Library Policies

1. Policy Development Policy - 20060315.1

(Revised 12/17/2014)

  1. Purpose
    The Board of Trustees of the Madison Library District (the Board) shall adopt policy to facilitate the orderly operation of the Library.
  2. Definition of “Policy”
    “Policy” represents the official position of the Board on behalf of the patron. All other matters are considered “Procedure” and may be set and revised by the Library Director (the Director) after consultation with the Library employees (employees).
  3. Policy Adoption
    1. Policy can be introduced by any member of the Board, the Director, or employees. Patrons may recommend policy or alterations to policy by submitting a written request in person to the Board at any regularly-scheduled meeting.
    2. Policy shall be adopted:
      1. By a majority vote of the Board.
      2. Only after a formal reading during a regularly-scheduled meeting of the Board, plus a waiting period following the reading of not less than 14 days, which waiting period would typically extend until the next regularly-scheduled meeting.
    3. No policy shall be adopted outside of a regularly-scheduled meeting of the Board. (See Idaho Code 67-2340 – 67-2347)
  4. Policy Alteration
    Procedure for modifying or abolishing existing policy shall be the same as that for adoption of policy.
  5. Policy Designation
    1. The adopted policy shall be labeled using a policy number and a descriptive title.
    2. The policy number shall be an inverted date, consisting of the year, month, and day representing the formal adoption date (e.g., if a policy were adopted on July 14, 2004, then the policy number would be 20040714).
    3. If more than one policy is adopted on any given date, the policy shall be further designated with a decimal followed by a number (e.g., using the previous example, 20040714.1).
    4. The policy shall be assigned an appropriate title (e.g., Circulation Policy, Fees Policy, etc.).
    5. If an existing policy is reviewed and no changes are made, the word “Reviewed” shall be used and the date shall be added. For example: if the policy was reviewed on October 15, 2014 the addition will be listed as Reviewed 10/15/2014.
    6. If changes are made to an existing policy then the word “Revised” shall be used. For example: if the policy was revised on October 15, 2014 the addition will be listed as Revised 10/15/2014.
  6. Policy Availability
    Adopted policy shall be made available in both print and electronic formats. Print format shall be available at the Library in a policy manual that can be reviewed upon request during regular Library hours. Electronic format shall be available on the Library web site under an appropriate link entitled “Library Policy.”
2. Operating Procedures Development Policy - 20060920.1

(Revised 11/15/2014, Reviewed 2/19/2020)

  1. Purpose
    The purpose of the Operating Procedures Development Policy is to facilitate the smooth day-to-day operation of the Library.
  2. Operating Procedures
    1. Operating procedures are developed by the Director in consultation with the employees during regularly scheduled meetings.
    2. Operating procedures must conform to the official policy as established by the Board.
    3. Operating procedures must conform to all applicable state and federal laws.
    4. Operating procedures shall be available to employees.
3. Community Room Policy - 20110223.1

(Revised 09/18/2013 and 8/19/2015)

  1. Purpose
    To set policy for public use of the Madison Library District’s Community Room, hereafter referred to as “the room”. As a service to the community, the library makes the room available for use when it is not being used for library-related activities.
  2. Individuals
    All persons requesting use of the room must be at least 18 years of age.


    1. Must request use of the room under a personal name.The reserving individual, hereafter referred to as “the individual,” who makes a reservation for a group becomes the contact person and agrees to assume responsibility for the group’s adherence to the rules established herein. This includes:
      1. payment of fees or damages to the facility or equipment which may occur as a result of the group’s use of the room.
      2. checking in and out of the room.
    2. Is responsible for reservation fees and any cleaning / damage fees.
    3. Photo ID is required for picking up keys / checking into the room.
    4. The individual making the reservation may not transfer the use of the room to another person without prior arrangements with the Library.
  3. Library Rights
    The library director reserves the right to refuse use of the room to any individual (Idaho Code 33-2067-2). Failure to abide by these rules may be justification for denying future use of the room. In order to maintain privacy, information regarding the room reservation can only be given to the individual who reserved the room.
  4. Fees
    1. All Reservations:
      1. The room must be reserved in two-hour increments. The charge for each two-hour increment is $30.00 during regular library hours and $60 after regular library hours. If the two-hour reservation starts during regular library hours but ends after hours the room fee will be $15.00 for the hour during regular hours and $30.00 for the hour after regular hours, for a total of $45.00 total for that two-hour block. The room is not available in one-hour increments. If you need the room for three hours you must request four hours, etc.
      2. If the room has not been cleaned according to policy; the library reserves the right to bill the individual responsible for the cost of cleaning/damages.
      3. Damage to the room will be charged to the individual using the room at the time of occurrence.
      4. Failure to pay will result in the individual not being able to reserve the room in the future and the account being sent to the library’s collection agency.
    2. All individual fees must be paid within one week of reservation request confirmation or reservation will be canceled.
  5. Schedule
    1. Library activities get first priority.
    2. Applications must be filled out and submitted online at the library’s website: The request is not valid until a confirmation phone call from a librarian is received.
    3. The individual must pay the required fees within seven (7) days of confirmation; otherwise, the reservation will not be validated.
    4. The room can be scheduled up to one year in advance, with a maximum of twelve (12) uses in a calendar year (January to December).
    5. The room is available Monday through Saturday from 8 a.m. until 12:00 midnight. The room is not available on Sunday.
    6. If your event has been cancelled, please notify the library as soon as possible. There will be no refunds if the library has not been notified of the cancellation at least 48 hours prior to the event.
    7. Same day reservations will be accommodated on a case-by-case basis.
  6. Using the Room
    1. During regular library hours the individual responsible for the event must check in and out with library staff. Persons requesting the room will not be granted admittance to the room before the start of their reservation. Please allow adequate time in your reservation to include set up and clean-up time.
    2. For those using the room outside library hours, the individual in charge of the event is responsible to pick up the key at the library during library hours. Please do not call a library staff member at home to open the door, as the library staff is not responsible for unlocking the door.
    3. When a key is issued, said key is to be returned immediately following the event in the library book drop, along with the completed checklist that was given at the time of check in. Violation of this use will result in additional fees.
    4. Normal operation of the library is not to be disrupted by users of the room.
    5. Each individual is responsible for setting up the room and restoring it to its original condition after the event. See below for clean up instructions.
    6. Individuals are responsible for transporting, setting up, and operating their own equipment.
    7. The library is not responsible for any equipment or other accessory items left in the room. After 30 days the library will dispose of any items in a manner deemed appropriate by the library staff.
    8. Persons over 18 must be present in the room and assume responsibility for the children in their group.
    9. Children must not be left unattended in the library while caregivers attend events.
    10. The library is not responsible for damages or injuries to individuals or personal property due to negligent behavior.
    11. Smoking and alcoholic beverages are prohibited.
    12. The use of open flame including candles etc. is prohibited.
  7. Capacity and Equipment
    1. The room is 45’x 40’ with a maximum occupancy of 146 people. Groups are not to exceed this number.
    2. Equipment and furniture must not be moved from the community room.
    3. Equipment available:
      1. 15 round 5’ tables which seat eight people each
      2. 8 rectangular 3’ x 8’ tables which seat eight to ten people each
      3. 120 black folding chairs and 20 green and black stacking chairs.
      4. Baby grand piano with bench
      5. Sound, DVD/BLU-Ray/CD player, and computer compatible presentation equipment – application to use this equipment must be made when reserving the room. Note: computer not provided.
    4. Kitchen
      1. Refrigerator, microwave, range, sink and dish soap
      2. Garbage bags and cleaning supplies
      3. Vacuum cleaner, sweeper vacuum, mop, bucket, broom, and dustpan
      4. Food preparation must be done off-site. This is a “warming” kitchen only.
      5. No cups, plates, utensils, serving dishes, etc. are available.
  8. Cleanup
    1. DO NOT leave any leftover food or beverage in the refrigerator or kitchen.
    2. Garbage is to be taken out to dumpster.
    3. The individual using the room is responsible for spills on carpet and damages incurred during use. The individual in charge of event will be responsible for putting the room back in proper order.
  9. Endorsement
    Permission to use the room does not in any way constitute an endorsement from the library.
  10. Advertising & Signage
    1. All on-site advertising of an event must be pre-approved by library staff prior to placement (Idaho Code 18-7011).
    2. No on-site posters, signs, or promotional materials may be erected prior to event, unless the event is library sponsored or partnered. These must also be approved by library staff.
    3. All materials describing location must specify Madison Library Community Room and the sponsor(s) of the event.
    4. Failure to properly specify any and all sponsors for the event may result in additional fees and the loss of Community Room privileges.


