Email the Board
The City of Auburn Library Board engages in the development of policies for the Auburn Public Library. The Library Board works with the Library Director in reviewing and formulating policies for providing our community with the best possible library service. Board members also work with the Library Director in strategic planning for the library’s continued quality and sustainability.
There are no special qualifications for appointment.
Library Board Policies
The Policies of the Board of Trustees of the Auburn Public Library (PDF)
The Auburn Public Library extends free borrowing privileges to anyone who:
- lives, owns, or rents property in Auburn, or
- is employed in Auburn*, or
- attends a SACS-accredited educational institution, kindergarten through college, in Auburn, or
- is eligible for a card through the Horseshoe Bend Regional Library.
Any dependent or minor child whose parent or legal guardian is eligible for free borrowing privileges shall be granted the same status.
Individuals not meeting the above criteria may get a library card by paying a non-refundable fee of 25 dollars per person, per year.
All applicants must provide valid identification. Any applicant under eighteen years of age must have a parent or guardian present to sign the application and show valid identification.
*Being employed in Auburn is defined as: (1) being employed by an Auburn business which possesses a current City of Auburn business license, (2) being self-employed and possessing a current City of Auburn business license, or (3) being employed by a government entity whose office or school is located within the Auburn city limits.
ITEM CHECKOUT LIMITS
A borrower may check out a total of forty (40) items concurrently from the in-house collection of print books, audiobooks, DVDs, and CDs. Within this overall limit, certain material types have further limitations, as indicated below:
|Type of Material||Checkout Limit|
|Books — Material Types included: Hardcover Book, Paperback Book, Large Print Book, Board Book, etc.||40 per card|
|Audiovisual and Mixed Material Types — Material Types included: Blu-Ray Disc, Book on CD, Compact Disc, DVD, Kit, etc.||5 of each material type per card|
|Back Issues of Magazines — Material Types included: Magazine||5 per card|
Downloadable media includes those titles made available to library patrons through the City’s contractual service with CloudLibrary.
|Type of Material||Checkout Limit|
|Digital Downloads — Material Types included: eBook, eAudiobook||5 per card|
|Type of Material||Loan Period|
|Books and Magazines||2 weeks (14 days)|
|Audio-visual Materials||2 weeks (14 days)|
|Reference Books, Newspapers, Most Recent/Current Issues of Magazines||For in-house use only|
Any circulating item may be renewed up to three (3) times, provided that the item has not been placed on hold at the request of another patron. Circulating items may be eligible for additional renewals at the discretion of the library staff.
The library will place on hold items in circulation as requested by a patron.
It is the responsibility of all patrons to:
- return all materials borrowed on time to the Auburn Public Library.
- pay or otherwise resolve all fines and fees.
- present library card, picture identification, or library card barcode via an app on a smartphone or mobile device for each check-out.
Borrowing privileges will be denied to patrons with one or more overdue items, or who have more than $10 in overdue ILL fines, or who have any outstanding charges for lost or damaged items.
Fines and Fees
|Type of Fine||Amount|
|Overdue ILL item||$1.00 per item, per day ($20.00 maximum, per item)|
|Replacement Borrower Card||$2.00 per card|
|Replacement CD/DVD Case||$1.50 per case|
|Miscellaneous Minor Damage or Loss||A reasonable amount to be determined by Public Services staff|
|Non-resident Borrower’s Fee||$25.00 per person, per year|
|Printouts from Electronic Sources||$0.10 per printed page (black and white); $0.25 per printed page (color)|
|Card Stock||$0.05 per sheet (plus printing charge, if applicable)|
|Envelope||$0.05 each (plus printing charge, if applicable)|
|Labels||$0.25 per sheet (plus printing charge, if applicable)|
|Recordable CD||$1.00 per disc|
Lost or Damaged Materials
The full retail price will be charged for any lost or damaged item. Patrons have the option either to pay the full retail price or to replace the item with an exact replica in new condition. The item must have the same ISBN to ensure it is the same format and edition as the original item.
Damaged items paid for by the borrowing patron are still the property of the library and will be disposed of at the discretion of the library staff.
Additional materials may not be checked out until all charges for lost or damaged items have been cleared.
ILL Borrowing Policies
The Auburn Public Library will honor requests from registered library patrons in good standing for materials not available in its collection, with the following exceptions or conditions:
- Requests made by telephone are not accepted. Patrons must complete and sign a written request to obtain materials through interlibrary loan.
- A bibliographic citation is required for all requests. Library staff can assist patrons in obtaining appropriate bibliographical information.
- Each patron will be limited to two (2) active requests at any given time. Active requests include those being researched by staff, those with materials in transit, and those with materials currently checked out to the patron.
The following are not available via interlibrary loan (ILL):
- Books published within the previous twelve months.
- Books on current bestseller lists or those receiving any other type of heavy usage or attention.
- Audio-visual materials, microforms, and other non-book formats.
- Items usually requested as “document delivery services,” including copies of magazines and journals not available through the Library’s online resources.
- Easy fiction, unless the patron’s request is related to scholarly research.
