Policies

I.  UNATTENDED CHILDREN

Children ages 0-8 cannot be left unattended in the Library. They must be accompanied at all times by a person age 13 or older such as a parent/guardian, sibling, or babysitter.

Parents of children attending Library programs are encouraged to remain in the Library. Children attending programs will be supervised by Library personnel only during the time of the program and parents are responsible for picking up their children within 15 minutes of the program’s end.

Groups meeting in the Library are responsible for the actions of any children attending or attending with their parents/guardians.

Library staff guidelines for dealing with unattended children:

• The staff member will attempt to locate or call the parent/guardian.
• If no parent/guardian can be located within one hour, or if the Library is closing, the staff member will notify the Hennessey Police Department.
• Under no circumstances will a staff member take a child out of the building or transport a child to another location.

On school days, children ages 9-17 may be left unattended for no more than two hours, unless they are attending a scheduled Library program, such as a book club, or are volunteering.

II.  UNATTENDED CHILDREN AT CLOSING TIME

Parents must pick up their children no later than 15 minutes prior to closing time or shortly after the end of a scheduled Library program.

Library staff guidelines for dealing with unattended children at closing time:

• 30 minutes prior to the Library's closing, the staff will urge all unattended children to call their parents/guardian if they are not walking home or do not have a ride yet. If parent/guardian cannot be located by closing time, the Hennessey Police Department may be called to pick up the child.
• If the parents/guardian have been contacted and are coming, staff members are authorized to wait with the child up to 15 minutes after closing time. After 15 minutes, the police may be notified.
• If the child has been picked up by the police, a staff member will post a note on the door advising the parent/guardian of the circumstances and stating where the parents/guardian can locate the child.

III.  DISRUPTIVE OR DANGEROUS BEHAVIOR

Children are not allowed to be disruptive, such as running, yelling, fighting, climbing on furniture, using abusive language, or engaging in any other unacceptable behavior in the Library or on the Library grounds as stated in the Patron Code of Conduct Policy.

Library staff guidelines for dealing with a disruptive child:

• A staff member will verbally tell the child to stop the behavior. Per the Patron Code of Conduct Policy, the child will receive two verbal warnings.
• If disruptive behavior continues after the verbal warnings, a staff member will ask the child to leave the Library. The child may not return for the duration of that day or several days, at the staff member’s discretion. Should the child require a parent/guardian for transportation, the staff member will call for transportation. The Library Director or staff member will also call and inform the parents/guardian that their child was asked to leave the Library for a stated period of suspension and explain the circumstances.
• A child igniting fire in any form or brandishing a weapon will immediately be reported to the Hennessey Police Department.

IV.  SICK CHILDREN

Children who may not attend school due to communicable disease or parasites may not be left unattended at the Library. Likewise, children who are visibly ill, as observed by Library staff, may be asked to leave so as not to infect other patrons and staff.

Library staff guidelines for dealing with a sick child:

• A staff member will determine if the child is not in attendance at school because of illness or parasites or is visibly ill and will send him/her home.
• If the child is without transportation, a staff member will call the parents/guardian and request that the child be picked up as soon as possible.

Adopted, Reviewed and Approved 10-6-2011

Reviewed and Revised 11-5-2015

Reviewed and Revised 5-13-2019

It is the mission of the Hennessey Public Library to acquire, preserve, and maintain free access to information for patrons in the Hennessey and its surrounding area.

I. MISSION STATEMENT

This articulation of the mission of the Hennessey Public Library is guided by the following principles:

1. Knowledge provides the foundation of any existent civilization, is essential for the understanding of the relationship of a society to its milieu, and is the basis for future advances in technology, philosophy, theology, and the arts.
2. Free access to uncensored information is necessary for the development of knowledge.
3. Individuals in a free society have the right and the responsibility of assessing for themselves the truth, value, and usefulness of information.
4. It is the purpose of a Library to be the repository of information, both present and arcane; and in a free society, it is the purpose of a Library to be an accessible repository for uncensored information in forms usable to the broadest spectrum of patrons.
5. No Library will have the facilities necessary to maintain all existent information, but every Library has the responsibility to preserve information unique to the society it serves and for whose purposes it exists.

II. OBJECTIVE

The Hennessey Public Library will select materials, services, and programs in a variety of formats that will meet present and anticipated future informational needs of the greater Hennessey area. Information is understood to be from all available areas including but not limited to technology, the humanities, and recreation. Selection policies will be in accordance with the adopted mission statement of this Library and must be approved by the Library Board of Directors meeting in regular session. Additions, deletions, or modifications may be submitted by Directors, staff, or the public for consideration of the Board, and objections to selection of Library materials, services, or programs must be submitted to the Board in writing on the form provided.

