Volunteer Policy

Volunteering for Hall Memorial Library can be a rewarding and exciting experience. Volunteer time, energy and goodwill are invaluable assets to the library because volunteerism enhances the library’s ability to fulfill its mission by providing opportunities for direct public participation in library services.

Volunteers help Hall Memorial Library expand and enrich its services and help the maintain l library facilities. Volunteers will not be used to replace the work done by paid library staff, though they may work in conjunction with paid library staff.

We support the effective utilization of volunteer time and talent as a way to:
  • Assist staff, as needed, in critical daily tasks 
  • Add to new and existing programs 
  • Promote public awareness of library services
  • Increase involvement and support of the Library by the public 

Volunteers shall be recruited without regard to any individual’s age, race, creed, color, national origin, religion, marital status, sexual orientation, gender, physical appearance, socioeconomic level, education level or any other legally protected characteristic.

Volunteers are expected to conduct themselves as if employed by the library and each volunteer reports to the Director and is required to follow the established work procedure. Volunteers are responsible for managing their time schedule, tracking their hours at the circulation desk and informing the Director of any schedule changes. Volunteers can be released from volunteer duties at any time at the discretion of the library.

The library does not provide any medical, health, accident or worker’s compensation benefits for any volunteer.

Individuals interested in volunteering at the library must fill out an application. Candidates will be accepted based on the library’s project and programmatic needs matched with the candidate's’ qualifications to meet those requirements as determined during the selection process. The library may not accept every volunteer application.





Approved August 2016

Unattended Juvenile Policy

Children under the age of ten must be accompanied by a parent/guardian/or sibling over 14 at all times.

People under the age of 14 who use the library must exhibit the same appropriate library behavior expected of everyone. If they are requested to change inappropriate behavior and do not do so, rather than just being asked to leave the library, they will be told that their parent/legal guardian will be called and be asked to pick them up. Staff will then make that call. If said person is not available, the Northfield police will be called and asked to take the juvenile to his/her home.





Adopted 7/9/02, Updated and Approved August 2016

Social Media Policy

Anyone may post on the Hall Memorial Library Facebook Wall and leave comments on our website. However, they must observe the following guidelines at all times. Any comments that are in violation of our guidelines will be immediately deleted.

  • No profanity (Facebook automatically filters comments that contain profanity into a SPAM folder.) 
  • No advertisements, unless it is a not for profit organization and relevant to the Hall Memorial Library and our patrons 
  • Any slanderous or blasphemous remarks will be immediately deleted. If you have a question or complaint about the library or its employees, you may direct an e-mail to the Director, Jennifer Davis, at hallmemohallmemo@metrocast.net or the President of the Board of Trustees, Kathi Mirchell, at kathim@metrocast.net 
  • No SPAM 
  • All links and posts must be relevant to the Hall Memorial Library and its community. 
  • Posts may not contain viruses or programs that may damage the operation of another's computer. 
  • You may not post material that violates any applicable laws or regulations. 
  • Do not post content that is inappropriate, profane, defamatory, obscene, indecent, racist, sexist, or unlawful in nature. 
  • You may not post material that violates the copyright, trademark right or other intellectual property right of any third party.
By posting on the Hall Memorial Library Facebook wall or leaving comments on our website, you agree to adhere to these rules.




