrative Offices.
The partnering organization should in no way be using the agreement with LPL for the purpose
of soliciting business for its own profit.

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Lost and Found
Personal items found by Library staff and customers shall be handled in the following manner.
The Lexington Public Library’s Lost and Found Procedures apply to the Central location as well
as all the branches. Central’s Lost and Found is located in the Circulation Department. Branch
libraries maintain a Lost and Found area in each branch. All lost and found items will be kept in
a secure location and their disposition will be determined by the Central or Branch manager
based on their value. The items not claimed by owners will be donated to an organization or
turned over to the Police Department depending on value.
1)

Turn items into Lost and Found as soon as they are discovered.

2)

Record items of value such as wallets, purses, keys, backpacks, and electronic devices, in
the Lost and Found Logbook (see attached sheet) at the time they are turned in.
Information requested in the logbook will help to ensure items are accounted for and
returned to the rightful owners. Fill out the logbook completely and accurately.
Completed logbook sheets will be kept on file at the location where filled out.

3)

Place the Lost and Found Logbook with lost items in a locked location such as a drawer,
cabinet, or room. The key should be accessible only to those individuals authorized by
each library manager.

4)

Items of lesser value such as notebooks, umbrellas, and articles of clothing will also be
required to be entered into the logbook and placed in a locked location. However, these
items will be donated monthly if they are not claimed.

5)

At Central, Circulation staff will take unclaimed IDs to the Security Team Leader. Branches
will send the unclaimed IDs to the Security Team Leader, 24 hours after the ID was turned
in so customers have an opportunity to retrieve the items. These will be sent to Central via
courier mail. The Security Team Leader will try to call the owners of lost ID’s and turn all
unverified and unclaimed IDs to the Police Department, on a weekly basis.

6)

To ensure lost items are returned to the rightful owners, persons claiming items will be
asked to describe the items and provide identification. Claimants must sign for items that
have been entered into the logbook before the items will be released to them.

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Food and Beverages in the Library
Food and Beverage in Public Areas
The consumption of beverages (in covered containers) and food is allowed in library buildings,
except where prohibited. Staff may have beverages in public areas but they should be in an
LPL approved mug with a lid. Food is not permitted while working on a public service desk.

Food and Beverages Served at Library Programs
Food served at Library programs must only be food commercially prepared and pre-packaged.
Staff is not to prepare dishes or serve dishes prepared by anyone who is not a commercial,
licensed food handler. This is a requirement of the Urban County Health Department.
Examples of food that may be served:
• Potato chips, pretzels, cookies, snack cakes and other packaged snacks
• Ready to serve fruit juices and soft drinks
• Punch made from pre-packaged ingredients (no concentrates that must be mixed with
water are to be used)
• Food from a commercially licensed kitchen (food trays from the grocery store)
• Sandwich breads and meats which are commercially produced and provided for persons
to make into sandwiches
Examples of food that may not be served:
• Kool Aid, or other mixes that need to be combined with water
• Popcorn that has been made at the Library or made at home and brought to the Library
• Sandwiches made by staff at home
If you have questions about what is appropriate contact the Marketing Department. Staff in
Marketing has had experience in this area and are aware of the Health Department's
regulations.

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Use of Telephones
Cell Phones
The use of cellular phones is permissable as long as conversations are quiet and respectful of
nearby customers. Customers may be asked to move to lobbies or outside, if their
conversations are disturbing to others.

Public Telephones
Pay telephones are installed at most locations and the public should be encouraged to use
them.

Staff Telephones
Staff telephones at the public service desks are intended for use by the staff to provide
customer service. Since children occasionally need to call home for rides, use by the public for
calls of short duration must be considered on a case-by-case basis.

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Circulation of Materials
Renewal Procedures
In general, renewals will be performed upon request, except for items on which there are
holds, materials have already been renewed four times, or if the customer is above the fine
threshold when the transaction begins ($10.00). Items do not have to be presented in order
to be renewed.
Inform the customer that the item(s) may be renewed four times. Additional renewals are only
permitted in exceptional circumstances.
Bring up borrower record
• Verify you have the correct customer by using DOB, Library Card #.
Bring up borrower’s items out list
• Ask customer if he or she wants all the items renewed or just selected items. The new
due date will be from the date of renewal, not the original due date.
Inform the customer about any materials that could not be renewed (holds or items that had
already been renewed twice) and inform him of whatever fines were added to his record. If,
during the procedure, the customer’s fines go above $10.00, continue the procedure, but
inform the customer that his account is above the fine limit.
Telephone Renewals Procedures
Renewing items for customer who call is a convenience for the customer. These calls should
be handled at the location where they are received and not forwarded to another location.
After renewing items for the customer the first time, refer them to the telephone renewal
line.
Note: For items checked out with educator cards, see the Educator Card Procedure.

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Informed Consent Procedure
In response to numerous customer requests, the LPL Board of Trustees has approved a policy
allowing customers to request the loan history function to be activated on their personal
accounts. Historically, LPL and most other U.S. public libraries have not kept customer
histories for privacy reasons, so this is an opt-in only function. Here is the procedure:
1.
2.
3.
4.
5.

Have the customer read and fill out the Loan History Informed Consent waiver.
The staff member assisting the customer must also sign the form.
Make a copy and give it to the customer.
Give the original to the circ supervisor.
Circ supervisors must forward original, signed documents to Phyllis Buchanan in the IT
department where they will be kept on file.
6. You will need to click on the “Configuration” tab on the customer’s account and make
sure the “Record Loan History Statistics” box is checked.

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Procedure for Incorporating Memory Card Readers
Memory card readers are devices that allow the transfer of data from a memory card such as
those found in cell phones, digital cameras, digital video cameras, mp3 players, etc. to a
computer. In general, each reader will accommodate several types of memory cards and will
plug into the computer using a USB connection. These readers are useful and certain
procedures need to be applied in order to secure these devices.
Steps for adding memory card readers:
1. Attach a materials barcode to the bottom of the memory card reader.
2. In the TLC Circulation module, under Titles/Items (F4), click on ‘Add New’. A form will
pop up called “On The Fly Entry”.
3. Under ‘Title’, type in Memory Card Reader.
4. Under ‘Media Format’, change from Book to Artifact.
5. Under ‘Item ID’, enter the barcode number.
6. To the right, under ‘Collection’, change to AV7.
7. To the left, under ‘Price’, put $20.
8. Click on the ‘Save and Check-in’ button.
When someone wants to use one of these readers:
1. Check it out to them on their library card account. If they are using a guest pass, hold
their ID.
2. Explain to them that the reader is not to leave the building and that they want to be
sure to give it back to you to check in so it is off their record. Otherwise, they will be
charged $20.
3. When they return it to the desk, check to see that no cards were left in the reader and
that it appears to be in working order, then discharge the item.

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Library Cards
ADULT Library Card
Any person requesting borrowing privileges is required to present a valid picture ID with
current address, or a valid picture ID with some other proof of current address such as a
preprinted check, current bill or recent piece of mail, etc. Those qualifying will receive their
card immediately and they may check out up to five items that day.
The person requesting a card must live, work (show proof: i.e. work ID, pay stub, paycheck,
business card, etc.), attend school in Fayette County, or own property in Fayette County to be
eligible for a regular library card. Meeting any of these conditions makes the person eligible.
If there is no proof of current address but there is a valid picture ID, a library card is entered but
will be mailed to the customer. In that case, the customer may use the computer and check out
one item that day.
Because of possible confusion between persons with similar names we will enter a birth date
(month/day and year) for every person who is applying for a library card.
Staff will need to determine if other identification presented by the customer is valid.

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Temporary Library Cards
Temporary cards are issued for 90 days with a checkout limit of three items. Individuals with
temporary cards are allowed three reserves at one time.
If the person does not have anything with their local address on it we require a letter from
either their employer or the agency where they are staying to verify their address (i.e. Hope
Center, Salvation Army.)
If a person is working a temporary job assignment in town and they have a letter stating it is a
contract of certain duration, make the expiration date for whenever their job is up.
It is not required for applications and other documentation to be retained on file.
JuvTemp
Temporary juvenile card requirements are the same as those for adults with the following
additions. The application must be signed by a parent or legal guardian and the application
must include the birth date of the adult signer. The ID for the signer is the same as for the
Temporary adult card. The cards are set to expire 90 days from issue. Applications for juvenile
cards are kept and sent to Information Technology at the end of each month.
Invalid Addresses
The following addresses are invalid for registration of customers:
167 N. Upper St
210 Clark St.
166 Market St.
310 S. Limestone
627 W. Fourth St.
1740 S. Limestone
800 Rose St.
150 N. Eagle Creek Dr.
3050 Rio Dosa Dr.
2100 Leestown Rd.
One St. Joseph Dr.
200 E. Main St

Community Kitchen
Horizon Center
Christ Church
Good Samaritan Hospital
Eastern State Hospital
Central Baptist Hospital
University of Kentucky Medical Center
Humana Hospital
Ridge Hospital
Veteran's Administration Hospital
St. Joseph Hospital
LFUCG

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The following addresses are temporary residences. Note that a TEMPORARY card normally
requires ID with date of birth and a dated letter on letterhead stationary from the temporary
shelter confirming that the applicant is a resident. Exceptions are noted below.

Catholic Action
Center/
Community Inn

Chrysalis House

Chrysalis House
(alt. address)

Chrysalis Singles

Residents of this
program spend the
night at Community Inn
but receive mail at
Catholic Action Center
and should use the
address listed for their
library account. They
should provide a letter
on Catholic Action
Center letterhead
indicating they are a
resident.

Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should
show ID with
permanent address as
well as a letter from
Chrysalis House.
Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should
show ID with
permanent address as
well as a letter from
Chrysalis House.
Chrysalis house is an
ADULT card with a 90
day expiration.
Customer should

400 East 5th Street, P.O. Box 324,
Lexington KY 40508

120 Chrysalis Court
Lexington, KY 40508

1588 Hillrise Drive
Lexington, KY 40504

251 East Maxwell St.
Lexington, KY 40508

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show ID with
permanent address as
well as a letter from
Chrysalis House.
Dismas Charities

Hope Center

Customer may have a
Hope Center ID
instead of a letter.

Lexington Rescue
Mission Life
Renewal Program
Lighthouse
Ministries
Redemption House

Salvation Army

Letterhead may be
from sponsor, Hope
Springs Community
Church.
Customer may have
Salvation Army ID
instead of letter

Or
250 W. Loudon Ave.
Lexington, KY 40508
649 N. Limestone
PO Box 1050
Lexington, KY 40588
185 Elm Street
Lexington, KY 40507
449 Douglas Ave
Lexington, KY 40508
736 W. Main Street
Lexington, KY 40508
154 Bonnie Brae Drive
Lexington, KY 40508

Shepherd’s House
VOA Homeless
Veterans
Transitional
Treatment Program
Volunteers of
America
Volunteers of
America Veterans
Shelter
Women's Hope
Center

909 Georgetown Street
Lexington, KY 40511
Either
360 W. Loudon Ave.
Lexington, KY 40508

2250 Leestown Road, Building
29-2
Lexington, KY 40511
399 Withrow Way
Lexington, KY 40508
1101 Veteran’s Drive, 29-2 VOA
Lexington, KY 40502
Customer may have a
Hope Center ID

1524 Versailles Rd.
Lexington, KY 40504
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instead of a letter.
Women’s Spouse
Abuse Center
YMCA

Will be a P.O. Box associated
with the letter; this address is
unpublished for legal reasons.
239 E. High Street
Lexington, KY 40507

Juvenile Library Card
Juvenile card requirements are the same as those for adults with the following additions. The
application must be signed by a parent or legal guardian and the application must include the
birth date of the adult signer. The ID for the signer is the same as for the ADULT card. The
cards expire after 3 years, or on the day before the juvenile’s birthday, whichever comes first
Applications for juvenile cards are kept and sent to Information Technology at the end of each
month.
A parent or guardian signing for a non-present child’s card must also present a birth certificate.
There are a large number of possible exceptions that might occur on an occasional basis. If a
situation does not conform to the usual procedures and questions arise, refer to the circulation
supervisor or management.
Sometimes school classes or daycare facilities request that all of their children be issued cards.
In that case we require that an application be filled out and signed by the child’s parent or
guardian. We take the word of the teacher or daycare person that the signature is by the
parent or guardian and that the child is the person listed on the application. Cards are
prepared for all children who do not already have a card and are given to the person who
requested the cards.
For Baby’s 1st Library Card, presentation of the color coded application or the special Baby’s
card is sufficient to activate the card.
For KinderCard, presentation of the color coded application or the KinderCard wallet is
sufficient to issue a library card.
Juvenile Responsibility Form

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JUVRESTRI
This customer code is for juveniles whose parents have chosen to restrict their access to the
internet at the library.

BOOKBUDDY
These cards are issued to homebound individuals for whom books are borrowed through the
Library’s Book Buddies program. These cards are fine exempt.

ADNONRES and JUNONRES Library Card
A person who does not live in Fayette County but shows proof of working, owning property, or
paying taxes in Fayette County, or is a Kentucky resident and has paid the $10 fee, is eligible for
a regular library card. Card Life: 1 year.

ADSTUDENT
Issued to students who attend any school in the county, but do not permanently reside in
Fayette County. The student must produce valid identification from the school showing that he
is a student.
Fee – None. Card Life – One year.

JUVSTUDENT
Issued to students in schools in Fayette county that do not reside in Fayette county.

ADRECIP and JURECIP Borrowers
Persons requesting a library card who do not meet residency or employment requirements may
be eligible for a Reciprocal Borrower library card if they reside in one of the below named
counties and have a library card from that county's library. Upon presentation of the county
library card (or letter from the library) and completion of our registration requirements, they
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are issued a card. Fee - None. Card Life - 1 year.
The Board of the Lexington Public Library has reciprocal borrowing agreements with the
following public libraries:
Anderson County
Boyle County
Clark County
Cynthiana-Harrison County
Estill County
Franklin County
Garrard County
Jessamine County

Lincoln County
Madison County
Mercer County
Nicholas County
Paris-Bourbon County
Powell County
Scott County
Woodford County

The reciprocal borrowing agreement states that registered borrowers of a cooperating library
may obtain a library card at no charge and borrow materials from the Lexington Public Library,
and our customers may obtain cards and borrow materials from the above named libraries. All
borrowers are subject to all rules and regulations established by the library from which
materials are borrowed.

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Educator Card
Who’s eligible?
1. Full time teachers – need to show school ID
2. Substitute teachers by request. Home-Bound teachers are frequently classified as
substitute/part-time
3. Daycare/preschool directors – need license from Child Care Council that daycare is a
registered facility
4. Homeschoolers – limit 1 card per household; need letter from Fayette county or state
detailing parent’s intent to homeschool.
Stipulations:
1. Must have personal LPL card in good standing
2. Privileges of Educator Card can be lost if violating terms of application
3. Card must be renewed annually with proof of continued teaching/homeschooling.
4. Card to expire June 1 – annual renewal on or after August 1.
5. Card cannot be used for additional internet or computer privileges in the library. IThe
card can be used for remote access to those databases that allow it.
Who’s NOT eligible?
1. Student teachers - Can use supervising teacher’s card.
2. College professors and Teaching Assistants
3. School Tutoring Services and Tutors
4. Extra Curricular Organizations
How many items for checkout? Fines?
1. 50 items limit
2. Checkout period 6 weeks with one renewal for additional 6 weeks ( with the exception
of 7 day media which checks out for 7 days with two renewals)
3. Fines follow set library card fines/policies.
Circulations Issues:
1. Reasons not to renew: blocked card must pay down to fine minimum before renewal
processed.
2. List school address 1st, then home address. Overdue and reminder notices will be sent
to their school email address
3. Put (educator) after the first name when you are entering the Educator card. i.e.
Lancaster, Toy (educator)
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4. Regular fines are in effect; item go to lost at 60 days
How many reserves are permitted?
1. up to 25 items held for 7 days
2. Non pick up fee is charged for items not picked up
Items NOT allowed for checkout on Educator Card
1. personal materials
2. 3-day media
Responsible party for lost or damaged items?
1. Teachers will be responsible for their cards.
2. Daycares/preschools will be in director’s names and his/her responsibility.

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Location Programming Library Cards
Each location/department that uses a library card to check out materials for programs,
telephone holds, etc. must set the BORROWER TYPE to PROGRAM -STAFF PROGRAM CARDS in
TLC. This borrower type will be fine exempt.
Branch/Department managers will approve the creation of new programming cards.
Branch/Department managers will maintain a list of active programming cards and the
responsible staff member for each card. This list should be reviewed on an annual basis to
check for any overdue or lost items and current staff contact information. The responsible staff
member’s contact information should be changed immediately if that person leaves their
position.
Each location/department programming card should have the responsible staff person’s
contact information listed in the account, especially the email address. This will notify the
responsible staff member of any holds that need to be cancelled or overdue items.

Card name includes location. Comment field lists Responsible Staff Member.

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BORROWER TYPE is set to Staff Program Cards

Responsible Staff Member’s email is listed in EMAIL ADDRESS field.
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Responsible Staff Member’s name is listed in LINE 1 field.

Notifications are set to EMAIL.

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Use of Library Card by Someone Other Than Cardholder
In general, a person in possession of a library card/number other than their own is allowed to
use that card/number as long as they know the PIN and it is reasonable to believe that they
may have the cardholder’s permission. If there is a question as to whether the person may
have permission, try to contact the cardholder. If the cardholder is unavailable, a supervisor
must use their judgment.
Possible exceptions include: spouses who have indicated in their records that it is ok for their
spouse to use their card or pick up materials for them, parents or guardians who are listed as
the responsible party on a juvenile’s card may use the child’s card.

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Closing Accounts Procedure
Customer accounts must be maintained for 15 months for audit purposes. Therefore, when a
customer requests that his/her account be closed, it should not be permanently deleted from
the database. Instead, the following procedure should be followed:
1. Check that the account has no items checked out and the total owed is $0.00. If this is not
the case, the customer must return the outstanding items or pay the balance before the
account can be closed.
2. Block the account by changing the “Account Standing” from “Active” to “Restricted.” This
should add a “Block Status” flag to the account.
3. Remove the PIN.
4. Add the following in the “Comment” field: “CPCR staff initials location date” (CPCR stands
for “Closed per customer request.”) For example: “CPCR JD@TB 4/1/12”

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Missing or Lost Library Card
Replacement of an adult card is $1.00. Juvenile cards may be replaced for $.50.
A person may check out without their card if they are known by staff, have a picture ID, or can
answer identifying questions from their record (birthday, address, etc.).

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Personal Identification Numbers (PINs)
The PIN number is automatically set as the last four digits of the customer’s primary telephone
number when the account is created. Customers may change their PIN numbers from within
their accounts. These numbers may also be changed from within the circulation module (F2) of
TLC.
Personal Identification Numbers (PINs) are required along with the barcode numbers for
customers to check out materials, manage their accounts, and access online content.

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Customer Verification
Verification of customer’s addresses, phone numbers, and e-mail addresses is to be done every
six months. Verification of customer records is to be done as follows:
•

If the customer’s record does not show the verification code above the customer’s
name, staff are to query the customer for current address, telephone number, and email address, if shown. If no e-mail address is shown, the customer should be asked if
they have e-mail that they use. The “Notifications” tab should also be checked to
ensure that e-mail has been authorized.

•

If no change is needed, or after any change has been made, put a note in the customer’s
record and enter the letter “V” followed by the month and last two digits for the current
year, for example: V106. Do not use slashes between month and year; use the minimum
number of digits for month (1 not 01).

Following these steps will place the “V106” on the customer’s record when the record is
accessed.
This procedure should be followed for new registrations.

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Unrestricted Access for Juveniles
The responsible party on a juvenile account may sign Unrestricted Access forms that will allow
their child to borrow R-rated movies
Have responsible party on account fill out form. Check ID if you are unsure that the person is
the responsible party. Sign the form.
In the customer record of the child, change the status of the child to Adult. Put a note in the
record that an Unrestricted Access form has been completed. Include your initials, your
location initials, and the date in the note. Send the form to IT.

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Overdue Materials
The fine for overdue books and most other materials is $.15 per item per day. The fine for an
item will accumulate daily until the maximum fine of $6.75 is reached at the forty-fifth day.
Exceptions: Fines for DVDs from the 3-day collection are $1.00 per item per day. Fines for
Interlibrary Loan materials are $1.00 per day. The fine for each item will accumulate daily until
the maximum fine or the cost of the item is reached.
A customer is notified of overdue materials by phone, mail, or e-mail depending on their
contact preference when an item is seven days overdue and twenty-one days overdue. At
forty-one days, a long overdue notice is sent by mail to the borrower including the cost of
materials.

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Lost and Damaged Items
Items are listed as “long overdue” at 40 days past the due date. Materials move to a status of
“lost” 45 days after the due date.
The library's policy regarding lost library items is that the customer is responsible for all
materials charged to his/her library card and is liable for restitution when such materials are
damaged or lost.
A customer is expected to make restitution for lost items within a reasonable time after the
item is declared lost. If needed, special arrangements can be made with the approval of the
manager.
If a customer locates the lost item within 90 days of paying for its replacement, the money will
be refunded to them. (See When to give a Customer a Receipt)
Customers may provide the library with a new replacement item rather than paying for the lost
item.
•

•

Replacement for a lost or damaged item which has been cataloged (those that have a
call number or 5-character spine label) must be as close to an exact replacement as
possible, that is, the same or most recent edition of a material in the same format (HB,
PB, LP, CD, etc.).
Lost copies of magazines are charged at the current default replacement rate of $5.