Specifically, the Hennessey Public Library selects materials, services and programs which:

• Serve the informational needs of the larger community including people of minority race, creed, age, or ethnic background
• Provide a broad selection of recreational choices for all age groups
• Preserve the unique heritage of the Hennessey area
• Provide for educational enrichment
• Stimulate questioning and study through presentation of opposing viewpoints on contemporary social issues
• Present opportunities for self-study and personal enhancement in areas such as citizenship, job-related skills, personality development, and interpersonal relationships
• Enhance the cultural development of the community
• Increase knowledge of the world and the interrelationship of its peoples
• Reflect a variety of technologies representative of contemporary usage

III. AUTHORITY AND RESPONSIBILITY FOR COLLECTION

The Library Director shall have the authority and responsibility for selection and maintenance of all Library materials within the collection and must make selections on the basis of the Hennessey Public Library’s selection criteria (listed below in Section IV). Staff, Library Board members, and the general public may make recommendations or requests for additions or deletions to the collection but the responsibility for selection is specifically delegated to the Library Director. When making selections in fields outside the specific expertise of the Library Director, the Director shall exercise recourse to professionals within those fields. The Library Director may also delegate responsibility for selection and maintenance of materials to staff members determined to be appropriate on the basis of knowledge or experience.

IV. SELECTION CRITERIA

The selection of materials and services which provide, maintain, or enhance information is of necessity a subjective process. The financial and spatial limitations of a Library, particularly a regional Library in an under populated area, require selection decisions which place the Library Director in the position of determining which materials and services will most adequately meet the informational needs of the public and which will not. Rejection of available choices is a form of censorship imposed by the realities of limitation. At present, no Library can contain all available information. Therefore, upon this subjective process must be imposed objective criteria for selection which will provide a measurable standard for accountability. Not all selections will meet all criteria, but all selections must be recognized as having been made on the basis of the criteria herein.

Materials and services of the Hennessey Public Library will be selected on the basis of present, past, or future informational merit.

This merit shall be determined by the following criteria:

1. Public demand
2. Literary or educational value as evidenced by inclusion in academic anthologies or reading lists
3. Artistic merit as determined by professional consensus evidenced in such documents as reviews, journal endorsements, awards, peer recommendation, inclusion in recognized collections or anthologies, et al.
4. Classic status as evidenced by interpretive presentations in a variety of media over a number of generations
5. Practical usage
6. Predictive viability approved by authorities in the respective fields
7. Clear articulation of variant, dissident, or adversarial viewpoints
8. Historical value
9. Insight into human or social conditions
10. Clear explanation of a recognizable process
11. Common usage as determined by inclusion in other libraries
12. Lack of information on a given subject in the Library collection
13. Inclusion in the lifetime body of work of a recognized artist, author, or other professional

Priority of selection will be determined by the limiting factors of resources and will change as these resources change. The short- and long-term selection priorities will be enumerated in the written Library plan and will be evaluated each year after the yearly Library report is complete and modified if necessary.

V. CONTROVERSIAL WORKS

Library materials will be selected from a wide variety of topics, including controversial issues, for the purpose of educating, informing, and entertaining the community. The Library will strive to select materials that represent differing viewpoints and the reader will be allowed to draw his own conclusions on important questions. Materials containing words or situations that may be objectionable to some patrons will not be excluded on the basis of these incidences. Patrons are expected to exercise their right to return materials they find personally offensive and to monitor the reading of their minor-aged children for appropriateness. No patron may determine for all others the level of acceptability of controversial materials. However, selection criteria for controversial materials will remain the same as for all others. No item will be included in the collection simply to shock or offend the reading public.

The Hennessey Public Library supports intellectual freedom and endorses the following intellectual freedom statements: "Freedom to Read"  (American Library Association), "Freedom to View" (Educational Film Library Association), and "Library Bill of Rights" (American Library Association).

VI. RECONSIDERATION CRITERIA

In a free and democratic society, every citizen is responsible for his own action. Free access to information is the right of every reader in such a society; therefore, personal censorship is the responsibility of the reader alone.  Parents or guardians having responsibility for children have also the authority to determine what is appropriate or inappropriate for their children and may choose to restrict the reading materials chosen. However, the right of free access to reading materials shall not be denied to others.

Every person has the right to question library resources. Any concerns presented to library staff, formally or informally, will be respected and taken into consideration by library staff. However, library staff may not take action on any informal complaints regarding library resources or materials. The following steps will be used when an individual feels that further action is necessary to address concerns about a library resource. For the duration of this process, the material in question will remain in circulation in the library collection.

