Traer Public Library Policies:

 

CIRCULATION POLICIES:

 

CIRCULATION OF MATERIALS – Updated November 2017, updated October 2021, reviewed July 2024, reviewed Jan 2025

The Traer Public Library issues library cards to individuals age 14 and older or households of the community and surrounding areas upon request and proof of address.  An application for a card may be picked up at the library.  Before a patron may check out items, their application must be approved by the director or the assistant director. The director may deny a card if he/she has good reason. 

Books – 2 weeks

Magazines – 1 week

Audios – 2 weeks

Cake Pans – 2 weeks

Puzzles – 1 month

Cricut Cartridges – 1 week

TV Seasons – 1 week

Nonfiction DVDs – 1 week

DVD & Blu-ray – 1 week

VOX books- 2 book limit, 2 week

Household limit of 5 Video items at a time.

No items come due on Saturday or Sunday, if an item’s normal due date would be a Saturday or Sunday, the due date is the following Monday

 

         Books, Magazines, Audios 10¢ per day

         Videos & Cricut 50¢ per day

If materials are damaged, fines are assessed according to the amount of damage. If items are lost, the price to replace the item will be charged.

The maximum fine for late materials is $20.00 (not including the cost for damage or replacements.)  Patrons cannot check out items after $5.00 is accrued.  If a patron has a fine of $5.00 or more and has materials checked out, they may not use the computers until the items are returned and / or fines paid.

The Library Director and Assistant Director may use their discretion to limit the amount of materials checked out by a patron who is in violation of return policy.

 

Items currently checked out may be put on hold for or by a patron. Items on hold for another patron may not be renewed.  Items not on hold, may be renewed up to 2 times. New DVDs may not be renewed – once a DVD is no longer considered new it may be renewed up to 2 times. Movie DVDS may never be put on hold.

 

INTERLIBRARY LOAN – Changed November 2019, reviewed October 2021, reviewed July 2024, updated Jan 2025

The library will request materials for patrons through Interlibrary Loan if materials are not available in the Traer Public Library collection. 

 

CONFIDENTIALITY POLICY – updated November 2018, reviewed May 2021, reviewed July 2024, reviewed Jan 2025

Confidentiality is essential to protect the exercise of rights under the Constitution of the United States of America, the First and Fourth Amendments, United States Code, the Code of Iowa, and the Code of Ethics of the American Library Association

 

1. The library will not reveal the identities of individual users nor the information sources or services they consult unless required by law. Confidentiality extends to information sought or received and materials consulted, borrowed, or acquired. Confidentiality includes database search records, reference interviews, interlibrary loan records, computer use records, and all other personally identifiable uses of library materials, facilities, or services.

 

2. The library will hold confidential the names of card holders and their registration information and not provide access for private, public, or commercial use.

 

3. The lawful custodian of the records is the Library Director

 

4. The library will not release registration, circulation, or other records protected under the Iowa Code unless it is required by law to release the information.

 

PERSONNEL POLICIES:

 

PERSONNEL – updated January 2018, reviewed July 2021, April 2024, Jan 2025

The Director will be appointed by the Board of Trustees with approval by the City Council. 

Assistant Director and all other library personnel will be appointed by the Director.

Employees will be evaluated six (6) months after the date of hire and annually thereafter.

 

SALARY – updated January 2018, reviewed July 2021, April 2024, Jan 2025

Salaries and hourly wages are set by the Board of Trustees.

 

HEALTH INSURANCE: - reviewed Apr 2024, Jan 2025, updated July 2025

The library director is considered full time at 35 hours a week and therefore is eligible for City of Traer health insurance.  The city pays for ¾ of the premium, the director pays ¼ of the premium. If the Director does not accept the city insurance plan, he/she will be compensated $150 per month for the insurance policy. 

 

RESIGNATION: - updated Jan 2018, reviewed Apr 2024, Jan 2025

Employees must submit a written notice of resignation to the Director two weeks in advance

The Assistant Director must submit a written notice of resignation to the Director four weeks in advance.

The Director must submit a written notice of resignation to the Board of Trustees four weeks in advance.

The Director must submit a written notice of retirement to the Board of Trustees three months in advance.

 

VACATION – updated February 2023, reviewed April 2024

 

Director receives vacation pay as stated in city handbook:

During the first year of employment, 5 days (one week) of vacation can be taken after six months from commencement of employment.

During each of the next 5 years, 10 days (two weeks) of vacation can be taken.

