Tracy Public Library Board By-Laws
The mission of the Tracy Public Library is to provide quality materials and services which fulfill educational, informational, cultural, and recreational needs of the entire community in an atmosphere that is welcoming, respectful, and businesslike.
The Library shall have an Advisory Board of seven members known as the Tracy Public Library Board.
The seven members of the library board shall serve three-year staggered terms. Annually, members of the Board shall be appointed by the Mayor with the approval of the Council, and shall hold office for a term of three years following their appointment, in accordance with M.S. § 134.09. Appointments shall be made in the month of March.
So long as Lyon County and Tracy Public Library continue to be members of a regional public library system and Lyon County continues to provide annual funding to the Library, one of the members appointed to the Tracy Public Library Board may be a resident of Lyon County, residing outside of the city limits of the City of Tracy, so long as the other six members appointed are residents of the City of Tracy. The Library Board and the Tracy City Council reserve the right to appoint applicants based on their proximity to the service area of the Library. If Lyon County ceases to be part of the regional library system or provide annual funding to Tracy Public Library, all seven members appointed to the Library Board shall be residents of the City, in accordance with the provisions of M.S. § 134.09, Subdivision 1.
Vacancies on the Board shall be reported to the Council and filed by like appointments by the Mayor with the approval of the Council for the unexpired term.
Board members shall serve no more than three consecutive terms. Previous board members who have reached the term limit may be reappointed after an absence of one year.
The board may meet monthly as needed, but shall meet at least quarterly in any calendar year. Regular meetings are scheduled for the first Thursday of each month at 4:00 p.m. A quorum for transaction of business shall consist of a simple majority, which is four members.
Absence from three meetings within a calendar year, without valid reason or notification, will be considered as automatic resignation from the Board.
Members of the Board shall receive no compensation.
The board shall annually elect from its membership a President, Vice-President, and Secretary, and from time to time recommend such other officers and staff as it deems necessary.
The President shall oversee the activities of the Library Advisory Board, conduct the meetings, and appoint members to committees authorized by the Board. The President shall call for agenda items and set the agenda for each meeting. The President shall be in consultation with the librarian.
The Vice-President shall assume the duties of the chair in the absence of that officer.
The Secretary shall record attendance and take minutes of the meeting. Minutes of the previous meeting should be presented for approval at each meeting. Minutes shall be submitted to the City Council for review.
Roles and Responsibilities
The Board shall act as an advisor to the librarian in the creation and enforcement of bylaws and policies, including but not limited to the adoption of penalties for injuring, defacing, or mutilating any property, book, or periodical of said library, and make recommendations to the City Council for the adoption thereof.
The board shall act as a liaison between the public and the library; interpreting the library’s activities to the public, and the public’s needs to the library.
The Library Board and City Council shall have control of all donated funds. All money received by or for such Library shall be paid into the City Treasury, be credited to the Library Fund, be kept separate from other City funds, and be paid out only upon itemized verified accounts approved by the Board and the City Council.
The board shall review and approve the annual budget, as prepared by the Librarian.
No indebtedness shall be incurred by the Board, and the expenditures of the Board shall not exceed donations received.
Amendment of Bylaws
These bylaws may be amended or repealed, and new bylaws adopted, at any regular meeting of the Board with a quorum present, by majority vote of the members present, or at a special meeting called for that express purpose.
Next review: 5/22
Rules of Conduct
The Tracy Public Library strives to provide free and easy access to all its facilities, materials, and services for all library customers. To this end, the library has established these rules of conduct which all library patrons are expected to follow.
II. Prohibited behavior
When in the library building, the following conduct is prohibited:
- Tobacco use, including ecigarettes
- Consuming food or beverage, except in designated areas
- Loitering or soliciting
- Harassing or threatening library users or personnel
- Disruptive behavior
- Consuming alcohol or using drugs in the library, or being under the influence of alcohol or drugs
- Leaving young children unattended
- Destroying or defacing library materials, furniture, or equipment
- Bringing weapons into the library
- Using roller blades, roller skates, or skateboards
- Cell phone use, except in designated areas
- Taking videos or photographs of patrons or staff without permission (for minors, there must be parental consent)
- Bringing animals into the library, except those designated as service animals
- Using the bathroom for unreasonable and unintended purposes, including bathing and laundering
- Depositing litter anywhere but in designated receptacles
- Engaging in sexual activity, sexual harassment, or indecent exposure
- Violating the Internet Use Policy
- Engaging in any activity that interferes with another person's enjoyment of library services and activities.