Approved 12/5/11, Updated and Approved August 2016

Hall Memorial Library Patriot Act Policy

The USA PATRIOT (Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism) Act was signed into law on October 26, 2001. The Act has several provisions that affect libraries:
  • It lowers the legal standard for obtaining a search warrant from “probable cause” that a crime is being committed to suspicion that the library information is linked to an ongoing terrorist or intelligence investigation. 
  • It allows the FBI to get a special search warrant from the Foreign Intelligence Surveillance Act (FISA) court, whose proceedings are classified and closed to the public. 
  • It permits the FBI to use special search warrants to retrieve library usage records of someone who is under investigation of involvement in suspicious activities. 
  • It overrides state and local privacy laws in the case of FISA search warrants. 
  • It prohibits the library from notifying the patron under suspicion, the press, or anyone else that an investigation is underway. 
  • It grants expanded wiretapping authority to federal and state law enforcement agencies that allows monitoring of public computers. 
The FBI can retrieve any information about a patron under investigation that the library has. This includes, but is not limited to:
  • Books and other materials checked out 
  • Searches performed on library computers, including Internet sites visited 
  • Books and other materials borrowed through inter-library loan 
  • When and where a patron has signed up for library programs or to use library computers, the local history room, etc. 
  • Notes taken by librarians when helping answer a reference question 
It is important to remember that the provisions above apply only to FBI search warrants issued under the USA PATRIOT Act. State and local privacy laws are still in effect for other investigations that are not being performed under the authority of the Act.

To safeguard our patrons’ privacy, takes the following measures:
  • Our current public access computer system removes all session data at the end of each user session. 
  • The library deletes patron data and shreds patron registration cards that have been expired for three years (with fines under $5.00) and six years (fines under $20.00). 
If a librarian does not comply with an FBI search warrant issued under the Act, he or she may be charged with contempt of court. No specific penalty is spelled out in the Act.

Procedures:
  • Hall Memorial Library employees will immediately refer all investigations to the library director or acting director. 
  • The library director or full-time employee will immediately consult with the library’s attorney concerning the warrant and notify the chair of the board of trustees. 
  • Employees and or the director will ask the investigator(s) to show official identification and legal documents including warrants. 
  • Employees and/or the director will write down the name and identification number listed on said documents 
  • Employees and/or the director will make a photocopy of the search warrant. 
  • An attempt will be made to delay execution of the warrant until the director or acting director consults with the library attorney 
  • If the agent/officer insists on executing the warrant immediately, the staff involved will follow the agent’s directions and provide the material requested. 





Adopted December 4th, 2007 by the Board of Trustees, Updated and Approved August 2016

Material Selection and Maintenance Policy

The Hall Memorial Library will provide a well rounded collection of print and other materials of interest and informational value to its patrons.

Selection of material will be made by the staff on a regular basis, taking into consideration reviews, collection development needs, patron requests, replacement of outdated material or material in poor condition, and the materials budget. An attempt will be made to insure that material about controversial issues reflects more than one point of view.

The collection will be weeded to keep information available as up to date as possible. Discarded material will be either thrown away or made available for sale to the public.

Material given to the library will be added to the collection if the librarian so determines. Donors shall be informed that the librarian will determine the disposition of their gifts. Receipts will not be given for material donated to the library, however at the determination of the librarian, a thank-you note may be written.

Complaints about library materials should be referred to the librarian. Complainants shall be given a copy of this Materials Selection Policy, and, if needed, a “Request for Reconsideration of Library Materials” form.

When said form is received, the librarian may contact the NHLA Intellectual Freedom Committee for help, and shall bring the request to the attention of the Board of Trustees for further action if necessary.



Updated and approved, May 4, 2004, August 2016

Inter-Library Loan Policy

Borrowing:
  • Patrons must have borrowed and returned on time material belonging to Hall Memorial Library before we will borrow anything from another library for them. We have a 3 month probationary period, which can be extended or shortened at the discretion of the ILL Librarian. 
  • A patron may have up to 4 active ILL’s at a time. 
  • We will search the NHUPAC for material and if we are unsuccessful, ask the NHAIS-ILL list for the item. If it is not available within the state, we will consider searching out of state at the discretion of the ILL staff. 
  • Borrowed materials will be due at Hall Memorial Library so that we can return them to the lending library in a timely manner. 
  • Fines for overdue ILL material shall be higher than fines for our own material. 
  • If our patron requests a renewal, we will attempt to oblige by contacting the lending library, unless it has been marked as nonrenewable. 
  • Patrons who return ILL material late will not be eligible for the service unless the ILL librarians determine otherwise. 
  • Materials for book discussions may be requested through the NHUPAC or NHAIS-ILL depending on the nature of the request. 
  • Patrons must return the included barcode bookmark or they will be charged a $2.00 replacement fee. 
Lending:
  • Hall Memorial Library will lend any available circulating materials to other libraries in the state whether the requests are generated by email or through NHUPAC. 
  • Due dates will be between 4 and 6 weeks depending on the popularity of the material. 
  • Reserves made by our patrons will be honored before we will take reserves from other libraries. 
  • General NHAIS requests will be filled at the discretion of the ILL librarians. 
  • Photocopies will be sent at the discretion of the ILL librarians. 
  • ILL requests, both to and from the Hall Memorial Library, will be read daily except Sundays, with the occasional exception. 