A customer is not liable for lost items when such items are lost due to theft, burglary, fire or
other incident over which the customer had no control. In such instances, staff may request a
police report or other documentation to verify the incident.
Customers returning CD’s or DVD’s without their cases are subject to a $2.00 fine.

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Handling Damaged Items
Returned Items
In general, an item received in unsatisfactory condition should be evaluated by the receiving
location. When further action by the owning location is necessary, proper documentation
should be made by the receiving location using the “Damaged/Problem Item” slip. This allows
the owning location to address the item efficiently and effectively.
(Note: ALL damaged children’s items should be returned to the Children’s Librarians at the
owning location with completed “Damaged/Problem Item” slip.)
Responsibilities of the receiving location:
If the damage is due to normal wear-and-tear,
• Check in the item and mark it damaged. Do not assess any fees.
• Consult the Assistant Manager (or designated staff member) to determine if the item
should be considered for replacement.
• If the item is not a candidate for replacement, withdraw and discard it.
• If the item is a candidate for replacement and belongs to another location, complete the
“Damaged/Problem Item” slip with relevant information. Attach and return the item to
the owning location.
If the damage is due to customer negligence or the item is missing pieces,
• Complete the “Damaged/Problem Item” slip with relevant information and attach to
item.
• Renew item if necessary and possible.
• Make note in customer record (and item record when appropriate) including initials,
location, and date.
• Return the item to the owning location (if applicable).
Responsibilities of the owning location:
• If missing pieces, contact customer.
• If item has customer-inflicted damage, mark damaged and assess appropriate fees.
• Assistant Manager (or designated staff member) should review items flagged for
potential replacement.
• Remove notes from the customer and/or item records upon successful resolution.
Items should never be checked-in from the customer’s account if they are missing pieces, wet,

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pungent, or clearly damaged in a manner likely to result in charges to the customer.
Items on Shelf
In general, damaged items found on the shelf should be brought to the Assistant Manager (or
designated staff member) to determine if the item should be considered for replacement. If
the item has been designated to fill a hold:
• Mark the item missing so that another copy is assigned to fill the hold.
• If the item is not a candidate for replacement, withdraw and discard it.
• If the item is the last copy in the system, work with the Assistant Manager (or
designated staff member) to expedite the replacement process.

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Claims
Claims Returned - When To Use
Customers will occasionally have items on their record as still checked out that they believe
they’ve already returned to the library. Mark an item Claims Returned when customer seems
convinced they really have done so using these guidelines:
•

•

When the customer first says …“but I’ve already returned that”, please check the
shelves of the owning and returning location immediately and while the customer is still
there if possible.
If the item is not found at that time, renew the item if possible and encourage the
customer to look again (under the car seat, etc.) and give us a call if she really can’t find
it. This helps control the number of entries on the monthly CR Reports.

If these tactics fail, then mark it Claims Returned.
If the customer specifically states (with great conviction), “I never checked that out” please
mark it accordingly and leave it at that .

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Holding Materials for Customer Pickup
One 3-day DVD may be held for no longer than one hour for customer pickup. This allows a
customer to drive from one location to another.
Holds are not to be held longer than seven days except in unusual circumstances. Customers
may have up to 15 items on hold at one time. A $1.00 per item fine will be assessed for non pick
up of items.
Staff will not put themselves, friends or family members ahead of others on the reserve list.
Holds -- In Transit Items If a customer brings an item to the desk to check out and you receive the message In Transit,
override and check it out to the person who has the item in hand.
Arrived Holds
If a customer brings an item to the counter that has no hold slip attached but relays an Arrived
Hold (AR) message for a different customer when you try to check it out, cancel the
checkout, keep the item, and offer to add the current customer to the end of the waiting list
while apologizing profusely.

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Grants Procedures
All grant applications from private foundations and local corporations are to be cleared by the
Foundation Office before applying.
1. Opportunity to apply for a grant.
2. Staff ensures that LPL meets requirement to apply and develop general idea.
3. Check with Executive Director or Director of Library Services to see if the grant should
be further developed before proceeding.
4. Staff develop idea/investigate feasibility
a. Make sure that project/program support falls within LPL’s mission
b. Make sure LPL meets requirements to apply.
c. Make sure the timeline is doable.
d. Specify if the funding agency requires separate statistical proof of funds used or
circulation counts of materials purchased or if book plates
are required. Information about division of grant between materials and
programming is needed.
5. If proceeding with grant, talk with interested staff to gauge interest, support, and
willingness to work on project.
a. Determine who will be lead writer
b. Determine who will be project leader
c. Determine how many staff and how much time will be necessary for
undertaking.
6. Begin development.
a. Form work group:
b. Divide workload for narrative, budget, supporting documentation, publicity,
marketing, reporting.
c. Establish timeline.
d. Write, edit, proof application.
e. Submit for review by Executive Director. Allow sufficient time for signoff.
f. Review and complete
g. Have Executive Director (or appropriate Board members – if necessary) sign off
h. Request check if grant is awarded to be sent to the Project Leader.
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7. Submit grant on time or ahead of time.
a. Make sufficient copies for granting agency and each department participating.
b. Ship FED EX to assure delivery and have receipt.
c. Make note of when LPL should hear results
Once grant is received:
1. Notify:
a. Executive Director
b. Project Leader and their supervisor
c. Foundation Director if grant is from an individual or corporation.
d. Distribute copies of grant to project leader, business office and other
departments (Marketing, Technical Services, and the Business Office that will be
involved in implementation.
2. Begin to implement time table.
When the check arrivals:
1. Notify:
a. Executive Director
b. Project Leader
c. Business Office
d. Technical Services (if library materials are to be purchased)
**Project leader is responsible for making contact if the check does not arrive.
2. For Performers, Equipment or Supplies:
a. Send check to the Business Office.
b. Project leader or designee will request Fund Account Number to be used when
purchasing against grant
c. Business office will pay out against that fund number and include information on
a monthly report to manager.
3. For Library Materials:
a. Send check to the Business Office.
b. Business Office will inform Technical Services of check receipt. Technical
Services will not spend against funds until notified by Business Office.
c. Technical Services will supply Business Office unique fund number.
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d. Technical Services will inform project leader selecting materials of check receipt
and fund number.
Materials Ordering:
Project leader or designee will:
1. Keep grant purchases separate from other orders.
2. Clearly mark each journal or printout with the name of grant to be used.
3. Send orders to Technical Services.
Technical Services will:
1.
2.
3.
4.

Create unique fund code in Online Acquisition Assistant program.
Place each order against the unique code.
Fund account will be checked monthly through OSA.
Each location will be informed when grant has been fulfilled.

Please specify if the funding agency requires separate statistical proof of funds used or
circulation counts of materials purchased or if book plates are required. Information about
division of grant between materials and programming is needed.

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Interlibrary Loan
Interlibrary Loan allows libraries to share their circulating collections. The Lexington Public
Library has direct electronic communications with over 4,100 participating libraries and
document suppliers. We can obtain materials from any library in the United States willing to
lend them.
Interlibrary loan requests are for items the Lexington Public Library does not own nor will
purchase. Our guidelines for borrowing are:
1. We do not borrow books that the Lexington Public Library currently owns unless those
items are missing, lost or long overdue.
2. Books must have a publication date of 1 year or older.
3. There is a limit of 4 items per Interlibrary Loan Account.
4. Any fees or charges for borrowing materials are passed on to the customer.
5. We do not borrow DVD’s, VHS, Books on Tape or CD, Music CD and Software unless
KDLA owns the items and the ILL request is marked owned by KDLA.
6. Library customers must be in good standing before utilizing Interlibrary Loans.
7. Preference is that notifications and overdue notices are sent by e-mail. Regular mail will
be used for those patrons not having an e-mail address.
Interlibrary Loan Policies include:
1. Overdue fines are $1.00 a day.
2. A $1.00 charge will be added to a patron’s circulation record for any Interlibrary Loans
not picked up.
Public Service responsibilities:
1. First choice for filling a patron request is to purchase that item for the library if it fits
our collection development guidelines.
2. Items to purchase include:
a. Books that fill in series.
b. Any audio-visual materials that the library should have in our collection.
c. Books 1 year or newer that the library should have in our collection.
d. Books that are missing or long overdue and should be replaced.
For items that are not requested through interlibrary loan but purchased by the Lexington
Public Library.
1. If an item it too new to request, consideration is given to adding the title to our
collection.

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2. If the item meets our collection development guidelines and budget allows, it will be
purchased. At that time an e-mail is sent to the customer that the item will be
purchased and they can place a reserve when the on-order is in our catalog.
3. If an item cannot be purchased or borrowed through interlibrary Loan, an e-mail is sent
to the customer explaining why we cannot get that particular item for them.
For Customers
You can get information about ILL by clicking here.
When you want to request something via ILL, you start by going to the web page and selecting
First Time Users Click Here. This will take you to a page of information about registration for an
interlibrary loan account. Click First Time Users Click Here at the bottom of this page and you
will be linked to the registration page. You will need to have an active LPL account and be in
good standing with the Library to register for an account. The registration form will ask that
you enter your library card number and PIN (last four digits of your telephone number.) You
will use these two numbers to log into your account once you have completed the registration
process.
Once registered, you will be able to submit requests for books, magazine articles, microfilm and
a/v material (certain restrictions apply.) Requests must be submitted through your online ILL
account. We do not accept paper request forms. Once you have submitted a request via the
ILL system, you can then check the status of the request by logging into your ILL account, using
your library card number and PIN. You can log in from any personal computer connected to the
internet, whether inside or outside the Library. If you do not have internet access, you may call
the Library branch you typically use and staff will relay information about your requests. Once
your request has arrived, you will be notified either by email or by letter. When you come to
the Library to pick up your request, staff will check out the item to your account in the ILL
system. The due date for the item will appear on the label attached to the item. Be aware that
ILL items will not appear on your LPL circulation account. You will need to keep track of LPL
items and ILL items separately. You can request renewals for interlibrary loan items by logging
on to your ILL account or asking LPL staff to do this for you. Renewals are at the discretion of
the lending library. Some libraries do not offer renewals, in which case you will be asked to
return the item as soon as possible. ILL items may be returned to any LPL branch.
For Staff
Public service staff will be able to assist customers with ILL registration and all other aspects of
ILL borrowing. Customers must register through LPL’s website, whether in the Library or at
home. We cannot register customers over the telephone, as US law mandates that customers
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read and agree to provisions of the US copyright law. As part of the registration process,
customers will read and agree to restrictions on copyrighted material they wish to borrow.
When ILL customers arrive to pick up requested items, staff will log on to the ILL web circulation
at the following address: http://srvclapp02/illiad/WebCirc/Logon.aspx Staff are encouraged to
bookmark this URL for easy access. To check an item out to a customer, simply scan or type in
the four-digit Transaction Number in the Check Out box. When the item is returned, scan or
type the TN in the Mark In Transit box and return the item to the Reference Department at
Central Library. To request a renewal for a customer, log in to the customer’s ILL account,
select Checked Out items, then the Transaction number for the item and then Renew Request.
There is a time-frame when renewals can be requested. Currently that time frame is 4 days
before and 14 days after the initial due date. (Before or after that time frame, the ILL system
will not accept renewal requests.) A new “provisional” due date will be assigned to the item
while the renewal request is pending. When the lending library responds to the request, this
provisional date will change to the actual due date. If the renewal request is denied, customers
will receive a Recall notice via email or mail and will need to return the item.
If staff have any questions about ILL policies and procedures, call the Technical Services
Manager at x566.

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Outreach Services
Outreach Services is the Library's smallest branch. As a branch it has a discrete budget,
collection, and programming responsibilities. Its manager is a member of the Public Service
Team. It differs from other branches in that it does not have a building and that its service area
is defined by social, economic, educational, and health needs rather than by geography.
•

•

•

•

•

•
•

Book Buddies Program: Questions about the Book Buddies Program should be directed
to the Book Buddies Coordinator (231.5592) or to the Outreach Services Manager
(231.5519)
Volunteers: Recruitment and training of Book Buddies volunteers is done by the Book
Buddies Coordinator. Potential volunteers must fill out a form, submit to a police
records check, be adults (age 18 or over), and complete a Book Buddies training.
Volunteers report after each visit by email, blue slips kept at circulation desks
throughout the system, or telephone. Volunteers are recognized at a yearly Harvest of
Thanks luncheon.
Customers: Adults living in Fayette County who are chronically homebound and owe no
outstanding debts to the Library are eligible to become customers in the Book Buddies
program. They must agree in writing to let another person (their assigned Volunteer)
use their library card. Volunteers' names appear in the notes field of their Book Buddies
record. Book Buddies customers are a separate user class BB. Customers who abuse
this service may be dropped from the program.
Book Buddies cards are fine exempt; however, they are responsible for lost or damaged
materials. Customers are notice exempt although a volunteer may choose to receive
notices for the customer. Volunteers use their customers' cards to check out materials,
reserve materials, place holds on materials. When a volunteer borrows or returns
materials, make sure that they have filled out the BOOKBUDDIES REPORT form. Collect
the form and return it to Outreach.
Statistical Tracking of Book Buddies is done on a monthly basis. If there is a lapse of
service over several months, the Book Buddies Coordinator is responsible for contacting
the volunteer and customer to ascertain the situation. Circulation, number of
volunteers participating, and number of volunteer hours of service given are reported
monthly to administration and yearly to the Kentucky Department for Libraries and
Archives.
Bookvan: Questions about Bookvan service should be directed to the Bookvan
Coordinator (231.5593) or the Outreach Services Manager (231.5519).
Services: The Bookvan Coordinator selects and delivers print materials to facilities that
serve Outreach target populations, mostly senior adult residential facilities and Head
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•

•

•

•

•

•

Start and day care programs throughout Fayette County. Service is on a regular biweekly schedule. Customers do not enter the bookvan. Bookvan service is not available
to schools or to the general public.
Applications for Bookvan Service are available through the Bookvan Coordinator or the
Outreach Services Manager. Facilities must apply in writing and agree to terms of
service that includes caring for materials, having a designated place and person who is
responsible for LPL materials, providing reasonable parking and access to the facility.
Once an application is completed and received, it is reviewed by the Outreach Services
Manager and Bookvan Coordinator to determine if the facility meets the criteria for
service listed in the application and if there is a slot available on the bookvan schedule.
The Outreach Services Manager contacts the facility about the decision. If the Bookvan
can add this facility to its schedule, the Bookvan Coordinator visits the facility to set up
a schedule and review any special on-site rules or procedures before beginning
deliveries.
The Bookvan Collection is housed in the lower level of Central Library. This collection
appears on the staff computers but is hidden from the public's view. Materials in this
collection are nonrequest. The collection includes printed materials, bi-folkal kits, multiformat book kits.
Bookvan issued library cards and the cards used for programming by the Community
Education Coordinator are institutional cards. All materials checked out on these cards
are checked out to a facility, not to individuals. Bookvan cards are fine exempt and
notice exempt. The materials limit for individual cards does not apply to Bookvan cards
as some facilities check out several hundred books at one time. Circulation of bookvan
materials (books, bi-folkal kits, book kits) is done through Outreach Services using TLC
often on server down. Monthly circulation statistics are recorded in TLC.
The Bookvan vehicle is owned by the Kentucky Department for Libraries and Archieves
and maintained by Lexington Public Library. Servicing of the bookvan is done through
the Maintenance Department at the request of Outreach Services. Information about
both the vehicle and its service is reported annually to KDLA.
Multi-Cultural Liaison: Questions about Spanish classes or English classes for persons
who wish to learn English should be directed to the Multi-Culutral Liaison (231.5514) or
to the Outreach Services Manager (231.5519). System services provided through this
position include English to Spanish translations for system documents or the webpage
and collaboration with staff in other branches to provide community programming such
as the Bilingual Café and bilingual Prime Time.
Community Education Coordinator: Questions about multiformat book discussion kits
or programs in a kit (bifolkal programs) for senior adults should be directed to the
Community Education Coordinator (231.5594).
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Reference Services
Document Delivery
Lexington Public Library will fax or mail up to twenty pages or four articles from sources owned
by LPL to a user’s address or fax number. Users must fill out a separate form for each item
requested. All document delivery requests must be made in writing (via the website form, a
faxed document delivery request, or letter) and must include an exact or near exact citation.
Because of copy quality, newspapers copied from microfilm cannot be faxed. They will be sent
through regular U.S. Mail.
The Reference Department will make every effort to respond to requests for fax delivery within
24 hours, Monday through Thursday. Questions received on Fridays, weekends or holidays will
be answered as soon as possible on the following business day. Requests for mail delivery will
be answered as soon as possible, staff time permitting.
Charges for LPL cardholders are $.25 per page plus $5 for mail or fax delivery per item
requested. These fees will be charged to the user’s LPL card, which must be active and nondelinquent. If the user prefers, staff will send a bill with the research. Charges for non-LPL
cardholders are 25 cents a page, plus $5.00 for mail delivery; or $10.00 for a fax, per item
requested. Users will be billed for the proper amount.

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Genealogy & Local History Research by Mail or Email
The Kentucky Room reference staff responds to specific requests through the mail or through email. Because of the time commitment involved, staff cannot undertake extensive research or
photocopying projects. Staff time is not available to compile lineages, determine parentage,
locate missing persons, or manage large copying assignments from books or microfilm. The
Reference Staff will provide a free copy of a list of private researchers who can undertake more
extensive research on a fee basis. In addition, staff will make every effort to refer users to
institutions elsewhere in the state, when appropriate. The state’s two largest libraries for
genealogical research, the Kentucky Department for Libraries and Archives and the Kentucky
Historical Society, are located in Frankfort.
If customers have an exact citation from the Local History Index, they may submit a request
using the Document Delivery form on the LPL web site. (Charges are the same for either type of
request.)
The Lexington Public Library’s charges for mail/e-mail reference requests are:
•
•
•
•

$.25 per page for photocopies
$.25 per page for microfilm reader-printer copies
$5.00 Research fee
We ask customers NOT to send money with requests. Staff will bill for the
correct amount.

Mail reference requests should be directed to:
Kentucky Room Librarian
Lexington Public Library
140 East Main Street
Lexington, Kentucky 40507
Email requests made via the web page must include complete name, mailing address and email
address. Those wishing to use the mail and email service are encouraged to visit the Kentucky
Room page of the web site for examples of appropriate requests.

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Grants Collection
The Grants Collection is a cooperating collection of the Foundation Center in New York. It exists
to help non-profit organizations and individuals research funding from private foundations. The
grants collection also contains materials of interest to non-profit organizations outside of the
realm of foundation funding; including fundraising, grant writing, non-profit management,
corporate giving, government funding and philanthropy.
Procedures:
• The grants collection helps individuals and organizations interested in non-profit
ventures. It is open to the public. Individuals or groups looking to start a business or
other profit-making venture should be directed to the business materials in the library
collection or the Small Business Development Center.
• The library will follow all of the standards for co-operating collections established by the
Foundation Center.
• The staff will explain the use of Grants Collection materials. Staff cannot perform
research, review grant proposals or suggest potential sources of funding.
• Newcomers to the collection will be given informational handouts about the collection’s
resources developed and updated by the Foundation Center and the Grants Collection
coordinator.
• Interested persons may schedule time for an in-depth introduction to the collection
with the Grants Collection coordinator. Scheduling is dependent upon the availability of
the coordinator.
• Periodically the Library will host orientations and other events related to the Grants
Collection.
• In addition to the core collection provided by the Foundation Center, the library will
purchase: grant directories from other publishers, and other materials on non-profit
management, fundraising, grant writing and philanthropy.

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Database Collection
The LPL online database collection is an extension of the library’s collection. It is available to
users in both the library and in most cases through the library’s website. All effort will be given
to make sure this collection is available to users inside and outside of the library at all times.
Procedures:
• Staff should direct potential users to the databases as appropriate.
• Staff will instruct users on how to use individual databases with the intent of users
learning how to use the databases on their own.
• Staff may use the databases to answer reference questions as they judge appropriate.
They should, however, avoid using the databases to do research while the customer is
waiting. Instead, the customer should be taught to use the databases or other
information sources to seek out an answer for themselves.
• All customers using online database machines will have to enter their library card
number. Customers who are not eligible for library cards will be issued a guest card.
• Staff may troubleshoot problems accessing the database collection through remote
access, but customers should be made aware that many access problems are the result
of their computer’s configuration, and therefore the library cannot be responsible for
most problems arising from remote access.
• Any problems with any of the databases or with remote access should be reported to
the electronic resources librarian and/or Head of Reference.
• The library is not responsible for the accuracy of materials contained in the database
collection, but errors or problems with information retrieval should be brought to the
attention of the Electronic Resources Librarian and/or Reference Department
Supervisor.
• The Electronic Resources Librarian will compile monthly statistics supplied by the
vendors and submit them to the Reference Department Supervisor and Administration
for the board report. An annual statistical report will also be compiled at the end of the
fiscal year.

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Telephone Reference
Telephone Reference responds to brief, factual, informational questions that do not require
extensive research and reading or interpretation on the part of the staff member. For more
complicated requests, the staff will suggest research strategies.
Staff members use the Reference and User Services Association (RUSA) 2001 Guidelines for
Medical, Legal, and Business Responses when appropriate in Telephone Reference.
Telephone Reference is available during normal library hours, and can be reached at (859) 2315520.