1. A concerned patron who is dissatisfied with a prior informal discussion will be offered a packet of materials that includes the library’s mission statement, selection policy, reconsideration form, and the Library Bill of Rights. PDF
2. Patrons are required to complete and submit a reconsideration form to the library director.
3. The director, with appropriate professional staff, will review the consideration form and the material in question, to consider whether its selection follows the criteria state in the collection policy (see Section IV).
4. Within 15 business days, the director will make a decision and send a letter to the concerned person who requested the reconsideration, stating the reasons for the decision.
5. If the individual is not satisfied with the decision, a written appeal may be submitted within 10 days to the Library Board of Trustees. In addition to the individual’s written appeal, the library director may submit their formal decision and justification to the Library Board of Trustees for review.
6. A committee of three board members will review the material, the reconsideration request, and the library director’s decision. If the board plans to address the appeal at their board meeting, the individual will be notified of when and where the meeting will be held.
7. Persons still wishing to express concerns to the Library Board about materials in the collection will be heard during a regular meeting under the agenda item “Citizens Comments” or at another time designated by the Library Board for public expression. The Library Board, after receiving testimony from the public and from the library director, will decide whether the Library’s actions are in accordance with Library policies. If the Library’s actions are determined to be in conflict with Library policies, the Library Board will direct the library director on another course of action. The Library Board reserves the right to limit the length of public comments.
8. The decision of the Library Board is final.

Staff Resources: How to Respond to Challenges and Concerns about Library Resources

VII. CONSIDERATION OF MATERIALS ON APPROVAL OR FOR REVIEW

The Hennessey Public Library does not accept Library materials on approval or for review before purchase. All Library materials must be approved for purchase by the Library Director before shipment. Telephone solicitors will be informed of this policy.

VIII. LIBRARY MATERIALS IN PRINT FORM

BOOKS:

• Fiction-General Fiction. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, patron requests, endorsements, and professional recommendations will be considered in book choices.
• Fiction-Westerns. Readership for western fiction has increased in recent years. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, patron requests, endorsements, and professional recommendations will be considered in book choices.
• Fiction-Inspirational. Readership for inspirational fiction has increased in recent years. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, patron requests, endorsements, and professional recommendations will be considered in book choices.
• Fiction-Mystery. Mystery titles will be acquired by donation and purchase. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, patron requests, endorsements, and professional recommendations will be considered in book choices.
• Fiction-Science Fiction. Science fiction titles will be acquired by donation unless recommended for specific programming. Standard titles will be purchased for replacement. Patron requests also will be considered in acquisition.
• Fiction-Fantasy. Fantasy titles will be acquired by donation unless recommended for specific programming. Standard titles will be purchased for replacement. Patron requests will be considered in acquisition.
• Fiction-Juvenile. Preference will be given to Newbury, Caldecott, and Sequoyah award-winning titles. Accelerated Reader and titles chosen for summer reading program emphasis and special events will also be purchased. Standard titles will be replaced. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, patron requests, endorsements, and professional recommendations will be considered in book choices.
• Fiction-Young Adult. Standard titles will be replaced. Educational reading lists and patron requests will be strongly considered. Materials used for recreational reading and entertainment will be selected from current bestseller and bookseller lists with particular emphasis on titles from authors that are local favorites. Oklahoma authors and titles/subject matter will be acquired. Discount booksellers, book clubs, and publishers will be sources for titles. Book reviews, endorsements, and professional recommendations will be considered in book choices.
• Non-fiction/Reference. Readership has decreased in recent years due to accessibility of electronic reference materials online. As such, materials already on the shelf shall only be retained based on relevance and/or rarity. Patrons will be directed to Oklahoma Department of Libraries’ digital library Oklahoma Digital Prairie and other electronic resources available through the Library’s website. Printed materials that meet the research needs of patrons will be given first priority for purchase. Second in priority will be requested items or subjects. Sections of the Dewey Decimal System will be periodically reviewed by the Library staff and refreshed as needed.

GRAPHIC NOVEL/MANGA:

The Hennessey Public Library is committed to encouraging reading by tweens and teens who have a difficult time maintaining a reading interest; therefore, graphic novels and manga will be included as a special collection. Graphic novels offer a style of literature that allows visual stimulation and a reading pace comfortable to intermediate and reluctant readers.

Graphic novels/manga will be monitored to determine that subject matter does not include content that falls under the definition of “Sexually explicit subject matter.” Any “sexually explicit subject matter” prohibited by statute will not be included in the collection. This is content that describes or depicts sexual conduct as defined in Section 1024.1 of Title 21 of the Oklahoma Statutes and is presented in specific and graphic detail so that a prurient interest in sex is promoted. Under the legal definition, sexually explicit subject matter shall not mean content that merely mentions or references sexual content.  And although materials will be located in age-appropriate locations, checkout will not be restricted by staff unless a parent or guardian places those restrictions on the child’s account.