4. Circulation Policy

(Created 10/21/2009 Revised 8/20/2014, 4/15/2015, 7/22/2020)

  1. Purpose
    The Circulation Policy of the Madison Library District exists to facilitate use of materials in the Library collection for as many people as possible.
  2. Browsing Policy
    The Library’s collection will be organized and made available to the greatest number of patrons, within limitations of budget, reason, and space. In-library use is welcomed without cost except for damage to materials beyond reasonable wear and tear. “For Library Use Only” materials are for browsing only and may not be checked out or removed from the Library.
  3. Library Usage
    Borrowing privileges are controlled through library cards issued to the following:


    1. Residents of the Library district;
    2. Non-residents who pay a fee comparable to the average annual tax assessment of a Library resident (see Fines and Fees Schedule);
    3. LiLI patrons, or those who live in Idaho outside of the Library district boundaries, but pay a library property tax to a library that participates in the LiLI program.
  4. Card Holder Responsibilities
    Card holders commit to meet reasonable requirements through the library card application form. By clicking the “I accept” button or by signing the paper application, the applicant or parent/guardian of a juvenile applicant, agrees to the following:


    1. To provide:
      1. Photo identification;
      2. Current primary address and phone number;
      3. Current email address that is not affiliated with a business or school;
      4. Secondary address and phone number (friend or relative not living with the applicant) to be used to contact the patron if the primary contact information becomes invalid;
      5. Timely notification to the Library of any change to the primary contact information.
    2. To be responsible for all use made of the library card.
    3. To obey the rules and regulations of the Library.
    4. To promptly return all materials borrowed from the Library in complete and undamaged condition.
    5. To promptly pay all incurred fines and other charges, including lost or damaged items.
    6. To report a lost library card in a timely manner. A lost card may be replaced for a fee. (See Fine and Fee schedule.).
    7. To present a current library card (or photo identification in lieu of the library card) when checking out materials.
    8. Exceptions may be made at the discretion of the Director.
  5. Library Staff Responsibilities
    The Library Director and staff will follow established procedures contained in the Library Procedures Manual to:


    1. Organize materials to give patrons easy access to the collections of the Library, including re-shelving returned and browsed materials to their assigned places in a timely manner.
    2. Give notification of the due date for materials at time of checkout.
    3. Seek reimbursement or collect fines for overdue, lost, or damaged (unusable) materials. (Fines and fees provide incentives for patrons to return materials and are used to replace lost or damaged items so that they are again available to all patrons.)
    4. Make the Fine and Fee schedule available at the Library and online.
  6. Library Staff and Board Privileges
    Employees of the Library and members of the Board of Trustees shall:


    1. Not accrue nor be required to pay overdue fines on library materials.
    2. Be responsible for the cost of lost or damaged materials checked out on their library cards.
    3. Be subject to the same terms as patrons for overdue fines and damages to interlibrary loan materials.
  7. Interlibrary Loan Policy
    1. Incoming ILL Materials
      1. A patron with an adult resident card or current non-resident card may request material through interlibrary loan (ILL) when the material is not owned by the Library. The patron will be responsible for any charges made by the lending library, including fax costs, postage, and any charges for rush orders. If a patron loses an ILL item, the price charged our patron is the charge set by the lending library. There are no refunds if a lost ILL item is subsequently found by the patron.
      2. After a request has been sent to a lending institution, the patron is responsible for all loan charges and postage (if any), even if the patron cancels the request or does not pick it up after notification.
      3. LiLI borrowers are not eligible for ILL privileges and must use their home library for this service.
    2. Outgoing ILL Materials
      1. Most materials are available for ILL to other libraries except Kits and all “For Library Use Only” materials.
      2. ILL materials will be checked out to other libraries for a four-week period, with one four-week renewal allowed provided the item has not been requested by a Library patron.
      3. There are no service charges to other libraries for ILLs.
      4. Borrowing library will be responsible to pay fees for lost or damaged materials.
      5. Requests for photocopies are charged the regular photocopy charge (see Fine and Fee Schedule).
      6. Exceptions shall be left to the Director’s discretion
  8. Claimed Returned and Lost Items
    1. When a patron claims to have returned an item that is still showing as checked out on the patron’s card, the staff will change the status of the material to “Claim Returned.” The patron is asked to continue to search for the material. The Library will continue to monitor the claim for six weeks. After six weeks, if the item has not been found, the status changes to “Lost.”
      “Lost” material that is later found is handled as follows:


        Claims Returned – Not paid Lost – Paid
      Library finds No charge Credit or refund
      Patron finds No charge if returned No credit or refund