- Multiple copies of requested titles.
- Rare, one-of-a-kind, excessively expensive, and/or irreplaceable items.
- The Auburn Public Library reserves the right to deny an ILL request if attempting to fulfill the request is deemed to be not in the best interest of the library.
- Students from Auburn University or any other higher education institution should consult with their institution’s library to request items on class bibliographies. Items instructors may have placed on reserve at their institution’s library should be requested there.
- Faculty, staff, and students with borrowing privileges at Auburn University’s library or any other local higher education institution will be asked to use their institution’s ILL service for requests related to academic assignments or scholarly research.
- Requests for genealogical materials are generally not accepted unless a complete bibliographical citation is available and names of people to be researched are stated.
- The library staff cannot guarantee how long it will take to obtain materials via ILL.
- All conditions set forth by the lending library will be honored.
- Renewals are not permitted on items obtained via ILL. Each item must be returned by the due date shown on the ILL sleeve.
- Patrons must agree to accept full responsibility for items borrowed while the items are in their care. Overdue fines for ILL items are charged at a rate of $1.00 per item, per day, up to the full replacement cost of the item. Patrons must agree to pay in full any and all bills for materials lost, stolen, or damaged, including the full replacement price charged by the lending library, any processing fee that may be charged by the lending library, and a $25.00 processing fee charged by the Auburn Public Library.
- Although postage and related charges are generally absorbed by the libraries involved in most of our ILL transactions, patrons must agree to pay for such charges if they are incurred.
- All library borrowing privileges, including use of public access computers, will be denied to any patron who fails to return or pay any related charges for ILL items.
- Abuse of the ILL service, including excessive lost/damaged materials or overdue materials, may result in permanent revocation of ILL privileges.
ILL Lending Policies
The Auburn Public Library will honor requests from other libraries for loan of its materials following the same conditions for borrowing materials as noted above. The following are some exceptions and/or additional conditions particular to lending:
- Requests made by telephone are not accepted. A written request will be required.
- The library reserves the right to deny any request for materials from another agency when need by local patrons is anticipated.
- Items are sent on loan for a period of six (6) weeks.
- Renewals are generally not granted as the library tries to provide a liberal loan period.
- Any borrowing library that fails to return a book on loan, after a sufficient waiting and notification period, will be billed for the retail cost of the book.
- The Auburn Public Library reserves the right to set forth special conditions on books loaned.
Patron Database Maintenance
In order to maintain the accuracy and relevancy of the library’s patron database, active accounts will be reviewed periodically, and inactive accounts will be removed through automated processing, in keeping with the following guidelines:
- Patron contact information will be updated every 2 years.
- Patron accounts will expire 4 years after issuance, except for paying non‐resident accounts, which will expire every year.
Records subject to removal will:
- Be past the expiration date,
- Have less than $10 in outstanding charges, and
- Have been inactive for a period of 4 years, including use of digital resources.
- Removal will be performed during overnight processing for records that have come into eligibility.
- As activity dates in patron accounts are updated whether borrowers have been verified for circulation processes or for access to digital resources, patrons who use their library accounts only to access digital resources will not be removed from the database.
Confidentiality of Library Records
Account Access by Third Parties
Information regarding the library materials an individual patron uses is confidential and will not be divulged to another individual or to any agency unless Auburn Public Library is presented with a court order to do so.
Account Access and Updates by Patrons
Requests from library patrons for personal account access and updates (renewals, holds, etc.) may be made through a variety of means, including but not limited to email and telephone, provided that the communication offers acceptable verification of the patron’s identification, such as an email sent from the account associated with the patron’s registration or the patron providing verbal documentation of contact information. Library staff will make this determination, as appropriate.
Collection Management Plan
Purpose of the Collection Management Plan
The Collection Management Plan is intended to provide guidance, within budget and space limitations, for the selection and evaluation of materials which anticipate and meet the needs of the Auburn community. It directly relates the collection to the library’s Mission Statement and defines the scope and standards of the collection.
As the community changes, the library will reassess and adapt its collection to reflect new and differing areas of interest, concern, and formats. The Collection Development Policy will periodically be evaluated and revised as necessary to provide guidance for implementing changes throughout the collection.
Philosophy of Collection Management
In support of its mission, the Auburn Public Library fully endorses the principles documented in the Library Bill of Rights and the Freedom to Read Statement of the American Library Association. The library upholds the right of the individual to access information without restriction, even though the content may be controversial, unorthodox, or unacceptable to others. Materials available in the library present a diversity of viewpoints, enabling citizens to make the informed choices necessary in a democracy.
Through effective collection management, the Auburn Public Library is committed to the following:
- meeting the information needs of the Auburn community,
- assisting individuals in achieving intellectual growth and enjoyment of life to the fullest through recreational reading, listening, and viewing,
- supplementing formal study and encouraging informal self‐evaluation and learning,
- stimulating thoughtful participation in the affairs of the community, the country, and the world by providing access to a variety of opinions on matters of current interest, and
- connecting readers of all ages and audiences with resources arranged to facilitate effective and appropriate discovery through browsing.