 SERIALS:

Newspapers and periodicals will be obtained for both information and recreational reading. Local newspapers (i.e. Hennessey Clipper, Kingfisher Times, and Enid News & Eagle) will be archived to capacity of available storage space. The Hennessey Clipper will be purchased on microfilm through December 2018 and the Kingfisher Times will be purchased on microfilm beginning in January 2019. The Hennessey Clipper from 1890 to 2018 has been uploaded to the Barbara and Bill Walter Hennessey Clipper collection on the Library website.

VERTICAL FILE:

The Vertical File collection (clippings, pamphlets, maps, and other current materials) is maintained for reference near the circulation desk. As time permits, these items are catalogued on the automated system.

IX. LIBRARY MATERIALS IN NON-PRINT FORM

VIDEOS:

Videos in current format (presently DVDs and Blu-Ray discs) will be included in the Library collection as a source of information and entertainment.

Library staff will give priority to the purchase of bestsellers, Oklahoma themed, and award-winning materials as determined by recognized authorities in the entertainment industry or educational field, such as the American Film Institute (AFI), the National Education Association (NEA), the Oklahoma Education Association (OEA), the American Library Association (ALA), and others. Videos listed on the AFI 100 Best Movies List will be given priority for purchase and will be placed in the Hutoka Ortman Memorial Film Collection. Defective or missing videos from this collection will be replaced to maintain the memorial. Town budget, State Aid, and special Library budget monies will be used to purchase a number of AFI videos until the collection is complete.

The Library will purchase or accept donation of "R" rated movies only when the film has compelling artistic merit. This merit shall be determined by the following criteria:

1. Artistic merit as determined by professional consensus evidenced in such documents as reviews, journal endorsements, awards, peer recommendation, inclusion in recognized collections or anthologies, et al.
2. Classic status as evidenced by interpretive presentations in a variety of media over a number of generations
3. Historical value
4. Insight into human or social conditions
5. Literary or educational application
6. Inclusion in the lifetime body of work of an acclaimed film professional
7. On the AFI 100 Best Film list

AUDIO RECORDINGS:

Because the Hennessey Public Library subscribes to the Oklahoma Digital Prairie and OK Virtual Library (also known as OverDrive), audio recordings of abridged and unabridged books will be acquired by donation only. Music recordings will be acquired through donation only.

PUZZLES AND GAMES:

Puzzles and games will be acquired by donation and purchase. Puzzles will be available for circulation. Games will be available for checkout in the Library only.

ELECTRONIC RESOURCES—FOR CHECKOUT:

Further acquisition of discs will be by donation only. The Library will maintain a CD collection for reference purposes. Preference will be given to abridged bestsellers and music on CD representative of the classics, American popular music by decade, and international artists.

ELECTRONIC RESOURCES—ACCESSING AND DOWNLOADING:

Patrons may access Library electronic materials as well as their own personal materials such as flash drives or other portable storage on the public computers.

INTERNET:

Internet access is provided on the public computers. (See Computer Access and Internet Use Policy.)

X. MATERIAL MAINTENANCE

Continuous evaluation is necessary to ensure that the Library’s materials are useful and accessible. The process of evaluating materials helps determine if it will be retained, relocated, replaced, or removed.

Criteria for consideration before removing materials include:

• Authority of the work and author
• Quality of the publisher
• Currency of the material
• Condition of the item
• Relevance to the needs of the community
• Historical significance pertaining to this area i.e. Chisholm Trail, Cimarron River, etc.
• Circulation

Items are regularly removed to keep the collection current, accurate, and appealing, and to ensure availability of space. The Hennessey Public Library uses the industry-standard, MUSTIE, to help evaluate an item for withdrawal:

• Misleading and/or factually inaccurate
• Ugly (worn out beyond mending or rebinding)
• Superseded by a new edition or a better source
• Trivial (of no discernible literary or scientific merit)
• Irrelevant to the needs and interest of community
• Elsewhere (the material may be easily borrowed from another source)

Library materials removed from the collection are placed in the Brick for purchase through the Friends of the Hennessey Library’s continuous book sale, which benefits the Library and its future acquisitions.

Revised 3-06-03
Revised 1-10-08
Revised 1-5-2012
Reviewed 4-11-2022
Amended 7-11-2022

Revised 6-9-2016

Reviewed and Revised 2-10-2020

The Hennessey Public Library welcomes donations (also known as “gifts” for the purposes of this policy) from its patrons. These thoughtful contributions help enrich and improve the Library. How these donations are to be used is determined by the Library staff and board.

