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.
Adopted: 5/19, 5/22
Next review: 5/25
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
10/03, 8/20, 5/22
Collection Development Policy
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 purpose of this policy is to inform the public and to guide Tracy Public Library staff about the principles upon which materials selections are made.
Support for Intellectual Freedom
Tracy Public Library provides an impartial environment in which individuals and their interests are brought together with the universe of ideas and information spanning the spectrum of knowledge and opinions. The library board affirms the American Library Association’s Library Bill of Rights, Freedom to View, and Freedom to Read policy statements in support of acquiring and managing collections. The aforementioned documents are attached to this policy (See Appendix C).
Tracy Public Library’s collection is developed and managed to meet the cultural, informational, educational, and recreational needs of the library’s service area. Library staff build and maintain a patron-oriented collection by anticipating and responding to needs and expectations.
Responsibility for Selection
Ultimate responsibility for selection of materials and securing and allocating funds for materials rests with the Library Director, who operates within the framework of budgets, policies, goals, and objectives determined by the Board of Directors and City Council. The Library Director may delegate authority to interpret and apply the policies in daily operation to other staff members. In applying professional judgement to selection, library staff will follow these best practices:
- Handle all requests equitably;
- Understand and respond to changing demographics, as well as societal and technological changes;
- Recognize that materials of varying complexity and format are necessary to serve all members of the community;
- Balance individual and community needs;
- Seek continuous improvement through ongoing measurement.
To build a collection of merit, materials are evaluated according to one or more of the following standards. An item may be included or excluded on any one or more of the following criteria:
- Suitability of form for library use
- Suitability of subject and style for intended audience
- Cost, in relation to the wise use of available resources
- Importance as a document of the times
- Relation to the existing collection and to other materials on the subject
- Favorable information in published critical reviews or biographies
- Present and potential relevance to community needs and/or local interest
- Requests by library patrons
Selection of Materials on Controversial Topics
Tracy Public Library has the responsibility to serve all the residents of its community. It hereby adopts the philosophy that a public library will not curtail what an individual may or may not read, see, or hear. The Library strives to make available a representative selection of materials on subjects of interest to its patrons, including materials on various sides of controversial questions to enable patrons to make up their own minds about these subjects. Tracy Public Library does not endorse particular beliefs or views; nor is the selection of any given material equivalent to sanction of the author’s views.
Tracy Public Library is aware that one or more persons may take issue with the selection of any specific item, and will consider any expression of opinion by patrons. However, Tracy Public Library does not undertake the task of pleasing all patrons by the elimination of items selected after due deliberation under guidance of the policies expressed herein.
Anticipated approval or disapproval by persons or groups will not be considered in the selection process. Materials are selected on the basis of the content as a whole and without regard to the personal history of the author, composer, or producer. Each work is considered on its own merit. Library materials will not be marked or identified by Tracy Public Library to show approval or disapproval of the contents. Materials will not be sequestered except for the purpose of protecting them from damage or theft.
Selection of materials will not be inhibited by the possibility that materials may come into the possession of minors; monitoring the reading and viewing of children is entirely the responsibility of their parents or legal guardians.
Relationship to Other Libraries, Library Systems,
and Library Services Affecting Collection Development
Tracy Public Library holds no responsibility for materials obtained from libraries which with it cooperates, either regionally or statewide. Tracy Public Library will not hear complaints or accept requests for deselection of items it does not own, even if they are checked out from Tracy Public Library through inter-library loan. Complaints about materials not owned by Tracy Public Library must be handled through the owning library.
Materials purchased cooperatively within the Plum Creek Library System, both physical and digital, are selected by committee. Plum Creek Library System has its own policy for collection development, and this policy should be referred to for complaints or requests for deselection of Plum Creek Library System collections (See Appendix B).
The library recognizes resources of other libraries in the area and shall not needlessly duplicate materials. Tracy Public Library selectors will also consider regional and statewide holdings of materials when making retention decisions.
No library is able to purchase all materials needed by its patrons; therefore, materials owned by the library will be requested from other libraries through regional and statewide library sources.
Gifts and Donations
Accepting gifts and donations is an important way for Tracy Public Library to benefit from the generosity of the community it serves. Gifts and donations of materials are reviewed using the same criteria as purchases. The library will determine how to best incorporate donated materials into the existing collections. Materials not added to library collections may be used for programs, sold, distributed to others, or discarded in accordance with the library’s Donations Policy.
Funds may be given for the purpose of acquiring materials recommended by library staff as prescribed in this policy, or for purchase of specific items suggested by the donor. When the library receives a cash gift for the purchase of materials, library staff must make the selection with the general selection principles set forth in this policy.
Collection Maintenance and Weeding
Collection Management is the systematic evaluation of the collection designed to facilitate the repair or withdrawal of damaged, unused, or obsolete materials from the collection. Tracy Public Library staff members perform continuing analysis of the use of the collection, the needs and interests of the community, request lists, the availability of similar materials, cost and physical condition of specific volumes. Staff will review all last copy removals to determine local, regional or national value. A title may be retained if it is deemed valuable on one of these levels.
Withdrawn books may discarded in accordance with Resolution 2017-4, approved January 23, 2017 by the Tracy City Council, which authorizes the Library to dispose of obsolete and unneeded books at the discretion of the Librarian.