III. Personal responsibility
Patrons are responsible for their personal belongings while in the library, including those brought in by children. Personal items should not be left unattended while in the library. Tracy Public Library is not responsible for lost or stolen personal property. Found items are kept in a “lost and found” box for a period of six months before being disposed of.
People who violate these rules will be asked to stop such actions. The library staff reserves the right to require anyone violating these rules of conduct to leave the library. The police will be called if the user fails to leave the library at the request of a staff person. Continued violation of the Code of Conduct may result in the loss of library privileges.
Adopted by the Tracy Public Library Board
October 29, 2003
August 6, 2020
Review: August 2023
CITY OF TRACY
Subd 5. CONFLICT OF INTEREST.
No Councilperson, other official or employee, whether paid or unpaid, shall engage in any business or transaction or shall have financial or other personal interest, direct or indirect, which is incompatible with the proper discharge of his official duties in the public interest or would tend to impair his independence of judgment of action in the performance of his official duties. Personal as distinguished from financial interest includes an interest arising from blood or marriage relationships or close business or political association.
Specific conflicts of interest are enumerated below for the guidance of officials and employees.
(A) Incompatible Employment. No Councilperson or other official or employee shall engage in or accept private interests when such employment or service is incompatible with the proper discharge of his official duties or would tend to impair independence of judgment or action in the performance of his official duties.
(B) Disclosure of Confidential Information. No Councilperson or other official or employee shall without proper legal authorization, disclose confidential information concerning the property, government or affairs of the City. Nor shall he use such information to advance the financial or other private interest of himself or others.
(C) Gifts and Favors. No Councilperson or other official or employee shall accept any valuable gift, whether in the form of service, loan, thing, or promise, from any person, firm, or corporation which to his knowledge is interested directly or indirectly in any manner whatsoever in business dealings with the City; nor shall any such official or employee (1) accept any gift, favor or thing of value that may tend to influence him in the discharge of his duties any improper favor, service, or thing of value.
(D) Representing Private Interests Before City Agencies or Courts. No Councilperson or other official or employee whose salary is paid in whole or in part by the City shall appear in behalf of private interests before any agency of the City. He shall not represent private interests in any action or proceeding against the interests of the City of in any litigation to which the City is a party.
1. Councilperson may appear before City agencies on behalf of constituents in the course of his duties as a representative of the electorate or in the performance of public or civic obligations. However, no Councilperson or other official or employee shall accept a retainer or compensation that is contingent upon a specific action by a City Agency.
(E) Contracts with the City. Any Councilperson or other official or employee who has a substantial or controlling financial interest in any business entity, transaction, or contract with the City, or in the sale of real state, material, supplies or services to the City shall make known to the proper authority such interest in any matter on which he may be called to act in his official capacity. He shall refrain from voting upon or otherwise participating in the transaction or the making of such contract or sale.
1. Councilperson or other official or employee shall not be deemed interested in any contract or purchase or sale of land or other thing of value unless such contract or sale is approved, awarded, entered into, or authorized by him in his official capacity.
(F) Disclosure of Interest in Legislation. A Councilperson who has a financial or other private interest in any legislation shall disclose on the records of the Council or other appropriate authority the nature and extent of such interest. This provision shall not apply if the Councilperson disqualifies himself from voting.
Any other official or employee who has a financial or other private interest, and who participates in discussion with or gives an official opinion to the Council, shall disclose on the records of the Council or other appropriate authority the nature and extent of such interest.
The Tracy Public Library accepts donations that support and further the mission, goals, and objectives of the Library, as established by the Library Board. It is understood that special gifts and bequests should not take the place of public support, but should enable the Library to provide and enhance services in ways not financially possible within the current annual operating budget.
The purpose of this policy is to specify the types of donations that the Library will accept and how donations may be used.
II. Monetary Donations
The Tracy Public Library accepts and appreciates monetary gifts. Monetary gifts may be unrestricted or as memorials or tributes to honor a friend or relative.
In accordance with Tracy City Code 9.16 and Minnesota Statute 134.11, all money received for the library shall be paid into the city treasury, credited to the library fund, and kept separate from other money of the city. All expenditures of Donated Funds must be approved by both the Library Board and the City Council.
Donors of funds may request specific uses, such as library materials, equipment, supplies, or programming. The Library will attempt to use donated funds as specified by the donor; however, substitutions may be made in the event that a requested item cannot be found. The Library reserves the right to final selection. When donations are made for the purchase of library materials, staff will place a sticker on or in the item purchased stating the donor’s name and/or who the donation is made in honor of, if applicable. Because items purchased with donated funds can become worn or obsolete, or be stolen, permanence in the library’s collection cannot be guaranteed.