Updated and approved August 2016

Technology Plan

The Hall Memorial Library provides the towns of Tilton and Northfield with print and other materials and resources to support the recreational, informational and cultural needs of all their citizens. The objective of this technology plan is to review what is currently available and delineate technology goals compatible with the perceived needs and expected growth of the communities which we serve.

The library has at this time a variety of computers available for staff and patrons. There is wifi connectivity for use 24/7. The desktop computers are all connected to a printer that patrons are welcome to use at a fee.

In terms of material available electronically, we subscribe to a statewide database of downloadable audio and ebooks as well as offering any NHSL databases that are available. Beyond what is available through the state, the library will try to link (on its website) free resources that may be of benefit to library patrons.

Keeping up with methods of accessing materials is a rapidly changing challenge and the library commits to educating its staff and providing its public with the most economical, useful, and current technologies we can find. In addition, the library will revisit this tech plan on a yearly basis to keep it current and relevant.





Approved 3/5/2012, Updated and approved August 2016

Retention of Records

Referencing NH Code of Administrative Rules, MUR 300

Trustee Meeting Minutes: forever
Town Reports: forever
Personnel files: until 7 years after employee leaves
Payroll files: until audited plus 1 year
Checks and bills: for 6 years
Patron registration cards: until 1 year after the expiration date

For regulations regarding other records see the above mentioned code which can be found at http://gencourt.state.nh.us/rules/mur.html.

Record retention is found particularly in part 303.

Mission Statement

Hall Memorial Library’s mission is to provide access to a variety of ideas, support an informed citizenry, and enrich the cultural lives of the people of the towns of Tilton and Northfield. To best accomplish these goals we endeavor to identify the changing informational, educational, cultural and recreational needs of the community and assemble, organize, and maintain materials and programs that satisfy these needs.

Objectives
  • To serve the community as a center for reliable information by providing high quality material: books, periodicals, and electronically accessed media, which reflect varying points of view. 
  • To encourage use of the library by all community members. 
  • To support educational, civic, and cultural activities in the community. 
  • To promote and encourage literacy through collection development and programs 
  • To cooperate with other libraries in the state by participation in the New Hampshire Library Association and the statewide automated interlibrary loan network. 
  • To meet standards set by the American Library Association and the New Hampshire State Library for public libraries in towns of similar populations. 
  • To adhere to the tenets of the Library Bill of Rights and the “Freedom to Read” statement as set forth by the American Library Association. 





Approved 3/2/04, Updated and approved 1/3/06, August 2016

Library Charter

Document interpretation of our particular library charter:
  • The library association was established in the 1880s
  • A deed of trust was recorded in 1887 from Mary Hall Cummings to representatives from Tilton and Northfield.
The first association was dissolved in the 1970s and reestablished as the Tilton-Northfield Library Association, a voluntary association with particular rules and regulations listed below:
  • Maintaining and operation a library and reading room for the people of said towns 
  • Holding responsibility for all the physical assets of said library 
  • Holding responsibility for all monies used for said library 
  • Establishing rules and regulations for the library 
  • Electing officers 
  • Meeting as needed but at least yearly 
  • Keeping records of said meetings 
  • Making sure that the property is properly insured 
  • Choosing successors for the life long members with representation from each of the towns 
  • Making sure that the building is not used for purposes other that those associated with a library 
  • Making sure that the library is open to all 