During each of the next 8 years, 15 days (three weeks) of vacation can be taken.

After the 14^th year of employment, 20 days (four weeks) of vacation can be taken each year.

After the 19^th year of employment, 25 days (five weeks) of vacation can be taken each year.

Part-time Assistant Director receives vacation pay as follows, calculated based on normal scheduled work hours per week.

During the first year of employment, vacation hours equal to one week’s scheduled work hours can be taken after six months from commencement of employment.

After the 1^st year of employment, vacation hours equal to two week’s scheduled work hours can be taken.

For example: 

Employed for 5 years: If normal work week equals 15 scheduled hours, employee would receive 30 hours of vacation time.

Vacation time cannot be accumulated.

Years completed is calculated from anniversary (date of hire) date.

Vacation time is earned during one anniversary year and taken the next anniversary year or time is lost.

 

When an employee quits, is terminated, retires, or dies, any vacation time earned in the previous anniversary year but unused in the current year and any vacation time earned in the current anniversary year will be compensated.  Compensation for vacation time earned in the current anniversary year will be prorated from their employment anniversary date for any full months worked.  The first year of employment must be completed before any vacation time is compensated.

 

PAID HOLIDAYS – updated January 2018, updated February 2021, reviewed April 2024

Director receives nine (9) paid holidays.

Assistant Director receives up to nine (9) paid holidays, if the holiday falls on a day they are normally scheduled to work.

 

Paid Holidays:  New Year’s Day, Memorial Day, 4^th of July, Labor Day, Thanksgiving, Friday after Thanksgiving, Christmas Eve, Christmas, New Year’s Eve.

 

SICK LEAVE – updated January 2018, reviewed July 2021, April 2024

The Director shall accrue sick leave days at 6` hours per month.  Unused sick leave days shall be accumulated from year to year up to 120 days.  At retirement or separation due to disability, accumulated sick days shall be reimbursed at fifty per cent of accumulated sick days.

 

Director:  Illness in immediate family - sick leave may be taken.

 

Assistant Director:  Five (5) work days per year sick pay. 

 

The Director receives Bereavement Leave for spouse, Child and/or parents or parents of spouse using sick days for paid leave

 

Personal Days:  The Director receives 4 Personal Days a calendar year, personal days may not be accumulated.  Leave without pay may be requested.

 

Director and Assistant Director will receive leave with pay.  The trustees will provide compensation for the difference between what you would have earned for your regular time and the jury pay you receive.

 

GRIEVANCE -   updated Feb 2018, reviewed January 2022, July 2024

The word “grievance” is used to indicate a difference between the library and the employee.

The grievance should be discussed informally between the staff member involved and the director within a week of the occurrence giving rise to the grievance.  An oral response by the director should be given within 5 business days of the discussion.

​

If a grievance is not settled informally, the aggrieved employee may appeal through a written statement to the director.  This statement should specify the problem and the desired outcome.  After investigation, the director will issue a written decision within 5 business days.

 

If the grievance is not settled, an appeal may be made to the library board.  Written notice of appeal must be submitted to the board president.  The written notice should be signed by the employee and contain a specific statement of the situation, and outcome desired.  The library board will consider the grievance at the next regular meeting.  The aggrieved employee may attend.

 

DRESS CODE- updated Feb 2026

            The purpose of this dress code policy is to assist employees in determining appropriate workplace attire. Library

            employees are expected to follow a business casual dress standard. Appropriate attire may vary depending on the type of                work performed on a particular day; however, all clothing should be clean, neat, and in good condition.

 

            When in doubt, employees should lean toward business casual rather than casual attire. Within these guidelines,                  employees are expected to use their best judgment when selecting clothing. If a garment falls into a “gray area,” it should                not be worn. Dress casually, but dress smartly. Employees who have questions about a specific item of clothing should                    consult the Library Director.

            Examples of acceptable attire include, but are not limited to: jeans (no rips, holes, tears, stains, etc.), dresses and skirts of              modest length, blouses with modest necklines, dress   pants or capris, or business casual clothing deemed appropriate.                  Appropriate footwear must be worn at all times.

            Examples of inappropriate attire include, but are not limited to: Sweatpants, Spandex

            Shorts or biker shorts, Cutoffs, Tank tops or strapless tops, Clothing with rips, holes, stains, and/or Clothing displaying

            offensive language, logos, or images.