Donated Funds that do not have a specific intended use may be used only toward capital projects and improvements or library furnishings. Acceptable uses include the purchase of land or property for construction of a new building; construction or remodeling of a library building; and furnishings such as shelves, tables, chairs, or other items to be used by library patrons or staff in the course of the library’s normal business. Donated funds may not be used for operating expenses such as utility bills, salaries and benefits, or office supplies.
III. Gifts of books and other materials
Gifts of books and other materials are also accepted and appreciated. The Library will not accept donations that are not outright gifts; all donations become property of Tracy Public Library and will be used or disposed of at the discretion of the Librarian. All donations of materials should be in good physical condition and free of mold, dust, and water damage. Library staff may examine and refuse any donation if it does not meet this criteria. Some materials, such as encyclopedias, VHS tapes, magazines, and cassettes, will be refused regardless of condition. Gifted materials in good condition are evaluated for addition to the library’s collection based on age, accuracy of material, and interest to local patronage. Because of wear, theft, and weeding practices, permanence of donated materials in the Library’s collection cannot be guaranteed.
IV. Disposal of donated items
Resolution 2017-4, approved January 23, 2017 by the Tracy City Council, authorizes the Library to dispose of obsolete and unneeded books at the discretion of the Librarian. The Library makes every effort to dispose of any gift materials it cannot use in its collection to the best advantage. Staff attempts to sell, donate, or give away materials that cannot be used in the Library’s collection before recycling.
Approved: April 2018
Review: October 2024
Tracy Public Library does not charge fines for late materials, including, but not limited to: books, audiobooks, CDs, periodicals, and DVDs. Fines of $5.00 a day may be charged for special items, such as WiFi hotspots and other electronics, at the discretion of the director and library board.
Fines for late materials checked out at other Plum Creek libraries cannot be waived.
Lost and damaged materials
Fines are charged for lost and damaged items. The fine for lost or damaged materials is capped at the replacement cost of the item(s).
Patrons may be given the option to purchase replacement materials in lieu of payment, upon approval by library staff. Replacement copies may not be purchased when lost materials are owned by any library other than Tracy Public Library. This includes materials borrowed through MnLink and from other Plum Creek Libraries.
Suspended borrowing privileges
Patrons may not borrow materials if:
- They have $5 or more in fines and fees
- They have 5 or more items overdue for a week or more
- Any one item has entered long overdue/lost status (68+ days overdue)
I. Mission Statement
Internet access at Tracy Public Library is an extension of the library’s commitment to meeting the community’s information needs. In addition to using the Internet as an information resource, the library also seeks to provide the opportunity for Internet use to the public, via desktop computers and wireless Internet service.
II. Library Responsibility
Tracy Public Library does not collect browsing history or personal information entered into websites or applications. Customer use records are not maintained. The Library will not reveal any personal information or internet browsing or usage information unless required by law or court order.
Children are allowed to access the internet on library computers and also on their personal devices using the library’s wireless internet. Library staff cannot act in place of parents and hold no responsibility for what children access online at the library. Parents must monitor and be aware of their children’s internet usage.
To aid compliance with Minnesota and Federal obscenity laws, the Library does filter Internet access on Library-owned computers and wireless internet. Filtering software works to block access to information and materials including child pornography and that which is considered obscene or harmful to minors. The Library does not guarantee that such software will block all material under these categories; likewise, such information and websites that do not fall under these categories may inadvertently be blocked.
III. Library Disclaimers
Patrons are advised that the Internet is not controlled as to content, and may contain materials deemed by some to be inappropriate for themselves or others. Tracy Public Library assumes no responsibility for the materials users access, what they may come across online, or for any damages, injury, or harm a user may suffer by viewing any materials they access, intentionally or otherwise.
Users are advised to use caution in placing personal information into the computer. Tracy Public Library assumes no responsibility of any kind for outcomes which may result from entering such information into the computer, or from downloading personal data or documents onto library computers.
A patron’s use of Library equipment or the wireless service to access the Internet constitutes agreement with this Policy. Failure to comply with this policy may result in the loss of computer and/or library privileges.
Patrons may access computers anytime during regular Tracy Public Library hours of operation. Computers are available on a first-come, first-served basis, and will not be reserved. Computer use is limited to two hours per day, but may be extended upon special request.