All donations are accepted by the Library in accordance with its Collections Development Policy and are used to further the acquisition goals of the Library in accordance with its strategic plan. Donations that do not fit the criteria of the Collections Development Policy or fulfill the mission of the Library may be rejected or accepted to be sold in the Friends of the Hennessey Library (Hennessey FOL) used bookstore. All undesignated donations become the property of the Library to be used at will.

I. MAKING DONATIONS

Donations may be made to one of the following:

1. Hennessey Public Library. Donations for specific purchases such as memorials, donations made in honor of a friend or family member, donations made for a specific program or event (i.e. children’s summer reading programming or Ruth Ellen’s Read Again Program for the visually impaired), etc. are to be made to directly to the Hennessey Public Library.
2. Friends of the Hennessey Library. The Hennessey FOL is a 501(c)3 non-profit organization. It raises funds through various fundraising events and campaigns. The Hennessey FOL provides the Library with several resources throughout the year such as the latest technology and summer reading materials. It hosts the book sales held in The Brick used bookstore, and proceeds from the book sales fund the purchase of new Library materials. The Hennessey FOL also is executor of the annual Helen Cline Academic Scholarship, which benefits a teen Library volunteer.

TYPES OF DONATIONS:

• Monetary. Financial donations, cash or check, will be accepted by either the Library or the FOL. Designated monetary contributions will be expended by the Library Director and/or Library board in accordance with the usage designated by the donor. Designated monetary contributions that do not conform to the mission of the Library may be rejected. Undesignated monetary contributions will be used at the discretion of the Library Director to meet the goals of the strategic plan of the Library board. Undesignated funds may be accumulated for large purchase items or may be added to or used for the purchase of a certificate of deposit or other investments.
• Materials. The Hennessey Public Library accepts donations of new or gently used books, audiobooks on CD, DVD movies and TV series, and magazines. Donated materials will be evaluated for inclusion in the collection according to the Library’s Collections Development Policy. Donations added to the collection must be items the Library would purchase, have current significance or permanent value, and be in good physical condition. Those which do not meet that criteria, contain outdated information, are duplicates, or in poor condition may be sold in The Brick used bookstore or given away as prizes in the various Library or FOL programs. Materials donations may not be made in lieu of payment for lost or damaged materials or to pay outstanding fees/fines unless granted permission by the Library Director.
• Magazine Subscriptions. Those wishing to donate the subscription of a magazine, newspaper, or other periodical should contact the Library Director.
• Donations of computers, printers, equipment, and software are generally not accepted because it is in the best interest of the Library to standardize its computer equipment and to adhere to software licensing agreements. Those wishing to donate equipment to the Library should contact the Library Director.
• Artifacts, Artwork, or Historical Items. Items related to Hennessey, the Chisholm Trail, the Land Run, or other historical relationship to this area of Oklahoma may be accepted directly by the Library Director or the History Center curator (if applicable). They shall determine the suitability of the donation(s) to the strategic goals of the History Center’s collection.
• Securities, Stocks or Bonds. Donations of securities, stocks, bonds, etc. will be accepted by the Friends of the Hennessey Library. Gifts of securities should be restricted to market securities that are publicly traded and will be sold immediately through the Hennessey FOL.
• Real Estate. Gifts of real property and/or mineral rights (including oil and gas rights) will be accepted by the Hennessey Public Library or Friends of the Hennessey Library only when a buyer for the property has been identified and the acceptance and sale is accomplished in a three-way transaction to immediately transfer title from the giver through the Library/FOL to the new owner.
• In-kind Gifts. The Library may accept in-kind donations such as merchandise coupons, complimentary admissions in support of Library programs, building/maintenance products/services, or free or reduced-fee consulting services. Contact the Library Director for sponsorship details.
• Donations not listed in the above pre-established list may be subject to Library board approval. Such gifts should provide for complete funding of costs related to installing the gift. Contact the Library Director for guidance.

HOW TO DONATE:

Monetary contributions may be mailed in care of the Library Director to 525 S. Main, Hennessey, OK 73742 or dropped off at the Library during business hours.

Material donations must be arranged in advance. Please do not drop off material donations without contacting the Library Director first. The Library reserves the right to reject material donations for designated periods of time due to overabundance of material donations and staff limitations. Memorial or celebratory materials i.e. books may be donated to honor a friend or relative and can be designated as such in the Library catalogue and marked with a special bookplate or other designation. All material donations will be withdrawn in the same manner and using the same criteria as purchased materials. The Library will not notify the donors of withdrawal or replacement of donated items.