Recorded by Mary Ahlgren, after meeting with Trustees and Scott McGuffin, June 7, 2005

Investment Policy

Statement of Purpose
The investment portfolio of Hall Memorial Library was established to manage the long term assets of the library. Contributions to the fund are accepted through personal contributions and various fund raising efforts. The purpose of this investment is to potentially ease the taxpayer's burden for the annual operating budget as well as future capital improvements

 Statement of Responsibilities
The Hall Memorial Library Trustees will determine appropriateness of investment policy on a regular basis.  Changes to asset allocation, investment philosophy, investment risk and the general purpose of the investment portfolio will be determined by the Trustees. They will determine the effectiveness of the investment manager based on criteria stated in this investment policy.

The investment manager will be responsible for the execution of the investment policy.  In addition, the investment manager will be responsible for day to day management of portfolio assets including deciding on specific investment selection, and timing of purchases and sales.  The investment manager will provide the Trustees with market and economic data and well as forecasts for review on a agreed upon schedule.


Investment Goals and Objectives
The investment goals of the Hall Memorial Library investment portfolio are as follows:

  • To protect and preserve the principle amount, minimizing risk by:
    • Holding value in down markets.
    • Avoiding speculative issues.
    • Emphasizing stability of returns.

  • To provide increasing income from the investment portfolio, without invading principal.
  • To manage for long term results. Neither high turnover nor emphasis on the short term are encouraged.
  • To meet or exceed the rate of return of a balanced market index comprised of the S&P 500 stock index, Lehman Government/Corporate bond index, and the U.S. Treasury Bills in similar proportion to the asset allocation policy of the investment portfolio.
  • To meet or exceed the risk-free rate of return (as represented by the U.S. Treasury Bills).
  • To meet or exceed the inflation rate (as measured by the Consumer Price Index) by 300 basis points per year on average.
 Investment Guidelines
  • Prudent Person Rule:  Investments are to be made consistent with the safeguards and diversity to which a prudent investor would adhere, exercising judgment and care, under the circumstances prevailing, which men of ordinary prudence would employ in the management of their own affairs not in regard to speculation, but to he permanent disposition of their funds, considering both income and safety of capital.
  • Liquidity:  The investment portfolio’s cash flow will be monitored on a regular basis by the investment manager, and sufficient liquidity should be maintained to fund payment outflows. When withdrawals become necessary, the Trustees will notify the investment manager as far in advance as possible to allow sufficient time to build up necessary liquid reserves.  The investment manager will be expected to review the cash flow requirements with the Trustees as stated in the investment policy.
  • Volatility:  Consistent with the desire for adequate diversification, investment policy for the investment portfolio is based on the assumption that the volatility of the portfolio will be similar to that of the market.  Consequently, it is expected that the volatility of the total portfolio, in aggregate, will be reasonably close to the volatility of a balanced market index weighted to match the actual asset mix of the investment portfolio.

Asset Allocation Guidelines
It shall be the policy of the investment portfolio to invest the assets in accordance with the maximum and minimum range for each asset category as stated below:


Policy %
Minimum %
Maximum %
Equities
40%
20%
45%
Large Cap
20%
15%
30%
Mid Cap
7.5%
0%
12.5%
Small Cap
7.5%
0%
12.5%
International
5%
0%
10%

Equities:
  • Types of Equity Securities:  Equity securities shall mean mutual funds selected from the expanded approved mutual fund list or individual stocks from the S&P 500.
  • Diversification:  The equity portfolio should be well diversified to avoid undue exposure to any single economic sector, industry group, mutual fund or individual security.
  • Capitalization:  Mutual funds or individual securities will comprise of market capitalizations consistent with small, mid and large cap accepted values.
  • Security Concentration:  It is expected that the equity component of the portfolio will be diversified across economic sectors, with no sector comprising more than 25% of the portfolio.
  