    2. The price to be paid is listed in the item record.
    3. Patron-purchased replacements or substitutes may be accepted at the at the direction and the discretion of the Library staff.
  9. Fines and Fees Recovery Policy
    1. When Library materials are deemed lost, incomplete, or returned damaged (does not include normal wear) patrons will be notified following procedures established by the Library staff in a timely manner.
    2. Check-out privileges are suspended when a patron has fines or fees exceeding $5.00 and resumed when the total is less than $5.00.
    3. If fines or fees exceed $10.00 per household, the Library reserves the right to suspend check-out privileges for the household until all overdue material is returned and/or any fines and fees are paid.
    4. Library material held by a cardholder upon declaration of bankruptcy:
      1. The Library will make every effort to recover such material. If material is not returned in accordance with Library policy, cardholders may be denied Library service in accordance with other established policy until such time as the material is returned or paid for.
      2. A new card will not be issued until such material is recovered or the Library is reimbursed.
      3. Materials on loan to a cardholder are generally not subject to discharge by bankruptcy. Idaho Code title 33-2620 states: FAILURE TO RETURN BORROWED MATERIAL. Any person who borrows from a publicly funded lending facility any book, newspaper, magazine, manuscript, pamphlet, publication, microform, recording, film, artifact, specimen, device, exhibit or other article belonging to, or in the care of, the facility, under any agreement to return the same within a specified time, and thereafter fails to return the book, newspaper, magazine, manuscript, pamphlet, publication, microform, recording, film, artifact, specimen, device, exhibit or other article, shall be given written notice, which shall bear upon its face a copy of this statute, mailed by a registered or certified letter with return receipt, or delivered in person to such person at his last known address, to return the borrowed article within fifteen (15) days; and in the event that the person shall thereafter willfully and knowingly fail to return the borrowed article within thirty (30) days, or shall fail to reimburse the facility for the value of the borrowed article plus overdue fines and costs incurred, the person shall be guilty of a petit theft and punishable as provided in chapter 24, title 18, Idaho Code. For purposes of this section, a “publicly funded lending facility” includes any library, gallery, museum, collection or exhibit supported by public funds.
5. Collection Development Policy - 20091021.1
  1. Purpose
    1. To provide guidelines and direction to the Director and staff as they select materials in the various Library collections; and
    2. To clarify those criteria for patrons of the Library.
  2. Basic Goals
    1. To provide, assemble, and promote a varied collection of materials to facilitate meeting personal, continuing educational, and professional access needs for materials and information for the patrons of the Library within the reasonable capability of the Library to purchase or borrow such materials.
    2. To recognize the patron’s right to intellectual freedom and free and equal access to information and Library materials without restriction due to financial need, age, sex, ethnic origin, or religion, in the spirit of the “Library Bill of Rights” and “Freedom to Read” statements.
    3. To ensure continued cooperation with other libraries, including the sharing of resources through the statewide reciprocal borrowing agreement (LiLI Express) and with libraries nationwide through interlibrary loan.
    4.  To provide an atmosphere that encourages information sharing and access to a rich collection of services.
  3. Criteria for Selection
    1. The Director has authority to use her or his judgment in interpreting the collection development policy.
    2. The relative value of materials is increased by the following factors:
      1. Public interest identified by demand:
        1. patron requests for materials;
        2. Library program tools; community educational, recreational, and informational relevance; and timeliness of topic;
      2. Excellence in terms of artistic merit, scholarship, vitality of format and authoritativeness; value to humanity, significance of subject, factual accuracy, and effective expression, as judged by trusted experts in source evaluations;
      3. Current or historical significance of author or subject;
      4. Regional interest: Materials and authors specifically related to Idaho and the Northwest may be favored;
      5. Reasonable balance among the various target ages, abilities, language, and other patron groups;
      6. Reasonable balance in different media, including audio, video, electronic, internet, online computing, networking, and other media;
      7. Reasonable level of diversity of viewpoint;
      8. Current collection objectives, program objectives, and existing subject coverage;
      9. Multiple copies when necessary for development goals and patron demand.
    3. The relative value of materials is decreased with the following factors:
      1. Can be better accessed through interlibrary loan or electronically;
      2. Costly or specialized in nature;
      3. Rare and out-of-print sources;
      4. Textbooks;
      5. Not likely to be used by multiple patrons.
  4. Donations
    1. The Library solicits and welcomes donations of funds and materials:
      1. Grants applications are encouraged;
      2. Dedicated donations in memoriam of individuals;
      3. Private collections;
      4. Material gifts.
    2. Stipulations regarding material gifts and private collections:
      1. Donations of this type are unconditional; i.e., the donor may not restrict the library’s use of the materials;
      2. Gifted items may not be reclaimed;
      3. Receipt for donations will be provided but assigning value is the responsibility of the donor;
      4. The Library reserves the right to decide whether the gift should be added to its collection, using the standards in this Collection Development Policy;
      5. The Library reserves the right to dispose of gift materials not added to the collection in ways it deems fit;
      6. The director may, with justification, make exceptions to gifts policies.
  5. Collections Maintenance and Weeding
    Maintenance and weeding should be done with the same care, thought, criteria, and judgment as selection.


    1. A practical, useful collection is maintained through continual replacement, discarding, addition, and, when helpful and practical, repair;
    2. Materials are to be withdrawn when considered outdated, no longer of interest or in demand, unnecessarily duplicated (multiple copies), or have significant wear or damage;
    3. Materials meeting the above criteria may be kept when they are considered to have special value in the total collection;
    4. Electronic resources are not exempt from routine collection maintenance.
  6.  Disclaimers
    1. It remains the responsibility of the patron or the parent or guardian to determine what is appropriate for his/her own use.
    2. The Library does not endorse the viewpoints or vouch for the accuracy of information provided, including information obtained through the Internet.
    3. The Library does not mark or identify approval or disapproval of content.
    4. Materials are not sequestered except for the purpose of protecting from damage or theft.
  7.  Collection Review Policy
    1.  The Library considers all materials selected under this policy to be protected under the First Amendment of the United States Constitution and the Idaho State Constitution.
    2. The Library will respect and follow proper court jurisdiction over protections.
    3. If a patron claims that a particular item is not constitutionally protected, the burden of proof rests with the patron.
    4. The Library recognizes the right of patrons to question materials in the Library collection and will give serious consideration to each patron’s opinion.
      1. Patrons may express concern to the staff and be offered a material challenge form which they may complete for review.
      2. The Director will review the completed challenge form, respond in writing within a practical length of time, and inform the Library Board at the next public meeting.
      3. The patron may appeal the director’s written response in writing to the Library Board at least ten days in advance of the next regularly scheduled meeting of the Board.
      4. The Library Board, upon request, hears appeals of the director’s written response. The Board will carefully review the objection, the material, and the appropriate policy. Their decision is final.
      1. Materials questioned may remain available to patrons until a decision is made.
      2. The Library does not censor materials, rate materials, nor stand in loco parentis (in place of a parent; charged with a parent’s rights, duties, and responsibilities).
6. Public Internet Computer Use Policy - 20091021.3

(revised 7/2012, 12/2015, 9/20/2017)

  1. Purpose
    The public computers are made available to patrons of the library for accessing the internet, sending and receiving email, word processing and other appropriate uses. Guests at the library may request a guest computer pass. Users must agree to this computer use policy each time they use the library’s computers.
  2. Computer User Responsibilities
    The computer user, whether a patron or a guest, agrees to the following:


    1. to comply with the Internet Safety Policy of the library;
    2. to not access or attempt to access sexually explicit internet sites and to immediately report any accidental access of sexually explicit sites;
    3. to limit computer use to purposes that are legal in the State of Idaho and the United States and to respect and protect the privacy of all persons, companies, and organizations and to obey all copyright laws;
    4. to accept responsibility for all damages arising from the use of the computers, including protecting the computers from viruses, Trojan horses or other harmful or damaging programs, by downloading only to a removable storage device (jump drive, etc.);
    5. to not change any settings or configurations on the library computers nor to disable any software;
    6. to have no more than two persons at a computer;
    7. to reimburse the library for each printed page at the advertised rate;
    8. to limit computer use to one hour total time in any one day; extensions may be requested but will be granted depending upon computer availability;
    9. to use only the user’s own valid Library card number which is free of fines or provide a photo identification in lieu of card, to access the computers;
    10. to provide a photo identification to obtain a guess pass;
    11. to not allow anyone else to use one’s Library card to access the computers; and
    12. that violation of this agreement may result in loss of computer privileges for one year and that a second offense will result in permanent loss of internet computer privileges.
  3. Parental Permission for Minors
    Parental permission is required for all minors (under 18 years of age) using the computers with Internet access.
  4. Filtered Computers
    The Library’s computers are filtered, but the Library makes no guarantees, implied or otherwise, that inappropriate sites cannot be accessed.
7. Personnel Policy - 20091021.3

(Revised 8/12; 6/2013; 12/2013; 11/2016; 10/2018)