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Library Statistics
At the end of each month every public service unit sends to the Beaumont Branch Manager the
Public Service Statistics form. The form should be printed on both sides of one sheet of paper.
These forms are a record of the activity, except circulation, at the unit during the previous
month.
Circulation statistics are supplied to the Beaumont Branch Manager by the Information
Technology department and copies are sent to the individual units.
Each support service supplies statistics to the Beaumont Branch Manager as required.

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Marketing
Mailing lists
1. In order to add names to the following lists:
2. Calendar – send lists to or e-mail names to Marketing Manager.
3. Gallery mailing list –Send names or addresses to Marketing Manager.

Media Contacts
If there is a call to a branch from the media about the branch or a program at the branch.
• Refer call to person responsible for branch or program
• Relate that action to the Media Relations Coordinator: 2315515 office.
If the call is about a controversial subject:
• ASAP, refer call to the Media Relations Coordinator 231-5515.
• Make sure the Executive Director is aware of the contact
Should you receive a visit to Library by a member of the media:
• If he wants to photograph or videotape general audiencehave the media
representative complete “Permission to Video/Photograph” form. Send completed
form to Marketing.
• If he wants to photograph or videotape a specific customer have the media
representative complete an “Permission to Video/Photograph” form. Send completed
form to Marketing. Have the customer complete a “Consent to Photograph or
Videotape” form. Send completed form to Marketing.

Publicity/Advertising/Calendar
1) While logged onto the library website go to “Add Site Content.” A drop-down menu will
appear; click on “New Calendar Event.”
2) Complete information blanks on “Create Calendar Program” page. The “Program
Description” block is for the web calendar description and has no word limit. The “Program
Teaser” block is for the printed calendar listing and is limited to 200 characters.
3) Click on “Save” at bottom of page to complete submission.

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4) When the submission is proofread and approved by site administrator, an e-mail
notification will be sent to the person who created the submission. If the administrator has
indicated that more information is needed for the submission, the e-mail will include a
comment detailing the information that is needed. The person who created the submission
should make the requested additions and save the submission.
If you are having trouble accessing this portion of the website, please register for the website
and then e-mail the webmaster your login so they can set your website privileges correctly.
Request External publications (newspaper, etc.) contact the Marketing manager.

Supplies
•

For Brochures, bookmarks, calendars, and applications, easels, T-shirts, folders, LPL
tablecloths, floor/tabletop display contact the Marketing Manager.

Community Collaborations
Well structured collaborations help the Lexington Public Library do its job better and improve
the community. By working with others, the Library can better achieve its mission and goals,
and can revitalize library and community services. Collaborations aid in marketing the Library,
leveraging resources, expanding services and reaching new audiences.
•

SPONSORSHIP: Library supports the facilitation of a project, program, or
event carried out by another person, agency or group.
•
COSPONSORSHIP: Library with one or more other groups,
supports the facilitation of a project, program, or event carried out by another
person, agency or group. Support may be classified as: marketing, financial or in
kind contributions, staff time, physical space/parking
•
PARTNERSHIP: Library cooperation with one or more groups
toward the creation and facilitation of a specific goal, project/program or
objective over time. Cooperation may include: staff time, materials, resources,
shared decision making and responsibility.
•
HOST: Library provides physical space for a person, group, or
organization as outlined in the Meeting Room Use Policy.

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Technical Services
Purchase Order Procedures
A purchase order is the authorization that begins the process that results in the payment for a
product or service.
The purchase order has four parts: White-Yellow-Pink-Goldenrod. Each part has a purpose in
the purchase process
The multi-part form needs to be filled in as follows:
White Copy
This copy needs to be filled out to start the purchase process. All blank boxes need to be
completed.
White Copy Boxes
1. Date Ordered It is very important to know when an order was placed and this date
indicates when the order was authorized.
2. Vendor Fill in the company name and address in this box. Add phone numbers and
contact people if available.
3. Ship prepaid to This box should list a shipping address for the product that has been
ordered. Most of the time this address will be the main Library but occasionally a branch
address might be used if the situation warrants this. As stated on the purchase order,
the invoice should be addressed to Business Office-Lexington Public Library. If you are
talking by phone with a vendor make sure the vendor understands that the invoice will
go to the Business Office-Lexington Public Library even if the product is being shipped
to a branch library or the maintenance department.
4. Fund-Dept.-Area-Object-Sub.Object-Amount Please list the account number
(example: 1-70-66-10-00) from which the purchase is being made. If you don’t know the
account number, contact the Business Office for assistance.
If it is a Friends purchase and you do not know the number please write the word
Friends in bold letters in this box. Don’t let the lack of an account number slow down
the process. The Business Offices will help get the appropriate number in the box.

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The monthly financial manager report lists the account numbers for each department.
Each account number and account description has a budget amount associated with
that account number and description. Please use these numbers in order to charge the
correct budget amount.
5. Description of the items or Service A detailed description is critical for documenting
what has occurred. Please use vendor item numbers and descriptions of any products
being ordered. For any service being ordered please describe this service in detail. This
information helps in assigning an account number if one has not been provided. It also
helps document what has been purchased if a question should arise about this
transaction at a later date.
6. Amount Please provide the purchase price or a good faith estimate using the phrase
“not to exceed $XXX.” Remember a purchase order starts the transaction so the final
price for the product or service might not be available
7. Signatures The manager’s signature on the purchase order is required to place the
order. If the purchase is over $2,499 the Executive Director’s signature is required.
The White copy goes to the vendor. The vendor might not want this copy so it can be retained
and forwarded to the Business Office.
All Other Copies
1. Yellow Copy This copy should be forwarded to the Business Office as soon as the
purchase order is completed. This notifies the Business Office that a transaction has
started and an invoice could be delivered to the Business Office by mail or other means.
Do not wait for the invoice before forwarding the yellow or second copy to the Business
Office.
2. Pink Copy This copy is kept by the person ordering until the item is received or
service has been completed. After all back orders or other delays associated with this
transaction are settled, the pink copy should be sent to the Business Office with
signature and date indicating that all goods and services have been accepted. This alerts
the Business Office that the transaction is completed and if an invoice is not attached it
will arrive in the Business Office from the vendor.
Important: Sign and date the “Signature/Date” Box next to the phrase “I CERTIFY THAT
GOODS OR SERVICES LISTED ON THIS ORDER HAS BEEN RECEIVED” This certifies that the
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transaction is completed and can be paid immediately when the Business Office obtains
the original invoice.
3. Goldenrod Copy This copy is for the ordering department’s records. This lets the
ordering department keep a history of their transactions.
Authorization Levels
All purchases over $2,499 need the Executive Director’s signature before a transaction can
start or an order placed.
The department head’s signature is required to authorize the transaction under $2,500.
For purchases exceeding $20,000 you must notify the Business Office before completing a
purchase order or negotiating a purchase. All purchases of materials, supplies, equipment, or
contractual services for an amount exceeding $20,000 will be advertised for bid. You will need
to provide the business office a description of what is to be bid, any special terms that must be
meet, and a date by which the bids need to be closed. An advertisement will be placed at least
once not less than seven days nor more than twenty-one days before bids are closed. The bids
will be opened publicly in an announced location. A purchase order will then be completed for
the lowest bidder or the bidder submitting the lowest evaluated bid price.
Additional points of emphasis
Many times the purchase order process is completed at one time. If the vendor does not
require a purchase order copy, the purchase order writer will retain the Goldenrod copy for
their department’s records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.
Additional points of emphasis:
All purchases $2,500 and over need the Executive Director’s signature before a transaction can
start or an order placed.

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The department head’s signature is required to authorize the transaction under 2,499.
Many times the purchase order process is completed at one time. If the vendor does not
require a purchase order copy, the purchase order writer will retain the Goldenrod copy for
their department’s records and all the other copies with the required signatures will be
forwarded to the Business Office. That means the transaction is completed and ready for
payment.
Remember the Purchase order should include any additional notes to help the transaction be
processed in a timely manner.
Any questions about this purchase order process should be directed to the Business Office who
will assist you in completing this form.

Procurement Process
Library Materials Procurement Routines
Library Materials are defined as materials added to the collection.
It is the goal of the library to get the best discount on materials. The following procedures are
in place to assist in this goal.
•

A Series PO’s are used to purchase supplies, give-away items or other materials that are
not library materials included in our collections. They are available from the Business
Office.

•

B Series PO’s are used to purchase library materials. These PO’s are available through
Technical Services.

Regular Orders placed by Acquisitions:
The majority of all materials are purchased by the Acquisition Department.
• Items are selected in journals, catalogs, flyers, newspapers, magazines, online printouts
or other common sources.
• Each item to purchase is clearly marked with the location requesting the material. (CL –
Central Library / BB – Beaumont / TC – Tates Creek / EA – Eagle Creek – NB – Northside /
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•
•
•

VB – Village / OR – Outreach / Ref – Central Reference – KR – Kentucky Room).
Also noted are regular shelving indicators (J – Juvenile collection / Ref – Reference /
TEEN / OFFICE / AAC – African-American Collection)
Item is entered into the library’s online acquisition program, specific funds are
encumbered and the item ordered. An on-order record will be placed in the library PAC.
Upon receipt, the item is checked in, cataloged, processed and delivered to each
location.

Other Methods of Acquiring Materials
In some cases (local emphasis materials, items published in Kentucky or materials not available
through regular vendors) materials are purchased by other authorized methods.
• All purchases made by individuals not in Technical Services have a limit of
$999.00. Purchases over $1,000.00 must have the prior approval and
signature of the Executive Director on a B Series Purchase Order.
• Staff or Acquisition staff can purchase items locally at approved venues.
Currently Technical Services has accounts established at: Joseph Beth – Barnes and
Noble– CD Central.
• Before buying items locally a B series Purchase Order must be requested
from Technical Services. This number is presented to the vendor during
checkout. Remember that the library is tax exempt. After items are purchased they are
sent (along with the sales receipt) to Technical Services within 3 days. This information
is entered into the Library online acquisition system, budget lines encumbered.
• Items will be cataloged, processed and delivered to the location.

Procurement Card Purchases
Procurement card purchases follow the guidelines in Other Methods of Acquiring Materials: A B
Series Purchase Order is obtained and signature of the Executive Director is required if the
purchase is $2,500 or over.
Items purchased are sent to Technical Services along with the sales receipt and procurement
card receipt within 3 days. This information is entered into the Library’s online acquisition
system, budget lines encumbered.
Items will be cataloged, processed and delivered to the location.

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Petty Cash Purchases of Library Materials
In an emergency situation Petty Cash can be used to purchase library materials if there are no
other methods available (Procurement Card, P.O.’s and Regular Order Procedures). The
following guidelines are in place:
• Petty Cash purchases for library materials are limited to $50.00.
• Items purchases are sent to Technical Services along with a receipt within 3 days. This
information is entered into the Library’s online acquisition system, budget lines
encumbered.
• Items will be cataloged, processed and delivered to the location.
• The Business Office will be informed to restock the Petty Cash amount.

Reimbursed Purchases
It is the procedure of the Lexington Public Library that library materials are not purchased with
personal funds. Library Purchase Orders, Regular Order Procedures, Petty Cash or Procurement
Card Purchases should be utilized.

Friends Money – Library Materials
Each year special projects are funded by the Friends based on proposals from individual
locations. Purchases follow the same guidelines as purchases from the regular library budget.
1. Proposals from each location are submitted to the Library System Friends Liaison.
2. List is presented to the Friends Board; Liaison provides information and answers
questions.
3. Approved list of proposals is distributed to each branch/location and Technical Services

For projects that include materials to be added to the library collection the following guidelines
are in place: Keep specific purchases separate from other orders.
1. All purchases for Library Materials are to be made through Technical
Services.
2. Inform Technical Services about the project and the amount awarded to
be spent. A separate budget line will be created to purchase these

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materials.
3. Orders can be placed as described under Regular Orders.
4. Ensure that the selection is clearly marked to be purchased with special
funds.
5. Upon receipt the items will be encumbered against the Friends account
line.
6. Items will be cataloged, processed and delivered to the location.
Technical Services will:
1.
2.
3.
4.

Create unique fund code in Online Acquisition Assistant program.
Place each order against the unique code.
Fund account will be checked monthly through OSA.
Each location will be informed when grant has been fulfilled.

For materials not added to the collection, programs, and supplies:
1. An “A” series P.O. will be used to purchase these materials, using fund number assigned
by Business Office.

Kentucky Room
Because of the uniqueness of materials and artifacts purchased the Kentucky Room has its own
collection development and procurement process. Special consideration is given to purchasing
with cash, purchasing used materials and purchasing from specialty vendors since there are
items that can only be purchased in this manner.

Acquisition – Local Purchasing
Branch/Department calls Acquisition Section for a “B” series purchase order. The P.O. number
is given to the local vendor upon checkout. Receipt given (be sure that you are not charged
sales tax and any applicable discounts are applied).
The items purchased, along with the sales receipt, are sent to Technical Services,
ATTN: Acquisitions within two working days. This is to ensure timely payment to the local
vendor.
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Items are unpacked, checked off against the sales receipt, packaging removed and a
departmental routing slip attached. The routing slip is used for cataloging and processing to
track an item through the department and acts as verification of vendor and price since library
materials get mixed with other purchases.
Invoice coded for payment so that specific funds are used and budget lines can be tracked by
individual branches/departments. The Purchase Order is prepared and signed. All
accompanying documentation is sent to the Business Office for final payment since a receipt
marked and verified by Acquisitions is required by the library auditors as proof of receipt of
library goods.
Items are then sent to cataloging. Information about local vendor and price on the routing slip
are included in the catalog record for future reference. At the point of cataloging item entries
are created and attached to the MARC record.
Items sent to processing for spine labels, pockets, security, stamping.

Supplies for Locations
A number of processing and repair supplies are available from Technical Services by calling
extension 564. These include:
Barcodes
Pockets for audio
books
Book pockets
Audio and CD cases

Targets
Shipping Boxes

RFID targets
Discard labels

Mending supplies

Genre stickers

Adding Gifts to the Collection
Sometimes the locations receive donations of materials that are new or like-new and that the
location management would like to add to the local collection. In these cases the item(s)
should be sent to Technical Services. The item(s) should be clearly labeled as to who wants the
item, that it is a gift or donation, and you should let TS know what you want them to do with
the material. Example: CL, gift, catalog.
Cash donations for materials
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1. Information of donations needs to be shared with Executive Director, Foundation Office,
Acquisitions and the Business Office.
2. Fill out Donation form letter. Clearly mark if book plate is needed, language to be used,
limits of donation.
3. Each location is responsible for selecting materials to fulfill the donation. Slips,
printouts or journal selections need to be clearly marked.
4. The Foundation Office will be responsible for recording and acknowledging the gift.
Cash donations will be added to the regular materials budget line.

Online Selection Assistant (OSA) Reports
The Online Selection Assistant is a TLC component that allows location managers to see the
status of their materials selection accounts. This tool is accessed by going to:
http://osa.tlcdelivers.com/osaplus/ , selecting “log on”, entering the username and pasword,
selecting “admin” and then “reports”.

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Project Management Procedure

Some projects are deceptively simple. Others are visibly complicated. The majority of projects
are somewhere in the middle. These Project Management Procedures have been established to
make sure the scope of all projects is known and the details are adequately planned for.
As part of the annual budget cycle, department and location managers may submit a Special
Project. A Special Project is any project that is a one-time expense costing more than $2,000.
A flow chart has been created to help address the first step for submitting a Special Project. The
details are outlined below.

Submitting a Special Project

To begin the process, an individual, department or group should consider and answer the
following questions:
1. Does the idea decrease overall expenses?
2. Will the idea improve customer service or the customer experience?
3. Can the idea provide a new service or ‘product’?
4. Can the idea provide a more efficient method of operations?
5. Will the idea increase customer awareness of existing services?
If the concept fits within one or more of these categories, document the concept and begin to
quantify its benefits:
1. Describe the current situation
2. Describe the positive aspects of the current situation
3. Provide a description of the desired situation after the idea is implemented
4. How can the current situation be improved to bring about the end-result of the
concept? Include any positive and negative aspects of the idea. Be as broad as possible;
this is not the place for nit-picky details.
a. Impacts to staff?
b. Impacts to customers?
c. Impacts to partnerships?
d. Impacts to the organization’s public perception?
e. Impacts to existing library programs or services?
5. Identify the departments within the Library that will be affected by the idea. Document
how each group will be affected, both positively and negatively.
6. Identify any quantifiable or visible changes of a successful implementation of the
concept
Contact vendors to establish an approximate project cost, and document on the Special Project
Budget Request form. Submit this form, along with the Special Projects Plan, for review by the
Executive Director’s Senior Team.

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Approval and Assignment of Special Projects

Once the Special Projects have been reviewed by the Executive Director’s Senior Team and the
Director’s Advisory Council, the budget amount is presented to the Board as part of the annual
Budget review.
The Executive Director’s Senior Team will review the Special Projects on a quarterly basis,
beginning in April. They will take into consideration system-wide events, library closures, and
the schedule of the maintenance and IT departments. The assignment schedule will be as
follows:
1st Quarter Projects (July-September) will be assigned in April
2nd Quarter Projects (October-December) will be assigned in July
3rd Quarter Projects (January-March) will be assigned in October
4th Quarter Projects (April-June) will be assigned in January
The intent is to give the project manager (in most cases, the Branch Manager) time to meet
with stakeholders, create the calendar for the project, and submit the necessary orders for the
project to begin within the assigned quarter.

Managing the Project
Meeting One: Brainstorming
Once the Project Manager has been given the green light, he or she should call a meeting of all
stakeholders identified when the Special Project was first submitted, as well as a representative
from the Senior Team.
The group should:
• Affirm the concept is practical. 100% agreement is not expected. The presence of a Senior
Team member is to represent the organization’s big picture and to guide the discussion
when needed.
• Identify the “moving parts” of the concept that need to be changed.
• Determine what departments/groups need to be involved in the implementation process,
and which departments/groups need only to be notified of changes throughout the
implementation phases.
• Identify any scheduling issues that would need to be worked around.
• Determine if there is a specific deadline to work with, such as weather, legal deadlines, etc.
• Identify and assign action items based on the discussion
• Schedule the next meeting only with those individuals with action items.
Meeting Two: Getting Organized
• A Project Manager is appointed from this group. The Project Manager is responsible for
keeping the project entirely on task and on time. It will also be the Project Manager’s
responsibility to complete the documentation for the project.
• Discuss the action items assigned at the first meeting, which should be completed.
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•

A document is created, identifying:
o Changes in Processes workflow
o Changes in personnel
o Changes in Facilities
o Changes in Policy and Procedures, Departmental Processes, Human Resources, IT,
Facilities, Marketing, etc.

•

This document is the basis for a Project Plan. Each change listed should be communicated
to the department within the Library that would be best able to perform the task.

Research and Analysis
• Once the Project Plan is shared with the Managers of each department that has an
assignment, that manager should make sure that the tasks were correctly allocated to them
and that there aren’t other steps that should be addressed.
•

The Manager will evaluate each task and find a best-fit solution for each task, keeping in
mind the overall goal of the entire project.

•

Once a best-fit solution has been found for the task, the department will then assess the
task for Time, Cost and Maintenance requirements.
o Time – This should include any and all labor, as well as “wait time” spent waiting on
necessary purchases to arrive and/or be configured.
o Cost – This should include the following:
 Labor Costs
 Required Purchase Costs
o Maintenance – This should be considered for at least a period of 5 years. The cost of
maintaining any equipment or staffing requirements resulting from the task should
be added into the overall cost.
Once the research and analysis has been performed for each task, a third and final meeting
is scheduled.

•

Meeting Three: The Project
At the third, and final meeting, all task details and costs – as task level line items – are included
in the Project Plan and the project’s scope and schedule is developed.
Tasks should be ordered chronologically and with detailed specific steps. This should have been
fully researched by the subject-matter expert prior to the meeting.
The final Project Plan should contain the following sections:
• Special Projects Request
• Bids and Quotes for the project
• Timeline, including
o Department Responsible
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•
•

o Short Description
o Detail
o Time to Complete
o Cost for this task
Total Cost of Ownership.
o This should include costs for at least 5 years.
Measurements to base the success or failure of the project (not of the
implementation itself, but of the overall goal)

Once this Project Plan is completed, the Project Manager presents the Plan to the Executive
Director’s Senior Team for final approval.

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Maintenance & Custodial Services
Maintenance Services
Maintenance services are those that preserve the structure and operation of our facilities. This
is the department to contact when repairs are needed. Work requests are located online at:
www.lexpublib.org/staff/support/. From that point select “Support Services Forms” and then
“Maintenance Services”. Fill the form out as completely as necessary and click on “send”. If
Maintenance is needed quickly, call the Manitenance Supervisor at: 509-6231.
• Maintenance services also provides the courier service “the run” to get materials from
one place to another.
• Maintenance supplies four colors of bins for use by staff:
 Green: used only for the run
 Blue: only used to send donations to the Friends
 Grey: these actually belong to the Friends
 Yellow: should be used for storage at the branches

Custodial Services
Custodial services maintain the appearance of our buildings. Custodial services are contacted in
the same was as above, except that “Custodial Services” are selected. If custodial services are
needed quickly call the custodial phole at: 509-6225 (speed dial 420), the Custodial office at
231-5589 (589), or the Custodial Supervisor at: 509-6227.