For more information on how to donate or to obtain the Library’s Wish List, contact the Library Director.

II. APPRAISALS AND ACKNOWLEDGEMENT OF DONATIONS

The Library does not make appraisals of gifts. The Internal Revenue Service (aka IRS) considers the Library to be an interested party which, therefore, precludes appraisals of any gift or donation, and the acceptance of a gift appraised by a third party does not in any way imply endorsement of the appraisal by the Library. However, the Library will, upon request, provide the donor with an acknowledgement of the donation.

ACKNOWLEDGEMENT OF DONATIONS:

• Library staff will include the name of the donor (if known) when cataloging books or materials.
• The donor may request a bibliography of items donated to the Library for any purpose, but the replacement cost assigned in cataloging shall not in any way be considered an appraisal of real value.
• Library staff will check any donor prepared list of donations for completeness and sign an acknowledgement or a receipt, but will not endorse any valuation made by the donor.
• Lists of yearly donations kept for Library benefactors will not include appraisals of cost, but may include disposition of the materials, i.e. on shelf, discard, book sale, giveaway, branch outlet, etc.

Donations are tax deductible to the extent provided by law. Library staff cannot place a value on donated items but upon request will provide a donation slip at time of intake of items. It is the responsibility of the donor to determine the tax implications of a donation. Only the legal entity known as the Friends of the Hennessey Library is a 501(c)3 tax-exempt organization.

III. BENEFACTORS

The Hennessey Public Library is enriched by donations from its patrons, and there are some patrons who go far beyond the occasional gift and year after year provide sustained giving of money and materials. These patrons are recognized as Benefactors and are given special recognition and privileges.

A Benefactor is defined as a donor who gives consistently over a period of years and whose accumulated giving is significantly higher than the accumulated giving of other patrons.

BENEFACTOR BENEFITS:

• Letter of appreciation
• Change of Library card designation to Benefactor
• Discount card copy fees
• Fine-forgiven card
• Recognition as a Library Benefactor on the website or elsewhere in Library promotions (when applicable)

The Library Director will be sensitive to any Benefactor’s wish for anonymity and will, with the Library board, determine other ways to show appreciation to anonymous donors.

Adopted 11-9-2006

Revised 2-6-2012

Revised 2-11-2016

Reviewed and Revised 12-9-2019

The Hennessey Public Library has several areas that may be used for meetings, training, counseling, social events, and community activities. The following areas are available for rent without charge during normal Library hours, which is currently Monday through Friday from 9 a.m. to 6 p.m.:

• Auditorium—200 people
• Brick Café and Hallway (Hospitality Center)—30 people
• History Center—20 people
• Children’s Play Area—25 people
• Teen Room—12 people
• Study Tables—8 people
• Reference Room—10 people

The Hospitality Center, History Center, and/or Auditorium may used after hours when preapproved by both the Library Director and the Town of Hennessey Administrator. The person reserving must receive approval in writing from the Town of Hennessey Administrator. This must be turned into the Library Director along with the Meeting Room Reservation Application (PDF download). Because after hours usage incurs additional cost for the Town of Hennessey, it is strongly discouraged to utilize the Library outside of normal hours. After hours events require at least one Library staff member to be present; a fee may be required by the Town of Hennessey to cover that cost.

I. MEETINGS

All meetings must be open to the public. Closed meetings are not permitted, and no meeting can be treated as confidential in nature. The identities of members attending the meetings are not considered confidential and may be freely divulged to the public. As such, the Library reserves the right to take photographs of attendees and use the photos in archived history, publicity, press releases, social networking, the Library website and blogs, and other public display. (Refer to Photography in the Library Policy for more details.)

Permission to use the Hennessey Public Library does not constitute an endorsement by the Library of the user or user’s beliefs.

The only exceptions to the open and public meeting rule are as follows:

TRAINING:

Community for-profit businesses may use the meeting areas for training employees as long as no fees are collected. Common education, health, and state agencies may use the meeting areas to conduct classes and workshops limited to their participants.

COUNSELING:

Counseling sessions are not considered meetings and confidentiality is maintained for these sessions. Families and individuals meeting for counseling or social services will be allowed privacy in the meeting areas.

SOCIAL EVENTS:

Wedding and baby showers, special anniversary celebrations, memorial services, and other social gatherings that are open to invited guests may make use of the glassware in the Hospitality Center, but organizers must bring their own paper goods and plastic utensils. All serving items provided by the Library must be washed, dried, and returned to their rightful storage place. Trash must be gathered and emptied into the dumpster next to the employee parking lot.