  1. Powers and Duties of the Board of Trustees
      The Board of Trustees (the Board) of the Madison Library District (the Library) shall have powers and duties consistent with the laws of the State of Idaho. See Idaho Code 33-2720.
  2. Library Director
    1. The library director (the director) shall administer the library following the policies of the board.
    2. The director shall serve as secretary for the board without voting rights. The director shall be present at monthly board meetings and prepare and present such reports and meeting documents as requested, including financial records (income, expenses, budget updates) and statistical reports.
    3. The director shall advise and consult with the board, implement policy set by the board and shall oversee the acquisition of library materials, equipment and supplies. This includes selection, ordering, processing, weeding, and inventory of the collections according to the guidelines in the Collections Policy.
    4. The director shall oversee the maintenance of financial records in an efficient manner; present periodic reports to the board and to county and state governments as required by law; prepare the draft of the annual budget to be presented to the library board annually in July and assist trustees with presentation of the proposed budget to patrons at the annual budget hearing in August.
    5. The director shall attend all executive sessions of the board of trustees, except those called to consider the evaluation, dismissal, disciplining or to hear complaints or charges against the director.
    6. No director shall be an employee or board member of a library or other agency with which the Library has a contract to provide library services.
    7. The director shall hire or oversee the hiring of all employees based on the policies, procedures and job classifications created by the board, and shall discipline and discharge any employee, as necessary, according to the written policies of the board.
    8. To appoint a staff employee as Assistant Director to assist the director. The assistant director shall be trained by the director to carry out all director tasks and shall have sufficient authority to direct the library and employees in the director’s absence. The assistant director shall remain a staff employee.
    9. The director shall organize and hold regular meetings with staff and/or volunteers for training and facilitating the smooth operation of the Library.
    10. The director shall be responsible for preparing annual performance assessments for library staff and presenting assessments to the board.
    11. In case of emergency, such as severe weather, fire, earthquake, or other natural or man-made disaster or dangerous situation, the director and/or the assistant director shall use his or her best judgment to determine closure of the library for the protection of both patrons and staff.
    12. The Director shall be a salaried employee.
  3. Employee Classifications
    1. The Library has three additional classifications of employees:
      1. Staff: Full-time, benefitted and trained employees who work a scheduled forty hours per week;
      2. Clerks: Part-time, non-benefited, trained employees who assist the full-time staff in the operation of the library who work a scheduled week between 20 and 39 hours;
      3. Pages: non-benefitted employees who work less than 20 hours per week.
    2. Employees are hired subject to a ninety (90) day probationary period.
    3. All employees are for cause employees and can be dismissed as per the Disciplinary Process described in section M, by the director.
    4. All employees – Staff, Clerk and Page – are hourly waged.
  4. Insurance
    1. The library provides health insurance to staff employees. The library pays the employee’s premium in total, but if other family members are added to the coverage, then the employee pays the added premium for the additional coverage.
    2. The library provides disability and life insurance for staff employees – paying the cost of premium for the employee. Group term life insurance is available to staff employees but the employee must pay the premium.
  5. Paid Holidays
    1. All staff and clerks shall have the following paid holidays equivalent to their regular work schedule.  The following are paid holidays:
      1. Martin Luther King Day
      2. Presidents Day
      3. Memorial Day
      4. Independence Day
      5. Labor Day
      6. Veterans Day
      7. Thanksgiving (Thanksgiving Eve [close at 5:00pm], Thanksgiving Day, full business day following)
      8. Christmas (Christmas Eve, Christmas Day, full business day following)
      9. New Years (New Years Eve, New Years Day)
    2. If the scheduled holiday falls on a Sunday, the holiday will be observed by the library on Saturday prior to the Sunday. When this occurs, any pre or post-paid holiday days shall be observed on the previous Friday and the following Monday.
  6. Vacation Leave
    1. The library provides time off with pay to staff employees to provide opportunities for rest, relaxation, and personal pursuits.
    2. Vacation is accrued on an annual basis, to be allotted at the beginning of each fiscal year. The amount of paid vacation time employees receive each year and the rate of accrual increases with the length of their employment as shown in the following schedule.

      (If prorate is needed)
      Upon initial eligibility 4 hours 48 hours
      After 1 year 8 hours 96 hours
      After 5 years 10 hours 120 hours
      After 10 years 12 hours 144 hours
      After 15 years 14 hours 168 hours
      After 20 years 15 hours 180 hours
      After 25 years 16 hours 192 hours
      After 30 years 18 hours 216 hours







    3. To take vacation, employees must request advance approval from the director or the assistant director. Requests will be reviewed based on staffing requirements.
    4. If, in the event an employee leaves or is terminated, the vacation hours they have earned for the fiscal year will be prorated on a monthly scale as shown in the above schedule. Any balance owed will be taken out of the employee’s final check, or if they did not take their prorated hours, they will be financially reimbursed.
    5. Employees may not carryover more than 80 hours of vacation time into a new fiscal year. If in the event an employee leaves or is terminated, any carry over hours will not be reimbursed.
    6. In the event that an employee changes from part-time status to full-time status, the employee will be credited with the total previous years of part time service divided in half. This will determine the starting point on the vacation earning schedule.
  7. Sick Leave
    1. The library provides paid sick leave benefits to staff employees for periods of temporary absence due to illnesses, injuries, or appointments with medical professionals.
    2. Staff may use sick leave for their own illness or injury or that of an immediate family member.
    3. Staff employees accrue sick leave at the rate of 8 hours per month, up to a maximum fiscal year carryover of 480 hours.
    4. Upon termination of employment accrued sick leave does not get paid out to the employee. Any balance owed will be taken out of the employee’s final check.
  8. Bereavement Leave
    1. Staff are eligible for up to:
      1. A total of forty hours of bereavement in the event of the death of a spouse or child.
      2. Twenty-four hours in the event of the death of a parent or sibling of the employee.
      3. Eight hours will be granted to attend the funeral of a grandparent, aunt, or uncle.
      4. Bereavement is to be used at the discretion of the Director.
    2. Additional time off beyond the hours set forth above must be taken from vacation or sick leave.
  9. Leave of Absence
    1. Leave will be granted as required by the Family Medical Leave Act (FMLA) or other applicable law. Leaves of absence without pay may be granted to employees for maternity, adoption, illness, travel, graduate or certification training or other situations. All leaves are considered on a case-by-case basis and must be approved by the director after consultation with the board. A leave of absence for the director must be approved by the board.
    2. Requests for leave must be submitted in writing well in advance of the time when the leave is to begin. Written requests should indicate both a beginning and ending date for the leave. Vacation and sick leave must be used before an unpaid leave begins.
    3. When an employee is on unpaid leave, the employee is responsible for all health insurance costs and other benefit premiums/deductions that may apply.
    4. The library reserves the right to deny requests for leaves of absence. Leaves are a privilege and can be granted only if the best interests of the library can be maintained.
  10. Military Leave
    1. Employees who are duly enrolled members of the National Guard, State Guard, or any other organized reserve component of the Armed Forces of the United States shall be allowed a military leave of absence when ordered. The leave, under normal circumstances, will not exceed fourteen days, excluding Sundays and legal holidays. A copy of the order requiring attendance at military training sites shall accompany all requests for military leave.
    2. The Library can assure no loss of wages if the employee wishes to turn all earnings from the training period in to the library. Benefits are not affected by a military leave as long as the leave stays within the fourteen day limit.
  11. Jury Duty
    1. In the event a staff employee is called for jury duty, the Library will release them and assure no loss of wages, provided any compensation paid to the staff employee up to and equal to the staff employee’s wage are turned in to the Library.
    2. Clerks and pages will not be paid for time lost because of jury duty.
  12. Work Schedules
    1. Major changes in the director’s work schedule shall not be made without approval of the board. Requests for such changes shall be made in writing to the board.
    2. Requests for work schedule changes for all other employees shall be made in writing to the director or assistant director.
    3. Each employee is expected to be present in the library during her or his scheduled work time unless on assignment for the library elsewhere.
  13. Disciplinary Policy
    1. An employee of the library may be dismissed for any action or behavior that causes the library’s image or operation to be diminished.
    2. Normally, termination of an employee following the probationary period (see VII.C.2) would be a final step following training and mentoring by the director, assistant director or other staff member. However, termination can also occur following:
      1. a substandard performance appraisal (see VII.B.9);
      2. cases involving theft, drug or alcohol abuse, criminal activity, dishonesty, accessing pornography in the workplace, or other instances of significant misconduct.
      3. excessive or unexcused absence;
      4. failure to fulfill employment duties.
  14. Grievance Procedure
    1. It is the intent of the Library that every employee shall have the opportunity to express concerns relating to the physical surroundings in which the employee works, the procedures and conditions of the specific position, relationships with fellow workers or supervisors, and library rules as they apply to employees. A concern or grievance should follow the procedure below.
      1. Submit the grievance in writing to the director or assistant director.
      2. Follow the written grievance with a private interview with the director. If the grievance is with the director, schedule a private interview with a member of the board. In the case of the director having a concern, this should be discussed with the board.
      3. The grievance should be solved at the lowest level possible. Those that can be solved by the director should be, those that required the board’s consideration will be considered by the board as a whole. Personnel related grievances considered by the board will be considered in executive session.
      4. If a grievance is brought to the board concerning the director, the board will meet in executive session without the director present.
      5. All filed grievances will be replied to with a written response providing a determination, solution or proposed strategy for how the issue will be addressed within one calendar week following the next regularly scheduled board meeting.
  15. Resignation and Retirement Procedure
    1. A library employee wishing to resign or retire from employment must notify the director, or in the case of the director, the board, as soon as practical. Requested notice from employees is two weeks. Requested notice from the director is at least one month.
    2. If the employee is retiring and is entitled to PERSI (Public Employees Retirement System, Inc.) retirement benefits, compliance with current PERSI requirements is essential for benefits to begin on the date of retirement.
  16. Equal Opportunity Employment Policy
    1. It is the policy of the Library to provide equal employment opportunity for all qualified persons. Equal employment opportunity shall be according to the provisions of State and Federal laws and regulations.
  17. Drug-Free Workplace Policy
    1. In compliance with the Drug-Free Workplace Act of 1988, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited while performing work for the Library, whether that work is carried out in the workplace building or not. All employees shall abide, as a condition of employment, by the terms of this notice and shall notify the director or board within five days of any criminal drug statute conviction.
    2. Failure to comply with the above requirements shall be grounds for appropriate personnel action against such employee up to and including termination or such employee may be required to satisfactorily participate in a drug abuse assistance or rehabilitation program.
  18. Sexual Harassment Policy
    1. Any employee who engages in sexual harassment as defined in Title VII (Federal law) and Idaho state law will subject him/herself to disciplinary action up to and including termination.
  19. Social Media
    1. Employees shall refrain from making any defaming entries on any social media regarding the Library, employees, and patrons. Employees agree not to disclose any confidential information. Failure to follow these rules will result in disciplinary actions, up to and including termination of employment.
8. Professional Development Policy - 200801125.1

