Access Library Policies

by Paul Astin | Oct 24, 2016

Residency

The primary mission of the Davis County Library is to provide library facilities, services, staff and materials to meet the needs of residents. In accordance with Utah State law, a resident is anyone who resides in any area of Davis County which is taxed for county library service. In addition, individuals who reside outside the Library’s taxing jurisdiction, but who own property that is taxed by the Davis County Library are also considered residents for purposes of receiving library services. The rights and privileges established under the policies of the Davis County Library are reserved for residents as herein defined, except as provision is made by the Board of Directors to extend services to non-residents.

Approved by Davis County Library Board, February 25, 1992. 

1.  All residents, as defined in the policy on “Residency,” are entitled to register for and receive a Davis County Library card, subject to the provisions of this policy.

2.  Residents may register for and receive library cards free of charge.  Residents will be charged fees only for replacing lost and damaged cards, as established in the appropriate policy.

3.  To register for a library card, individuals must provide proof of identification and residency.  Two forms of identification are required, one of which will be a photographic identification, such as a driver’s license, the second will be a proof of residency.  Proof of residency will be current, and will include the name of the individual and his or her address.  A post office box number may be used for mailing purposes, but is not sufficient as proof of residency.  The following types of documents may be used to prove residency:  driver’s license, check book, current utility bills, letters which have been delivered within the past sixty (60) days through the United States Postal Service and property tax notices.  Verbal confirmation of address, made by family members, friends, employers or others, in person or by telephone, does not constitute proof of residency for the purposes of this policy.  When a card is replaced after being lost or destroyed, the staff will take appropriate measures to verify that the individual replacing the card is the individual to whom the account is registered, and may require re-verification of identification or residency at that time.

4.  Individuals 18 years of age or older may register for library cards for themselves, for their children, and for others for whom they have legal guardianship or custody.  An individual under 18 years of age may register for a library card only:  a) if he or she is an emancipated minor as defined in Utah State Code, Annotated, 15-2-1, which states, “The period of minority extends in males and females to the age of eighteen years; but all minors obtain their majority by marriage;” or, b) if the individual has been declared emancipated by a court of competent jurisdiction in accordance with Utah State Code, Annotated, 78-3a-1001 through 78-3a-1005.  The Library also recognizes minors emancipated in accordance with laws of other states upon presentation of adequate documentation from the state of Utah.

5.  Parents and legal guardians may register their children under the age of 18 for either full-access or selected-access cards.  A full-access card allows checkout from any of the circulation collections in the library.  However, parents may choose to apply a Parent Initiated Limitation with the full-access card which prohibits the following: a) the checking out of videorecordings which are voluntarily rated by the film industry as “R”, the television industry as “TV-MA” or unrated foreign films, b) other categories as outlined in Table 1, and c) additional categories of materials which may in the future be added to the Parent Initiated Limitation option by the Library Board of Directors.

Parents or guardians may change their children’s card types without charge.  To close a child’s account a parent or guardian must notify the Library and request that the account be closed. Following such notification the child’s card and account will be deleted from the circulation system and no additional cards will be issued to that child unless a new registration is completed and signed by the parent or guardian.

6.  An individual will be denied registration for a library card if his or her immediate family—including spouse, children who accrued fines while under the age of 18, and children who remain under the parent’s guardianship past the age of 18—have fines and charges with the library totaling $150 or more.  However, an individual will not be held accountable for fines accrued by an ex-spouse or, following a divorce or legally recognized separation, for fines accrued by children not within his or her legal custody.

7.  When family arrangements occur which are not defined in this policy, the Director, or other library administrator, will determine registration and requirements and limitations after giving due and fair consideration to the circumstances involved.

8.  Non-residents, who are residents of the State of Utah, may register for a Davis County Library card for $35 for one year.  The non-resident fee entitles the registrant to one account, and one card.

9.  Patrons who are responsible for debt evidenced by unreturned library materials which debt is included in a legal declaration of bankruptcy may have limitations imposed on their borrowing privileges by the Director or other library administrator.  The limitations will have the sole purpose of decreasing the exposure of the library to further losses of materials, and will be lifted when the Director or other library administrator is satisfied that such exposure is minimal.