INTERNET/COMPUTER POLICIES:

 

COMPUTER – Updated April 2014, updated May 2018, updated Jan 2022, reviewed Sept 2024, Updated April 2025

 The Traer Public Library provides access to the Internet to enhance the information and learning opportunities for the citizens of the library’s service area.  The Board of Trustees has established the following policies to ensure appropriate and effective use of this resource.

 

Access to the Internet is available to all patrons; however, this service may be monitored and/or restricted at any time for use not consistent with the guidelines. As required by the Children’s Internet Protection Act (CIPA), the library enforces a policy of Internet safety that includes measures to block or filter Internet access for both minors and adults to certain visual depictions.

 

Wireless internet is available; patrons need to ask at the circulation desk for the current password.  Printing is not available from a patron’s device.  Printing is only available from library computers

 

The Traer Public Library offers eight (8) computers in its patron computer lab. 

 

·         To use a computer, the patron must first check in at the circulation desk.

·      The patron is allowed 30 minutes on the computer, if there is no patron waiting for a computer at the end of 30     minutes, the user may continue to use the computer, but after the initial 30 minutes of use, if another patron needs   a computer, the original user must sign off and leave the computer lab.  

·         Patrons may call and reserve a computer for a specific time, the patron must show up at the designated time.  If   they are late, they will join the people waiting on a first come first serve basis.

·         Only one person per computer is allowed unless special permission is granted by the director or staff member on   duty.  An example in which permission would be granted is if two students were working on a school project   together.

·         In the case of a minor who is babysitting a younger child, neither of them may use the computers.

·         If a patron has a fine of $5.00 or more and has overdue items, they are not allowed to use the computers until the   items are returned.  If a patron has a fine of $5.00 or more but all items have been returned they may sign up to   use the computers.

·         Users will respect and uphold copyright laws and all other applicable laws and regulations.  Computers may not be   used for illegal purposes.

·         Users shall not view offensive materials.

·         Users will respect the rights and privacy of others by not accessing private files.

·         Users agree not to incur any costs for the library through the use of Internet service.

·         There is a fee of 25 cents per sheet of paper printed from the computer.

·         Users shall not create and/or distribute computer viruses over the Internet.

·         Users shall not deliberately or willfully cause damage to computer equipment, programs, or parameters.

 

BOARD OF TRUSTEES & MEETING POLICIES:

 

TRUSTEES – Reviewed May 2018, reviewed Sept 2021, reviewed February 2024

The Board of Library Trustees shall consist of nine (9) members appointed by the Mayor and City Council, at the first meeting in January-for six (6) years-except to fill vacancies.  Absence from six (6) consecutive meetings, except for illness or for reasonable explanation of absence, shall render his/her office as trustee vacant.

 

 

POWERS OF TRUSTEES – Reviewed May 2018, 2021, February 2024

To elect officers.
To have charge, control, supervision of library.
To have exclusive control of the expenditure of all funds allocated for library purposes by the council and county supervisors, and of all moneys available by gift or otherwise for the erection of library building, and of all other moneys belonging to the library including
fines and rentals collected under the rules of the board.
To employ director as necessary.
To remove director and/or assistants if necessary, by two-third (2/3) vote of trustees.

 

PUBLIC FORUM POLICY –  reviewed January 2022, reviewed February 2024

All meetings of the Traer Public Library Board of Trustees are open to anyone who may want to observe the proceedings.  The public may watch the board work, but they are not to participate in the board meeting.  Non-board members who want to address the board will be given the opportunity in the Public Forum, for which time will always be designated within the agenda.

 

Non-board members who want to address the board should request a place on the agenda no later than 24 hours before the time established for the meeting.  Those who speak will be limited to five minutes.  The board will listen, but will not respond at the meeting to those who speak during the public forum.  If there is a need for response from the board, it will come after the board has had time to deliberate the issue, to seek more information, or to take recommendations from the director. 

 

PATRON CONDUCT POLICIES:

 

PATRON CONDUCT – Reviewed Nov 2021, Mar 2023. Updated Nov 2024, Feb 2026

It is the policy of the Traer Public Library to provide a safe, comfortable environment that is conducive to the use of library facilities, resources and equipment for all Patrons; accordingly, the following rules of conduct are adopted.