The Auburn Public Library functions as a provider of information on many topics, levels, and opinions. To meet its goals and objectives, the library must protect the freedom of all to choose their own information in their preferred format. The responsibility of the library is to serve the entire community, not to promote ‐ and above all, not to censor ‐ any particular political, moral, philosophical, or religious conviction or opinion.
Patrons with concerns about the content of any library materials will be asked to follow the steps outlined in the section of this manual entitled Reconsideration of Library Materials.
Scope of the Collection
The primary responsibility of the Auburn Public Library is to serve the residents of Auburn by providing a broad choice of materials to meet their informational, educational, cultural, and recreational needs. Materials are selected to aid individuals, groups, and organizations in attaining practical solutions to daily problems and to enrich the quality of life for all community members. Major emphasis is placed on educational and recreational needs; therefore, a broad choice of print and non‐print materials is selected to accommodate the diversity of reading levels and interests of users of all ages.
The interests and needs of the actual and potential users of the Auburn Public Library are continually evaluated so that the library has a collection reflecting the community that it serves. While the library serves the basic reference needs of the community, budget and space limitations, as well as local needs, preclude the library from duplicating the specialized and comprehensive collections that exist elsewhere in the immediate area. Access to these collections is provided through interlibrary loan and direct referral.
Responsibility of Collection Management
Ultimate responsibility for managing library collections rests with the Library Director, who routinely delegates aspects of selection and deselection to professional library staff.
The general criteria listed below apply to the selection of all materials for the Auburn Public Library. Materials are evaluated as complete works and not on the basis of a particular passage. A work will not be excluded from the library's collection solely because it represents a sensitive aspect of life, a frankness of expression, or controversial subject matter. Not all titles selected will meet all of the criteria listed, but will meet at least one of the following:
- public demand and interest
- timeliness and/or significance of the subject
- reviews in professionally recognized sources
- local or community relevance
- authority and competence of the author and/or reputation and standing of the publisher
- contribution to diversity, depth, or breadth of the collection
- effectiveness and suitability of format, durability, and ease of use
- replacement of lost or worn copies or updating of outmoded information
- support of the library's mission
Purchase requests made by library patrons are an important consideration in materials selection. Titles suggested for purchase are subject to the same selection criteria as other materials and are not automatically added to the collection. It is the library’s intent that suggestions for purchase be used to help the library in developing a collection that serves the needs of the community.
Widely diverse points of view, including controversial and unorthodox subjects, will be available in the collection. Inclusion in the collection does not imply library approval or agreement with the contents. The Board of Trustees and the Library Director recognize that some materials are controversial and that any given item may offend some patrons. Selections will not be made on the merits of any anticipated approval or disapproval but solely on the merits of the work in relation to building the collection and to serving the interests of all the library’s patrons.
In addition to previously stated selection criteria, self‐published works must also meet two of the following special criteria in order to be considered for addition to the library collection:
- availability for purchase through an approved vendor
- reviewed positively in professional literary or trade journals or other industry‐respected sources
- patron demand
- appearance on nationally recognized bestseller lists, such as those of The New York Times
- local significance (local author or local subject)
- award‐winning title
- popularity of styles, authors, characters and/or series in the existing collection
- significant online buzz, including social media or crowd‐sourced reviews
The Auburn Public Library uses the following resources when selecting material for the collection:
- professional journals
- trade journals
- subject biographies
- publishers' catalogs and promotional materials
- reviews from reputable sources
- popular and news magazines
- related websites and commercial websites
Gifts for the Collection
The Auburn Public Library encourages gifts of materials or money for materials by groups or individuals, foundations, corporations, etc. The library accepts gifts for its collection that fall within needed subject categories, as determined by the Library Director and the staff. Monetary gifts to the collection are welcome and may be designated as memorials or honoraria. Gift additions must meet the same selection criteria as purchased materials and are subject to the following limitations:
- The library retains unconditional ownership of the gift.
- The Library Director makes the final decision on the use or other disposition of the gift.
- The library reserves the right to decide the conditions of display, housing, and access to the materials.
- Gift materials will not be tracked beyond the means necessary for established statistical purposes.
- Donations of money designated for the periodicals and newspapers collection are accepted in lieu of actual subscriptions. These contributions offset the high cost of periodical subscriptions and maintain the continuity of subscriptions from year to year.
- Donors of the funds may suggest subjects or titles to be acquired with their donation, but the library reserves the right of final decision.
- The library offers memorial and honorary bookplates that can be attached to materials purchased with money donated for this purpose.
- Because of the cost of handling special collections, the library reserves the right to evaluate such collections individually. Groups or collections of materials cannot necessarily be kept together.
Duplication of Material
Multiple copies of materials are purchased in response to patron demand as evidenced by number of holds, anticipated popularity, repeated requests, and monitoring of the collection. For popular fiction and non‐fiction titles, the Auburn Public Library strives to maintain a ratio of one copy for every five holds placed on specific titles by library patrons; however, exceptions may be made depending on demand, timeliness, and availability.