Reporting Nicks and Scratches on Railing Glass
Custodians will check the glass daily as they clean. Scratches or nicks in the glass will be
reported to the custodial supervisor or assistant supervisor who will log the report. The list will
be kept in the custodial office so that the custodians do not report the same scratches or nicks
more than once. They will contact the Facilities group leader or Maintenance supervisor who
will check the glass and if necessary contact Lexington Glass for additional opinions about
whether or not the glass needs to be replaced. If the glass needs to be replaced they will
schedule the replacement and communicate this decision with the Dir. of Support Services. The
Facilities group leader will need to keep a record of where and when the sections of glass have
been replaced.

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Mechanical/Building Related Issues
If you cannot lock or secure building
•
•

•

The Person In Charge and one other staff member must not leave until help arrives.
Call the Director of Support Services, LPL extension 543, cell phone 9-509-6226,
o or the Maintenance Team Leader, cell phone 9-509-6233,
o or the Director of Library Services, LPL extension 533, cell phone 9-312-0602,
o or the Executive Director, LPL extension 599, cell phone 9-333-3083.
Contact immediate supervisor.

Heating/Air Conditioning/Plumbing malfunctions
Notify the Person In Charge, who will:
• Call the Director of Support Services (LPL extension 543, cell phone 9-509-6226) or the
Maintenance Team Leader (cell phone 9-509-6233).
• Contact immediate supervisor.
• In case of leaking water, keep customers out of area and move or cover library materials
if possible.
• Report to the Excutive Director and Director of Support Services any time temperatures
in the building exceed 80 degrees Fahrenheit or fall below 55 degrees Fahrenheit.
• In the event it is necessary to close the building, staff will be temporarily reassigned to
other departments or locations as needed.

Power Failure
•

•

•

In the event of a complete power failure, wait 5 minutes to see if power is going to come
back on. If power has not come back on in five minutes, move all customers to the
locations’ designated “safe” area and call the Director of Support Services and the
Facilities Group Leader (LPL extension 540, cell phone 9-509-6231).
LPL facilities are not to close without authorization from the Executive Director or the
Director of Library Services. The Facilities Department will ascertain the amount of time
power will be out to determine if the facility should remain open. If administrators
ascertain that power will not be restored in a reasonable amount of time, customers may
have to be evacuated for safety reasons.
If an evacuation is necessary, staff should meet at the designated area for their location.

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•

•
•

The Person In Charge will make sure the doors are locked, signs are posted on doors, and
the Director of Support Services will change the location’s phone message. A staff
member should be stationed at the door to inform arriving customers of the situation and
make contact with repair personnel when they arrive.
The Person In Charge should call Media Relations Coordinator if closing the building.
If the building is closed, consider other policies such as the Safe Child Policy.

Structural Damage
The Person In Charge should:
• Call the Executive Director (LPL extension 599, cell phone 9-333-3083),
o and the Director of Support Services (LPL extension 543, cell phone 9-509-6226),
o and the Maintanence Team Leader (cell phone 9-509-6233),
o and Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
• Cordon off affected area from customers and staff. If damage is extensive and
widespread, evacuate the building.

Intrusion alarm systems
•

•
•

When the alarm company calls regarding an alarm, management personnel responsible
for the affected location should respond with the proper codes. The police may have
already been dispatched. The alarm company will contact the following staff, in this
order: Director of Support Services, Maintenance Team Leader, Branch Manager or
Director of Library Services, and Assistant Branch Manager.
If a false alarm occurs during service hours, be prepared to call the alarm company quickly
and provide the proper codes to avoid unnecessary deployment of emergency services.
If it is necessary for one of the above staff members to go to the facility after hours, the
police should be called to see if there are officers on site. If the police are not on site,
request that staff be met by officers.

Damaged Furniture
Any item needing repair that is potentially hazardous should be removed from public areas and
tagged for repair. The responding staff member should advise supervisor who will report the
damage to the Maintanence Department.

Keys/Key Cards
•

In all branches, keys are numbered and assigned. If keys are lost, replacements are
$10.00.

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•
•
•

All lost keys must be reported to branch or department manager, the Director of Support
Services, and the Security Supervisor immediately.
Branch and department managers are responsible for requesting additional or
replacement keys.
Loss of a key may result in disciplinary action up to and including termination.

Vandalism or Theft
During operating hours:
• The responding staff member must contact the Person In Charge.
• The Person In Charge will call non-emergency police phone number (9-258-3600 from LPL
telephone).
• The Person In Charge should also call the Media Relations Coordinator if appropriate (LPL
extension 515, cell phone 9-509-6219).
• Take photographs to document damage and attach to completed Incident/Accident
Report.
If any staff member observes evidence of significant damage or forced entry to a library building
or department when arriving at work:
• DO NOT ENTER THE BUILDING OR DEPARTMENT!
• Call 911 from another location and wait for police to arrive.
• The staff member involved should contact Facilities Group Leader (LPL extension 540, cell
phone 9-509-6231), appropriate branch or department manager, and Media Relations
Coordinator (LPL extension 515, cell phone 9-509-6219).
The staff member involved must file an Incident/Accident Report as soon as possible but no later
than 24 hours.

Building Safety Checklist
Safety checks are performed at all locations quarterly using the Safety Checklist form. An exact
schedule will be given to all managers in January of each year. A member of the Facilities
Department and the Manager will check the items that pertain to each facility. The checklist
will be forwarded to the Facilities Team Leader for follow-up.

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Information Technology
Work Orders
When information technology is not working correctly, notify the Information Technology
department at 552 or 543.

Supplies
A number of supplies are available from the Information Technology department. To request
these call 544.
toner for printer/copiers
barcodes
library card applications

ink cartridges for printers
floppy disks

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Friends of the Library
Donations of Materials
All materials that are donated to the Library and that are not selected for inclusion in the
Library’s collection are sent to the Friends of the Library.

Sales of Book Bags and Books
Books and book bags belonging to the Friends are sold at all locations. These sales are not rung
into the cash register at the time of sale but are sent in an envelope marked “Friends” to the
Business Office each day with the daily collection record.

Requesting Books for the Collection
One way to replace a book that has become damaged and must be withdrawn or that has been
lost is to request that the Friends check to see if they have a copy. One way to do this is to
prepare a list of books you are looking for and the Friends will check their books against the list
frequently to see if copies have arrived.

The Book Cellar & Annual Book Sale
Donations of materials that are not selected for addition to the Library’s collections are sent to
the Friends of the Library. The Friends operate a used book store in the Lower Level of the
Central Library building called the “Book Cellar”. Proceeds from these sales are used for the
benefit of the Library.

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Gifts to the Library
Unrestricted Gifts
The Lexington Public Library encourages individuals, groups, and corporations to make gifts that
are unrestricted. That is, once the gift is accepted and delivered to the Library, the Library
holds exclusive title and reserves the right to final disposition of the donation. A donor may
request a specific use for a contribution. Specific requests are subject to Library Board
approval.
Unrestricted gifts of cash are placed in the Library’s Endowment Fund and the earnings from
this Fund are used at the discretion of the Library Board in meeting the Library’s goals. Such
gifts may be made in a lump sum, or may be made in installments over a specified period of
time.
The Library also encourages donations of securities, real estate and personal property.
Gifts of personal property such as antiques, art objects, etc., are also accepted. However, since
the maintenance of a permanent museum collection is outside the scope of the Library’s goals,
it may not be able to retain such donations. Therefore, the Library cannot accept personal
property which is donated with restrictions.

Gifts of Books and Library Materials
Donations of books, and other materials normally held by the Library, are always accepted, as
long as such donations are made with no restrictions. Donors who feel strongly about giving
only those materials which the Library will definitely add to its collections should supply lists of
materials to be donated for review by the professional staff.

Memorial Gifts
Memorial gifts may be donated to the Library in the name of a personal friend or relative. The
donor may suggest a particular book to be purchased or may suggest a subject area and allow
the Library staff to make an appropriate selection. If a particular book is desired as a memorial
gift the donor should present a new copy of the book or a cash donation in the amount of the
retail price of the book. Memorial gifts will be acknowledged with a bookplate and the family
will be notified, if the donor so desires. The Library reserves the right to approve any books
that are to be place in its collections.

Appraisal of Gifts
The Library cannot appraise gifts for income tax purposes, as it is the donor who benefits from
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the tax deduction and the Library is an interested party. Donors seeking information on tax
deductible donations should consult with the Internal Revenue Service to be advised of current
tax laws.
Donors desiring appraisals for gifts must contact a professional appraiser, who may also be an
antiquarian bookseller. Names of appraisers can be obtained from the American Society of
Appraisers. If the donor has the gift appraised by an independent party, an official deed of gift,
which may be a letter signed by the donor, must accompany the authorized appraisal
statement.

Limitations
The Library cannot accept gifts which require an endorsement of a product or service, or which
require an agreement to purchase a particular product or service. The Library will not accept
gifts which obligate the Library in any way without the approval of the Board of Trustees and/or
legal counsel.
Once a gift is accepted and delivered to the Library, the Library holds exclusive title to the gift.
The operation of the Library is under the jurisdiction of the Library Board of Trustees and
acceptance of any gift does not convey any rights or authority to the donor.
Gifts may be acknowledged in a number of ways, depending on the wishes of the donor, the
size of the gift and past practice. It is the policy of the Board to refrain from
naming buildings or areas within a specific building for an donor, regardless of the monetary
value of the gift.

Recognition of Gifts
All donations may be acknowledged in writing or a receipt will be supplied on request.

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Incident and Accident Reports
Incident/Accident Report Procedures
The Incident/Accident Report must be filled out on the Staff Intranet when ANY incident, accident
or medical emergency occur involving customers. In addition, the LPL Employee Work Related
Accident/Injury Form must be filled out if a staff member is injured. These forms are necessary
for informational, statistical, and legal purposes. The following guidelines should be used when
filling out either of these forms:
- If an incident, accident, or medical emergency involves a customer ONLY, fill out
an Incident/Accident Report.
- If an incident involving a customer results in injury to a staff member, fill out an
Incident/Accident Report and an LPL Employee Work Related Accident/Injury
Form.
- If an accident or medical emergency involves a staff member ONLY, fill out an LPL
Employee Work Related Accident/Injury Form.
The Executive Director must be notified if any emergency agency (police, fire, medical) is
contacted. The Director of Library Services must be called if the Executive Director is unavailable.
A printed and signed copy of the LPL Work Related Accident/Injury Form must be submitted to
Human Resources within 24 hours of the staff injury.
Only one staff member should fill out the Incident/Accident Form. The form should be filled out
as soon as possible so that the information collected is fresh and from as many sources as are
readily available. This staff person is responsible for collecting as much information as possible
concerning the incident, involved parties and/or any possible witnesses so that the information
in the form can be as detailed as possible.
Filling Out the Form
-When did the incident/accident occur? Make sure that in addition to the date of the incident,
you be as approximate as possible as to the time the incident occurred.

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-Where did the incident/accident occur? Be as specific as possible as to where in the named
location the incident occurred.
-Who was involved in the incident/accident? Identify the person(s) directly affected by the
incident/accident, in other words, the alleged victim of the incident/accident. This could be a
customer and/or staff member. Use additional space if needed for multiple names. If the person
is under the age of 14, information about the parents (if present) should be entered in the
Witnesses section.
-What was the nature of the incident/accident? Provide as much detail as possible, including
details of any injuries (if applicable). REMEMBER: THIS IS A PUBLIC DOCUMENT. Be mindful of
your comments, sticking only to the facts of the incident. Subjective observations or possibly
inflammatory comments or terminology must not be used (i.e. describing a person as “stinky,”
“disgusting,” “homeless,” or a “thief”).
Always use the word “inappropriate” when describing material or images instead of
“pornography,” “pornographic,” “obscene,” or “obscenity.”
-Suspect. Fill in as much descriptive information as possible. Attempt to obtain name and
address.
-Witnesses. Obtain as much information from witnesses as possible, including names and
addresses. If the person involved is under 14, information about the parents (if present) should
be entered in these fields.
-Actions taken. Check appropriate boxes and fill in appropriate fields.
Important notes on banning persons
Persons may be banned for the following periods of time: one day, one week, one month, six
months, one year, two years, or permanently. Staff members, in consultation with the PersonIn-Charge if necessary, may ban a person for the day only. Managers may ban a customer for a
week, a month, or 3 months. Only the Executive Director or, in the absence of the Executive
Director, the Director of Library Services may ban a person from the library for periods longer
than 3 months. The Head of Security enforces these bans.
Fill in the appropriate fields whether or not the person was banned, the duration of the ban, the
expiration date of the ban, and the printed and signed name of the staff member or manager
who banned the person.
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-Banning Notice Requested? A response of Yes or No is required. If you are recommending that
a person be banned for more than a month and a letter sent by the Executive Director, check
“Yes.” If a person is being banned for less than a month, or not banned at all, check “No.” Also
check a recommended time period for the ban. Administration will fill in the information
concerning the letter/notification and expiration date of the ban.
If a person is banned from computer use, that ban extends to the use of all library facilities as
well. Managers are responsible for placing and removing a block on the library card of persons
they ban for a week or month. Administration is responsible for placing and removing a block on
the library card of persons banned for over a month. Library cards are blocked for the duration
of the customers’ ban.
To place and remove a block on a person’s library card:
-Access the individual’s account in TLC Circulation.
-Change the Customer Type to “BANNED.”
-Delete the individual’s PIN number. This disables their ability to use the public
computers.
-Insert a note detailing the date and duration of the ban, including your initials and
location.
-To remove the block, change the Customer Type back to “NORMAL,” restore the PIN
number, and delete the note.
Contesting a Ban:
- If the ban is for the day or the week, the customer may contact the Head of Security to
discuss the matter. The Head of Security will respond within 24 hours.
- If the ban is for a month or longer, the customer may submit a request for
reconsideration in writing to the Executive Director. A response will be made within 7-10
business days.
Incident/Accident Report Form

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Banning Letters
A letter is drafted by Administrative Staff and signed by the Executive Director and sent
certified to the offender.
The letter is copied to the Custodial Supervisor, Facilities Manager, Security Supervisor, Public
Service Managers, Branch Managers, Director of Library Services, and the Fayette County Chief
of Police.
i.

The letter is filed with the original incident report and signed confirmation receipt.

ii.

The banning letters are kept in the Administration Office for 5 years. They can be
checked to determine if a person is a repeat offender.

iii.

If the letter is not deliverable:
If the offender does not provide an address, or the letter is returned undeliverable, the
original letter should be sealed in an envelope with the offender’s name given to the
Security Supervisor and Branch Manager (if applicable) for personal delivery.

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Handling Violations of the Internet Policy
A customer is observed violating the Library's Internet Access Policy. We typically stereotype all
violations as "objectionable material," but note that there are other behaviors that also violate
the policy. This text comes straight from the Internet Access Policy:
As with all other library materials, equipment and facilities, the Library’s computers and
networks are not to be used for unacceptable or illegal purposes. Matters considered to be
illegal will be referred to appropriate authorities for consideration and possible prosecution.
Examples of unacceptable and illegal use includes, but are not limited to, the following:
Harassment of other users; abuse, damage or destruction of equipment, software, or data
belonging to the Library or other users ("hacking"); disruption or unauthorized monitoring of
electronic communications; unauthorized copying of copyright-protected material; violations of
existing obscenity and pornography laws; violations of computer system security; unauthorized
use of computer accounts, access codes or network identification numbers; violation of
software license agreements; violation of network usage policies and regulations; violations of
another user’s privacy.
Users are not to post, upload or transfer illegal material; are not to use the Library’s identity;
and may not incur costs to the Library. Potentially offensive text or images are not to be
displayed.
Assuming the violation is not an illegal activity which requires immediate notification of the
authorities (i.e. child pornography), the customer should be given a warning. Discreet warnings
using the PC Reservation notification system are preferable; however, a verbal warning may
also be given if circumstances dictate.
A note should be placed in the Comment field of the customer's record, including the nature of
the violation, date, and staff initials. For example: OBJECTIONABLE MATERIAL, 5/22/06, ABC
CLAM. Unfortunately, if the customer has signed on with a guest card, there is no way to
complete this step.
An Incident Report should be filed online on the Intranet. This is extremely important for
documentation purposes should we make the decision to limit the customer's computer
access.
Following the initial warning, if the behavior persists during the same session, the customer's
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session should be terminated. When asked why, explain that they continued to violate the
Internet Access Policy after being warned.
Repeat offenders will be evaluated on a case-by-case basis and their computer accounts will be
deactivated for one year if necessary. If a customer's account must be deactivated, you will
find a note similar to this in the Comment field of their record: REPEAT OFFENDER: CARD
BLOCKED 5/22/06 ABC CLAM. When the customer inquires why they are unable to make a
computer reservation, explain that their account has been deactivated for one year as a result
of repeated violations of the Internet Access Policy. At this point, the customer should have
been warned by Library staff during at least two separate sessions, so the news should not be
surprising to them.

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Safe Child Procedures
The Lexington Public Library encourages visits by children, and wishes to make these visits both
memorable and enjoyable. The Library recognizes that children have special needs. The Safe
Child Policy emphasizes the fact that ultimate responsibility for children's health, safety, and
behavior in the Library's environment resides with the parent/caregiver or guardian.
When children are left alone, they may become frightened or anxious. If they wander through
Library facilities, they may encounter situations they cannot handle. They may not understand
that a library environment requires behavior which allows all persons to use the facilities
comfortably. The procedures address children's special needs and characteristics and provide
action for staff to implement the Safe Child Policy.

Disruptive Behavior
Disruptive behavior is any behavior that disturbs other patrons while they are using the Library
or that prevents staff from performing their normal tasks. Disruptive behavior includes, but is
not limited to: loud or offensive, abusive, or threatening speech or actions toward other
customers or Library staff and any act in violation of local, state or federal law or the Library's
Code of Conduct.
•

If a child's behavior disturbs the Library environment, Library staff should approach the
child/caregiver and investigate the cause of the disturbance. In the case of special
needs children, work with the caregiver to calm the disturbance while offering
alternative access to library services.

•

Unless a child is in immediate danger of harm, a child should never be touched.

•

If the disruptive behavior continues, the child should be told to leave Library property.
If the child is in the charge of a parent or caregiver and is required to leave, the
parent/caregiver must leave as well.

•

Two or more staff members should be present when a disruptive child is asked to leave
the Library.

•

The responding staff member should file an Incident Report on the Staff Intranet.

•

If the child refuses to leave Library property, the Person-in-Charge or the responding
staff member should call the police. Ask the police to remove the child from the Library
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and to obtain the name and address of the child and his parents or legal guardians.
Send a copy of the Letter of Information for Parents to the parents or guardians.
•

A child may be banned from Library property for up to seven days by a Department or
Branch Manager. Suspension from the use of the Library for a period longer than seven
days will be at the discretion of the Director of Library Services or the Executive
Director.

Lost Children
•

If a child becomes separated from his/her caregiver while at the Library, staff members
should respond quickly to re-unite them. When a child has lost her/his parent:
o Ask the child's name and walk with them to locate the parent.
o If unable to find the parent, use the public address system and ask the parent to
come to the nearest service desk. Do this at least three times.
o If the parent still cannot be located, call the police. Ask the police to help locate
the parents or to take the child to a safe place. Also, ask them to obtain the
name and address of the child and his parents or legal guardians.
o The responding staff member should file an Incident Report on the Staff Intranet.

•

When a parent has lost his/her child:
o Obtain the child's name, description, including clothing, and last known location
in the Library.
o If at any time it is believed that a child has been abducted (witness information,
etc.), immediately call the police by dialing 9-911; notify all staff.
o Post a staff member at every exit to look for the missing child.
o Follow the instructions of the police.
o If there is no reason to assume abduction, ask the parent or guardian to help
search the building.
o Notify Security (at Central), custodial staff, all service desks, Book Cellar, and
person-in-charge, and provide them with the child's information.
o Make at least three announcements over the public address system for the child.
o If the child is located, notify staff using the public address system that they can
ignore the previous page.
o After checking public and staff areas in the building, including bathrooms, if the
child is not found, notify the police by dialing 9-911 from a Library telephone.
o File an Incident Report on the Staff Intranet.

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Child Left After Closing
•
•

•
•
•

As closing time approaches, if unattended children are in the Library, invite them to use
Library telephones to call for a ride home.
The person-in-charge of the location and one other staff member should remain with
any children left alone on Library premises at the time of closing. In the case of a young
or vulnerable child: if no ride arrives within 15 minutes, the police should be notified. If
police are called, an Incident Report should be filed.
In the case of an older child (14 years of age or older), if no ride arrives within 15
minutes, the child will be asked to walk home or wait outside for a ride.
Under no circumstances should a member of Library staff provide transportation for a
child.
Non-exempt staff required to stay beyond fifteen minutes past closing will be
compensated.