No person shall:

-          Possess or display weapons of any kind, including concealed handguns

-          Use any tobacco, vape or nicotine products in the library

-          Use alcohol or any illegal substances in the library

-          Use any audio, personal cell phone or computing device in a manner that is disturbing to other patrons. Cell   phone ringers should be set to silent or vibrate and device speakers muted or headphones used

-          Exhibit disruptive, uncontrolled behavior or exceed acceptable noise levels

-          Use abusive, threatening, harassing, or insulting language or actions against other library patrons or library   staff

-          Engage in indecent exposure or activity

-          Bring animals into the library; except for animals used in library programming or trained service animals

-          Enter the library without being fully clothed, including shoes

-          Use skateboards or roller blades in the library or on library premises

-          Use bicycles or electric scooters in the library

-          Make unauthorized or inappropriate use of library equipment

-          Steal, destroy or deface library property or the personal property of library patrons or library staff

-          Trespass into any area that is closed to the public

-          Eat or drink inside the library; unless part of a library program or meeting room event or within a designated   approved area.

-          Carry book-bags, musical instruments or other large items within library.  These items must be placed in the   designated area until the patron leaves the library.  The library reserves the right to search such items if theft is   suspected.

-          Refuse to leave the library at closing time or when asked to leave by staff.

***No list can be exhaustive, and any conduct that disrupts the Library is prohibited.       

Consequences

A patron may be completely or partially barred from the library, its grounds, or any library privileges for a serious violation or repeated non-serious violations of library policy.

Staff-Issued Bars:

Any library staff member may bar an individual from the library, its grounds, or any library privileges for a period of up to two weeks.  Staff-issued bars shall not be appealable by the patron.

 

Board-Issued Bars:

A quorum of the Board of Directors may bar a patron for periods in excess of two weeks after considering the factual basis of the charges and the seriousness of the charges brought against the individual, then, rendering a written decision which may be in any form, and notifying the barred individual.

 

Appeal Rights:

Bars in excess of two weeks may be appealed by the patron by making a written request for a hearing to the Board of Directors within thirty days of receiving the notice of bar.  A quorum of the Board of Directors or any designated subcommittee of the Board of Directors may hear the appeal.  After hearing, the quorum or subcommittee may, by written decision, take no action or may shorten, extend, or otherwise modify the bar period and terms.

 

ANIMAL POLICY: updated Feb 2026

Bring animals into the library; except for animals used in library programming or trained service animals as defined by law. 

            A service animal, under the Americans with Disabilities Act (ADA), is defined as a dog (and sometimes a miniature horse)                that is individually trained to do work or perform specific tasks directly related to the person's disability. Animals not trained              to perform specific tasks, such as Emotional Support Animals (ESAs), Therapy Animals, and Comfort/Companion Animals,              do not qualify as service animals under the ADA.

 

            You can legally ask two questions about service animals:

                        “Is the animal a service animal required because of a disability?”

            “What tasks are they trained to do?”

 

UNATTENDED CHILD POLICY - Added June 2009, reviewed Nov 2021, March 2024

Parents or care-givers must supervise their children in the library and take responsibility for their behavior.  Parents are responsible for the behavior of their children in the library, whether or not the parent is present.

To ensure the safety and well being of children in the library, staff will use the following guidelines:

Children under 10 are not allowed to be in charge of younger child

Children under 18, if in charge of a younger child may not use the computers

Children under 7 are not allowed to be at the library unattended

Children under 5 must have a caregiver of at least junior high age.

 

SEX OFFENDER POLICY - Added June 2009, reviewed Nov 2021, March 2023, updated April 2024

Iowa Code Chapter 692A prohibits the presence of registered sex offenders convicted of sex offenses against minors upon or within 300 feet of library property without written permission of the Library Director.
  
Persons barred from library property under the law remain entitled to library service.  It is the responsibility of the patron to arrange for a representative to select, check out, and return materials to the library through possession of the patron’s card.

Persons barred from library property under the law will not be served by the library’s
homebound delivery service.
 
Violations of this policy will be immediately reported to law enforcement.

 

MISCELLANEOUS POLICIES:

 

CONFIDENTIALITY OF LIBRARY RECORDS: reviewed January 2022, June 2024
It shall be the policy of this library that all records herein shall be kept confidential to protect the identity of any patron, i.e. names, addresses, unlisted phone numbers, postcards to a patron must be mailed in envelopes; with the exception of any records ordered to be released by court order and only then if there is a definite connection (criminal or otherwise) between the information requested and the patron in question.