10.  Out of State residents are limited to checking out two items at a time.  They are further required to leave with the library a cash deposit equal to the price of each item as listed in the library’s database plus $4.00 per item.  The deposit will be refunded upon return of them items, minus any charges assessed in accordance with the library’s standard circulation policies.  In addition to these stipulations, the non-resident fee will be charged upon the third use of this privilege by a patron in any 12 month period.

Approved by Davis County Library Board April 28, 1992; revised April 25, 1997; revised September 26, 2000; revised July 16, 2002, revised June 20, 2006, revised May 18, 2010; revised May 24, 2011; revised January 15, 2013; revised April 15, 2014; revised March 15, 2016

 

Table 1: Options for Parent Initiated Limitations on Circulation Privileges

Options

Checkout limits

Child may check out from Library’s full collection

10

35

Child may check out Children’s materials only

10

35

Child may check out all materials except videorecordings voluntarily rated by the film industry as at a restriction level of R or higher, and unrated foreign films; additional restrictions may be added to this category in the future

10

35

Child may check out all materials except for Adult audiovisual (AV) materials.

10

35


 

Circulation

General

Library materials circulate according to the accompanying schedule of loan periods, renewal periods, fines and fees. Patrons must present a valid library card in order to check out library materials. A patron who does not bring his or her library card may be permitted to check out a limited number of items in accordance with procedures established by the Library Director.

Some items may circulate for less time than indicated in the schedule. These items may include, but are not limited to, bestsellers and other current books in high demand, books in subject areas in temporary high demand, and holiday books up to six weeks before a particular holiday occurs. In rare cases, such as a book of unusual length, a longer loan period may be deemed appropriate. The decision to make exceptions to established loan periods rests with the Director.

Fine Waivers

The Library recognized that assessing fines as a penalty for overdue items deters the violation of Library policies intended to promote the effective sharing of library materials on a fair and equitable basis. At the same time, the Library is committed to promoting the active and responsible use of its resources by all citizens it serves. In order to address both goals the Library will waive up to $20.00 (Twenty Dollars) in fines. The waiver will be made at the time that account is settled in full. The waiver is made to advance the return of patrons who have forfeited their checkout privileges for a minimum of one year due to fines to a status that permits full checkout privileges, but also to do so in a manner that does not compromise the deterrent effect of fines. To the same end, the Library will waive all overdue fines on a patron’s account four calendar years after they have been assessed on the basis that all reasonable deterrent value served by such charges has been realized after that period of time.

The waiver established above pertains only to fines for items returned late (overdue fines). It does not pertain to items that have not been returned, which remain public property and must be addressed according to different guidelines; to miscellaneous fees that have been assessed by the staff, such as for damage to a returned item or for interlibrary loan items that were received but not used by the patron; or to charges accrued as a result of legal and court-related actions, such as but not limited to charges for serving court papers.

Delinquent Accounts

When a patron has accumulated over $15.00 in fines or fees, the account is delinquent and no further library materials can be checked out on the card. An authorized staff member may override the delinquent status for reasonable causes.

Library Records

1. The Davis County Library retains administrative, financial, operational, and personnel documents and records, and makes them available to the public, in compliance with Davis County ordinances and relevant Utah State and federal laws.

2. In accordance with Section 63-2-302 (1) ©, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, which defines as private “records of publicly funded libraries that when examined alone or with other records identify a patron,” the Davis County Library will disclose the following records only when requests comply with the conditions established in Section 63-2-201 (5), Section 63-2-202, or Section 63-2-206, Utah Code Annotated or such other provision as may be adopted by the Utah legislature or the federal government:

Registration Records, including but not limited to the names, addresses, telephone numbers, names of spouses and dependents of individuals who have applied for library cards.

Circulation Records, including but not limited to materials checked out to a patron, materials checked out in the past to a patron, the names of patrons to whom a particular title is or has been checked out, the library borrowing patterns of a patron, and materials on in-house loan to a patron.

Patron Financial Records, including but not limited to a patron’s fine history, amounts paid, methods of payment and dates of payment.

Operational Records related to patrons, including but not limited to registration for programs, documentation on patron-related circulation and behavior problems, and correspondence on patron-related circulation and behavior problems.