As a guide, items may be identified for withdrawal when they are:
- Factually inaccurate or obsolete
- Damaged or worn beyond repair
- No longer in demand as evidenced by circulation history
- Superseded by a new edition or a better title on the topic
- Of no discernible literary or topical merit
- Irrelevant to the needs of the community served
- Available elsewhere through reciprocal borrowing or interlibrary loan
Reconsideration of Materials
Any citizen may request that Tracy Public Library explain its acquisition of a book or other library material. A complaint will not result in immediate removal of that item. Tracy Public Library will reconsider any material in its collection upon written request from a patron on a Request for Reconsideration form (see Appendix A). The Request for Reconsideration Form may also be used if a requested item is not selected for the collection. The library requests that that the citizen read this policy in its entirety before filling out the form.
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.
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 (projector and laptop, when available), 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 2026
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.
Reconsideration of Materials Policy
Tracy Public Library fully endorses the principles documented in the Library Bill of Rights, the Freedom to Read Statement, and Freedom to View Statement of the American Library Association. Materials available in the library present a diversity of viewpoints, enabling citizens to make the informed choices necessary in a democracy. The library also selects a wide variety of library materials that satisfy the diverse interests of our community. The library upholds the right of the individual to secure these resources, even though the content may be controversial, unorthodox, or unacceptable to some. The library’s varied collection is available to all; however, it is not expected that all of the collection will appeal to everyone.
Patrons who wish to request the withdrawal or reclassification of materials currently owned by the library are encouraged to discuss their concerns with the library director. If the patron is not satisfied with the response to their request, the director will provide the patron with information and a form to request formal reconsideration of the library resource.
The process begins with the Library Director discussing the complaint with the patron who brings it to the service desk. During that interaction, the librarian will explain that the library has materials for everyone, and everything goes through a selection process or is purchased because of patron requests. The librarian should offer to assist the patron in finding alternate materials that would better meet the needs and interests of the patron and/or their family members. If the patron chooses to go forward with the challenge, the complainant should be provided with a request for formal reconsideration form.
A concerned patron who is dissatisfied with earlier informal discussions will be offered a packet of materials that includes the library’s selection policy, reconsideration form, Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement.
Patrons are required to complete and submit a reconsideration form to the Library Director.
The director, with appropriate professional staff, will review the reconsideration form and the material in question, to consider whether its selection follows the criteria stated in the collection policy.
Within 30 business days, the director will make a decision and send a letter to the concerned person who requested the reconsideration, stating the reasons for the decision.
If the individual is not satisfied with the decision, a written appeal may be submitted within 30 business days to the Library Board.
If the board plans to address the appeal at their board meeting, the individual will be notified of when and where the meeting will be held.
The Library Board reserves the right to limit the length of public comments in accordance with the City of Tracy’s Public Comment Policy. The reading and/or display of potential objectionable content will not be allowed during public comment.
The decision of the board is final. Any item reviewed by the board for reconsideration will not be reviewed again for a period of at least five years.
Whether during an informal complaint or a formal reconsideration of a library resource, library staff, administrators, and board members complete their work using the following principles:
- Libraries have diverse materials reflecting differing points of view, and a library’s mission is to provide access to information to all users.
- All library users have a First Amendment right to read, view, and listen to library resources.
- The Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement of the American Library Association will be used as guiding documents.
- Any person has the right to express concerns about library resources and expect to have the objection taken seriously.
- When library resources are reconsidered, the principles of the freedom to read, listen, and view are defended rather than specific materials.
- A questioned item will be considered in its entirety, not judged solely on portions taken out of context.
- Parents or guardians have the right to guide the reading, viewing, and listening of their children, but must give the same right to other parents/guardians.
- Questioned items will remain in circulation during the reconsideration process.
- The reconsideration process should be completed in its entirety and not subverted or ended prematurely, leaving the library open to legal challenge.
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.
Approved: 3/19, 6/22
The Plum Creek Library System (PCLS) makes portable technology devices available to check out from member libraries for use by adult library users. The devices are made available to support the informational, recreational, and educational needs of the library users in the PCLS region.
Portable technology devices, such as Chromebooks, digital recorders, and video equipment available for loan to full privilege adult library card holders that are in good standing. Adults can check out portable devices for supervised use by minors.
The responsible adult agrees to assume any and all liability for the repair or replacement of PCLS devices in the event of loss, damage, negligence, or misuse. PCLS will not assume responsibility for lost files due to viruses, hardware malfunctions, and network interruptions.
Library users checking out devices with internet access must abide by the Internet Use Policy for the library from which devices are checked out. PCLS reserves the right to restrict or terminate device access to any library user who is misusing PCLS equipment or violating library policy. PCLS owned equipment with internet access is filtered in compliance with the Children’s Internet Protection Act (CIPA) enacted by the United States Congress in 2000.
Portable devices must be returned in-person to staff at the service desk of the loaning library. Fees may be assessed to the library users account for the return of portable devices in book drops.
All user files will be deleted when the portable device is returned to the loaning library.
Approved by Advisory Council 2/8/2023
Approved by Governing Board 2/15/2023