The library’s collection includes a wide variety of contemporary works of fiction representing all genres, international works, and important novels of the past. The library places emphasis on acquiring fiction that is representative of the diverse community that it serves and satisfying the range of interests and recreational needs of its users.
Because of the volume of new fiction published each year, very few titles will be collected retrospectively. Exceptions will be made for new editions or translations of essential classic titles or to replace missing or worn copies of works with enduring popularity. Special emphasis is given to providing multiple copies of high‐demand titles in order to fill patron requests as quickly as possible.
The library aims to acquire materials that provide core knowledge in a variety of topics, with emphasis placed on materials representative of current community interests. In addition, the library selects, makes accessible, and promotes the use of materials that seek to do the following:
- address contemporary issues
- provide self‐help information
- facilitate continuing education
- enhance job‐related knowledge and skills
- increase knowledge of affairs of the community, the country, and the world
- support business, cultural, recreational, and civic endeavors in the community
- nourish intellectual, aesthetic, creative, and spiritual growth
- present different viewpoints on issues
- celebrate local history, persons, and events
The large print book collection strives to meet the needs of visually impaired patrons. Emphasis is placed on popular fiction, including mysteries and westerns, along with high interest non‐fiction, such as biographies and health‐related materials.
The print collection of newspapers and magazines provides current and retrospective information aimed at meeting the research and recreational needs of the community. The collection also contains periodicals that serve the professional reading needs of the library staff. Periodicals supplement the book collection by providing up‐to‐date information, covering current topics not yet available in books, and presenting a less in‐depth treatment of a subject than is usually found in books.
The periodical collection consists of a diversity of publications in fields that are of current interest to the community. It includes basic and popular reading magazines and a small selection of business, trade, financial, and local publications. Journals that are highly technical or scholarly are generally not included in the collection. In addition to magazines, the collection includes newspapers published locally and nationally.
Within a limited retention model, back issues of some magazines are available for review.
The library maintains a small collection of reference materials to satisfy the need within the community for information that cannot be readily obtained through digital resources. Reference sources typically summarize or give a comprehensive overview of a topic, and they remain in the library to be readily available to all patrons. Selection criteria of particular importance for reference sources are the following:
- ease of use
- uniqueness of information
- documentation and indexing
- demonstrated need for the specific title or information therein
As part of the reference collection, the library provides Auburn residents with information on local government actions, services, and programs. Additionally, reports produced by the City of Auburn are made available for public review. Depending on the nature of the content, some of these materials will become a standing part of the collection, while others will be discarded when no longer in demand. Certain literary works and educational materials may be designated as non‐circulating and utilized in the library to support library programs.
Recognizing the responsibility of schools and universities to provide access to required textbooks for their students, the Auburn Public Library does not acquire textbooks required for school curricula. The library may elect to acquire textbook‐style works in order to provide broad or introductory coverage in high‐interest subject areas if other survey materials are not available.
The library’s goal is to provide a collection of instructional, educational, and recreational‐based audio and visual materials that will enhance the library's existing fiction and non‐fiction collections. The media collection will follow the same selection and deselection criteria as other library collections.
Periodically, new forms of media are introduced and are studied carefully to assess their suitability for public library use. Sufficient time is given to properly determine whether they will receive lasting and widespread acceptance before they are adopted by the library.
Digital resources consist of content that is accessed via computers and mobile devices. These resources are often referred to as databases or as online or electronic media.
The library collects a variety of digital resources that may include some or all of the following: full‐text periodicals, reference sources, images, electronic books, both textual and audio, and streaming video. Through digital resources, the library aims to extend access to library information, as patrons can access these collections within or beyond the physical library facility. The electronic format enables increased usability of library resources and improved searching and interactivity. Because these resources expand the depth and breadth of the collection, the need to purchase some resources in print format is alleviated.
When selecting digital resources, library staff will evaluate the following in addition to the criteria employed for the collection at large:
- compatibility of the content and/or software with popular electronic devices
- ease of use
- usage restrictions
- ownership/licensing of the content and usage models
- possible impermanence of the technology
- relationship of the resource to the print collection
- availability of remote access
- quality of technical support
- usage statistics
Reconsideration of Library Materials
The Auburn Public Library Board of Trustees recognizes that the Auburn Public Library serves a community with diverse interests and needs. To that end, the Library strives to build a collection that will entertain, enlighten, inform, and inspire our patrons. At the same time, the Library Board of Trustees also recognizes the right of citizens to question materials that have been purchased for the Auburn Public Library collection.
The Auburn Public Library has developed the following policy and procedures for the reconsideration of library materials:
- A patron who objects to a particular title in the library collection may express his or concerns to a staff member. The patron may be referred to the current building supervisor, the Assistant Library Director, or the Library Director, who will explain the library’s collection management policy.
- If the patron still objects to a particular title in the library collection, then the patron may state his or her opinions and concerns in writing and request a formal reconsideration of the title in question. The patron will be asked to complete the Request for Materials Reconsideration form, which is given to the Library Director.