II. RESERVATIONS

Reservations must be made by an adult (age 18 or older) representative of the group or organization; the exception is youth (ages 9-17) reserving a meeting area for a school-related activity. Any person who requests a meeting room must possess a valid Hennessey Public Library card. Submitting a Meeting Room Reservation Application does not guarantee use or date/time requested.

The individual or group/organization representative must initially fill out a Meeting Room Reservation Application (PDF download). This application will be kept on file and can be updated over the phone or via email for standing reservations.

The person making the reservation on behalf of a group or organization must agree and sign the liability waiver clause included in the Meeting Room Reservation Application (PDF download) to indemnify and hold the Library harmless from and against all losses, expenses, demands, and claims made against the Library and/or the Town of Hennessey arising in any manner from the group or organization’s use of Library, whether such losses, expense, demand, or claim made against the Library is caused by the Library’s negligence or not.

Meeting rooms are booked on a first come, first served basis. Reservations must be made 48 hours prior to the meeting. Individuals, groups, or organizations may reserve meeting areas for one-time use, occasional use, or on a continuing basis. Note that Library-related programs will always be given priority over standing reservations and the Library Director reserves the right to preempt or cancel reservations that conflict with Library programming. All efforts will be made to accommodate meeting room reservations.

Persons cancelling meetings in Library areas must notify the Library and release the reservation for that time slot. Persons failing to notify will lose their standing reservation after three failures to notify in a 52-week period.

Upon arrival to the Library, the person who made the reservation must check-in at the front counter before assuming responsibility for the meeting area. Children must be supervised at all times in accordance with the Library’s Patron Code of Conduct and Children’s Safety policies.

Users are responsible for setting up the meeting area, and returning chairs and tables to their proper places. If accumulated, trash must be gathered and emptied into the dumpster next to the employee parking lot.

Prior to leaving the Library, the person who made the reservation must check-out at the front counter and wait for a Library staff member to assess the meeting area used and give approval.

III. FEES

No fees will be charged for the use of the meeting areas. However, if damage occurs, the group or organization will be responsible for cost of repairs; and, if cleaning is needed, the group or organization will be charged a cleaning fee of $25 payable before the area may be reserved again.

No group or organization may charge for admission, or goods exchanged for cash except in the following instances:

• Non-profit organizations may collect dues or donations
• Cost of supplies may be collected from workshop participants
• Authors may sell books at Library-sponsored book signings
• Performers in library-sponsored programs may sell artwork, CDs, DVDs, or other items related to their performance
• Groups and organizations may use the meeting areas for fundraising in support of the Library or Library programs
• Community non-profit organizations may sell items and charge admission to fundraising programs when the proceeds benefit those organizations

Programs sponsored or co-sponsored by the Library are exempt from rules regarding fees.

For-profit groups or organizations wishing to charge admission for use of the Auditorium and Hospitality Center must apply and receive approval in writing from the Town of Hennessey Administrator. This must be turned into the Library Director along with the Meeting Room Reservation Application (PDF download).

IV. POLITICAL AND RELIGIOUS GROUPS

In accordance with the Library’s Patron Code of Conduct, political organizations may use the meeting areas for business meetings, but not for rallies or any other kind of activity supporting or opposing an issue or a candidate. Likewise, religious groups are permitted to use the meeting areas for Bible study, discussion, or instruction, prayer, and sharing testimony, but not for proselytizing or praise and worship.

Federal, state, and local government officials may use the Auditorium for town hall meetings or educational meetings.

Political debates between opposing candidates during the primaries and general election are permitted when arranged by a group without affiliation to either party. Only the candidates may participate in the debate and not their representatives. If only one candidate arrives for the debate and all others fail to attend, that candidate will not be permitted to speak and the debate will be canceled.

V. REFRESHMENTS

Food and drinks are permitted in the Hospitality Center ONLY. No food or drink is permitted elsewhere in the Library, including the Auditorium, unless it is offered as part of a Library program or is otherwise approved by the Library Director.

Groups will clean the Hospitality Center after use, washing any glass or tableware used. Trash should be bagged and placed in the dumpster next to the employee parking lot. Coffee pots and other small electrical appliances, with the exception of the microwave, should be unplugged. Condiments left in the refrigerator should be labeled and consolidated into the fewest number of bottles or jars possible. Any food left in the refrigerator or freezer, including condiments, will be discarded by Library staff if not claimed within one week.

VI. TERMINATION OF PRIVILEGE

Failure to observe the Meeting Room Usage policy will result in termination of the use of Library meeting areas. In the case of unrepaired damage to the area, building, or grounds, the group or organization will not be allowed to meet in the Library until restitution has been made in the full amount of the cost of repairs. Groups or organizations who fail to leave the meeting area clean and in proper order in accordance with this policy will not be permitted to schedule meetings in the Library for a period of one year.