Safe Child Policy

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Bag Procedures
This procedure applies to all members of the public visiting the Library.
From time to time customers may be allowed to bring oversized bags into the Library.
Examples include, but are not limited to:
 Official Library visitors who are accompanied by Library staff members
 People setting up for Library events
 Customers accompanying children and people with disabilities who have bags
containing care needs
The following remain unrestricted:
 Handbags, Umbrellas, Laptop bags, Briefcases, Regular backpacks, Music cases
Security officers are responsible for ensuring that the baggage policy is consistently applied to
members of the public. They are also responsible for identifying and managing bags left
unattended within the Library.
Public service staff are responsible for assisting in the consistent application of the baggage
policy. Library staff should assist in orienting customers and communicating bag size
restrictions.
Customers are required to keep permitted bags with them at all times. Visitors should take
care with personal items and be vigilant in supervising their bags.
Bags left unsupervised in any part of the library will be considered abandoned and may be
confiscated by library security staff. Bags deemed suspicious will be cordoned off and
managed.
Customers wishing to retrieve bags that have been impounded by security personnel should
direct their questions to a security officer on duty.
Bag Policy

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Workplace Violence and Customer Behavior Issues
Workplace Violence is defined as those situations in which violent behavior is being displayed
or is likely. Violence may come from strangers, personal relationships, clients or co-workers.
Employees should take the following actions when involved in a workplace disturbance:
•
•
•
•
•
•

•
•
•

Consider personal safety first if guns/weapons are used. Stay out of range, lie flat on
the floor, and do not confront subjects.
Do not restrain the suspect as this might put you or others in immediate danger.
Call 9- 911 and explain the situation. Also notify Security. Have another staff member do
this if you are unable.
Remain as calm as possible. Do not speak unless spoken to and do not argue with the
person.
If the person wants to engage in conversation, try to calm and stall him/her until
emergency personnel arrive.
If the suspect is attempting to locate a particular employee/office, make an attempt to
notify the individual or office and give such information to the 911 operator. DO NOT
DIRECT THE PERSON TO THE INDIVIDUAL OR OFFICE.
Try to direct the suspect away from crowds or larger groups of employees.
Be prepared to secure the facility if the suspect leaves the building.
Look for identification marks on the subject.

If the subject leaves the Library area:
• Secure the building to prevent the subject from re-entering the building.
• If police have not been notified, call 9-911 and notify them of the situation.
• Be prepared to give Police as much information as possible concerning the incident.
• File an Incident/Accident Report as soon as possible but no later than 24 hours in
accordance with procedures

Dangerous Persons
•

Anyone who is breaking the law, being threatening. or out of control.

Any staff member who notices a dangerous person in the Library should:
•

Call 9-911, if using library’s phone system, and provide to the dispatcher:
• Your name and exact location;
• The nature of problem;
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•
•
•
•

• A description of the person.
• If person is violent and dangerous, TELL THE DISPATCHER
Call Security (if available).
Notify front desk that the police have been called. Tell desk staff where to send the
police.
Ask another staff member to stay with you, or wait with another staff member.
File an Incident/Accident Report within 24 hours in accordance with procedures.

Disruptive Persons
•
•
•
•
•

•

Someone who is intoxicated or not following the Library’s Code of Conduct.
All visitors to LPL facilities must obey the Library’s Code of Conduct. The Code of
Conduct is posted at all facilities in both English and Spanish.
When dealing with a disruptive person, maintain a polite but firm manner. A calm, nonjudgmental approach can prevent many situations from escalating.
If a disruptive person appears mentally or chemically impaired, use caution when
approaching the person. Always call another staff member for support and backup.
When asking a person to follow the Code of Conduct, do not be drawn into an
argument. Simply state the regulations, repeating the message as many times as is
necessary.
Persons who do not obey the Code of Conduct after being warned should be asked to
leave the facility. Call security if necessary. File an Incident/Accident Report within 24
hours in accordance with procedures.

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General Emergency Procedures
An emergency is an urgent situation requiring immediate action. If persons or property are in
imminent danger, call 9-911 first. Remember: you must be qualified to render First Aid before
doing so.

Central Library
•

•

•

In an emergency, first call 9-911 from an LPL telephone. The responding staff member
then calls Security (dial 425 from an LPL phone) and the department manager or the
Person In Charge. LPL administrators should be notified.
If the danger is not immediate, a responding staff member will call security, the police if
necessary, and notify supervisor, manager, Person In Charge, or administrators as
appropriate.
It is the responsibility of the responding staff member to file an Incident/Accident
Report and all related documentation (witness forms, additional suspect forms, etc.).
Reports must be filed as soon as possible but no later than 24 hours in accordance with
procedures.

Branch Library
 In an emergency, first call 9-911 from an LPL telephone. The responding staff member
then calls Security (if available) and the Person In Charge. LPL administrators should be
notified.
 If the danger is not immediate, the responding staff member will notify the Person In
Charge of the branch. This person will call security (if available), the police if necessary,
and notify LPL administrators as appropriate.
• It is the responsibility of the responding staff member to file an Incident/Accident
Report. Reports must be filed as soon as possible but no later than 24 hours in
accordance with procedures.

Non-Emergencies
A non-emergency is a problem not requiring immediate action. Neither persons nor property
are in imminent danger. For procedures on handling non-emergency problems with customers,
refer to the LPL Code of Conduct. Report incident to Executive Director and/or file an
Incident/Accident Report if appropriate. For non-emergency facility repairs, use the on-line
work order system. If there is a question about a facilities issue, call the Director of Support
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Services or the Maintenance Team Leader.

Emergency Phone Numbers
Always dial 9 to get an outside line from the LPL telephones, unless using the emergency lines
at the branches.
Police .................................................... 9-911
Fire Department................................... 9-911
Medical Emergencies ........................... 9-911
Central Library Security

.................425

Police, non-emergency number.......... 9-258-3600

Mechanical/Building Related Problems
Director of Support Services………..9-509-6231
Maintenance Team Leader………....9-509-6233
If the Director of Support Services and Maintenance Team Leader cannot be reached, Custodial
staff at the Central Library, or the Person In Charge at the branch, is responsible for calling the
following:
Electric (Kentucky Utilities)………….1-800-981-0600 (24 Hours)
Gas (Columbia Gas)…………………...1-800-432-9515 (24 Hours)
Elevator (Abell Elevator)……………..1-502-636-0363
HVAC & Plumbing:Shade Frazier, Ivey Mechanical .... 254-8878
24-hour emergency number:........1-866-737-8359
Emergency Generators, Cummins Cumberland………..1-502-491-4263
Emergency contact, Steve Ellis…...1-502-648-5807, Ext. 124
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Doors, Carolina Doors ...........................9-254-2896
Glass/Windows, Happy the Glass Man......................................................252-6041
Security and Fire, American Fire and Security ... 1-800-832-1144 plus branch code
Central Library Person In Charge...………...........509-6230 (cell phone)
Beaumont.......................................................................219-9244 (direct line)
Tates Creek.....................................................................272-4754 (direct line)
Eagle Creek.....................................................................543-9454 (direct line)
Northside .......................................................................299-0502 (direct line)
.................................................................................... 509-6235 (cell phone)
Village .............................................................................246-1607 (direct line)

LPL Staff Contact List
LPL Extension

Cell Phone

Executive Director, Ann Hammond.........………..599……………………….9-333-3083
Director of Support Services, Jim Chandler……..543…………......……….9-509-6226
Director of Library Services, Susie Lawrence....533...........................9-312-0602
Human Resources Director, Tom Wallace.........502..........................9-509-8984
Security……………………………………………………...425…………………….….9-509-6236
Security Team Leader, ………………………..…….428………………………..9-699-6218
Facilities Supervisor, Mike Connolly................……..………………………..9-983-8294
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Maintenance/Courier, Eric Carr………………………432………………….……9-509-6234
Custodian......................................................420
Custodial Team Leader, Earlene Dixon…………..440…………….………...9-509-6227
Information Technology.................................555
IT Team Leader, Will McGinnis, Jr…................552……………..…………9-509-6217
IT Helpdesk Specialist, Phyllis Buchanan…....…544..………………………9-509-6224
IT Technician………………………….....................555
Marketing Manager, Greg Davis…………………...554………………………..9-509-6221
Media Relations Coordinator, Doug Tattershall.515……………………....9-509-6219

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Environmental Emergencies
Severe Weather - Tornado
Central Library Procedures
•
•

At the first sign of severe weather, Telephone Reference staff will begin monitoring the
weather radio.
When a TORNADO WATCH is issued for Lexington-Fayette County, the person in Telephone
Reference is to notify:
• Administration (ext. 501 or 504) and the Facilities Group Leader (ext. 540) during
office hours and the Person In Charge on evenings and weekends.
• All departments in Central Library (all staff in the respective departments should
then be notified)
• Custodial staff
• Security
No public announcement is to be made at this time.
•

When a TORNADO WARNING is issued over the weather radio, the person in Telephone
Reference will notify all the parties listed above.

•

Staff monitoring the weather radio will make the announcement for everyone to go to
the designated shelter area. Dial “33” on the nearest telephone to access the public
address system and make the following announcement at least three times:
“Attention. The National Weather Service has issued a tornado warning for
Fayette County. All persons in the building must go to the designated shelter area
immediately. Library staff will direct you.”
Allow 10 to 15 seconds between announcements. Speak slowly and clearly.

•

Staff will direct all building occupants to the designated shelter areas. The primary
shelter is the Theater. If the Theater is full, then proceed to the lower level. If
needed, the stairwells and restrooms may be used as designated shelter areas. At
this time, staff nearest the exterior doors will check to see if doors are closed and
keep customers away from the windows. Do not lock exterior doors. Staff will
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advise customers to stay inside until the danger has passed, but staff cannot force
customers to remain in the building.
•

Customers may enter the building during the emergency. The Person In Charge or
Security staff should try to guide them to the shelter areas, but should not endanger
themselves to accomplish this.

•

For safety and security, all persons must remain in the shelter areas. Continue to
monitor the weather announcements on the weather radio, or television and radio.

•

Custodial staff, Security, and Person In Charge must carry their cell phones.

•

When the Weather Service announces that the threat has passed, the person in
Telephone Reference and/or the Person In Charge will relay that announcement to all
staff and customers using the public address system. If the public address system is not
working, a verbal announcement will be made.

Branch Library Procedures
•

At the first sign of severe weather, the Person In Charge will begin monitoring the
weather radio.

•

When a TORNADO WATCH is issued for Lexington-Fayette County, no public
announcement is to be made.

•

When a TORNADO WARNING is issued over the weather radio, the Person In Charge
will use the public address system to announce the following message at least three
times.
“Attention. The National Weather Service has issued a tornado warning for
Fayette County. All persons in the building must go to the tornado shelter area
immediately. Library staff will direct you.”

•

A Staff member will direct customers to move to designated shelters. At this time the
staff nearest the exterior doors will check to see if doors are closed and keep customers
away from the windows. Do not lock exterior doors. Staff will advise customers to
stay inside the building until the danger is passed.

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•

When the Weather Service announces that the threat has passed, the Person In Charge
will make an announcement informing all staff and customers, using the public address
system. If the public address system is not working, use verbal announcements.

Earthquake
In order to be prepared for an earthquake, each employee should assess their work area and
determine a safe place to take “immediate shelter.” In general, safe places include: under
desks or other large stable pieces of furniture, or along side walls and away from windows or
other glass and bookcases or other furniture that could fall.
During an earthquake:
•
•
•
•
•
•

Do not try to exit or enter the building.
Do not use exits or elevators until after the quake and only when it has been
determined to be safe to do so.
Stay away from windows.
Assist any customer in the area to a safe place.
Take cover in a pre-determined safe area or in appropriate area if away from work area.
Be prepared for the electricity to go out, the fire alarm to activate and for other system
failures.

After an earthquake:
• Check yourself for injuries, and then check others for injuries. Only qualified persons
should give First Aid when needed.
• Look for and extinguish small fires.
• Listen to the radio for instructions.
• Be prepared for aftershocks. Each time you feel one, take cover in a safe place.

Freezing Precipitation
At the first sign of freezing precipitation, custodians or the Person In Charge at each location
will be responsible for having salt mixture spread on all steps and entrance ways to LPL
facilities, as well as the sidewalks immediately in front of these areas. Notify the Maintenance
Group Leader of the changing conditions.

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Flooding
While the Library’s facilities are not at great risk for exposure to flash floods, staff should
maintain an awareness of their facility’s condition during occurrences of heavy rain. Leaks could
possibly occur which might create a hazard to library customers and property.
If leaks occur, make every effort to minimize the risk to customers and damage to library
materials. Affected areas should be cordoned off from customer access, and if there is no
danger present, remove library materials and/or equipment from the affected area, or
protected with plastic covering.
Call the Facilities Group Leader (LPL extension 540, cell phone 9-509-6231) or the Maintenance
Team Leader (cell phone 9-509-6233) as soon as possible.

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Medical Emergencies
First Aid kits are available in all LPL facilities. Only qualified persons should administer First
Aid. If the illness or injury happens to a staff member, emergency contact sheets for staff are
on file in the Human Resources office and in each department or location. The Person In Charge
should know how to access these forms. Also, in addition to the Incident/Accident Report, an
LPL Employee Work Related Accident/Injury Form must be filled out and submitted to Human
Resources.

Emergency Illness and Injury
In an EMERGENCY—
•

If a customer or staff member is injured or becomes ill and requires medical attention,
the responding staff member should call 9-911 from an LPL telephone and request an
ambulance.
• State the nature of the emergency, your name, location and address, and a
description of the emergency. The dispatcher may ask some questions about the
person’s situation.
• Do not call a private ambulance service directly and never offer to drive the ill or
injured customer anywhere for medical assistance.
• If the person asks that you not call an ambulance, you must call anyway. Try to
explain that it is library policy to call an ambulance in medical emergencies. Once
the ambulance arrives, the person may refuse services.

•

When there is a serious injury, do not move the person. Wait for the ambulance. Stay
with the person until help arrives.
Inform the injured person that help is coming. Offer to contact someone for the injured
person. Tell the staff at the front desk about the location of the emergency so
paramedics can be quickly directed.
Clear the area of bystanders. Remove any obstacles that may be in the path of the
paramedics.
Do not interrupt the paramedics, but if possible obtain the injured person’s name,
address and phone number, and the hospital he or she is being taken to.
Immediately inform the Person In Charge, who should notify the Executive Director as
per the Incident/Accident Report procedures.

•

•
•
•

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•

The responding staff member must fill out and submit an Incident/Accident Report as
soon as possible but no later than 24 hours in accordance with procedures.

Non-Emergency Illness or Injury
•
•
•

The responding staff member should ask whether the person needs help – minor first
aid supplies are available. Do not administer first aid.
The responder should ask if someone should be contacted.
The responding staff member must fill out and submit an Incident/Accident Report.

CAUTION! Staff members who witness a customer's accident should NEVER:
• Admit responsibility
• Mention insurance
• Give first aid unless qualified to do so.
• Offer to pay medical expenses
• Apologize for the accident
• Argue the cause of the accident
• Reprimand employees at the scene
• Discuss the incident with strangers

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Facilities Emergencies
Fire Emergencies
In the event of fire:
•
•

Never disregard a fire alarm.
To evacuate, the responding staff member should use the public address system to
make the following announcement at least three times:

“Attention please, the building is being evacuated. Please take your belongings and WALK to
the nearest exit to leave the building.” (At Central add the phrase: “Do not use elevators.”)
Repeat this announcement two more times
•

•
•

•
•
•

•

•
•

Staff should spread out and check all areas, including bathrooms and stairwells, moving
customers toward exits. Staff should be aware of where the flashlights are kept at all
public service desks.
Staff at service points should stop providing assistance and move from behind the desks
to help people out of the building.
If a disabled person needs additional assistance leaving the building, get the person into
a stairwell and tell responding firefighters where the person is. Do not attempt to carry
a disabled person down the stairs.
Elevators should not be used during a fire alarm.
Everyone must exit the building and stay at least 100 ft. away.
Once outside the building, all staff must report to their supervisor to ensure everyone is
out and safe. The collecting areas for the Central Library are 1) the far side of Phoenix
Park on the corner of Main and Limestone Streets and 2) on Main Street in front of the
LFUCG Police Station.
Those exiting from the park side doors will move to the corner of Main and Limestone
Streets. Those exiting through the parking lot breezeway tunnel will move to the front of
the LFUCG Police Station.
The collecting areas for the branches are the far ends of their parking lots, away from
their respective buildings.
In case of smoke, stay below the heaviest concentration by crawling to the exit. In case
of closed doors, check for heat and smoke before opening the door.

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•
•

If the fire can be contained, use the extinguisher, but NEVER at the expense of personal
safety.
Even after extinguishing the fire, let the Fire Department double check to make sure
there is no further problem.

Maps showing evacuation routes, locations of fire pulls, and fire extinguishers are posted on
each floor of Central Library by the elevators and near the public service desk and in staff areas
in the branches. See maps at the end of this manual.
Note: Elevators are functional using the backup generator, but should only
be used by the Fire Department and Facilities personnel.
When the all clear is given
•

•

When the Fire Department Incident Commander, the Chief with the white hat,
indicates that all is clear the Persons-in-Charge will allow staff to enter building first and
give them 5 minutes to get to their posts.
Customers will be welcomed back into the building and thanked for their cooperation
and patience.

NOTE! If work is being done in the building and the alarm is a test, the Facilities staff or
Administration Office staff (504 or 501) or the Person In Charge at the branches will make an
announcement to disregard the alarm. The person making the announcement will call the
alarm company (Koorsen) to cancel the Fire Department's response using the appropriate
code. Staff responsible for calling to cancel the alarm should have the code. If the code is
needed, contact the Facilities Group Leader.
Announce that the alarm is false:
“Attention please, the fire alarm system is being tested. Please disregard the alarm.”
If no test is announced or expected, do not hesitate: EVACUATE THE BUILDING!
Fire Extinguisher Use
LPL extinguishers can be used for any type fire. They are to be checked annually to ensure they
are fully charged. (See Safety Checklist) Memorize their locations. Locations are also shown on
floor maps.
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To use a fire extinguisher, remember the acronym, P.A.S.S.
P
A
S
S

Pull the pin.
Aim the nozzle at the base of the fire.
Squeeze the handle.
Sweep the nozzle from side to side.

In the event an extinguisher is used, report it to the Facilities Department so it can be
scheduled for recharging.

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Bomb Threats
In the event of a Bomb Threat
•

•
•

Any staff member receiving a bomb threat should signal another employee to call 9-911
from another LPL phone line or 911 from another phone. Try to get as many answers to
the questions on the Bomb Threat Checklist as possible.
If the threat is in written form, call 9-911 from the LPL phone lines or 911 from other
phones (handle the note as little as possible to preserve possible fingerprints).
The person receiving the call should notify the Person In Charge and start to evacuate
the building using fire evacuation procedures. Inform other staff members of the
situation and make the following announcement at least three times:

“Attention please, the building is being evacuated. Please take your belongings and WALK to
the nearest exit to leave the building” (At Central add the phrase: “Do not use elevators”).
•

Do not allow anyone to reenter until the responding public authority (police, fire, or
emergency management) gives the all clear. The Person In Charge should notify the
Executive Director, Location Manager, Director of Support Services, and Media Relations
Coordinator of the situation.

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Mail Handling Procedures
Suspect a piece of mail if it is/has:
•
•
•
•
•
•
•

Lopsided or lumpy in appearance;
Sealed with excessive amounts of tape;
Handwritten and has no return address or the return address cannot be confirmed as
legitimate;
Excessive postage;
Addressed to someone not at the address, or addressee is unknown;
Marked with restrictive endorsements such as “Personal” or “Confidential” and exhibits
any of the above characteristics;
Devoid of any markings at all (such as donations, brochures, or any package that has
been dropped off).

When handling mail:
•
•
•
•
•
•

Use of latex gloves when sorting and opening mail is strongly suggested.
Don’t handle a letter or package you suspect is contaminated.
Don’t shake, bump, or sniff a suspicious item.
Wash hands thoroughly with soap and water after handling mail.
If the item is suspicious, notify the appropriate manager, Director of Support Services,
Executive Director, and Media Relations Coordinator.
Call 9-911 if using LPL phone.

REPORT ANY SUSPICIOUS OBJECTS OR PACKAGES TO SECURITY OR THE PERSON IN CHARGE,
WHO WILL CALL 9-911 FROM THE LPL PHONE LINES (OR 911 FROM OTHER PHONES) AND
FOLLOW THE INSTRUCTIONS PROVIDED. DO NOT TOUCH THE OBJECT OR PACKAGE.

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Chemical Emergencies
A major chemical emergency involves the release of a hazardous amount of a chemical or
chemicals into the environment. This can occur due to a variety of external incidents such as a
train derailment or factory fire. In the event of a major chemical emergency, the public will be
notified by the authorities. This notification can come by telephone, radio, television, direct
contact from authorities, or over a loudspeaker. It is important to remain calm and follow
provided information and instructions very carefully. You will be told:
• The type of health hazard;
• The area affected;
• How to protect yourself;
• Evacuation routes (if necessary);
• Shelter locations;
• Type and location of medical facilities;
• Phone numbers to call if you need additional help.
One of the basic instructions that may be given is to “shelter-in-place.” This provides a barrier
between you and the dangerous chemicals in the outside air.
How to Shelter in Place
Stay inside; turn off the HVAC system if you can do so without going outside. Make sure all
doors and windows are closed and locked. Custodial staff at Central library and the Person In
Charge at the branches will shut off the HVAC. The following announcement should be made:
“Attention. Authorities have advised us to move to our designated Shelter-inPlace. For your safety, all persons in the building must go to this designated area
immediately. Library staff will direct you. During this emergency, the building will
be closed until we receive an ‘all clear’ from the authorities”
Staff should escort customers to each location’s designated Shelter-in-Place (marked on each
location’s evacuation map) and remain there until the all clear is given by authorities.
Evacuation Procedures
If the authorities issue an order to evacuate, staff should follow the same procedures as those
used for a fire alarm. It is important to remain calm. The following announcement should be
made:
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“Attention please, Authorities have ordered us to evacuate the area. Please take
your belongings and WALK to the nearest exit to leave the building. Library staff
will assist you with information concerning proper evacuation routes.”
As the building is evacuated, staff should assist customers by making them aware of established
evacuation routes. Staff should also assist in making sure the building is completely empty
before it is closed.
Chemical Poisoning
There are several symptoms of chemical poisoning whether by swallowing, touching, or
breathing. These include:
• Difficulty breathing;
• Headache or blurred vision;
• Irritated eyes, skin, or throat;
• Changes in skin color;
• Dizziness;
If you think you have been exposed to a toxic chemical, call 9-911 immediately. If you smell
something that you think might be dangerous, or find someone who has been overcome by
toxic vapors, MAKE SURE YOU ARE NOT IN DANGER BEFORE ADMINISTERING ANY FIRST AID
(remember: you must be qualified to render First Aid before doing so). Call 9-911 first, and then
notify security, then the Facilities Group Leader. Be ready to describe the situation in detail.
Chemical Burns
Chemical burns can be minor or life-threatening, but proper care can prevent the injury from
becoming infected or causing more damage to the affected areas.
Remove any clothing or jewelry from the affected area and flush with plenty of cool water until
help arrives. Use the same treatment for the eyes, remembering to remove any contact lenses.
Loosely cover any wound with a dry, clean cloth or sterile bandage. Do not put any medications
on the wound. Seek medical attention immediately.