- The Library Director will review the patron’s concern and will assemble a review committee consisting of three librarians. The review committee will examine and evaluate the material in question in its entirety to determine whether or not the item was selected in accordance with the library’s Collection Management Policy.
- The Library Director will review the committee’s recommendation and make a decision regarding whether or not the material in question was selected in accordance with the library’s Collection Management Policy and whether the item should be retained, removed, or reclassified. The Library Director will respond to the patron in writing to inform him or her about the status of the library material in question and to explain the review committee’s reasoning behind their decision. The Library Director will inform the Auburn Public Library Board of Trustees about the matter at their next regular meeting.
- If the patron is not satisfied with the decision reached by the review committee and the Library Director, then the patron may express his or her concerns during Citizens’ Communication at the next regular meeting of the Auburn Public Library Board of Trustees. At that time, the Auburn Public Library Board of Trustees may elect to evaluate whether or not the item was selected in accordance with the Collection Management Policy and may determine whether the item should be retained, removed, or reclassified. The decision of the Library Board shall be considered final.
The Auburn Public Library collection is continually maintained and evaluated through deselection of unused, outdated, outmoded, and worn materials. The systematic removal of materials from the collection, or deselection, is an important component of total collection development. Ongoing evaluation of materials is necessary in order to maintain a current, accurate, and inviting collection. Deselection improves the accessibility of the remaining materials, enhances the appearance of the collection, and helps improve the overall circulation of materials. Maintenance of the library’s collection through constant re‐evaluation by the library staff ensures its usefulness and relevancy to the community. This evaluation depends heavily on the professional expertise of the library staff in assessing the needs of the community in relation to the content of the collection.
Library materials are discarded for one or more of the following reasons:
- infrequent circulation
- lack of in‐house use
- outdated or inaccurate information
- wear or damage
- subject matter is no longer of current interest or historical or literary significance
- lack of community or regional interest
- availability of better materials in the field
- physical appearance/condition relative to other factors of importance
- multiple copies of a title no longer in demand
- relative to other factors, the material is occupying space that could be utilized more effectively
Deselected materials cannot be reserved. Discarded materials become surplus property and may be sold by the Friends of the Library for fundraising purposes or otherwise discarded at the discretion of the Library Director.
Replacement of deselected materials is not automatic. The decision to replace is influenced by the following factors:
- popular interest
- adequacy of coverage in the subject area
- significance of the subject area to the community
- cost and availability
- availability of space
Computers and Internet Use
The Auburn Public Library extends free use of public access computers to all users of the library.
The Auburn Public Library will not limit the access of any library resources, materials, or services due to a patron’s age, origin, background or views. This includes free access to, and unrestricted use of, all the technology resources that the library offers. The Auburn Public Library does not monitor and has no control over the information accessed via library computers and via the internet, and the library assumes no responsibility for its content or for any damages, direct or indirect, arising from its use.
As with other library materials, parents and guardians of minor children must assume responsibility for their children’s use of library computers and the internet. 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. The Auburn Public Library will not assume, abrogate, or overrule the rights and responsibilities of parents and guardians. We maintain that only parents and guardians have the right and the responsibility to determine their children’s—and only their children’s—access to library resources. Parents and guardians who do not want their children to have access to specific library services, materials, or facilities should so advise their children.
The Auburn Public Library, in accordance with Alabama state law, strictly prohibits viewing material that would be classified as obscene and/or pornographic. Material will be deemed pornographic if the average person, applying today's community standards, would find that the work, taken as a whole, appeals to the prurient or sexual interest, as defined in the Code of Alabama. Any material not considered obscene/pornographic by these standards is allowed to be viewed by all patrons at the discretion of the viewer and their legal guardian if applicable.
Proctoring of Examinations
Librarians at the Auburn Public Library may proctor examinations for Library patrons in good standing and for non‐patrons who can show proof of residence or employment within the city limits of Auburn. This service will be offered only so long as it does not interfere with the performance of regular duties of the Library staff. The Library does not charge for proctoring services; however, students are responsible for any incidental costs, such as postage for the mailing of exams. Auburn Public Library reserves the right to deny a proctoring request that is beyond the Library’s ability to administer.
The Library Management Team will establish procedures to be followed.
Special Assistance for Patrons
The Auburn Public Library strives to enhance the patron experience by reducing barriers to materials and services for all users. The Auburn Public Library will follow guidance from the Americans with Disabilities Act and will make reasonable accommodations for patrons who request special assistance.
Displays of Notices and Exhibits
Display space is for library use only. Notices or exhibits for civic or nonprofit, nonreligious groups may be permitted if space is available.
The Public Services Librarian or supervisor on duty will render decisions regarding the display of notices meeting the above criteria.
Through the Engagement and Outreach Librarian, the Library Management Team will render decisions regarding requests for exhibits.