(Revised 3/18/2015)

  1. Purpose: The purpose of this policy is to encourage and assist employees to further their professional development.
  2. The Library’s responsibilities:
    1. Library related conferences, workshops, and online courses:
      1. Pay the actual cost of the conference, workshop or course.
      2. Pre-pay and/or reimburse travel expenses.
    2. Degree-related classes:
      1. Contribute to the cost of higher education by reimbursing the employee for the actual cost of classes not to exceed $2,000 per fiscal year, with a maximum reimbursement limit of $10,000 per employee.
      2. Reimbursement will be upon completion of the class with a grade of C or better.
      3. Classes must apply toward a masters-level library-related degree.
  3. The Employee’s responsibilities:
    1. Library related conferences, workshops, and online courses (not degree-related) may be a requirement of employment:
      1. Complete the basic and advanced online certificate courses offered by the Idaho Commission for Libraries during the first year of employment. This is not a requirement for any employee classified a “Page.”
      2. Be ready, willing, and able to attend training as required by the Director, including travel inside and outside the state of Idaho.
      3. Suggest events the employee wishes to attend.
    2. Degree-related classes are voluntary and entirely at the discretion of the employee.
      1. Discuss with and obtain pre-approval from the Director for potential reimbursement.
      2. Do all course work on the employee’s own time.
      3. Remain in the library’s employ for two years after completion of the class or reimburse the library for any and all expenses incurred by the library.
9. Records Retention Policy - 20070815.1

(Revised 5/17/2017, 2/17/2021)

  1. Purpose
    The purpose of this records retention policy is to authorize destruction of Library records pursuant to the schedule.
    Description Person Responsible for Maintenance and Destruction
    Permanent Records
    Fixed Assets list Director
    Payroll records: IRS Form 941 payroll reports Director
    Board meeting minutes and accompanying records Director
    Trustee election documents Director
    Audit Report Director
    Five Year Records
    Bank statements, deposit books, computer printouts of financial records Director
    Original employee time sheets and the computer reports generated from the time sheets Director
    LSTA grant materials Director
    One Year Records
    Paper records of overdue items, fines, and lost materials are kept for at least one year. Director delegates
    Three Month Records
    Patron interlibrary loan (ILL) requests: three months after the item is returned to the lending library ILL Librarian
    ILL requests from other libraries: three months after the item is returned to our library ILL Librarian
    Varying Retention Times
    Personnel files for active employees: maintained at all times during the employee’s term of employment Director
    Non-LSTA grant materials: according to the requirements of the individual grant or for five years if no requirement stated Director
    Records for computers, furniture and equipment, lists of vendors, and so forth: kept as long as needed Director
    ILL requests that result in our purchasing the item: kept until the item is processed and the requesting patron notified ILL Librarian
    Requests for purchase: kept until the item has been processed and the requesting patron notified Librarian in charge of type of material
    “Print Slips”: kept until the item is put out for the public Librarian who ordered the item
    Requests for memorials: listed on a computer spreadsheet; kept until the item is processed Catalog Librarian
    E-Rate records, notifications, forms etc.: ten years from the date of last receipt of reimbursement Director
  2. Storage, review, and destruction of records
    1. Destruction shall be by shredding, burning, or other appropriate means at the end of the retention time.
    2. All records placed in inactive storage shall indicate the date of destruction.
10. Investment Policy – 20130821.1
  1. Purpose
    1. To set policy for use of the library’s non-public monies defined as donations of money, materials and other real or personal property, for the benefit of the library for investment purposes only.
    2. Public fund investing is governed by Idaho State Statues.
  2. Prudence
    1.  Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the possible income to be derived.
    2. The above standard is established for professional responsibility and should be applied in the context of managing the Library’s overall portfolio. The Custodian of Monies hereafter referred to as “Custodian”, acting in accordance with this investment policy, should be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided that deviations from expectation are reported in a timely fashion, and appropriate action is taken to control adverse developments.
  3. Objectives
    1. Risk Avoidance – The primary objective of investing Library funds is preservation of principal.
    2. Yield – The Library should strive to achieve a maximum return in consideration of the foregoing risk avoidance and liquidity objectives.
    3. Liquidity – The types and length of investments shall be managed to maximize yield.
    4. Local Institutions – Preference will be given to financial institutions located within the Madison Library District as long as yields are competitive with other institutions for comparable instruments.
  4. Delegation of Authority
    1. The Board may appoint the Director of the Madison Library District, or another person to be responsible for investing and transferring funds. Said Custodian will be appointed by a resolution of the Board, and actions taken by the Custodian with respect to Library funds shall be subject to review and approval by the board.
    2. The Custodian shall submit any recommended changes in investment strategies, or fund allocations in writing to the board.
  5. Ethics and Conflicts of Interest
    1. Trustees and Custodian involved in the investment process shall refrain from personal gain in the execution and management of the investment program, or actions that could impair their ability to make impartial decisions.
    2. Trustees and Custodian shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal
      financial/investment positions that could be related to the performance of the investment portfolio.
  6. Authorized Financial Dealers and Institutions
    1. The Custodian shall evaluate the financial condition of each depository or financial institution. Data considered may be in the form of Federal Deposit Insurance Corporation (FDIC) regulatory reports, proof of State registration, or certification by the National Association of Security Dealers (NASD).
    2. A current audited financial statement is required to be on file or available on-line for each financial institution or broker/dealer in which the Library invests.
  7. Performance Standards
    The investments will be managed in accordance with the parameters specified within this policy and the donor.


    1. The investment goal is to obtain a market average rate of return during a market/economic environment of stable interest rates.
    2. Portfolio performance should be compared to an appropriate benchmark on a regular basis. The benchmark used by the Custodian to determine whether market yields are being achieved shall be the three-month U.S. Treasury Bill.
  8.  Reporting
    1. The Custodian shall present the quarterly statement of the investment, including a succinct management summary that provides a clear picture of the status of the current investment.
    2. The Custodian will invite the Financial Representative to come to an annual board meeting to help the Board to ascertain whether investment activities during the reporting period have conformed to the investment policy.