Users are expected to have a basic knowledge of how to use the computer and the software available for patron use. Library staff will provide assistance to users only as their time permits. The Library offers more in-depth computer assistance on an appointment-only basis.
There will be no charge for the use of the computers or access to the Internet. There is a charge for copies printed out on the library’s printer. Users should inquire with library staff about current rates. Patrons are responsible for any charges incurred as a result of the purchase of items or subscriptions on the internet.
VI. Acceptable Use
- Installation, downloading, or modification of software on Library computers is prohibited.
- Prompt payment is required by users who incur charges for printing or other authorized fees.
- Users will respect the privacy of other users, and will refrain from attempting to view or read material being used by others.
- Patrons may download data from the Internet onto personal portable storage devices. Personal documents should not be downloaded onto library computers. The library disclaims any responsibility for documents or data downloaded onto library computers.
- Patrons should always log out of any accounts or applications when they have completed their computer session. Customers handling financial transactions or other activities that require confidentiality do so at their own risk.
- Patrons should use headphones when viewing material accompanied by sound. Anyone playing movies, videos, music, or anything else that makes noise on Library-owned computers or personal devices will be asked to use headphones or turn the sound off. Failure to do so will result in being asked to leave the library. Headphones are available for patron use.
- Cell phone use while using the computer is discouraged. Patrons should take phone calls outdoors, to the conference room, or to the front entryway. Anyone talking on their phone while using the computer to the disruption of other patrons or staff will be asked to end the call.
Originally adopted February 2001. Current version adopted October 2021. Next review, October 2024.
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.
Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.
Purpose: Tracy Public Library welcomes public use of its meeting and conference rooms by individuals, groups, and organizations in accordance with this policy. The Library Director, or designee, is responsible for all enforcement and decisions regarding this policy.
Section 1. Rooms Available
The following rooms may be reserved:
- Hyland Community Room: Maximum room capacity is 60 people.
- Conference Room: Maximum room capacity is 15 people.
Section 2. General Policy
The Library charges a fee of $25 for use of its meeting rooms. This fee may only be waived by the Tracy City Council. If a waiver will be requested, please ensure that there is enough time to allow the City Council to consider the request.
It is recommended that the library be contacted to reserve the meeting room at least one week in advance to ensure availability. Reservations must be made at least 24 hours in advance.
Meeting room time is limited to two hours, unless other arrangements are made with the Library Director. An additional fee may apply if the two-hour limit is exceeded.
Priority list for using a room:
- Library events
- Partners, including funders, government, and co-sponsors
- Meetings and events open the public
- Meetings closed to the public
The following events are examples of what may not be held in the Library, including but not limited to:
- Single political party events and rallies
- Religious services, rites, and ceremonies
- Gambling, such as games of chance, bingo or wagering (unless part of a Library fundraiser)
- Any program or event that charges a fee to attend, requests donations and/or sells services or products
- Any program or event that encourages or promotes harassment, violence, physical injuries to people or property or that conflict with the Library’s mission, vision, and values
- Private parties such as birthdays and anniversaries.
Section 3. Conditions For Use
- Rooms are generally only available during hours of operation (10 a.m.-6 p.m. Monday through Thursday; 10 a.m. to 12 p.m. Saturday), although some exceptions may be made depending on staff availability. However, no meeting or event may start prior to 8:00 a.m. or end after 8:00 p.m. Monday-Thursday, and 9:00 a.m. or 6:00 p.m. on Friday (including time to set up and tear down). All meetings or events on Saturday must be within the hours of operation. No events will be held on Sundays.
- No event or meeting may charge a fee for admittance, be a fundraiser, sell a service or product and/or ask for a donation. A group or organization may ask for a small, reasonable amount to recoup the cost of supplies, materials or food, with the permission of the Library Director. The Library reserves the right to make exceptions to this for itself, its supporting group or partners.
- Use of any of the Library’s rooms does not constitute the Library’s endorsement of viewpoints expressed by program presenters or participants. No advertising or announcements implying such an endorsement are allowed. All advertising must be reviewed by the Library Director before being posted.
- All who use any Library room are required to abide by the Library’s Customer Code of Conduct Policy, including no smoking or alcohol on Library property.
- No event or meeting may disturb Library customers, impede Library staff from doing their work, endanger the building, or interfere with the functions of the Library.
- Attendees to non-Library events must not take the majority or all of the parking available to the Library’s customers along 3rd and Morgan streets. Additional parking is available in the city lots behind the library and next to City Hall.
- Those who reserve the room will be responsible for garbage removal. Garbage bags will be provided. Those who fail to remove garbage may be billed for garbage removal.