3. When in response to a patron’s request for information, the patron’s registration, circulation, financial, or operational records are discussed in a public area with the patron, an individual with legal responsibility for the patron, or an individual authorized to use the patron’s library card, the conversation is not considered “disclosure” of a private record in terms of this policy.  The Library will share information regarding materials on hold for a patron with another individual, when the patron has authorized the individual to check out materials on his or her behalf as evidenced by a) item-specific information shared by the patron that identifies the materials or b) when the individual is in possession of the patron’s library card.  In such instances, possession of item-specific information or the library card under which items are being held is construed as consent to access information about and check out items.  This policy will be implemented based on guidelines established by the Library Director

4. In accordance with Section 63-2-801, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, the Davis County Library may pursue available legal remedies against an individual who by false pretense, bribery, or theft, gains access to any private, controlled, or protected record retained by the Library. The decision to pursue legal remedies is made in consultation with the Office of the Davis County Attorney. When legal action is taken under the provisions of this policy, the Board of Directors will be so notified and, if circumstances so warrant, will be asked by the Library Director to formally approve the action.

5. In accordance with Section 63-2-801, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, the Davis County Library may pursue available legal remedies against a Library staff member who intentionally discloses or provides a copy of any private, controlled, or protected record retained by the Library to any person knowing that such disclosure is prohibited. The decision to pursue legal remedies is made in consultation with the Office of the Davis County Attorney. When legal action is taken under the provisions of this policy, the Board of Directors will be so notified and if circumstances so warrant, will be asked by the Library director to formally approve the action.

6. All requests made for records made under the Patriot Act need to be referred to the Director or the Assistant Director.

Approved by Davis County Library Board June 2, 1992; revised August 20, 2002; revised June 20, 2006; revised August 19, 2008; revised November 20, 2012.

 

Library Records

1. The Davis County Library retains administrative, financial, operational, and personnel documents and records, and makes them available to the public, in compliance with Davis County ordinances and relevant Utah State and federal laws.

2. In accordance with Section 63-2-302 (1) ©, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, which defines as private “records of publicly funded libraries that when examined alone or with other records identify a patron,” the Davis County Library will disclose the following records only when requests comply with the conditions established in Section 63-2-201 (5), Section 63-2-202, or Section 63-2-206, Utah Code Annotated or such other provision as may be adopted by the Utah legislature or the federal government:

Registration Records, including but not limited to the names, addresses, telephone numbers, names of spouses and dependents of individuals who have applied for library cards.

Circulation Records, including but not limited to materials checked out to a patron, materials checked out in the past to a patron, the names of patrons to whom a particular title is or has been checked out, the library borrowing patterns of a patron, and materials on in-house loan to a patron.

Patron Financial Records, including but not limited to a patron’s fine history, amounts paid, methods of payment and dates of payment.

Operational Records related to patrons, including but not limited to registration for programs, documentation on patron-related circulation and behavior problems, and correspondence on patron-related circulation and behavior problems.

3. When in response to a patron’s request for information, the patron’s registration, circulation, financial, or operational records are discussed in a public area with the patron, an individual with legal responsibility for the patron, or an individual authorized to use the patron’s library card, the conversation is not considered “disclosure” of a private record in terms of this policy.  The Library will share information regarding materials on hold for a patron with another individual, when the patron has authorized the individual to check out materials on his or her behalf as evidenced by a) item-specific information shared by the patron that identifies the materials or b) when the individual is in possession of the patron’s library card.  In such instances, possession of item-specific information or the library card under which items are being held is construed as consent to access information about and check out items.  This policy will be implemented based on guidelines established by the Library Director

4. In accordance with Section 63-2-801, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, the Davis County Library may pursue available legal remedies against an individual who by false pretense, bribery, or theft, gains access to any private, controlled, or protected record retained by the Library. The decision to pursue legal remedies is made in consultation with the Office of the Davis County Attorney. When legal action is taken under the provisions of this policy, the Board of Directors will be so notified and, if circumstances so warrant, will be asked by the Library Director to formally approve the action.

5. In accordance with Section 63-2-801, Utah Code Annotated, or such other provision as may be adopted by the Utah Legislature, the Davis County Library may pursue available legal remedies against a Library staff member who intentionally discloses or provides a copy of any private, controlled, or protected record retained by the Library to any person knowing that such disclosure is prohibited. The decision to pursue legal remedies is made in consultation with the Office of the Davis County Attorney. When legal action is taken under the provisions of this policy, the Board of Directors will be so notified and if circumstances so warrant, will be asked by the Library director to formally approve the action.