11. Vehicle Use Policy – 20141217

(Revised 11/15/17, 11/18/2020)

  1. Purpose
    The purpose of the Vehicle Use Policy is to outline the use of Library-owned or leased motor vehicles (Library Vehicles).
  2. Use
    1. Operators of vehicles shall always drive safely, legally, and courteously, remembering that they are directly responsible for maintaining both Library-owned property and public trust.
    2. Library Vehicles are for Library use only.
    3. The Library Director/Assistant Director reserves the right to refuse/revoke driving privileges.
  3. Driver and Passenger Requirements and Restrictions
    1. Prior permission from the Library Director/Assistant Director must be given in order to operate the vehicle.
    2. Each Driver is required to have a valid driver’s license. Should a Driver’s license expire, be revoked or suspended, the Driver shall immediately notify the Director/Assistant Director, at which time, the Driver’s vehicle-use privileges will be suspended until the license has been fully restored and validated.
    3. Smoking is expressly prohibited in all Library Vehicles.
    4. The Driver must not operate a Library Vehicle when impaired or influenced by: alcohol, illegal drugs or other illegal substances, prescribed or over-the-counter medication, illness, fatigue, or injury. The Driver is obligated to report to the Director/Assistant Director any circumstance that may affect their ability to drive safely.
    5. Seatbelts must be worn by all persons in Library Vehicles.
    6. The Driver is to follow state laws with regards to mobile devices.
  4. Accident Procedures
    1. At the Time of an Accident:
      1. The Driver shall, when possible, check on the safety and welfare of all persons involved and seek immediate medical attention as needed.
      2. The Driver shall, if possible, move the Library Vehicle to a safe location out of the way of traffic.
    2. Accident Investigation
      1. The Driver shall always have a police officer investigate any accident that involves a Library Vehicle. This will help ensure that the Library is protected from unwarranted claims.
      2. The Driver shall not discuss fault with, or sign anything from anyone, except for a police officer, a representative from ICRMP, or an authorized representative of the Library.
    3. Notification
      The Driver shall notify the Director/Assistant Director as soon as possible of the accident and report the extent of the injuries and property damage involved.
    4. Claims
      The Driver shall cooperate fully with the ICRMP Claims Department.
  5. Traffic Violations
    All fines and other criminal penalties due to violations of the law by the Driver are the personal responsibility of the Driver of any Library Vehicle.  These costs are not reimbursable by the Library and must be paid by the Driver.
  6. Repairs and Maintenance
    1. The Driver must notify the Director/Assistant Director as soon as a problem is discovered.
    2. The Director is entrusted with the care and keeping of the Library Vehicles and may assign that responsibility to an employee.
  7. Personal Vehicles
    The Director/Assistant Director will oversee approval of and reimbursement for the use of personal vehicles for library-related business.
12. Internet Safety Policy - 20120718.1

(Revised 2/17/2016, 1/15/2020)

  1. Purpose
    This policy is to meet and satisfy the provisions of the Children’s Internet Protection Act and Idaho Code 33-2741, as well as to provide guidelines for patrons and staff regarding Internet accessible and online computer use.
  2. Introduction
    1. It is the policy of the Library to:
      1. prevent user access over its computer network to, or transmission of, inappropriate material via Internet, electronic mail, or other forms of direct electronic communications;
      2. prevent unauthorized access and other unlawful online activity;
      3. prevent unauthorized online disclosure, use, or dissemination of personal identification information of minors; and
      4. comply with the Children’s Internet Protection Act [Pub. L. No. 106-554 and 47 USC 254 (h) (1) (B)].
    2. Developed under the direction of the Library Board of Trustees, this Internet Safety Policy was discussed and adopted, following public notice required by Idaho code, during an open meeting of the Library Board on July 18, 2012.
    3. As per Idaho code 33-2741, this Policy will be reviewed by the Library Board at least every three years.
  3. Legal Requirements
    1. This Internet Safety policy complies with Idaho Code 33-2741 and with the Children’s Internet Protection Act [Pub. L. No. 106-554 and 47 USC 254 (h) (1) (B)].
    2. The Library has in place a policy of Internet safety for minors, including the operation of a technology protection measure, hereafter called “filtering software,” on any publicly accessible computer with Internet access that protects against access to visual depictions that are obscene, child pornography, or harmful to minors, as defined in Idaho Code 33-2741 and the Children’s Internet Protection Act. The filtering software will be enforced to provide Internet safety during any use of a computer by a minor. However, while the filtering software is in place and active, know that no filter is fool-proof. The Library assumes no liability for web sites or their content that may pass through the filter and still be deemed inappropriate.
    3. The Library has in place a policy of Internet safety, including the operation of a technology protection measure on any publicly accessible computer with Internet access that protects against access to visual depictions that are obscene or child pornography as defined in Idaho Code 33-2741 and the Children’s Internet Protection Act. The filtering software will be enforced to provide Internet safety during any use of a computer. However, while the filtering software is in place and active, know that no filter is fool-proof. The library assumes no liability for web sites or their content that may pass through the filter and still be deemed inappropriate.
    4. The Library’s Public Internet Computer Use Policy (Policy VI) may also limit internet access or otherwise protect against materials other than the materials specified in Idaho statute.
  4. Inappropriate Network Usage
    1. To the extent practical, steps shall be taken to promote the safety and security of users of the Library online computer network when using any electronic communications. Specifically, as required by the Children’s Internet Protection Act, prevention of inappropriate network usage includes: (a) unauthorized access, including so-called ‘hacking,’ and other unlawful activities; and (b) unauthorized disclosure, use, and dissemination of personal identification information regarding minors.
  5. Supervision and Monitoring
    1. Subject to staff supervision, technology protection measures may be disabled or, in the case of minors, minimized only for bona fide research or other lawful purposes. Such requests must be made in writing by a legal adult to a member of the Library staff. Said requests, must indicate why the request is being made and be signed and dated by the legal adult making the request. If there is doubt of legal adult status, proof of age may be required. If the request is in behalf of a minor the request must be made by the minor’s parent or legal guardian. During the time that the filtering software is disabled, a parent or guardian must be present with the minor while accessing the unfiltered Internet.
    2. All members of the Library staff can and will supervise and monitor usage of the online computer network and access to the Internet in accordance with this policy, the computer use agreement, and the Children’s Internet Protection Act.
    3. Procedures for the disabling or otherwise modifying any technology protection measures shall be the responsibility of the Library Director or designated representatives.
  6. Implementation Requirements
    1. A notice of the availability of this Policy will be posted in a conspicuous place within the library for all patrons to observe.
    2. The Library Board has established procedures and guidelines to handle complaints about this policy, enforcement of this policy by Library staff and what a patron should do if they observe inappropriate behavior by another Library patron. A notice of the availability of these procedures for public review will be posted, as well as the policies made readily available to all staff members. These procedures and guidelines will be adhered to by Library staff to enforce the requirements of Idaho Code 33-2741 and the Children’s Internet Protection Act.
13. Public Records Request Policy

(Adopted 8/17/2016, Reviewed 11/18/2020)