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Mechanical/Building Related Issues
If you cannot lock or secure building
•
•

•

The Person In Charge and one other staff member must not leave until help arrives.
Call the Director of Support Services, LPL extension 543, cell phone 9-509-6226,
o or the Maintenance Team Leader, cell phone 9-509-6233,
o or the Director of Library Services, LPL extension 533, cell phone 9-312-0602,
o or the Executive Director, LPL extension 599, cell phone 9-333-3083.
Contact immediate supervisor.

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Heating/Air Conditioning/Plumbing malfunctions
Notify the Person In Charge, who will:
• Call the Director of Support Services (LPL extension 543, cell phone 9-509-6226) or the
Maintenance Team Leader (cell phone 9-509-6233).
• Contact immediate supervisor.
• In case of leaking water, keep customers out of area and move or cover library materials
if possible.
• Report to the Excutive Director and Director of Support Services any time temperatures
in the building exceed 80 degrees Fahrenheit or fall below 55 degrees Fahrenheit.
• In the event it is necessary to close the building, staff will be temporarily reassigned to
other departments or locations as needed.

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Power Failure
•

•

•
•

•
•

In the event of a complete power failure, wait 5 minutes to see if power is going to
come back on. If power has not come back on in five minutes, move all customers to the
locations’ designated “safe” area and call the Director of Support Services and the
Facilities Group Leader (LPL extension 540, cell phone 9-509-6231).
LPL facilities are not to close without authorization from the Executive Director or the
Director of Library Services. The Facilities Department will ascertain the amount of time
power will be out to determine if the facility should remain open. If administrators
ascertain that power will not be restored in a reasonable amount of time, customers
may have to be evacuated for safety reasons.
If an evacuation is necessary, staff should meet at the designated area for their location.
The Person In Charge will make sure the doors are locked, signs are posted on doors,
and the Director of Support Services will change the location’s phone message. A staff
member should be stationed at the door to inform arriving customers of the situation
and make contact with repair personnel when they arrive.
The Person In Charge should call Media Relations Coordinator if closing the building.
If the building is closed, consider other policies such as the Safe Child Policy.

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Structural Damage
The Person In Charge should:
• Call the Executive Director (LPL extension 599, cell phone 9-333-3083),
o and the Director of Support Services (LPL extension 543, cell phone 9-509-6226),
o and the Maintanence Team Leader (cell phone 9-509-6233),
o and Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
• Cordon off affected area from customers and staff. If damage is extensive and
widespread, evacuate the building.

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Intrusion alarm systems
•

•

•

When the alarm company calls regarding an alarm, management personnel responsible
for the affected location should respond with the proper codes. The police may have
already been dispatched. The alarm company will contact the following staff, in this
order: Director of Support Services, Maintenance Team Leader, Branch Manager or
Director of Library Services, and Assistant Branch Manager.
If a false alarm occurs during service hours, be prepared to call the alarm company
quickly and provide the proper codes to avoid unnecessary deployment of emergency
services.
If it is necessary for one of the above staff members to go to the facility after hours, the
police should be called to see if there are officers on site. If the police are not on site,
request that staff be met by officers.

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Damaged Furniture
Any item needing repair that is potentially hazardous should be removed from public areas and
tagged for repair. The responding staff member should advise supervisor who will report the
damage to the Maintanence Department.

Keys/Key Cards
•
•
•
•

In all branches, keys are numbered and assigned. If keys are lost, replacements are
$20.00.
All lost keys must be reported to branch or department manager, the Director of
Support Services, and the Security Supervisor immediately.
Branch and department managers are responsible for requesting additional or
replacement keys.
Loss of a key may result in disciplinary action up to and including termination.

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Vandalism or Theft
During operating hours:
• The responding staff member must contact the Person In Charge.
• The Person In Charge will call non-emergency police phone number (9-258-3600 from
LPL telephone).
• The Person In Charge should also call the Media Relations Coordinator if appropriate
(LPL extension 515, cell phone 9-509-6219).
• Take photographs to document damage and attach to completed Incident/Accident
Report.
If any staff member observes evidence of significant damage or forced entry to a library
building or department when arriving at work:
• DO NOT ENTER THE BUILDING OR DEPARTMENT!
• Call 911 from another location and wait for police to arrive.
• The staff member involved should contact the Director of Support Services (LPL
extension 543, cell phone 9-509-6226), appropriate branch or department manager, and
Media Relations Coordinator (LPL extension 515, cell phone 9-509-6219).
The staff member involved must file an Incident/Accident Report as soon as possible but no
later than 24 hours.

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Building Safety Checklist
Safety checks are performed at all locations quarterly using the Safety Checklist form. An exact
schedule will be given to all managers in January of each year. A member of the Facilities
Department and the Manager will check the items that pertain to each facility. The checklist
will be forwarded to the Facilities Team Leader for follow-up.

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The Collection Development Policy
Board of Trustees statement
The Materials Selection Policy was initially adopted February 25, 1987 by the Lexington Public
Library Board of Trustees and was revised March 24, 1993. The Materials Selection Policy was
updated and renamed the Collection Development Policy which was approved by the Board on
January 14, 2009, was reviewed by the Bylaws/Policy Committee in August, 2011, again by the
Board Development Committee in May 2012 and April 2013. The Board of Trustees assumes full
responsibility for all legal actions which may result from the implementation of any policies
stated herein.

1. The Lexington Public Library
1.1: Vision
A community engaged in a lifetime of discovery
1.2 Mission
Lexington Public Library connects people, inspires ideas, and transforms lives
1.3 System Priorities
1. Enhance the customer experience
2. Ignite excitement for reading and literacy (formerly Create young readers)
3. Engage with the digital world
1.4 Customers
The Lexington Public Library serves the needs of the diverse population of Lexington-Fayette
County, along with Fayette County workers, students and property owners who live outside the
county. According to 2010 U.S. Census Bureau figures Lexington-Fayette County had a
population of 295,803. Of that total 73 percent of the population is White (non Hispanic or
Latino), 14.5 percent is Black, 6.9 percent is Hispanic or Latino of any race, 3.2 percent is Asian,
and 2.4 percent is composed of other races. 8.5 percent of the population is foreign-born. As of
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July 1, 2011, Lexington-Fayette County’s estimated population was 301,569. By 2015 the
population is projected to increase to 315,249.
As of the 2010 Census, 21.2 percent of the population was under the age of 18, and 10.5
percent of the population was over the age of 65. 10.4 percent of families in Lexington-Fayette
County and 17 percent of individuals were living below the poverty level.
According to the Census Bureau’s 2010 American Community Survey, of Lexington-Fayette
County’s population aged 25 or over, 88.3 percent are high school graduates, 39.1 percent have
bachelor’s degrees and 16.3 percent have a graduate or professional degree.
The 2010 American Community Survey indicates that 10.6 % of the population over age 5
(28,109 residents) spoke a language other than English at home. In comparison 8.3 percent of
the population (20,381) spoke a language other than English at home in 2000.
The percentage of the population over age 65 is expected to increase significantly as the baby
boom population (those born between 1946 and 1964) ages. In 2010, 27.9% of the population
(82,657 residents) was aged 50 or older. According to estimates from the Kentucky State Data
Center at the University of Louisville, this percentage is expected to increase to 29.4 percent
(92,809 residents) by 2015.
The rapidly growing population of non-English speakers and an aging population are two special
factors which may influence the future selection of materials for the Library.
1.5 Intellectual Freedom
The Board of Trustees of the Lexington Public Library has adopted and supports the following
documents from the American Library Association: the Library Bill of Rights, Diversity in
Collection Development, Free Access to Libraries for Minors, Expurgation of Library Materials,
Labels and Rating Systems, Freedom to Read Statement, and the Freedom to View Statement
(See Appendices A through G in the Procedures).
The Board of Trustees supports the Library’s dissemination of knowledge and information, and
the presentation of a wide variety of ideas. The customers of the Lexington Public Library have
the right to access diverse points of view. The Library does not try to justify any particular
ideas; nor does it promote any particular points of view.
The Board of Trustees of the Lexington Public Library recognizes that censorship is an individual
matter and while anyone is free to reject for him- or herself any material of which he or she

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does not approve, no one can exercise this personal right of censorship to restrict the freedom
of others to read, view, or listen.
The selection of library materials is predicated on the library customer’s right to read and his or
her freedom from censorship by others. Some materials are controversial and any given item
may offend someone. Selections will not be made on the basis of any anticipated approval or
disapproval. The merits of any material within the context of the established selection criteria
will be the primary consideration (See Section 2.4 of this Policy).
Parents or legal guardians have sole responsibility for their child’s reading, viewing and listening
of Library materials. Neither the Library nor Library staff shall act in loco parentis. Selection
and/or shelving of materials will not be influenced by the possibility that materials might
inadvertently come into the possession of minors.
The Library does not preview video content for the purpose of rating titles. Except for those
titles which are provided with Motion Picture Association of America ratings (G, PG, PG-13, R,
and NC-17), the Library will circulate any unrated titles to all customers. It is the sole
responsibility of the customers to be aware some unrated titles may have content
inappropriate for children under age 18.

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2. System Collection Development- Organization
Providing quality public library service to the people of Fayette County is the primary goal of the
Lexington Public Library. To support that goal, the Library will select materials that support lifelong learning, popular materials, and materials that reflect the diversity of viewpoints and
backgrounds of our service population.
The Collection Development Policy of the Lexington Public Library, as adopted by the Board of
Trustees, provides guidance to the professional staff responsible for materials selection and
collection development and serves as a source of information about selection principles for the
general public.
“Materials” as discussed in this document may include, but are not limited to: books,
pamphlets, magazines, newspapers, microforms, compact discs, DVDs, eBooks or other
downloadable or streaming materials, memorabilia and information acquired through the use
of online database services.
The Board of Trustees of the Lexington Public Library endorses the Code of Ethics adopted by
the American Library Association (June 30, 1981) as it applies to materials selection and other
duties. (See Appendix H in the Procedures)

2.1 Collection Development Policy Statement
Collection Development is conducted through examination and consideration of review media,
announcements of new publications by publishers, customer and staff recommendations,
bibliographies on specific subjects, and examination of the present collection. Materials will be
evaluated as a whole and not on the basis of a particular section or sections. A work will not be
excluded from the Library’s collection because it presents an aspect of life honestly or because
of frankness of expression. Materials are acquired in a manner that is both timely and useful to
our customers.
The evaluation of materials will be characterized by flexibility, open-mindedness, and
responsiveness to the changing needs of our customers. These changing needs require that
materials be evaluated on a continuing basis. As a result, materials not recommended for
purchase originally may be selected for purchase at a later date. The converse, that materials
still may be considered unnecessary or unsuitable for the collection, also is possible.

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Since the Lexington Public Library functions as a center for life-long learning, it has materials to
support learning through all the ages and phases of life, from the youngest child’s needs to
those of senior citizens. While we do select materials to support the educational process as
much as possible, the Library’s collection cannot and does not substitute for the specialized
collections provided by a school or college library and makes no attempt to duplicate materials
(such as textbooks) in those collections. In addition, the obligation to provide duplicate copies
for students is primarily that of the college or school library. Lexington Public Library cannot
undertake meeting the demands of large class assignments.
A significant part of the Library’s collection is popular materials for recreational use. Popular
materials may be in a variety of formats and either fiction or nonfiction. The Library’s selectors
consider the popular materials collection seriously and select for a wide range of interests using
evidence-based software and statistics provided by outside vendors.
Materials are purchased in the most appropriate, and available, format for library and customer
use. Although the majority of the Library's collection is offered in the traditional print format,
valuable information is increasingly available in audio-visual and electronic formats. New
formats will be considered for the collection when industry reports, national survey results, and
local requests indicate that a significant portion of the community has the necessary technology
to make use of the new format. Other factors to be considered when deciding whether to add a
new format to the collection include: availability of items in the format, cost per item, and the
Library's ability to acquire, process, and circulate the items in the specific format.
Collection Development also entails maintaining the existing collection so that it remains vital
and useful to the community. This includes the regular and consistent evaluation of the
collection for elimination and replacement of worn out and dated materials using available
tools and software (See Section 3.7 in the Procedures).
2.2 Organization of Collection Development
The Executive Director is responsible for the selection, acquisition, and possible reconsideration
of library materials. This authority is delegated to the Executive Director by the Board of
Trustees which establishes the policies of the Library. The Executive Director delegates to the
Collection Development Committee the authority to interpret and apply the appropriate
policies and procedures in making day-to-day decisions regarding the collection.
Responsibilities of the Collection Development Committee include, but are not limited to:

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•

Assigning the responsibility for the selection of specific materials to individual subject or
format specialists;

•

Ensuring that established criteria are properly applied to the selection of materials and
resources (See Section 2.4 of this Policy);

•

Ensuring that the best evaluative tools are available to the selectors;

•

Ensuring that new subjects are included;

•

Ensuring that the diversity of the collection is maintained;

•

Reviewing the availability of materials in high demand and addressing gaps in the
collection;

•

Ensuring the collection is regularly weeded of out-dated, worn and un-used materials;

•

Determining effective ways to analyze the use of the collection.

2.3 Goals of Collection Development
The Lexington Public Library selects, provides access to, and promotes the use of materials,
regardless of format, that will:
•

Enrich and support the educational, recreational, and informational needs of the users,
taking into consideration their varied interests, abilities, and learning styles;

•

Represent differing viewpoints on a subject;

•

Reflect the problems, aspirations, attitudes, and ideals of a pluralistic society;

•

Support business, cultural, recreational, and civic activities in the community;

•

Stimulate self-understanding and growth;

•

Enhance job-related knowledge and skills;

•

Increase knowledge of and participation in the affairs of the community, the country
and the world;

•

Be appropriate to the level of the user.
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2.4 Criteria for Collection Development
Every attempt is made to consider all acquisitions using the following criteria:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Suitability of format for library use;
Suitability of subject, style, and format for the intended age level;
Present and potential relevance to the community interests and needs;
Circulation history of author’s previous works or similar titles;
Number and nature of requests from the public;
Authors and/or topics of local origin;
Current or historical significance;
Importance as a document of the times;
Insight into human and social conditions;
Relationship to the existing library collections and to other materials on the subject
which are available in those collections;
Reputation and significance of the author, illustrator, publisher or producer;
Skill, competence, and purpose of the author, illustrator, or producer;
Attention of critics, reviewers, and the public through awards, media outlets and
direct recommendations;
Appropriateness and effectiveness of medium to content;
Physical limitations of the building;
Commercial availability of the material;
Cost

With the growing availability and use of online resources, the following criteria, in addition to
the appropriate criteria listed above, should be used in consideration of acquiring and/or
maintaining online databases or other virtual services:
•
•
•
•
•
•
•

System priorities. A higher priority will be given to databases or services that will
provide access to the widest group of customers;
Usage;
Cost per use;
Viable alternatives to the database or service being considered;
Breadth vs. depth of information provided by the database or service;
Resources that are already offered in another format or service provided by the Library;
Use as a standard reference source.

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2.5 System Concept of Collection Development
The Lexington Public Library system is composed of multiple locations that house many
interdependent departments and collections. These components work together to provide
outstanding material collection. Within these locations, there are distinct characteristics of the
Library’s public service components that determine the type of collection development that will
be most effective.
•

The Central Library has the largest number of print and non-print materials and houses
specialized collections, such as the Kentucky Room, the Grants Collection, and periodical
resources. While some of its collection may be more permanent in nature, the Central
Library should not be looked upon as a repository for the library system but as a
resource that is responsive to both current and long-term needs of our customers.

•

The chief function of all locations is to meet the popular and general needs of the
customers within their respective service areas and appropriate to their size. All location
collections are supported by the electronic resources (databases and streaming
materials) provided by the Lexington Public Library and The Kentucky Virtual Library.
Locations offer materials with proven or anticipated demand, and their collections are
developed based on the needs of their particular customers.

•

Outreach Services maintains a small collection of print materials selected specifically to
meet the needs of senior adults, preschool children, English for Speakers of Other
Languages (ESOL) customers and the customers it serves with the Book Van. Storytime
Bus materials are purchased in support of programming.

•

The Kentucky Room affirms the historical and cultural significance of our community by
collecting materials relevant to the history and genealogy of Fayette County and its
residents, the Commonwealth of Kentucky, and areas of historical importance in the
development of the Commonwealth. The department’s goal is to serve as an
information center for historians and genealogists, and also provide resources to
customers seeking current information about state and local laws and government. The
main focus of the Kentucky Room’s collection is on secondary printed sources, but the
department also collects, preserves, retains, and provides access to primary materials –
photographs, artifacts and other memorabilia - that will have informational value to our
customers. The Kentucky Room’s collection development procedures are discussed in
detail in Section 3 in the Procedures.

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The Lexington Public Library’s courier service allows for excellent resource-sharing among its
locations, which enables the library system to provide exceptional customer service to the
entire community.
Books and magazine articles not owned by the Lexington Public Library can be requested
through interlibrary loan (ILL). Utilizing the OCLC computer network, interlibrary loan allows
customers access to millions of titles owned by thousands of public, academic, and special
libraries throughout the world. Delivery times can vary depending on the source of the
material. Certain types of materials are not available through ILL. These include rare and
valuable books, books published within the past year, and audiovisual materials (with the
exception of titles owned by the Kentucky Department for Libraries and Archives (KDLA)).
Interlibrary loan can be requested online through the Library’s website, over the phone, or in
person at any of the Library’s locations.
2.6 Customer and Staff Recommendations
The Lexington Public Library accepts recommendations from customers and staff regarding
additions to the collection. These requests can be made online or by personal request. These
requests will be reviewed by the appropriate selectors and evaluated based on the selection
criteria. If the requested material meets the library’s needs and criteria, the item will be
purchased as funding allows.
2.7 Gifts, Memorials and Monetary Donations
The Lexington Public Library welcomes the donation of materials to the Library for the use of
the public. All such gifts are accepted with the understanding that they may or may not be
placed in any location, and that they may be bound, rebound, sold or discarded as their physical
condition and usefulness may warrant. Such material may be added to the collection if it meets
the Library’s criteria for selection. This policy establishes procedures for the handling of both
material and monetary gifts or donations (See Sections 3.3, 3.4, and 3.5 in the Procedures).
2.8 Reconsideration of Materials
The Lexington Public Library has as part of its mission, to provide a wide variety of materials to
meet the needs and interests of as many of our residents as possible. We do not segregate our
collection by age or interest (with the exception of “R” or “NC-17” videos which are restricted
to checkout by those under 18, unless permission is granted by the parent or guardian) and as a
result, there may be times when a customer or staff member finds something in the collection
that he or she feels is inappropriate. Materials are selected for the library using the Collection
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Development Policies and Procedures. If a customer or staff member feels that an item was
purchased in error, he or she may request reconsideration of that item by following the
procedures outlined in the Reconsideration of Materials Procedure. (Approved 9/11)
2.9 Weeding the Library Collection
The goal of the Lexington Public Library is to provide timely and relevant library materials,
resources and services in good condition for our customers’ use. No attempt is made to create
a research collection except in selected areas. Weeding should entail the same care, thought,
and judgment as materials selection. In weeding the collection, it is important to keep in mind
the goals of the Library’s Collection Development Policy. In general, the Lexington Public Library
will follow the weeding guidelines established by the CREW method (see Appendix O in the
Procedures). A weeding and replacement schedule has been devised by the Collection
Development Committee to ensure regular maintenance of the collection and to increase
efficiency and effectiveness in the replacement and weeding of materials (See Section 3.8 in the
Procedures). The Library also makes use of evidence-based software to provide statistics on
material usage that informs the decision-making process. Multiple copies of materials may be
purchased to take care of permanent or temporary demands.
2.10 Policy Revision
This statement of policy will be reviewed at least every three years by the Collection
Development Committee. Suggestions for revisions will be submitted to the Executive Director
for review. The Executive Director will then present the revisions to the Board of Trustees for
adoption.