6. All requests made for records made under the Patriot Act need to be referred to the Director or the Assistant Director.

Approved by Davis County Library Board June 2, 1992; revised August 20, 2002; revised June 20, 2006; revised August 19, 2008; revised November 20, 2012.

 

Meeting Room Policy

Preamble

The Davis County Library maintains meeting rooms and makes them available for public use in order to advance the public benefit which occurs when information, ideas, culture, and community events are shared. Consequently, public rather than private benefit is the primary value which guides the interpretation and application of the following policies and regulations.

1. The Library encourages the use of its auditoriums and small conference rooms for public meetings of an informational, educational, cultural or civic nature. Meeting rooms are available to individuals or groups on an equitable basis, regardless of their beliefs or affiliations. All meetings and programs not related to library business will be open to the public within the provisions established in these policies and regulations.

2. The granting of permission by the Library for the use of its meeting rooms does not constitute endorsement by the Davis County Library of any points of view expressed by participants in any meeting, program, or promotional literature. No advertisement or announcement claiming or implying such endorsement is permitted.

3. Meeting rooms shall be used during hours when the Library is open for the public. This limitation is waived for programs and meetings sponsored by the Davis County Library, by an agency of Davis County Government or for legally constituted city, county, state or federal elections.

4. Meeting rooms shall be reserved only by a resident of the Davis County Library’s service area, as defined in the policy on “Residency”, or by a patron who has purchased a currently valid non-resident library card. This requirement can be waived by the Director for public hearings by duly constituted local, state and federal governmental agencies.

5. No admission fees, or fees for participating in any meeting or program in the Library shall be charged. No fees or charges for services or products provided by the meeting’s sponsors or any other participants in the meeting shall be charged. No donations shall be solicited or contributions taken on Library premises during, previous to, or after any meeting. No charge shall be levied during, previous to, or after any meeting for materials integral to participation in the meeting. Not withstanding, reimbursement costs for materials may be charged when: (a) the sponsoring agency is a unit of government; (b) the meeting in all other aspects complies with the purposes and policies set forth for use of Library meeting rooms; (c) the sponsoring governmental agency verifies that the reimbursements costs of the materials is set only to cover those costs that would otherwise have to be paid for from tax revenues; (d) and the costs for the materials is collected directly by and processed through the financial records of the sponsoring governmental agency. It is recognized that allowing the reimbursement costs for materials in these limited circumstances also implies that pre-registration for participation, and accordingly limitation on the number of participants may be necessary, as determined by the sponsoring governmental entity. This limited exception applies only to reimbursement of materials necessary for participation in a meeting and not to any direct fees or charges for attendance. These rules are waived for events sponsored by the Davis County Library.

6. Individuals and groups shall not use the meeting rooms of the Library to solicit business directly or indirectly, nor to encourage attendance at future meetings where solicitation will occur; to recruit or train staff members or others for work in or on behalf of a commercial enterprise; to promote their business, services, or products in any way or to advertise their business, services or products in any way except as may occur incidentally, such as identifying the organization for which they work as a means of establishing their credentials to address the topic of the meeting.

7. Individuals and groups shall not use the meeting rooms of the Library for social or religious ceremonial functions, for purposes which are illegal, or for purposes which would interfere with the operation of the Library. Social and religious ceremonial functions which may not be permitted include but are not limited to, reunions, services of worship or marriage ceremonies. Other ceremonial functions, such as graduations and installation of organizational officers, may be permitted when they are incidental to and a minor portion of a program which otherwise fully complies with the purposes and requirements of this policy.

8. The Library reserves the right to either substitute facilities or cancel permission to use the meeting rooms if the scheduled room is needed for Library purposes.

9. An individual or group shall not reserve a specific meeting room more frequently than once per week. When the nature of an event, such as a workshop or conference, requires special arrangement, such arrangements may be approved for use of a meeting room up to three consecutive days. Any extension beyond the three-day limitation can be granted only by the Library Director upon submission of a written request.