Gifts to the Library
Monetary Gifts - General
The Auburn Public Library generally accepts monetary donations through the Friends of the Auburn Public Library. The Auburn Public Library Board, in consultation with the Library Director, reserves the right to accept or deny any gift or donation, particularly if any conditions associated with the gift are not acceptable to the Board, if the conditions associated with the gift do not align with the Auburn Public Library’s mission, or if acceptance of the gift would otherwise not be in the library’s best interest. If no conditions are attached to the gift, the donation will be acknowledged and used in a way that is deemed mutually acceptable to the donor and the Auburn Public Library Board.
Monetary Gifts - Memorial and Honorary Donations
The Auburn Public Library will accept monetary donations to purchase library materials in memory or in honor of a particular individual. The processing of such donations will be facilitated by the Collection Development Librarian, in consultation with the Library Director, as well as with the donor and/or the individual in whose honor the donation is given and/or the family of the individual in whose memory the donation is given. The selection and retention of materials purchased with memorial and honorary donations will be in accordance with the library’s Collection Management Plan.
Gifts of Books and Other Media
The Auburn Public Library will not accept donations of books, DVDs, CDs, or other media.
The Auburn Public Library welcomes applications from patrons (age 14 and older) who wish to support the library as a volunteer. Volunteers will augment and support basic library services, but they will not be a replacement for paid staff positions.
For purposes of this policy, the word “volunteer” includes the following:
- Patrons (age 14 and older) who volunteer with the day-to-day operations of the library.
- Members of the Friends of the Auburn Public Library who volunteer to assist with the Friends’book sales or who assist with the day-to-day operations and maintenance of the library.
Recruitment, Selection, and Management
The Library Director, in conjunction with library staff, will develop procedures for the recruitment and selection of volunteers, as well as the management of the volunteer program.
All volunteer applicants who are 19 or older will be subject to a background check. All volunteer applications indicating a criminal history will be reviewed by the Library Director. Applicants with a criminal history will only be accepted if the Library Director determines that the acceptance of the applicant will not jeopardize the safety of Auburn Public Library patrons and staff or the safety and integrity of APL resources.
All library volunteers are expected to perform assigned job duties and to follow library rules. A volunteer’s term of service may be ended for failure to perform assigned job duties or for violation of library rules. The library staff reserves the right to end a volunteer’s term of service at any time. A volunteer whose term of service has been ended for any one of these reasons will not be allowed to reapply.
The application process and background check will not be required for service organizations not affiliated with the library, given the following criteria:
- The organization volunteers as a group.
- The organization is supervised by an organization staff person or representative.
- The activity for which the group volunteers is a single event.
Court-Ordered Community Service Volunteers
The Auburn Public Library will work with the Municipal Court to accept volunteers who have a courtordered community service obligation on a case-by-case basis.
The Auburn Public Library inspires, enriches, and delights our residents with vital and valuable resources, services, and experiences.
It is the responsibility of the Library Director to establish procedures regarding the daily operation of the library.
To ensure a safe, comfortable environment and to ensure that all our patrons receive the best possible library service, the Board of Trustees has adopted the following policy. All patrons are required to comply with this policy.
The following are prohibited on library property:
- Any conduct that violates Federal, State, or local law, ordinance, or regulation.
- Selling and/or soliciting, except as permitted under Federal, State, or local law, ordinance, or regulation. Exceptions may be made for situations that are directly related to a Library program and/or with approval in advance by the Library Director.
- Distributing or posting promotional materials that have not been approved by the Library Director.
- Messy, odorous, or greasy foods; uncovered beverages; and food deliveries. Covered drinks and non‐messy, non‐odorous snack foods (such as individual “snack‐size” servings of chips, cookies, candy, or energy bars) are allowed.
- Possessing, consuming, or being under the influence of alcohol or illegal drugs.
- Smoking or other uses of tobacco.
- Not wearing shoes or shirt.
- Bringing animals or pets into the library with the exception of assistance animals as defined by Federal and State law.
- Any loud, unreasonable, and/or disturbing noises created by persons or mechanical or electronic devices.
- Intentionally damaging, destroying, or stealing any library property or any patron’s or employee’s property.
- Violating the Library Board’s Unattended Child Policy.
- Misuse of rest rooms, including shaving or bathing.
- Carrying weapons of any type on one’s person in violation of any State law.
- Engaging in disorderly conduct, fighting or challenging to fight, or using offensive words likely to provoke violence.
- Using obscene or abusive acts and/or language.
- Trespassing on library property.
Failure to comply with this policy may result in exclusion from the library for the day, for a period of time to be determined by the Library Director, or permanently, or in arrest.
Children of all ages are encouraged to visit the library with their parents to take advantage of the resources available. The Library Board emphasizes that a child’s health, safety, and behavior while in the library are the responsibility of the parent or guardian. While the Library Board is sympathetic to those families who have difficulty finding appropriate child care, the library cannot assume that level of responsibility for these children.
Children who patronize the library should be encouraged to learn appropriate use of library resources and to respect other patrons. A child will be treated with the same respect as any person. Children age seven (7) or younger must be accompanied by a parent or responsible caregiver age sixteen (16) or older at all times.
Children age eight (8) or older are not to be left in the library without a parent or other responsible caregiver except in the following circumstances:
- To attend a scheduled, supervised library function. Parents should return to pick up the child as soon as the program is over.