- The Library reserves the right to cancel use of a room at any time at the discretion of the Director.
- The Library reserves the right to revoke room privileges to any individual, group, organization or business who does not abide by these Conditions or the Guidelines.
Section 4. Fee Schedule
Hyland Community Room
- Rental Rate: $25/two hours
- Rental Rate: $25/two hours
Technology Fee: There is a $20 flat fee to use Library equipment and computers, along with staff help to set up and troubleshoot any issues.
Library staff is unable to help with non-Library equipment and computers.
Damage Deposit: At the discretion of the Library Director or designee, a $50 deposit may be required if food/beverages are served or crafting using any liquids (dye, paint, glues, etc.) is taking place. Part or all of the deposit may be returned after Library staff review the condition of the room after use.
Cleaning Fee: Any clean-up following use of a room that requires staff to get the room clean and ready for the next group or puts a room out of commission until damage is repaired will be billed for staff and/or workmen time at their rate of pay, as well as materials and supplies.
Section 5. Food and Drink
Light snacks and beverages may be served and consumed in both the Hyland Community Room and Conference Room. Food consumed in the library should not impede other people’s enjoyment of the Library (no strong odors or excessively loud sounds). No food or beverages will be provided by the Library for events not sponsored by the Library. Library staff will not assist outside groups with setting up, serving, or cleaning up food or beverages.
Section 6. Inappropriate Use and Breaking Policy or Guidelines
The Library has the discretion to temporarily or permanently ban any individual, group, organization or business that does not use a room, its furnishings or equipment in the way they are intended or in a way that causes damage.
Likewise, if an individual, group, organization or business does not follow the terms of this Policy and its Guidelines, or any other policies or guidelines regarding using Library spaces, the Library has the discretion to temporarily or permanently ban use of Library rooms.
The Library Director makes all decisions whether to ban a group and for how long.
Approved: March 2020
Review: March 2023
The Tracy Public Library Board welcomes public comment at board meetings.
The Public Comment Policy ensures that members of the public are allowed to present their views while permitting the Tracy Public Library Board of Trustees to conduct meetings in an efficient and effective manner. The Public Comment Policy will apply to regular, special, and committee meetings.
- Public comments are permitted during the time designated on the library board agenda, unless otherwise directed by the Board President or presiding officer.
- The Board President or presiding officer determines the order in which speakers will be recognized.
- Each speaker will provide his/her name and group affiliation (if any).
- Each speaker is allowed a maximum of three minutes to address the board, with additional time provided at the discretion of the Board President or presiding officer.
- All comments shall be made with civility and courtesy. The Board President or presiding officer may prohibit further comment if proper decorum is not displayed.
- The public comment period is not a question and answer period and the Board is not obligated to respond to comments.
Tracy Public Library strives to offer programs and services that encourage children to develop a love of reading and learning in a friendly, fun environment.
Tracy Public Library employees cannot assume responsibility for children left unattended on Library premises. In order to provide for the general welfare of all persons using the Library and for the safety of children using the Library, the following policy has been adopted.
Tracy Public Library is a busy public facility and therefore the library staff is unable to assume responsibility for babysitting, supervising, or entertaining children left alone in the library. Responsibility for the safety and behavior of children in the library rests solely with their parent, guardian, or caregiver.
A responsible adult or caregiver must accompany any child under the age of 8 years old while he/she is using the Library. A caregiver is defined as any individual 13 years of age or older who has the authority and responsibility to care for a child by the child’s parent or legal guardian.
Children age 8 or older may use the library on their own. Children using inappropriate behavior may be asked to leave the library. If a child is not able to leave the library without an adult, he/she should not be in the library alone. This is a particular concern in inclement weather and after dark. All children should have the telephone number of someone who can assist them in an emergency.
Library staff cannot be expected to monitor or prevent an unattended minor from leaving the building. Parents also must realize that library employees have no way of knowing whether a person leaving the building with the child is a family member or not.
Adults responsible for unattended school-age children using the Library should be aware of the Library’s hours and make arrangements to pick children up prior to closing time. Library employees, under no circumstances, shall leave the building with a child.
Teenagers are treated as adult users. However, they are still legally the responsibility of their parents and should have an emergency contact available.
If an unattended child comes to the attention of library staff, staff will make a good faith attempt to contact the parent or guardian. If the parent or guardian cannot be reached, the child will be referred to the local law enforcement agency.
Parents, legal guardians, caregivers, and children who are in violation of this policy are subject to suspension of library privileges.