10. Meeting rooms may be reserved up to one year in advance of the meeting date.

11. Individuals and groups with a need to utilize meeting rooms on a recurring or regular basis will be accommodated with the understanding that no tenure or priority exists in meeting room use beyond these policies and regulations. In establishing these policies and regulations, it is the purpose of the Library to balance the need of individuals and groups to engage in regularly scheduled meetings, with the reasonable expectation of other individuals and groups in the community to have fair access to Library meeting rooms on dates and at times consistent with their needs. Individuals and groups needing to schedule a meeting room on a regular weekly basis may do so for up to twelve consecutive weeks. They can renew their request for an additional twelve weeks following their eighth meeting, provided that no other meetings have been scheduled that would preclude the renewal. Individuals and groups needing to schedule a meeting room on a regular monthly basis may do so for up to six consecutive months. They can renew their request for an additional six months following their fourth meeting, provided that no other meetings have been scheduled that would preclude the renewal.

12. Groups and individuals are expected to utilize meeting rooms as scheduled. If meeting rooms are not going to be used as scheduled, the Library should be notified as early as possible, in order to make the rooms available to others. If twice in a six-month period of time, a group or individual fails to notify the Library at least 24 hours in advance that a room will not be used, that group or individual will lose the privilege to schedule meeting rooms at the Library for a period of six months from the date when the second violation occurs, and will be so notified by letter. This loss of privileges can be waived by the Director of the Library if in his or her judgment sufficient reasons for failure to cancel use of the meeting rooms are presented in writing.

13. Individuals or groups wishing to show copyrighted videocassettes, films or similar materials in the Library’s meeting rooms, whether on library-owned or privately-owned equipment, must first secure and present to the Library written permission to do so from the holder of the copyright, or must submit evidence that public-performance rights for the material have otherwise been granted. The Library Director may deny permission to show copyrighted videocassettes, films, or similar materials in its meeting rooms if he or she is not satisfied that appropriate authorization has been obtained from the holder of the copyright or if ample evidence has not been submitted to verify that public-performance rights have been granted.

14. The Library does not provide storage for the property of individuals or groups using meeting rooms.

15. The Library will not be responsible for any loss or damage to property, including equipment, personal belongings, decorations, or other items, owned by individuals or groups using meeting rooms.

16. Neither the name nor the address of the Library may be used as the official address, mailing address, or headquarters of any individual or groups using meeting rooms.

17. The individual who applies for the use of a meeting room will be responsible for discipline of those in attendance and care of the room, furnishings and equipment. The Library will hold the applicant financially liable for any damage to library property which occurs during the meeting or program. The applicant is also responsible to leave the

meeting room in a clean orderly condition. This includes returning chairs and tables to an orderly arrangement, picking up and disposing of papers, and cleaning away any clutter. Failure to comply may result in denial of future meeting room use for both the applicant and the group using the room for a period of one year, and in cases of property damage, may result in legal action. In no instance will an individual or group be allowed use of meeting rooms if the individual or group has failed to pay for past damage to the premises, furnishings or equipment.

18. This policy applies to the following areas:  the auditorium and small conference room on the lower level of the South Branch Library, the auditorium and small conference room on the lower level of the North Branch Library, the auditorium of the Central Branch Library, the auditorium of the Centerville Branch Library, the auditorium of the Kaysville Branch Library, and the auditorium of the Headquarters Library.

PIANO USE

1. The Davis County Library makes pianos available as a convenience for citizens wishing to use them during programs held in the library auditoriums. However, the Board of Directors does not consider the provision of a piano to be a bonafide library service. Therefore, a $5 fee per use will be assessed to contribute to off-setting the long-term costs of significant repairs and potential replacement. The Board of Directors believes that it is appropriate to place a small portion of the long-term burden of costs on each user of this service. Over time, the revenue from the fees collected will compensate for a substantial portion of the costs of any major repairs or replacement, which could otherwise be paid for only by using funds which should be spent on bonafide library services.

2. The fee for piano use will be collected for each block of meeting room time signed up for by an individual for up to 3 hours. Time beyond 3 hours will be considered a second “use’ and will be subject to an additional fee assessment.

3. Individuals who have signed up for meeting room time and piano use for the purpose of presenting a program may utilize the piano for a ninety (90) minute practice session without an additional use charge. This practice is considered part of the program for which approval has been granted and is intended to allow participants in the program to become familiar with the piano and the setting. Consequently, no charge can be levied in relationship to practice time granted in accordance with this policy.

4. Pianos are provided to support the purpose of the meeting rooms to advance the sharing of information, ideas, culture and community events. Consequently, they are not available for private lessons or private practice except as related to an approved meeting room application in accordance with this policy. 

 
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