- To work on a specific project such as a school assignment.
- To select library materials to be checked out, to do research, and to read.
- In the above situations, a parent or guardian must be immediately able to get to the library should any problem arise. If, in the judgment of library staff, an unattended child requires parental supervision, library staff will notify the child’s parent or the appropriate authorities.
Library staff will not assume responsibility for keeping the unattended child within the library building nor will they assume responsibility for the safety of a child once he/she leaves the library.
Under no condition will a library employee provide transportation for a child. In case of an emergency involving an unattended child, library staff will call 911 for help and report to the authorities that the child’s parent is not present.
When, in the judgment of the library staff, a child is required by his/her parent or guardian to remain at the library on a regular basis in lieu of day care, library staff will notify the appropriate authorities and action will be taken by the Library Board.
ARTICLE I - IDENTIFICATION
The name of this organization shall be the Auburn Public Library Board (hereinafter “Board”), located in Auburn, Alabama. The Board was established pursuant to Code of Alabama, 1975, Section 11-90-1 et seq. The Auburn Public Library Board shall be responsible for policy formulation, strategic planning, and advocacy to ensure that the Auburn Public Library provides the Auburn community with quality public library services.
ARTICLE II - MEMBERSHIP
Section 1. Appointments and Terms of Office. The Auburn Public Library Board shall be comprised of five Board members, who shall be appointed by the City Council of Auburn, Alabama. Board members shall serve for a term of four years, and vacancies shall be filled by the City Council for the remainder of any unexpired terms. Board members shall serve without compensation.
Section 2. Meeting Attendance. Board members shall be expected to attend all meetings in accordance with the City Council’s Board Attendance Policy.
ARTICLE III - OFFICERS
Section 1. The elected officers shall include a Chair and a Vice-Chair, to be elected from among the appointed Board members at the annual meeting of the Board (see Article IV, Section 2). No Board member shall hold more than one office at a time. No member shall be eligible to serve more than two consecutive terms in the same office. Vacancies shall be filled by vote at the next regular meeting of the Board after the vacancy occurs. The office of Secretary/Treasurer shall be filled by the Library Director or interim Library Director.
Section 2. A nominating committee shall be appointed by the Chair one month prior to the annual meeting and shall present a slate of officers at the annual meeting. Additional nominations may be made from the floor at that time.
Section 3. Officers shall serve a term of one year from the annual meeting at which they are elected and until their successors are duly elected.
Section 4. If any member resigns at any time, written notice must be sent to the Chair who shall forward the notice to the Library Director. Any such resignation shall take effect at the date of receipt of the notice or any later date specified. Unless otherwise specified, the acceptance of the resignation shall not be necessary to make it effective.
Section 5. Upon an affirmative vote of a majority of the members of the Board, any officer may be removed, either with or without cause, and his successor elected at any regular meeting of the Board, or at any special meeting of the Board called for such purpose.
Section 6. The Chair shall preside at Board meetings, authorize calls for special meetings, appoint all committees, execute documents requiring authorization by the Board, serve as an ex-officio voting member of all committees except the nominating committee, and generally perform all duties associated with the office of Board Chair.
Section 7. The Vice-Chair, in the event of the absence or disability of the Chair, or of a vacancy in that office, shall assume and perform the duties and functions of the Chair. In the case of the absence of both the Chair and Vice-Chair, the Board may elect an officer pro tem to preside until the Chair or Vice-Chair return to their duties.
Section 8. The Secretary/Treasurer shall keep true and accurate minutes of all meetings of the Board, issue notice of all regular and special meetings, manage the budget and expenditures of the library, make a financial report at each regular Board meeting, make an annual financial report to the Board, and generally perform all duties associated with the offices of secretary and treasurer.
ARTICLE IV - MEETINGS
Section 1. Regular Meetings. The Board shall hold regular meetings, generally monthly; the dates and times thereof to be set by the Board at its annual meeting.
Section 2. Annual Meeting. The annual meeting, which shall be for the purpose of the election of officers and the setting of dates and times for regular meetings, shall be held at the time of the regular meeting in January of each year.
Section 3. Agendas and Notices. Meeting agendas and notices shall indicate the date, time, and place of the meeting and indicate all subject matters intended for consideration at the meeting. The agenda for each regular meeting of the Board shall include the following, as applicable, not necessarily in the order listed:
- Call to Order
- Roll Call
- Minutes of the previous meeting
- Recognition of visitors and establishing time limits for presentations
- Report of the Director
- Reports of officers and committees
- Friends of the Auburn Public Library Liaison Report
- Old Business
- New Business
Section 4. Minutes of all meetings shall, at a minimum, indicate Board members present, all items of business, all motions (except those that were withdrawn), and the result of all votes taken. Any member of the Board, or any other person addressing the Board, who desires that his or her remarks be recorded verbatim in the minutes of the meeting, shall submit a written copy of his or her remarks to the Secretary/Treasurer not later than the adjournment of the meeting. Current Board minutes shall be posted for public review at the library.