Policy %
Minimum %
Maximum %
Fixed Income
60%
40%
80%
U.S. Treasuries
15%
10%
40%
U.S. Agency
15%
10%
40%
Inv. Grade Corp.
15%
10%
40%
High Yield
10%
0%
15%
Cash
5%
5%
20%

Fixed Income:
  • Types of Securities:  Funds not invested in cash equivalents (securities maturing in one year or less) shall be invested entirely in marketable debt securities issued by either the United States Government, or agencies of the United States Government, domestic corporations, including industrials and utilities, and domestic banks and other United States financial institutions.
  • Quality:  The quality of fixed income securities shall range from high yield or low rated fixed income investments to fixed income securities guaranteed by the United States Government.
  • Maturity:  The maturity of fixed income securities will be proactively managed based on current and future analysis of interest rate environment.  Accordingly maturities will range from short term of 1 year or less to longer term not exceeding 15 years. 
Investment Performance Review and Evaluation
  • Performance results will be measured on a semi-annual, and / or annual basis.
  • Total fund performance will be measured against a balanced index composed of commonly accepted benchmarks weighted to match the long-term asset allocation policy of the investment portfolio.
  • The investment performance of the total portfolio and equity and fixed income segments (both in terms of return and risk) will be measured against commonly accepted benchmarks.
  • Total fund performance will be compared to a representative universe of professionally managed funds with the percentage of equity, fixed income, and cash equivalents to be indicative of the long-term asset allocation policy of the investment portfolio.
 Communications:
  • The investment manager has full discretion within the above guidelines.
  • The investment manager shall report to the Trustees on all pertinent details including:
    • Name and quantity of each security purchased or sold, with the purchase price and transaction date;
    • an analysis of each security, of its descriptions, percentage of total portfolio, purchase date, quantity, average cost basis, current market value. unrealized gain or loss, and indicates annual income and yield (%) at market; and
    • an analysis for the entire portfolio of the current asset allocation by investment category (equities, fixed –income securities and cash reserves).

  • Meet at least annually with the Trustees or as requested.
  • Review past performance, evaluate the current investment outlook, and discuss investment strategy.
  • Provide information regarding major changes in investment policy that may result in major investment strategy changes.
  • Review any significant changes in management, research, personnel or ownership within investment management firm.
  • Other communications that the investment manager feels are necessary to facilitate achievement of the investment portfolio’s objectives and goals.
  • Investment manager will be available for telephone consultation on a reasonable basis.


Display Policy

Announcements of cultural events, civic programs, and other items of general public interest may be displayed at the discretion of and with the permission of the library staff. No material which solicits votes, donations or purchases of any kind may be placed on the library property. An exception is made for donations to benefit the library. No petitions of any kind will be allowed on the premises.

Displays of artwork are welcomed at the library at the discretion of the librarian. Artists loaning pieces must sign a waiver exempting the library from loss of or damage to the material.






Updated and approved 4/6/2004, August 2016

Computer Use Policy

Hall Memorial Library offers public computers and wireless access to library users as part of its commitment to the community to provide accurate and timely information to its patrons.

The internet and public access computers as a resource, enable the library to provide information not available in its own collection. However they are an unregulated medium and material obtained through them may be inaccurate, offensive and even illegal. The library cannot censor your access to material or protect you from it. You are urged to be an intelligent consumer by checking the validity of the information you find.