  1. Purpose
    To facilitate the disclosure of public records.
  2. Definition
    Madison Library District is a public entity and as such, disclosure of public records is governed by the Idaho Code.
    1. Madison Library District’s records include information that is retained for a variety of purposes and pursuant to Idaho Code, Sections 74-106 and 74-108, certain personnel records and identifying information about patrons, staff, and contributors may be subject to exemption from disclosure. For further information, guidance and applicable policy and procedure, reference should be made to the provisions of the Public Records Act, found in Idaho Code, Sections 74-101 through 74-126.
    2. In responding to public record requests, the Madison Library District has a dual responsibility of respecting the public right to examine and copy records subject to disclosure, as well as following the directives of the law pertaining to records which are exempt from disclosure. Statistical circulation information that does not identify any particular person may be made available for examination and copying.
  3. Response to Request
    1. A request must be granted or denied within three (3) working days per Idaho Public Records Act – Idaho Code 74-103. However if more time is needed to locate or retrieve the requested records, the Library may take up to ten (10) days to respond, provided the Library first notifies the requester, in writing, that additional time is required. If no response is provided, the request will be deemed to have been denied after ten (10) working days from the request.
    2. If a request for a record is denied, in whole or in part, the Library shall notify the person making the request in writing, or by email. This notification will indicate whether the Library’s attorney has been consulted and reviewed the request, identify the statutory authority for the denial and give information about the appeals process which is to initiate proceedings in district court.
  4. Fees
    In most cases, no fee will be charged for examining or copying public records. Depending upon the nature of the request, the character and volume of public records requested and the staff time expended in responding, the following fees may be assessed.
    1. If responding to the request requires copying (including photocopying or scanning), the Library will charge 10 cents for each copy in excess of 100 pages.
    2. If the time of Library staff required in responding to a request does not exceed two (2) person hours, no fee will be charged for their time. Fees for total labor costs in excess of 2 hours will be charged at the hourly payroll rate of the lowest paid administrative staff employee or employees necessary and qualified to process the request. Depending on the request, the Library may not be able to determine this rate until the documents are retrieved and reviewed.
    3. If the request includes nonpublic information requiring deletions or redactions in consultation with the Library’s attorney, or requires the advice of our attorney on possible exemptions, fees will be charged at the usual and customary billing rate of the Library’s attorney.
    4. If the request requires providing a duplicate of an electronic copy, similar or analogous records system containing the public information, a fee will be charged equal to the Library’s direct cost of copying the information in that form or the cost of conversion charged by a vendor if converted from another form.
    5. In determining if fees are owed, the Library will combine the total staff time required in responding to multiple requests on the same or related subjects.
    6. A requester may not file multiple requests to avoid payment of fees.
    7. An itemized statement explaining any assessed fees will be provided to the requesting person.
    8. The Library may require advanced payment of assessable fees.
  5. Exemptions in Payment
    In certain instances, addressed in Idaho Code, Section 74-102, the requesting party may be exempt from paying such charges.


14. Patron Code of Conduct Policy - 2016921.1
  1. Purpose
    To provide clear and reasonable guidelines governing acceptable behavior within the Library and on the premises. To protect the rights and safety of Library users and staff. To preserve and protect the Library’s materials, facilities and property.
  2. Enforcement
    The Board of Trustees of the Madison Library District delegates to the Director, or in her absence the Assistant Director or senior staff member, the authority to enforce the Code of Conduct, with the aid of police or proper authorities if necessary.
  3. Violation of Library Rules
    Library users who refuse to abide by Library rules will be required to leave the premises. The Library privileges of individuals who violate any of the policies may be suspended, including but not limited to, being trespassed from the Library for up to a year.
    Violation of Library rules include:
    1. Library Equipment and Property
      1. Improper use of materials and equipment.
      2. Willful destruction of, or vandalism or damage to any Library property.
      3. Removal of any Library property or materials from the building or grounds without authorization through established lending procedures.
      4. Entering restricted areas or staff only areas within the Library building without staff approval.
      5. Theft of personal property of Library patrons or staff.
    2.  Harassment of Library Patrons or Staff
      1. Disrespectful attitudes or language, goading, teasing, or other types of harassment.
      2. Any obscene or abusive language or gesture.
      3. Verbal or physical threats, including but not limited to stalking, staring, or touching.
      4. Taunting, threatening gestures of unwanted physical contact, or lewd behavior.
      5. Threats of violence to oneself or others.
    3.  Disturbances
      1. Any conversation, laughter, noise or action which causes a disturbance.
      2. Consumption of unauthorized food or beverages.
      3. Using cell phones in a manner that disturbs others.
      4. Engaging in disorderly conduct, committing a nuisance, loitering, sleeping, or unreasonably disturbing and offending others.
      5. Petitioning, leafletting, solicitation for money, products, services, or causes on the premises
      6. Inappropriate displays of affection.
      7. Blocking or in any way interfering with the free movement of others.
      8. Running, pushing, shoving, or throwing objects.
      9. Offensive body odor or personal hygiene.
      10. Entering the Library barefooted or without a shirt.
      11. Bicycles, skateboards, scooters, rollerblades, and the like, are not permitted in the building.
    4. Laws
      1. Violation of any city, state, or federal law.
      2. Smoking, including electronic cigarettes, in the building or within 20 feet away from entrances and exits per Idaho Code 39-5503 and Idaho Code 39-5502 (e).
      3. Possessing a weapon as defined by Idaho Code, within the library building, with the exception of legal possession of firearms.
      4. Brandishing a weapon within the Library building.
      5. Indecent exposure as defined in Idaho Code 18-4116.
      6. Bringing pets or animals, other than a service animal – defined by the ADA as a service dog into the library except as a part of an authorized library program. Note: the Library reserves the right to ban miniature ponies as a service animal into the building for hygienic purposes. All other animals are prohibited.
  4. Unattended Child Policy
    1. The Library cannot be held responsible for the supervision of children and dependents left unattended on Library property.
    2. Children under the age of 10 must be actively supervised by someone 14 years or older.
    3. Children left unattended will be placed in the custody of the police.
  5. Patron Behavior in a Board Meeting
    1. All meeting Attendees who are not library trustees or employees are classified as visitors.
    2. Visitors will be introduced in the proper agenda item.
    3. There are three categories of visitors. Each category of visitor has certain rights and responsibilities outlined heretofore:
      1. Invited Visitors:
        1. The Library Director or a Trustee may invite a visitor to address the Board of Trustees on a matter of business.
        2. These visitors will be invited to address the Library Board at the appropriate agenda item.
        3. The comments will be confined to the item of business he/she was invited to address.
      2. Advanced Notification Visitors:
        1. A visitor may contact the Library Director by phone, email, or in person and request to address the Board at their regular meeting.
        2. The request must be made at least one week in advance of the meeting.
        3. The purpose must be stated for addressing the Board.
        4. The Director will notify the visitor if the request to address the Board has been granted and where the visitor has been scheduled on the agenda.
        5. Comments must not exceed five minutes.
      3. Unannounced Visitors:
        1. An unannounced visitor will be limited to address the trustees only at the invitation of the Board Chairperson.
        2. Comments must pertain to the business of the Library.
        3. Comments must not exceed two minutes.
    4. No visitor may interrupt the business of the Board.
    5. No visitor is allowed to participate in the voting of the Board.
    6. All visitors must leave the meeting when the Board enters into executive session.
    7. Visitors who are disruptive and hinder the business of the meeting will be asked to leave the meeting.
15. Social Media Policy – 20180620

(Revised 6/16/2021)