HANDICAPPED ACCESS – updated May 2018, reviewed June 2021, June 2024

The Traer Public Library is handicap accessible. Special delivery of library items is made to those handicapped that cannot get to the library.

 

LCD PROJECTOR –Updated May 2018, reviewed October 2021, June 2024
The LED Projector is for in-house library use only. 

Patrons requesting use of the projector must agree to a short training session regarding use of the equipment.

 

The older LCD projector may be loaned out to service organizations in town if requested.

 

The photocopy machine is provided as a service and convenience to the public, as well as the library.  Cost of copies to the public will be 25 cents per copy for regular size paper per side, and 50 cents per color copies per side. Copies are to be made by patrons themselves at the copy machine in the computer lab.  If someone has special needs or needs assistance, a librarian may make the copies on the library staff copier. The library shall comply with copyright laws.

Students may have up to five (5) pages free when needed for homework assignments.  These pages may be printed either from copies of uncirculated library reference materials or from a computer web-source.

 

FAXING – Updated Sept 2008, reviewed June 2021, June 2023, reviewed April 2025.
There will be a charge of $1.00 per page for sending and/or receiving faxes.

POSTING NOTICES – reviewed Oct 2021, updated June 2023, reviewed May 2025.

All notices posted in the library become property of the library and may be removed and discarded at any time.  No political or commercial notices for profit-making organizations or individuals may be displayed. Items to be posted must be approved by the library director.

DIGITAL SIGN POLICY:   October 2022, reviewed June 2023, reviewed May 2025.

The purpose of the digital sign is to promote and market library services, programs, events and resources. Content is limited to library services and resources, and library-sponsored and co-sponsored events. Exceptions can be made by the library Director or the Director’s appointee.

 

CONTINUING EDUCATION - updated Jan 2018, reviewed Oct 2021, June 2023 reviewed May 2025.

The cost of employees or trustees attending classes and/or workshops pre-approved by the director and/or trustees, including mileage and meals, will be paid by the library.  Payment will be received after submitting receipts for the expenses.

 

LIBRARY MEETING ROOMS – policy adopted Aug. 19, 2020, updated April 2021, updated June 2023, updated March 2024, updated March 2025

The Traer Public Library provides meeting rooms for civic, cultural, educational, and public informational meetings held by community and business groups and private rentals.  Library sponsored programs have priority use.

 

All visitors are required to follow library policies while using the building and the facilities. 

 

Use of the meeting rooms does not imply library endorsement of ideas expressed in the meetings or of the goals and objectives of the organizations using the facilities.  If a question is raised about the goals or activities of any organization, group, or individual requesting use of the meeting rooms, the Library Board shall be the final authority in granting or refusing permission for the use of the rooms. Use of library facilities and/or meeting rooms for the purpose of selling of goods and/or services is strictly prohibited.

The Library is a tobacco, vape and nicotine free building.

The Library is an alcohol free building.

Decorations and other materials are not permitted on the walls.  Exits must be clear at all times.  All materials must be completely removed after use of the room (s).  The room(s) must be left in the same condition as found.

A kitchen is available for serving of refreshments in the small meeting room.  Refreshments may be served in both meeting rooms and in the hallway.  Alcoholic beverages may not be served.

An application form must be completed by anyone requesting the use of the meeting room.  That person will be held responsible for its proper use.  The meeting room should be left in a neat, orderly condition.

The following schedule of fees shall apply: 

·         $50.00 for use of the small meeting room – Talen Community Room - with kitchen plus a $50.00 refundable deposit (submitted separately)

·         $75.00 for use of the large meeting room – Kupka Cultural Center - plus a $75.00 refundable deposit (submitted separately)

·         $100.00 for renting both rooms for one event – one $100.00 refundable deposit required (submitted separately)

 

Library sponsored events, school events, public agencies, and volunteer service organizations shall use the meeting rooms at no charge.  The Traer Public Library Board of Trustees will determine when rental fees/deposit apply.

The following schedule of fees shall apply when the fee is waived:

·         No charge for use of the small meeting room with kitchen BUT a $50.00 refundable deposit required.

·         No charge for use of the large meeting room BUT a $75.00 refundable deposit required

·         No charge for use of both rooms BUT a $100.00 refundable deposit required

 

DISCLAIMER
The Employee Policy herein is not intended to create any contractual rights in favor of you or the City of Traer, Traer Public Library.  The City of Traer, Traer Public Library reserves the right to change the terms of this policy at anytime.

 

 

UPDATED: 2/2026