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The Collection Development Procedures
3. System Collection Development – Procedures
3.1 Use of Criteria for Selection
Every attempt is made to consider all acquisitions using the criteria defined in Section 2.4 of this
Policy.
While a single standard cannot be applied to each potential item for selection, materials are
judged by appropriate criteria. In some instances, these criteria include artistic merit,
scholarship, or the value of the material to the informational needs of the community. In other
instances, the criterion may be substantial demand.
In the selection process for the general collection the criterion of anticipated demand is given
special emphasis. Works with an acceptable level of merit which are expected to be extremely
popular with a large number of customers are given preference over the scholarly or esoteric
works which may be of interest to only a single user. To meet the limited demand for materials
of a specialized nature, the Library must rely on access to the collections of local university,
college, and/or special libraries through interlibrary loan.
The collections for young people are aimed at meeting the diverse recreational, cultural and
informational needs of that segment of the population from infancy through adolescence.
Materials are included to provide enjoyment, stretch the imagination, cultivate a love of books
and reading, stimulate creative abilities, supplement study, and provide an awareness of the
broad spectrum of moral and social values. Materials are selected which vary in format, content,
and level to meet wide-ranging interests and demands, to help young people understand their
own development, and to prepare them for informed active participation in society.
The Library supports a collection that reflects the interests of our community. To that end, we
use available tools such as our ILS vendor’s statistics package and evidence-based software to
inform us of the effectiveness of our collection. In general we maintain a reserve ratio of 3 to 1
for printed and ebook materials.

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3.2 DVD Selection Guidelines
It is not within the scope of the Library’s mission to compete with DVD rental vendors. New titles
and 7-day loan titles are purchased with funds allocated from each location’s materials budget.
The Library does not strive to carry the volume of titles a retail vendor could due to shelf space
and monetary constraints. Therefore, the selection goal of the DVD collection is to minimize cost
while providing our customers with a varied collection of popular titles.
• 3 and 7-day loan titles will be considered based on the selection criteria used for all other
material. This also applies to DVDs received as gifts.
• Foreign language titles will be selected based on review sources and for locations where
there is a demonstrated desire for those titles.
• With the proliferation of television series on DVD, it would be impossible to acquire all
titles. Therefore, television series titles will be limited primarily to those available outside
network and basic cable television channels (e.g., HBO, Showtime, etc.) or award winners.
Customer demand will also play a role in the selection of these materials. Current
television shows that are still being broadcast and/or are widely syndicated will generally
be avoided. Any exceptions will be made at the A/V selectors’ discretion.
• The Library does not preview video content for the purpose of rating titles. Except for
those titles which are provided with Motion Picture Association of America ratings (G, PG,
PG-13, R, and NC-17), the Library will circulate any unrated titles to all customers. It is the
sole responsibility of the customer to be aware some unrated titles may have content
inappropriate for children under age 18.
• New DVD’s will check out for a 3-day loan period. They will circulate for 6 months before
they will be moved to the 7-day loan collection.

3.3 Gifts, Memorials and Monetary Donations
The Lexington Public Library welcomes and encourages the donation of materials to the
Library. Once accepted, gift materials become the property of the Lexington Public Library and
may be placed in any location, may be bound, rebound, sold or discarded as their physical
condition and usefulness may warrant in accordance with the Lexington Public Library’s selection
criteria. Staff should explain to the donor that all gift materials are accepted with the
understanding that there can be no conditions attached. Specifically, staff is not authorized to
promise that any gift materials shall be incorporated into the Library’s collection at all, or be
placed in any given location, or be kept for any period of time.
The Library will provide a copy of the Materials Donation Acknowledgement Form (See Appendix
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L) to those customers desiring a statement for tax purposes, but the customers must determine
the value of the gift material in accordance with current tax laws. The Lexington Public Library is
not an appraisal agency and neither the Library nor its staff will assess the value of any gift
materials. Customers should refer to the information stated in IRS Publication 561, Determining
the Value of Donated Property for more details.
Gifts in the form of cash donations for materials purchases and memorial requests are also
accepted. Materials will be ordered in keeping with the donor’s wishes if the request complies
with the Library’s selection guidelines.
To properly recognize a cash donation or memorial request, staff members must fill out the
online Donor Acknowledgement Form located on the Library network (See Appendix M). Staff
should obtain as much information for the form as possible so that the proper recognition is
given.
If requested, a bookplate will be placed in each work purchased with monetary donations noting
the donor. Memorial requests also bear the person’s name in whose memory the gift has been
made.
Donations that are not agency specific, but are designated for print or non-print materials will be
placed in the Library Materials Fund.
The exceptions to the above are materials that are donated specifically for the Friends of the
Library book sales.
3.4 Unsolicited Miscellaneous Donations
All locations receive unsolicited donations from publishers, authors and vendors in the form of
galleys, author promotional copies, and other types of publisher solicitations and are to be
treated in the same manner as donations from customers. The person offering the material must
be informed that the material becomes the property of the Library and the items may or may not
be added to the Library’s collection in accordance with the materials selection guidelines. In
accepting these items, the Library is not obligated to acknowledge receipt or return the items to
their source. As with customer donations, there can be no conditions attached to the acceptance
of the item(s).

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3.6 Requests for Reconsideration Procedures
If a customer or staff member has a complaint about a title and its appropriateness for the
collection, the complaint may be resolved at the public service management level by listening to
the customer’s concerns and sharing the criteria for selection as outlined in the Lexington Public
Library collection Development Policy. If this is not possible, the customer should be provided
with the Request for Reconsideration Form (See Appendix K) and the procedures for submitting
their request. When a completed and signed Request for Reconsideration Form is received at any
location, the person making the request should be informed that the Lexington Public Library will
follow these procedures:
•

The material(s), the Request for Reconsideration Form, and other relevant materials such
as reviews will be forwarded to the Director of Library Services. If the request involves
children’s or teen materials, it will be sent to the Youth Services Manager.

•

Members of the Collection Development Committee, the manager of the location where
the request was made, and any experts deemed necessary by the Director of Library
Services, will form a committee to review the material(s) and determine whether or not
the material(s) meet the selection criteria of the Lexington Public Library's Collection
Development Policy. For children’s or teen materials the Youth Services Manager and the
children’s librarians will review the material(s) and consider the request at the next
scheduled Children’s Meeting. Re-cataloging may be considered if the item is determined
to be improperly cataloged as a juvenile item.

•

The customer or staff member will be notified of the decision of the committee within
one (1) month and the material(s) will either remain in the collection or be withdrawn at
that time.

•

Appeal of the committee’s decision may be made in writing to the Executive Director.
Final responsibility for materials reconsideration resides with the Executive Director of
the Lexington Public Library.

H

3.7 Weeding the Library Collection
One of the goals of the Lexington Public Library is to provide timely and relevant library materials
in good condition for our customers’ use. Because of budgetary restraints and space limitations,
the Library cannot purchase every item, nor can it retain every item in its collection. It is necessary
to weed the Library’s collection on a regular basis to keep it fresh, uncrowded, up-to-date and
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useful for our customers. The Library uses the guidelines outlined in the CREW method of
weeding (See Appendix O). Reports generated by the Library’s ILS system and any other collection
management products the library may employ, will be used to formulate a plan to engage in this
weeding process in concert with the established weeding and replacement schedule (See Section
3.8 of these Procedures
There are a number of categories of books which can be weeded from the collection. These
include:
• Materials not circulated in two years;
• Titles which have been superseded by newer editions;
• Items that are worn or damaged;
• Items that contain out-of-date material and which are superseded by more current titles
in any given category.
Titles which are not needed by other LPL locations are removed from the collection. They are
offered to the Friends of the Library to sell. The proceeds from the book sale benefit the Library
as a whole through the purchase of equipment, materials and support of programming.
a) The Library’s Collections
The library’s collections emphasize current and popular reading rather than scholarly works and
extensive reference holdings. The entire collection is on open shelving for customers to see and
browse. This makes physical appearance of paramount importance. Damaged and worn
materials should be withdrawn or replaced as needed. Currency of the collection is vital. It is
also true that each location has a maximum collection size beyond which it may not extend. With
these factors in mind, it then follows that locations must weed freely and frequently. The
ultimate goal is to have a fresh collection that meets the needs of its customers.
b) Adult Weeding Guidelines--- Last Copy (we need to discuss this at the next Coll. Dev.
Meeting.)
When weeding the adult circulating book collection, staff should check the item status to
determine if it is the last copy in the system.
Last copies will be considered as candidates for retention in the collection if they meet any of the
following criteria:
•
•

Local Author/History
Famous author
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•
•
•
•
•
•

Prominent award-winner
Fiction series (except mass market paperbacks)
Rarity/Out of print
Classic title in any field with original author
Only relevant title on the subject
Are still in good condition.

Any item a branch deems vital to the collection should be considered for retetnio at the location.
Local authors or Kentucky materials will be sent to the Kentucky Room for further evaluation as
appropriate.
Do not send last copies of mass market paperback titles.
Do send last copies of large print titles if they are former best-seller quality items and in good
condition.
c) Serials
Central Library generally retains those periodicals that have long-term research value in print
format for five years. Branches generally retain serials for one year or less. If older issues of a
particular title are available in computer-based format, the Library may decide to retain print
copies for a shorter period of time. Any periodical or newspaper that the Library determines
should be retained for historic value may be retained in print format indefinitely.
3.8 Weeding and Replacement Schedule
Each location will weed both Adult and Juvenile collections according to the groupings listed
below. All replacement orders for weeded titles must be submitted by the end of the month
following that area’s appointed month (i.e.: Items weeded in March must have their replacement
orders submitted by the end of April).
All formats and genres should be weeded as you come to an area on the list. Ex., when you weed
an area of fiction, weed the Large Print, Mysteries, Science Fiction, Westerns, and audio books in
that area also. Nonfiction groups include Large Print, Reference, and audio book titles.

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Juvenile Replacement Schedule

Adult Replacement Schedule

August

Fiction AA-BL
Nonfiction
000-299 &
400-499

Nonfiction
700-799
Fiction
C-D

September

Fiction
Nonfiction

Nonfiction
500-599
Fiction
E-F

October

Fiction CR-FL
Nonfiction
300-399 (no
398s) & 800-899

November

Fiction FO-HE
Nonfiction
Biography

December

Fiction HI-KO
Nonfiction
590s

January

Fiction KR-ME
Nonfiction
398s

February

Fiction MI-RA
Nonfiction
700-799

March

Fiction RE-ST
Nonfiction
600-699

April

Fiction SW-Z
Nonfiction
900-999

July

Nonfiction 000-299
Fiction
A-B

August

September

October

November

December

January

February

March

Nonfiction
300-399
Fiction
G-H
Nonfiction
Biographies
Fiction
I-J
MUSIC categories A-M
Fiction
K-L
MUSIC categories N – J
Fiction
M-N
VIDEOS
Fiction

BO-CO
500-589

O-P

Nonfiction 600-699
Fiction
Q-R

April

Nonfiction 900-999
Fiction
S-T

May

Nonfiction 400-499
Fiction
U-Z

June

Nonfiction 800-899
Fiction PAPERBACKS

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4. Kentucky Room Collection Development - Procedures
Lexington Public Library’s Kentucky Room houses a collection of books and other
materials on all aspects of Kentucky, Lexington and the Bluegrass Region. These materials
are for use only in the Kentucky Room and do not circulate. The collection includes a
variety of resources in various formats, such as county and state histories, Lexington city
directories, documents, photographs, newspapers on microfilm, original records, family
histories, church histories, census material for the state, Kentucky death certificates,
some Fayette County records, genealogical how-to information and historical works on
nearby states whose settlers migrated to Kentucky.
4.1 Responsibility for Selection
The Kentucky Room staff selects material for the Kentucky Room collection with final
approval by the Kentucky Room Manager. Librarians consider materials reviewed in
periodicals such as the Register of the Kentucky Historical Society, Kentucky Ancestors,
Library Journal, Booklist, and others.
In addition, local newspaper reviews,
announcements from historical and genealogical societies, publishers’ and book dealers’
catalogs, bibliographies, and customer recommendations are considered. The requests
of local historical agencies and organizations are also given consideration. The selection
of materials is ultimately governed by the limitations of space and budget. In addition,
collection development activities of the past and the collecting policies of other
institutions in the region also have a bearing on selection.
4.2 Gifts
Gifts are important in the development of the Kentucky Room collection. In keeping with
the gifts policy of Lexington Public Library, the Kentucky Room librarians reserve the right
to accept or reject any material donated to the library. The Kentucky Room collection
receives gift books in several ways:
a.

Friend’s Book Cellar

The Kentucky Room staff regularly evaluates Kentucky books that are donated to the
Friends of the Library Book Cellar, selecting improved copies, second copies, or titles new
to the collection. The Kentucky Room has frequently acquired out-of-print, signed,
association copies, or other scarce items which have enhanced the Kentucky Room
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collection.
b.

Family Histories

Individuals frequently donate family histories to the Kentucky Room collection. The
number and cost of family histories often makes them prohibitive for the library to
purchase, but staff may make purchase exceptions in the case of high-demand items or
items of exceptional quality.
c.

Memorial Books

Money is occasionally designated for Kentucky Room titles in memory of deceased loved
ones.
4.3 General Materials on Kentucky and Lexington
The collection includes publications in all areas relating to Kentucky and Lexington. New
books on Kentucky of interest to the general public and sources that complement the
existing collection are added to the collection. Materials that record Kentucky’s and/or
Lexington’s history, development, cultural, ethnic and religious heritage will be added to
the collection as funds permit. Books by authors with a very limited connection to
Kentucky or books with popular subject matter of no special interest to Kentucky Room
users are not collected.
4.4 Genealogical Material
a. Kentucky and Lexington
Lexington’s importance as an early population center makes it a destination for many
genealogists researching families who migrated westward. Lexington’s status as one of
the largest cities in the state continues to draw researchers, even though three major
research libraries exist nearby. The Kentucky History Center, the Kentucky Department
for Libraries and Archives in Frankfort, and Special Collections at the University of
Kentucky all have collections of interest to genealogists, including microfilmed records for
many counties in Kentucky.
However, evening and weekend hours and free parking make Lexington Public Library a
more accessible research spot for some visitors from other areas of the country.
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The Kentucky Room will include a comprehensive collection of genealogical material on
Lexington, Fayette County, and surrounding counties. Items may include county histories,
census, marriage, deed, will, and cemetery records, in print and microform. Staff will give
priority to Fayette County materials and select records from Central Kentucky counties
and other Kentucky counties as the budget permits.
b. Material on Other States
Materials on surrounding states will be purchased selectively and as the budget permits.
States such as Virginia, the mother state of Kentucky, and states whose migration
contributed to the settlement of this area, will be given priority. Material on states not
in close proximity to Kentucky, for example, far western states, will not be actively sought.
Gifts in this area will be considered on a case-by-case basis.
4.5 Electronic Resources
The Kentucky Room will provide online resources for customers, including access to paid
databases such as Ancestry Library Edition and others, as space and budget resources
permit. Other formats will be evaluated on the basis of space limitations, demand, and
the technical support required to keep the format accessible. The collection will not
include copies of personal genealogy software or access to such software as part of the
service of the Kentucky Room.
4.6 Newspapers and Periodicals
In addition to its collection of original 18th and 19th century newspapers, the Kentucky
Room will keep in paper format only single newspaper issues of greatest local significance,
and will make no attempt to collect and maintain long runs of current newspapers in any
other format except microfilm. If these materials are in good condition and not
duplicates, eighteenth and nineteenth century original Lexington newspapers may be
considered. As the budget permits, the Kentucky Room will seek to expand its collection
of microfilmed newspapers to include those of Louisville and other major cities in the
Commonwealth.
Kentucky Room periodicals will include general interest publications on Kentucky, as well
as genealogy, local history, and state history periodicals. Space limitations dictate that
some Kentucky periodicals and newspapers might be housed in the main periodical area
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rather than in the Kentucky Room.
4.7 Maps
The Kentucky Room seeks maps and copies of maps that contribute to an understanding
of Lexington and Kentucky history. Maps are used extensively by genealogists, historians,
and students visiting the Kentucky Room. Lexington maps are of greatest importance,
and the library will acquire originals or copies of those maps when feasible. Other maps
will be considered on the basis of need, space, and cost.
4.8 Manuscripts and Archival Collections
Lexington Public Library possesses limited space to house and limited staff to search out,
acquire, and process large manuscript and archival collections. This type of collecting has
taken place for many years at the state’s universities, at the Kentucky History Center, and
at the Filson Historical Society. The Library has not actively sought and does not possess
a large collection of this material on which to build. However, manuscript material offered
to the Kentucky Room, especially if it relates to Lexington, will be evaluated in terms of
available space and staff time requirements for processing. As always, the collection
policies of other institutions and the most appropriate location for the material will be
considered.
4.9 Ephemera
The Kentucky Room staff will seek ephemera about Lexington first and foremost. Items
about Kentucky may also be considered. Items will be considered on the basis of
relevance, contribution to the history of the community or state, condition, and available
staff time to process and catalog. Examples in this category include but are not limited to
post cards, brochures, tickets, programs, menus, and any items with depictions of library
locations.
4.10 Photographs
The existing photographic Archives of the University of Kentucky and the many items
already housed in that collection will be taken into consideration when acquiring
photographs. The Kentucky Room will accept photographs that contribute to the history
of the Lexington community. Condition, identification, subject matter, reproduction
rights and age are all factors that will be considered in acquiring photographs. The
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Kentucky Room will not actively seek family photograph collections, but gifts of this type
may be considered on a case-by-case basis. The Kentucky Room may acquire copies of
photographs considered important, when and if they are made available.
4.11 State and Local Documents
The Kentucky Department for Libraries Public Records Division serves as a comprehensive
permanent repository for Kentucky state documents. The Kentucky Room will have a
collection of those state documents most used by the public. Staff will consider
discontinuing documents in paper format when they appear online.
The Kentucky Room is the most accessible location for citizens who want to use local
documents. The Kentucky Room will collect Lexington-Fayette Urban County documents,
including but not limited to, budgets, annual and special reports, agendas, minutes, and
audit reports, and will keep those as deemed necessary and as space permits.
4.12 Fiction, Literature, Poetry
The Kentucky Room has a representative collection of Kentucky authors. The definition of
the Kentucky author varies considerably and there is no comprehensive list of such
authors. Therefore, staff will choose for the collection books whose authors have an
established link to the state or whose subject matter deals with Kentucky.
4.13 Audiovisual Materials
The Kentucky Room does not actively collect in this area, wth the exception of materials
purchased in support of local music collection and listening stations. However, we will
consider the addition of audio-visual materials on a case-by-case basis. Relevance,
accessibility, space, the collection policies of other institutions, and the equipment
needed to make the items accessible are all factors involved in the decision to accept and
catalog A/V formats.
4.14 Artifacts, Art and Realia
Objects suited to museums were largely dispersed from the library’s collections in the
1970’s and earlier, and the Kentucky Room does not actively collect these items. The
library has limited space for housing these types of objects, and several museums in
Lexington and Central Kentucky exist to collect artifacts. However, objects with a
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significant relationship to the library or that enhance its collections will be considered on
a case-by-case basis as they become available for purchase.
4.15 Legal Resources
The collection of legal resources in the Kentucky Room is limited because of the proximity
of the Court House Law Library and the University of Kentucky Law Library. The Kentucky
Room does not acquire case law or law journals.
4.16 Appalachian Materials
Because of the extensive Appalachian Collection at the University of Kentucky, the Library
does not attempt to be comprehensive as a regional collection. Items on Appalachia will
be considered for the collection if they appear relevant for the general public, and as
funds permit.
4.17 Children’s Literature
The Kentucky Room has not actively collected or made any attempt to be comprehensive
in this area. However, when offered, the staff may choose to add juvenile titles by
Kentucky authors.
4.18 Information On Horses and the Horse Industry
General materials on the care and training of horses are in the circulating collections of
the Library. The Kentucky Room does not attempt to duplicate the in-depth collection of
materials on thoroughbred racing maintained by the Keeneland Library. However, books
with a connection to Kentucky racetracks, horses, farms, or books that contribute to an
understanding of the history of the various Kentucky horse industries will be collected.
4.19 Special Collecting Focus: Central Kentucky Women Writers
Writing by Kentucky women writers in the late 19th and early 20th century is an important
period in women’s literature and has generated interest among researchers. Not only
were more women becoming authors, but those in Kentucky often reflected the status of
the Commonwealth as a border state during the Civil War, its embrace of the “lost cause”
following the war, and its sense of regionalism. The Kentucky Women Writers
Conference, which takes place in Lexington each year, continues to generate interest in
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women authors.
The Kentucky Room includes a core collection by some of the more well-known Lexington
and Kentucky writers of the period: Alice Hegan Rice, Eleanor Talbot Kinkead, etc. We
will add to these collections and try to locate titles by lesser-known authors. First priority
will be given to Central Kentucky women writers, and staff will consider women writers
from other parts of the state as funds permit.
4.20 Weeding the Kentucky Room Collection
The materials collected and maintained as part of the Kentucky Room collection are
generally deemed to be of a permanent nature. There are times, however, when items
may need to be weeded from the collection. Before this process takes place, materials
are evaluated to see whether they meet any of the following criteria:
•

•

•
•

Materials that are of an ephemeral nature and will likely not be needed for
research in the future. For example draft copies of Lexington-Fayette
County Urban County Government documents which have been
superseded by final publications that are contained in our collection.
Books that are duplicate copies of others in our collection. We often
collect several copies of the same edition of a book so we have a back up
copy. Should space dictate the need to discard extra copies, staff may do
so.
Worn or damaged copies of books for which better replacement copies are
available may be discarded.
Should an item be determined to be totally outside the scope of our
collection, staff will attempt to ascertain why it was included and may
decide to withdraw the item.