  1. Purpose
    The purpose of this policy is to provide a set of guidelines for the appropriate use of social media tools for the Madison Library District (the Library). Social media is to be used to promote a positive image of the Library, to inform and educate the community, and to build and maintain positive relationships with Library users.
  2. Definitions
    1. Social media refers to computer-mediated technologies that allow individuals and organizations to view, create, and share information, ideas, personal messages, photographs, videos, and other forms of expression via virtual communities and networks.
      1. This includes, but is not limited to, the Library website, blog, or mass email, any third-party services, websites, programs, or applications used to share news, events, and information that is of note to residents, businesses, visitors, and other interested parties.
      2. This policy is intended to address social media in general as advances in technology will occur and any new tools that are created are expected to be used in accordance with this policy.
    2. Posting refers to any writing, image, video, audio file, or hyperlink that is downloaded, inserted, referenced, or placed upon a social media site.
    3. The Online Administrators (Administrators) consist of the Library Director (the Director) and staff members assigned by the Director.
  3. Access and Responsibilities
    1. The Administrators are responsible for maintaining official Library social media, thereby ensuring accuracy, consistency, and accountability.
    2. Accounts should be used for the promotion of the Library activities, events, information, and educational opportunities only.
    3. Only Administrators are permitted to have administrative access to Library-related social media accounts. Administrators may create, add, or delete a social media account or online platform for the Library.
    4. Administrators are responsible for the material posted on social media services and will act in accordance with state and federal law as well as the Library’s policies and procedures.
    5. Administrators shall respect copyright, trademark, and similar laws and use such protected information in compliance with applicable legal standards.
  4. General Posting Guidelines
    1. The Library reserves the right to monitor content for inappropriate material before it is published and modify or delete any messages or postings that is deemed to be in violation of this policy.
      1. Inappropriate material consists of;
        1. Private or personal information, including phone numbers and addresses, or requests for personal information;
        2. Illegal material as defined by state and federal laws;
        3. Vulgar, profane, obscene, or otherwise offensive language or images;
        4. Communication that targets or disparages any ethnic, racial, or religious groups;
        5. Defamatory, hostile, threatening, insulting, or disrespectful conduct or personal attacks;
        6. Potentially libelous statements;
        7. Plagiarized material or that which infringes on copyrights or trademarks;
        8. Comments in support of or in opposition to political campaigns or ballot measures of any kind, with the exception of information approved in advance by the Library Director regarding library-related matters;
        9. Advertising for services or products, including commercial, political, or religious messages unrelated to the Library or its social media postings;
        10. Hyperlinks or other content deemed as spam;
        11. Comments not related to the content of the forum;
        12. Solicitation of funds.
    2. Administrators are the final arbiters of what constitutes inappropriate material unless the material is considered illegal according to Idaho State or Federal Law. If the material is considered illegal, Administrators will act with due diligence to secure the information and promptly report it to the police.
    3. Administrators will review comments posted on official Library accounts on third-party services for inappropriate material and will comply with the rules of that third-party service.
    4. By posting content, a user agrees to abide by the terms of this policy, and a violation of the terms may lead to legal liability for the user.
    5. User content is the opinion of the specific author and does not necessarily represent the opinions of the Library or its employees, and the Library is not responsible or liable for comments posted by users of these social media tools.
    6. By posting content, the user agrees to indemnify the Library, its employees, and its representatives from and against all liabilities, judgements, damages, and costs, (including attorney’s fees), incurred or that may arise.
    7. The Library also reserves the right to ban or block users who violate this policy.
  5. Employee Personal Use of Social Media
    1. Library employees have the same right to self-expression enjoyed by members of the community as a whole when discussing matters of public concern, and employees are free to express themselves as private citizens on social media sites.
    2. As public employees, Library employees are cautioned that speech made pursuant to official duties is not protected speech under the First Amendment and may form the basis for discipline if deemed a violation of any policy of the Library. Ultimately, an employee is solely responsible for what the employee posts online. The employee may be personally responsible for any litigation that may arise should the employee make unlawful defamatory, slanderous, or libelous statements.
    3. Employees should keep in mind the following best practices when posting content about library-related subjects and issues on personal time:
      1. Employees may not, unless expressly authorized in writing, make statements on behalf of the Library on the employee’s social media accounts. If an employee wishes to make a work-related statement on personal social media accounts, the employee should consider including a disclaimer indicating that the opinions are the employee’s personal opinions and do not represent the views of the Library.
      2. Employees shall not post, transmit, or otherwise disseminate any information to which they have access as a result of their employment with the Library unless expressly authorized. In addition, employees are expected to respect the privacy of their co-workers and citizens and must take steps to protect the privacy and confidentiality of others.
      3. Employees are not to use the Library’s intellectual property such as trademarks, logos, letterhead, etc. when posting on social media or in any other actions, unless expressly authorized in writing. This includes posting pictures of anyone wearing apparel bearing the Library’s name or logo when the activity in the photos may violate Library policies.
      4. Employees shall not post material that may be construed to be discriminatory, harassing, or retaliatory under local, state, or federal law about the Library, its employees, or citizens. Comments with any kind of negative, mocking, condescending, etc. slant should not be made about patrons in general, about specific questions from patrons, or about patron behavior.
    4. The Library does not endorse, monitor, or review the content of personal, non-Library related social media activity of its employees. However, employees shall have no expectation of privacy if accessing personal social media using Library e-mail, networks, servers, devices, and/or any other Library resources utilized as part of employment of the Library. The use of social media via public access points during personal time would be considered patron use and would not be monitored.
  6. Trustee and Library Foundation Board Member Use of Social Media
    1. Library trustees and Foundation Board Members have the same right to self-expression enjoyed by members of the community as a whole when discussing matters of public concern and as such are free to express themselves as private citizens on social media sites.
    2. Trustees and Foundation Board Members are solely responsible for what they post online, and are personally liable for any litigation that may arise should they make unlawful defamatory, slanderous, or libelous statements.
    3. Trustees and Foundation Board Members should keep in mind the following best practices when posting content about library-related subjects on social media.
      Trustees and Foundation Board Members:
      1. May not, unless expressly authorized in writing, make statements on behalf of the Library on personal social media accounts. If they wish to make a related statement on personal social media accounts, they should consider including a disclaimer indicating that the opinions are their personal opinions and do not represent the views of the Library.
      2. Shall not post, transmit, or otherwise disseminate any information to which they have access as a result of their association with the Library unless expressly authorized. Consideration should be taken to protect the privacy and confidentiality of others as it relates to the Library.
      3. Are not to use the Library’s intellectual property such as trademarks, logos, letterhead, etc. when posting on social media or in any other actions, unless expressly authorized in writing. This includes posting pictures of anyone wearing apparel bearing the Library’s name or logo when the activity in the photos may violate Library policies.
      4. Shall not post material that may be construed to be discriminatory, harassing, or retaliatory under local, state, or federal law about the Library, its employees, or citizens. Comments with any kind of negative, mocking, condescending, etc. slant should not be made about patrons in general, about specific questions from patrons, about interactions with staff of the Library, or about patron behavior.
    4. The Library does not endorse, monitor, or review the content of personal, non-Library related social media activity of Trustees and Foundation Board Members.
  7. Media Contact
    1. All media inquiries for official Library response should be addressed to the Library Director.
    2. Employees are not to speak on behalf of the Library unless they have express permission to do so.
  8. Public Records
    All Library social media usage is subject to the Idaho Public Records Law as found in the Idaho code sections 74-101 through 74-126.
  9. Open Meetings
    All Library social media usage is subject to the Idaho Open Meeting Law as found in the Idaho Code sections 74-201 through 74-208.

      Regular Hours of Operation

      • Monday – Thursday: 9:00 am – 8:00 pm
      • Friday: 10:00 am – 6:00 pm
      • Saturday: 10:00 am – 4:00 pm
      • Sunday: CLOSED

      Closures in 2022

      • January 1 – New Year’s
      • January 17 – Martin Luther King, Jr., Day
      • February 21 – President’s Day
      • April 2 – Closed for Maintenance
      • May 28-30 – Memorial Day
      • June 20 – Juneteenth
      • July 4 – Independence Day
      • September 3-5 – Labor Day
      • October 1 – Closed for Maintenance
      • November 11 – Veteran’s Day
      • November 23 – Closing at 5 pm
      • November 24-26 – Thanksgiving
      • December 23-26 – Christmas
      • December 30-31, 2022 – New Year’s
      • January 2, 2023 – New Year’s Day


      73 North Center
      Rexburg, Idaho 83440

      We are located on Center Street, just north of Main Street, by the Historic Rexburg Tabernacle.

      Contact Us

      (208) 356-3461
      24 Hour Phone Renewal: (208) 356-6658

      Madison Library District

      73 North Center
      Rexburg, ID 83440
      A public library.

      About us

      Board of Trustees

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