Section 5. Special Meetings. Special meetings may be called by the Chair on at least forty-eight (48) hours’ notice to each Board member, which notice shall state the time, place, and purpose of the meeting. Special meetings of the Board may also be called by the Chair in like manner and like notice on the request of at least two (2) Board members.
Section 6. Quorum. At all meetings of the Board, a majority of the members shall constitute a quorum for the transaction of business, and the acts of the majority of the members present at a meeting at which a quorum is present shall be the acts of the Board. If at any meeting of the Board, there is less than a quorum present, the majority of those present may adjourn the meeting from time to time. At any such adjourned meeting, any business which might have been transacted at the meeting as originally called may be transacted without further notice.
Section 7. Open Meetings Law Compliance. All Board meetings and all committee meetings shall be held in compliance with the Alabama Open Meetings Act, Code of Alabama 1975, Section 36-25A-1 et seq.
Section 8. Parliamentary Authority. For any procedure not otherwise specified in these Bylaws, the most recent edition of Robert’s Rules of Order, Newly Revised shall govern.
ARTICLE V - COMMITTEES
Section 1. Standing Committees. The following committees shall be appointed by the Chair either during the annual meeting or no later than the subsequent regular meeting and shall make reports and recommendations to the Board as pertinent to Board meeting agenda items:
- Buildings, Facilities, and Grounds Fundraising and Development Policy Review
- Strategic Planning
Section 2. Nominating Committee. (See Article III, Section 2)
Section 3. Ad Hoc Committees. Ad hoc committees for the study of special problems shall be appointed by the Chair, with the approval of the Board to serve until the final report of the work for which they were appointed has been filed. These committees may also include staff and public representatives, as well as outside experts.
Section 4. Bylaws for Committees. Each committee shall follow the same rules of procedure outlined herein and shall meet where and as provided by the rules or by resolution of the Board. A quorum shall consist of a majority of the committee members. In every case, the affirmative vote of a majority of all members of a committee present at the meeting shall be necessary for its adoption of any resolution. Minutes of committee meetings shall be kept and, if possible, sent to all members of the Board before the next scheduled Board meeting which follows the committee meeting. With the exception of the Nominating Committee, the Chair of the Board shall be an ex officio member of all committees and shall have a full vote upon all matters at the committee meetings that he or she attends.
Section 5. No committee shall have any powers other than advisory powers.
ARTICLE VI - DUTIES OF THE BOARD
Section 1. The Auburn Public Library Board shall make recommendations to the Library Director, the City Manager, and/or the City Council concerning the direction, supervision, and promotion of such public library services as will contribute to the general welfare of the residents of the city.
Section 2. The Board shall establish policies for the management and operation of the Auburn Public Library, shall make recommendations regarding the library’s operating budget, shall develop a long-range plan for the public library, and shall work with the Friends of the Auburn Public Library and other such organizations to advance the library’s mission.
Section 3. The Board shall make recommendations concerning the utilization of all lands, buildings, equipment, and other facilities assigned for public library purposes by the City Council of Auburn, Alabama or purchased or leased on the Board’s behalf by the City Council of Auburn, Alabama.
Section 4. The Board shall assist in cooperation with other local agencies and state and federal agencies for the purpose of acquiring, maintaining and improving public library programs, resources, services, and facilities.
ARTICLE VII - LIBRARY DIRECTOR
Section 1. The Library Director shall be considered the executive officer of the library, under the advisement of the Board and subject to the policies established by the Board. The Library Director shall act as a technical advisor to and Secretary/Treasurer of the Board, shall be entitled to attend all Board and committee meetings, but shall have no vote.
Section 2. Under the Board’s policies, the Library Director shall be responsible for the proper management of the Library and the preservation of all library properties.
Section 3. The Board, upon request of the City Manager, may recommend for employment a qualified director who shall be responsible for the proper and effective management of the library.
ARTICLE VII - CONFLICT OF INTEREST
Section 1. Board members may not, in their private capacity negotiate, bid for, or enter into a contract with the City of Auburn in which they or their immediate family members have a direct or indirect financial interest.
Section 2. A Board member shall withdraw from Board discussion, deliberation, and vote on any matter in which the Board member, an immediate family member, or an organization with which the Board member is associated has a substantial financial interest.
Section 3. A Board member may not receive anything of value that could reasonably be expected to influence his or her vote or other official action.
ARTICLE IX - BYLAWS RELATING TO BYLAWS
Section 1. The Board by majority vote thereof shall have the power to make, alter, amend or repeal the bylaws at any regular or special meeting of the Board, the notice of which shall have stated the amendment of the bylaws as one of the purposes of the meeting, providing an advance copy of the proposed amendment and a copy of the bylaws then in force be mailed with said notice to each member.
Section 2. Within ten days after the adoption of a resolution amending these bylaws in any respect, a copy of the amended bylaws shall be mailed to each member at his/her last known post office address.
Section 3. These bylaws shall be reviewed by the Policy Review committee and presented to the Board for review at least every three years.