We recommend that parents/guardians supervise their dependents' access; the library staff will not do so and will not be held responsible for inappropriate use.
  • By using the internet-access computers, patrons are indicating that they have read this statement and these guidelines and that they understand and will abide by them.
  • PLEASE DO NOT TURN THE COMPUTER OFF.
  • If no one is waiting, at the determination of the staff working at the circulation desk, a patron may be able to use the computer again.
  • Users are responsible for the cost of ALL their printed pages, including pages printed in error or excess.
  • Users shall respect the rights of other individuals using the internet and users shall obey all applicable federal, state and local laws regarding access, copyright and licensing.
  • Damage to the computer or its peripheral devices during use shall be the responsibility of the user. Damage may result in repair/replacement charges as well as denial of further access. Any problems must be reported to the staff immediately.
  • Library appropriate behavior is required at the computer at all times.
  • Only one person at a time may use the computer with the exception of a minor's parent/guardian/tutor.
  • Help will be given by staff ONLY if time permits.
  • Computers will shut down 10 minutes before the library closes.

Updated: Jan, 00, re-approved, Apr, 2004, changed Mar, 2006, Apr, 2008 updated March 2009, Oct 2009, Nov 2011, Jan, 2016, Aug 2016

Circulation Policy

Registration:
Free cards will be issued upon request to:
  • Any resident 14 years or older and/or a taxpayer of Tilton or Northfield.
  • Any resident under 14 of Tilton or Northfield who:
    • Can print his/her first and last name legibly
    • Has a parent/guardian sign the card.
    • New Juvenile patrons (14 and under) with a parent or guardian who has a card with over $5.00 in fines/fees, is still able to sign up for their first library card, however the juvenile will be on limited checkout of one book and one dvd per visit, until the parent has paid off their fines/fees.
  • Any employee of the towns of Tilton or Northfield .
  • Any student or employee of schools located in Tilton or Northfield.
  • Institutions located in the towns may be eligible for a group card at the discretion of the Director.
  • Non-residents will be charged a yearly, or in some instances, 6 month, fee set by the trustees.
  • Lifetime membership cards (for non-residents) are available for $300.
  • Temporary residents of the residential facilities located in Tilton or Northfield may be allowed a free six-month card at the discretion of the Director.
Patrons must be present and fill out their own card (with exception to those physically unable to write).


Overdue Charges:
Overdue charges shall be set by the trustees. Materials which have been “willfully detained” shall be pursued according to New Hampshire RSA 202-A:25.


Interlibrary Loans:
Library users in good standing shall be able to request materials from other libraries in New Hampshire, and, at the discretion of the staff, beyond. The library shall make every effort to reciprocate by lending our material to other libraries in the state.


Right to Privacy:
In accordance with RSA 201-D:11, all library user records are confidential. An effort shall be made by staff issuing juvenile library cards to explain this law to the juvenile’s parent/guardian. The US Patriot Act supersedes the New Hampshire RSA’s.
When a patron signs up for a card s/he may verbally allow a parent/guardian/other to have access to the card and staff will note that on the card in our system. Access may be changed at any time per the card holder’s request. If a parent does not have access to a card they may not be told the titles that are currently checked out. They may however be told of any late fines and the amount of items that have been checked out.
Access to title information on patron’s accounts will be made available to police or other collection agencies in the event of a delinquent account.




Approved 4/6/2004, Updated 12/5/2011, Updated and Approved 6/13/2016

Check Payment Policy

Hall Memorial Library accepts payments by check.

If a patron’s check is refused for insufficient funds:
  • Patron must pay a fee of $25.00 in addition to the amount of the original check. 
  • Patron’s account and family members accounts will be blocked until the full amount it paid in cash. 
  • We will not be able to accept check payments from patron again. 





Approved August 2016

Adverse Weather Policy

The director of the Hall Memorial Library is responsible for making the decision about closing the library because of weather conditions. If the director is not available to make the decision it will fall to the full-time employee.

When the library is CLOSED staff scheduled to work during that time will be paid for the hours they would have worked.

If the library is open during inclement weather, showing up for work is at the discretion of the employee. If an employee chooses not to come in, due to the weather, any pay for those hours will be forfeited. If the library closes after a scheduled employee decides not to come in s/he will be paid only for the closed hours.




Accepted 10/1/2007, Updated and Approved August 2016