Any of the above steps will be taken only upon the advice or consultation with the
librarian responsible for the collection in the Kentucky Room. No large scale weeding can
take place without the permission of the Central LibraryManager, Adult Services Assistant
Manager (who also acts as the Kentucky Room Librarian) and the Director of Library
Services.

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APPENDICES
Appendix A
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and
ideas, and that the following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and
enlightenment of all people of the community the library serves. Materials should not be
excluded because of the origin, background, or views of those contributing to their
creation.
II. Libraries should provide materials and information presenting all points of view on
current and historical issues. Materials should not be proscribed or removed because of
partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide
information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting
abridgment of free expression and free access to ideas.
V. A person’s right to use a library should not be denied or abridged because of origin,
age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they
serve should make such facilities available on an equitable basis, regardless of the beliefs
or affiliations of individuals or groups requesting their use.
Adopted June 18, 1948 by the ALA Council; amended February 2, 1961; amended June
28, 1967; amended January 23, 1980; inclusion of “age” reaffirmed January 24, 1996.

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Appendix B
Diversity In Collection Development
An Interpretation of the LIBRARY BILL OF RIGHTS
Collection development should reflect the philosophy inherent in Article II of the Library
Bill of Rights: “Libraries should provide materials and information presenting all points of
view on current and historical issues. Materials should not be proscribed or removed
because of partisan or doctrinal disapproval.” Library collections must represent the
diversity of people and ideas in our society. There are many complex facets to any issue,
and many contexts in which issues may be expressed, discussed, or
interpreted. Librarians have an obligation to select and support access to materials and
resources on all subjects that meet, as closely as possible, the needs, interests, and
abilities of all persons in the community the library serves.
Librarians have a professional responsibility to be inclusive, not exclusive, in collection
development and in the provision of interlibrary loan. Access to all materials and
resources legally obtainable should be assured to the user, and policies should not
unjustly exclude materials and resources even if they are offensive to the librarian or the
user. This includes materials and resources that reflect a diversity of political, economic,
religious, social, minority, and sexual issues. A balanced collection reflects a diversity of
materials and resources, not an equality of numbers.
Collection development responsibilities include selecting materials and resources in
different formats produced by independent, small and local producers as well as
information resources from major producers and distributors. Materials and resources
should represent the languages commonly used in the library’s service community and
should include formats that meet the needs of users with disabilities. Collection
development and the selection of materials and resources should be done according to
professional standards and established selection and review procedures. Librarians may
seek to increase user awareness of materials and resources on various social concerns by
many means, including, but not limited to, issuing lists of resources, arranging exhibits,
and presenting programs.
Over time, individuals, groups, and entities have sought to limit the diversity of library
collections. They cite a variety of reasons that include prejudicial language and ideas,
political content, economic theory, social philosophies, religious beliefs, sexual content
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and expression, and other potentially controversial topics. Examples of such censorship
may include removing or not selecting materials because they are considered by some as
racist or sexist; not purchasing conservative religious materials; not selecting resources
about or by minorities because it is thought these groups or interests are not represented
in a community; or not providing information or materials from or about non-mainstream
political entities. Librarians have a professional responsibility to be fair, just, and
equitable and to give all library users equal protection in guarding against violation of the
library customer’s right to read, view, or listen to materials and resources protected by
the First Amendment, no matter what the viewpoint of the author, creator, or
selector. Librarians have an obligation to protect library collections from removal of
materials and resources based on personal bias or prejudice.
Intellectual freedom, the essence of equitable library services, provides for free access to
all expressions of ideas through which any and all sides of a question, cause, or movement
may be explored. Toleration is meaningless without tolerance for what some may
consider detestable. Librarians must not permit their own preferences to limit their
degree of tolerance in collection development.
Adopted July 14, 1982, by the ALA Council; amended January 10, 1990; July 2, 2008.

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Appendix C
Free Access To Libraries For Minors
An Interpretation of the Library Bill of Rights
Library policies and procedures that effectively deny minors equal and equitable access
to all library resources available to other users violate the Library Bill of Rights. The
American Library Association opposes all attempts to restrict access to library services,
materials, and facilities based on the age of library users.
606H

Article V of the Library Bill of Rights states: "A person's right to use a library should not be
denied or abridged because of origin, age, background, or views." The "right to use a
library" includes free access to, and unrestricted use of, all the services, materials, and
facilities the library has to offer. Every restriction on access to, and use of, library
resources, based solely on the chronological age, educational level, literacy skills, or legal
emancipation of users violates Article V.
Libraries are charged with the mission of developing resources to meet the diverse
information needs and interests of the communities they serve. Services, materials, and
facilities that fulfill the needs and interests of library users at different stages in their
personal development are a necessary part of library resources. The needs and interests
of each library user, and resources appropriate to meet those needs and interests, must
be determined on an individual basis. Librarians cannot predict what resources will best
fulfill the needs and interests of any individual user based on a single criterion such as
chronological age, educational level, literacy skills, or legal emancipation.
Libraries should not limit the selection and development of library resources simply
because minors will have access to them. Institutional self-censorship diminishes the
credibility of the library in the community, and restricts access for all library users.
Children and young adults unquestionably possess First Amendment rights, including the
right to receive information in the library. Constitutionally protected speech cannot be
suppressed solely to protect children or young adults from ideas or images a legislative
body believes to be unsuitable for them.1 Librarians and library governing bodies should
not resort to age restrictions in an effort to avoid actual or anticipated objections, because
only a court of law can determine whether material is not constitutionally protected.
The mission, goals, and objectives of libraries cannot authorize librarians or library
governing bodies to assume, abrogate, or overrule the rights and responsibilities of
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parents. As "Libraries: An American Value" states, "We affirm the responsibility and the
right of all parents and guardians to guide their own children's use of the library and its
resources and services." Librarians and governing bodies should maintain that parents—
and only parents—have the right and the responsibility to restrict the access of their
children—and only their children—to library resources. Parents who do not want their
children to have access to certain library services, materials, or facilities should so advise
their children. Librarians and library governing bodies cannot assume the role of parents
or the functions of parental authority in the private relationship between parent and
child.
Lack of access to information can be harmful to minors. Librarians and library governing
bodies have a public and professional obligation to ensure that all members of the
community they serve have free, equal, and equitable access to the entire range of library
resources regardless of content, approach, format, or amount of detail. This principle of
library service applies equally to all users, minors as well as adults. Librarians and library
governing bodies must uphold this principle in order to provide adequate and effective
service to minors.
1See

Erznoznik v. City of Jacksonville, 422 U.S. 205 (1975)-"Speech that is neither obscene as to
youths nor subject to some other legitimate proscription cannot be suppressed solely to protect
the young from ideas or images that a legislative body thinks unsuitable [422 U.S. 205, 214] for
them. In most circumstances, the values protected by the First Amendment are no less applicable
when government seeks to control the flow of information to minors. See Tinker v. Des Moines
School Dist., supra. Cf. West Virginia Bd. of Ed. v. Barnette, 319 U.S. 624 (1943)."

Adopted June 30, 1972 by the ALA Council; amended July 1, 1981; July 3, 1991, June 30,
2004.

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Appendix D
Expurgation of Library Materials
An Interpretation of the Library Bill of Rights
Expurgating library materials is a violation of the Library Bill of Rights. Expurgation as
defined by this interpretation includes any deletion, excision, alteration, editing, or
obliteration of any part(s) of books or other library resources by the library, its agents,
or its parent institution (if any) when done for the purposes of censorship. Such action
stands in violation of Articles I, II, and III of the Library Bill of Rights, which state that
“Materials should not be excluded because of the origin, background, or views of those
contributing to their creation,” that “Materials should not be proscribed or removed
because of partisan or doctrinal disapproval,” and that “Libraries should challenge
censorship in the fulfillment of their responsibility to provide information and
enlightenment.”
The act of expurgation denies access to the complete work and the entire spectrum of
ideas that the work is intended to express. This is censorship. Expurgation based on the
premise that certain portions of a work may be harmful to minors is equally a violation
of the Library Bill of Rights.
Expurgation without permission from the rights holder may violate the copyright
provisions of the United States Code.
The decision of rights holders to alter or expurgate future versions of a work does not
impose a duty on librarians to alter or expurgate earlier versions of a work. Librarians
should resist such requests in the interest of historical preservation and opposition to
censorship. Furthermore, librarians oppose expurgation of resources available through
licensed collections. Expurgation of any library resource imposes a restriction, without
regard to the rights and desires of all library users, by limiting access to ideas and
information.
Adopted February 2, 1973, by the ALA Council; amended July 1, 1981; January 10, 1990;
July 2, 2008.

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Appendix E
Labels and Rating Systems
An Interpretation of the LIBRARY BILL OF RIGHTS
Libraries do not advocate the ideas found in their collections or in resources accessible
through the library. The presence of books and other resources in a library does not
indicate endorsement of their contents by the library. Likewise, the ability for library users
to access electronic information using library computers does not indicate endorsement
or approval of that information by the library.
Labels
Labels on library materials may be viewpoint-neutral directional aids that save the time
of users, or they may be attempts to prejudice or discourage users or restrict their access
to materials. When labeling is an attempt to prejudice attitudes, it is a censor's tool. The
American Library Association opposes labeling as a means of predisposing people's
attitudes toward library materials.
Prejudicial labels are designed to restrict access, based on a value judgment that the
content, language or themes of the material, or the background or views of the creator(s)
of the material, render it inappropriate or offensive for all or certain groups of users. The
prejudicial label is used to warn, discourage or prohibit users or certain groups of users
from accessing the material. Such labels may be used to remove materials from open
shelves to restricted locations where access depends on staff intervention.
Viewpoint-neutral directional aids facilitate access by making it easier for users to locate
materials. The materials are housed on open shelves and are equally accessible to all
users, who may choose to consult or ignore the directional aids at their own discretion.
Directional aids can have the effect of prejudicial labels when their implementation
becomes proscriptive rather than descriptive. When directional aids are used to forbid
access or to suggest moral or doctrinal endorsement, the effect is the same as prejudicial
labeling.

Rating Systems
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A variety of organizations promulgate rating systems as a means of advising either their
members or the general public concerning their opinions of the contents and suitability
or appropriate age for use of certain books, films, recordings, Web sites, or other
materials. The adoption, enforcement, or endorsement of any of these rating systems by
the library violates the Library Bill of Rights. Adopting such systems into law may be
unconstitutional. If such legislation is passed, the library should seek legal advice
regarding the law's applicability to library operations.
Publishers, industry groups, and distributors sometimes add ratings to material or include
them as part of their packaging. Librarians should not endorse such practices. However,
removing or destroying such ratings—if placed there by, or with permission of, the
copyright holder—could constitute expurgation (see Expurgation of Library Materials: An
Interpretation of the Library Bill of Rights).
Some find it easy and even proper, according to their ethics, to establish criteria for
judging materials as objectionable. However, injustice and ignorance, rather than justice
and enlightenment, result from such practices. The American Library Association opposes
any efforts that result in closing any path to knowledge.
Adopted July 13, 1951, by the ALA Council; amended June 25, 1971; July 1, 1981; June 26, 1990; January 19,
2005.

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Appendix F
Freedom To Read Statement
The freedom to read is essential to our democracy. It is continuously under attack. Private
groups and public authorities in various parts of the country are working to remove or
limit access to reading materials, to censor content in schools, to label "controversial"
views, to distribute lists of "objectionable" books or authors, and to purge libraries. These
actions apparently rise from a view that our national tradition of free expression is no
longer valid; that censorship and suppression are needed to counter threats to safety or
national security, as well as to avoid the subversion of politics and the corruption of
morals. We, as individuals devoted to reading and as librarians and publishers responsible
for disseminating ideas, wish to assert the public interest in the preservation of the
freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy:
that the ordinary individual, by exercising critical judgment, will select the good and reject
the bad. We trust Americans to recognize propaganda and misinformation, and to make
their own decisions about what they read and believe. We do not believe they are
prepared to sacrifice their heritage of a free press in order to be "protected" against what
others think may be bad for them. We believe they still favor free enterprise in ideas and
expression.
These efforts at suppression are related to a larger pattern of pressures being brought
against education, the press, art and images, films, broadcast media, and the Internet.
The problem is not only one of actual censorship. The shadow of fear cast by these
pressures leads, we suspect, to an even larger voluntary curtailment of expression by
those who seek to avoid controversy or unwelcome scrutiny by government officials.
Such pressure toward conformity is perhaps natural to a time of accelerated change. And
yet suppression is never more dangerous than in such a time of social tension. Freedom
has given the United States the elasticity to endure strain. Freedom keeps open the path
of novel and creative solutions, and enables change to come by choice. Every silencing of
a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of
our society and leaves it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to
read and write is almost the only means for making generally available ideas or manners

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of expression that can initially command only a small audience. The written word is the
natural medium for the new idea and the untried voice from which come the original
contributions to social growth. It is essential to the extended discussion that serious
thought requires, and to the accumulation of knowledge and ideas into organized
collections.
We believe that free communication is essential to the preservation of a free society and
a creative culture. We believe that these pressures toward conformity present the danger
of limiting the range and variety of inquiry and expression on which our democracy and
our culture depend. We believe that every American community must jealously guard the
freedom to publish and to circulate, in order to preserve its own freedom to read. We
believe that publishers and librarians have a profound responsibility to give validity to
that freedom to read by making it possible for the readers to choose freely from a variety
of offerings.
The freedom to read is guaranteed by the Constitution. Those with faith in free people
will stand firm on these constitutional guarantees of essential rights and will exercise the
responsibilities that accompany these rights.
We therefore affirm these propositions:
1.

It is in the public interest for publishers and librarians to make available the widest diversity of
views and expressions, including those that are unorthodox, unpopular, or considered dangerous
by the majority.

Creative thought is by definition new, and what is new is different. The bearer of
every new thought is a rebel until that idea is refined and tested. Totalitarian
systems attempt to maintain themselves in power by the ruthless suppression of
any concept that challenges the established orthodoxy. The power of a democratic
system to adapt to change is vastly strengthened by the freedom of its citizens to
choose widely from among conflicting opinions offered freely to them. To stifle
every nonconformist idea at birth would mark the end of the democratic process.
Furthermore, only through the constant activity of weighing and selecting can the
democratic mind attain the strength demanded by times like these. We need to
know not only what we believe but why we believe it.
2.

Publishers, librarians, and booksellers do not need to endorse every idea or presentation they
make available. It would conflict with the public interest for them to establish their own political,
moral, or aesthetic views as a standard for determining what should be published or circulated.

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Publishers and librarians serve the educational process by helping to make
available knowledge and ideas required for the growth of the mind and the
increase of learning. They do not foster education by imposing as mentors the
patterns of their own thought. The people should have the freedom to read and
consider a broader range of ideas than those that may be held by any single
librarian or publisher or government or church. It is wrong that what one can read
should be confined to what another thinks proper.
3.

It is contrary to the public interest for publishers or librarians to bar access to writings on the
basis of the personal history or political affiliations of the author.

No art or literature can flourish if it is to be measured by the political views or
private lives of its creators. No society of free people can flourish that draws up
lists of writers to whom it will not listen, whatever they may have to say.
4.

There is no place in our society for efforts to coerce the taste of others, to confine adults to the
reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve
artistic expression.

To some, much of modern expression is shocking. But is not much of life itself
shocking? We cut off literature at the source if we prevent writers from dealing
with the stuff of life. Parents and teachers have a responsibility to prepare the
young to meet the diversity of experiences in life to which they will be exposed,
as they have a responsibility to help them learn to think critically for themselves.
These are affirmative responsibilities, not to be discharged simply by preventing
them from reading works for which they are not yet prepared. In these matters
values differ, and values cannot be legislated; nor can machinery be devised that
will suit the demands of one group without limiting the freedom of others.
5.

It is not in the public interest to force a reader to accept the prejudgment of a label characterizing
any expression or its author as subversive or dangerous.

The ideal of labeling presupposes the existence of individuals or groups with
wisdom to determine by authority what is good or bad for others. It presupposes
that individuals must be directed in making up their minds about the ideas they
examine. But Americans do not need others to do their thinking for them.
6.

It is the responsibility of publishers and librarians, as guardians of the people's freedom to read,
to contest encroachments upon that freedom by individuals or groups seeking to impose their
own standards or tastes upon the community at large; and by the government whenever it seeks
to reduce or deny public access to public information.
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It is inevitable in the give and take of the democratic process that the political, the
moral, or the aesthetic concepts of an individual or group will occasionally collide
with those of another individual or group. In a free society individuals are free to
determine for themselves what they wish to read and each group is free to
determine what it will recommend to its freely associated members. But no group
has the right to take the law into its own hands, and to impose its own concept of
politics or morality upon other members of a democratic society. Freedom is no
freedom if it is accorded only to the accepted and the inoffensive. Further,
democratic societies are more safe, free, and creative when the free flow of public
information is not restricted by governmental prerogative or self-censorship.
7.

It is the responsibility of publishers and librarians to give full meaning to the freedom to read by
providing books that enrich the quality and diversity of thought and expression. By the exercise
of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good
one, the answer to a "bad" idea is a good one.

The freedom to read is of little consequence when the reader cannot obtain
matter fit for that reader's purpose. What is needed is not only the absence of
restraint, but the positive provision of opportunity for the people to read the best
that has been thought and said. Books are the major channel by which the
intellectual inheritance is handed down, and the principal means of its testing and
growth. The defense of the freedom to read requires of all publishers and
librarians the utmost of their faculties, and deserves of all Americans the fullest of
their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out
a lofty claim for the value of the written word. We do so because we believe that it is
possessed of enormous variety and usefulness, worthy of cherishing and keeping free.
We realize that the application of these propositions may mean the dissemination of ideas
and manners of expression that are repugnant to many persons. We do not state these
propositions in the comfortable belief that what people read is unimportant. We believe
rather that what people read is deeply important; that ideas can be dangerous; but that
the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous
way of life, but it is ours.
This statement was originally issued in May of 1953 by the Westchester Conference of the
American Library Association and the American Book Publishers Council, which in 1970
consolidated with the American Educational Publishers Institute to become the
Association of American Publishers.

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Adopted June 25, 1953 by the ALA Council and the AAP Freedom to Read
Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.

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Appendix G
Freedom To View Statement
The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is
protected by the First Amendment to the Constitution of the United States. In a free
society, there is no place for censorship of any medium of expression. Therefore these
principles are affirmed:
1.

2.
3.

4.

5.

To provide the broadest access to film, video, and other audiovisual materials because they are a
means for the communication of ideas. Liberty of circulation is essential to insure the
constitutional guarantee of freedom of expression.
To protect the confidentiality of all individuals and institutions using film, video, and other
audiovisual materials.
To provide film, video, and other audiovisual materials which represent a diversity of views and
expression. Selection of a work does not constitute or imply agreement with or approval of the
content.
To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or
other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer
or filmmaker or on the basis of controversial content.
To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.

This statement was originally drafted by the Freedom to View Committee of the American
Film and Video Association (formerly the Educational Film Library Association) and was
adopted by the AFVA Board of Directors in February 1979. This statement was updated
and approved by the AFVA Board of Directors in 1989.
Endorsed January 10, 1990 by the ALA Council

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Appendix H
Code Of Ethics Of The American Library Association
As members of the American Library Association, we recognize the importance of codifying and
making known to the profession and to the general public the ethical principles that guide the
work of librarians, other professionals providing information services, library trustees and library
staffs.
Ethical dilemmas occur when values are in conflict. The American Library Association Code of
Ethics states the values to which we are committed, and embodies the ethical responsibilities of
the profession in this changing information environment.
We significantly influence or control the selection, organization, preservation, and dissemination
of information. In a political system grounded in an informed citizenry, we are members of a
profession explicitly committed to intellectual freedom and the freedom of access to
information. We have a special obligation to ensure the free flow of information and ideas to
present and future generations.
The principles of this Code are expressed in broad statements to guide ethical decision making.
These statements provide a framework; they cannot and do not dictate conduct to cover
particular situations.
I. We provide the highest level of service to all library users through appropriate and usefully
organized resources; equitable service policies; equitable access; and accurate, unbiased, and
courteous responses to all requests.
II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
III. We protect each library user's right to privacy and confidentiality with respect to information
sought or received and resources consulted, borrowed, acquired or transmitted.
IV. We respect intellectual property rights and advocate balance between the interests of information
users and rights holders.
V. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate
conditions of employment that safeguard the rights and welfare of all employees of our
institutions.
VI. We do not advance private interests at the expense of library users, colleagues, or our employing
institutions.
VII. We distinguish between our personal convictions and professional duties and do not allow our
personal beliefs to interfere with fair representation of the aims of our institutions or the provision
of access to their information resources.
VIII. We strive for excellence in the profession by maintaining and enhancing our own knowledge and
skills, by encouraging the professional development of co-workers, and by fostering the aspirations
of potential members of the profession.

Adopted June 28, 1997 by the ALA Council; Amended January 22, 2008.
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Appendix O
Weeding The Library’s Collection Using The CREW Method
The Lexington Public Library’s Collection Development Committee has agreed that it will
use the evaluative and weeding standards established with the CREW (Continuous
Review, Evaluation, and Weeding) method.
The original CREW manual was published in 1976, but underwent a revision in 2008 by
the Texas State Library and Archives, which is the document the Lexington Public Library
will utilize.
The CREW method document is available online at:
https://www.tsl.state.tx.us/sites/default/files/public/tslac/ld/pubs/crew/crewmethod0
8.pdf

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