A meeting may be terminated in progress under the following circumstances:

• Destruction or vandalism of the Library building, contents, or grounds
• Unattended children
• Excessive noise
• Food or drink in areas expressly prohibited
• Presence of drugs, including alcohol or tobacco products
• Use of candles or any other kind of open flame

Adopted 5-8-1997

Reviewed and Revised 5-8-2003

Reviewed and Revised 3-6-2012

Reviewed and Revised 3-10-2016

Reviewed and Revised 9-9-2019

The Hennessey Public Library (HPL) Volunteer Program is designed to expand and enhance public service to the community. Volunteers are an important extension of the Library’s staff. Volunteers perform a wide variety of tasks that are important to the Library. Volunteers are expected to act in accordance with Library policies and to reflect positive customer service attitudes to all Library patrons.

The following policy is designed to promote a maximum degree of excellence.

I. DEFINITION OF A VOLUNTEER

Any person age 9 and older can volunteer at the Hennessey Public Library. A volunteer is a person who assists with routine tasks such as shelving books, relabeling materials, organizing sections, and helping with events at the Hennessey Public Library without compensation. Exceptions to the age requirement may be made by the Library Director.

All prospective volunteers must complete an application and have a brief interview with the Library Director. Applications by tween and teen volunteers (ages 9-17) must be signed by a parent or guardian allowing the youth to volunteer at the Library. All volunteers are required to review the Library policy and expectations prior to being accepted as a Library volunteer.

Student volunteers (independently or through their school/church club or organization) who plan to apply for college admission can earn community service hours through the HPL Volunteer Program. The Hennessey Public Library offers job-related experience and a real world environment with public interaction. When the time comes to apply for college or even create a resume, students can request an official letter from the Library Director reporting their hours of service. The Library also offers student volunteers with 150 volunteer hours or more the opportunity to apply for the Helen Cline Academic Scholarship. Friends of the Hennessey Library awards the $250 scholarship every June to a deserving student volunteer who meets the application criteria. (To learn more about this scholarship, see the Library Director or any Friend of the Hennessey Library member.)

The HPL Volunteer Program does accept teens and adults mandated by the State of Oklahoma to do community service. Court-ordered community service usually involves more difficult tasks such as hauling items up and down stairs, setting up for events, cleaning storage rooms, etc. For patron safety, the Library does not take court-ordered community service workers with the following offense(s):

• Sexual assault or predation
• Violent crimes
• Grand theft

The Library has their own version of timesheets to keep track of community service hours; as such Library staff will not sign sheets from other organizations. When the worker is ready to turn in their hours to court, the Library staff will either make a copy of the timesheet for the worker or fax it to the appropriate office. All timesheets and notes regarding the worker are kept on file at the Library permanently.

The Library Director reserves the right to turn away any prospective volunteers at his/her discretion.

II. EXPECTATIONS

RESPONSIBILITIES:

• Provide excellent customer service to staff and patrons.
• Establish a schedule with the Library Director and commit to keep that schedule.
• Communicate absences, including missing a shift or leaving early, with Library Director in advance.
• Put away cell phone during shift in order to focus on the task(s) at hand.

Volunteers are expected to understand the responsibilities listed above, and failure to meet them may lead to forfeiting volunteer hours and/or dismissal from the HPL Volunteer Program.

CODE OF CONDUCT:

Volunteers are expected to read the Hennessey Public Library’s Patron Code of Conduct Policy, understand it, and agree to adhere to it. If they fail to meet the code of conduct, it may lead to forfeiting volunteer hours and/or dismissal from the HPL Volunteer Program.

III. LIABILITY WAIVER

Volunteers (or their parent/guardian if a tween or teen volunteer) agree to waive, release, and forever discharge any and all claims, rights, and causes of action against the Town of Hennessey and their respective officers, officials, employees, and agents for injury or damage caused or alleged to be caused as a result of their participation in the HPL Volunteer Program.

Volunteers (or their parent/guardian if a tween or teen volunteer) understand they will not be compensated financially, or in any other manner for their community service.

Volunteers (or their parent/guardian if a teen volunteer) also understand and voluntarily assume all risks associated with participation in the HPL Volunteer Program, including the possibility of accidental or other physical injury during the HPL Volunteer Program conducted by the Town of Hennessey/Hennessey Public Library, including programs co-sponsored by other agencies. This waiver and release of all claims and assumption of risk is intended to be as broad and inclusive as permitted by the laws of the State of Oklahoma.

Adopted 5-13-2019

Reviewed and Approved 9-9-2019