Library Policies

Bylaws of the Library Trustees of Chelmsford 2024

The Chelmsford Public Library System accepts, as its basic objective, the
provision of materials and services to the public, as outlined in the American
Library Association’s “Minimum Standards for Public Library Systems, 1965”:

• To facilitate informal self-education of all people in the community.
• To meet the informational needs of all by providing materials or
  referral.
• To enrich and further develop the subject areas in which individuals
  are undertaking formal education.
• To encourage the use of library materials and services for recreation.
• To support the educational, civic, and cultural activities of groups and
  organizations.

Approved, Library Board of Trustees, December 2015

The Chelmsford Public Library strives to offer excellent library services to all. In addition to the quality of the collections, it is equally important that the staff provide accurate, efficient, and friendly service at all times.

The Library should offer the same quality of service to all regardless of age, race, sex, gender identity, nationality, educational background, physical limitations, or any other criteria which may be a source of discrimination.

Judgment calls should always be made in the patron’s favor. If mistakes are made, they should always be to the patron’s advantage.

Patrons should always be offered alternative solutions or referrals if a staff member is unable to comply with a request.

Staff members should be familiar with and able to articulate Library policies, as well as explain the rationale behind them.

Each staff person, while at work, acts as a representative of the Chelmsford Public Library to each person or group with whom she/he comes in contact. The impression made on the patron profoundly affects the Library’s image.

The needs and requests of Library patrons should always be taken seriously and treated with respect. Equal consideration and treatment will be given to all users in a non-judgmental environment.

All interactions, transactions, and information exchanged between staff and patrons or between groups of patrons and the Library will be considered confidential and will be discussed only in a professional context.

Approved, Library Board of Trustees, June 2020

2.2-1 Confidentiality

All circulation transactions and information must be treated with confidentiality. The patron’s right of privacy must be protected as much as possible. All patron requests for materials should be discussed only in a professional context.

2.2-2 Rules for Borrowing Library Materials

1. Limitations on borrowing materials:
   • Reference books are not loaned.
2. The Library reserves the right to limit the number of in-demand items in a single subject area checked out to any one patron.

3. Loan Periods:
    

   Table of Loan Periods and Limits

   FORMAT	HOW LONG?	HOW MANY?	FINES?	RENEWABLE?
   Books	3 Weeks	Unlimited	No	Yes
   Audiobooks	3 Weeks	Unlimited	No	Yes
   Playaways	3 Weeks	Unlimited	No	Yes
   Launchpads	1 Week	1	No	No
   Music CDs	3 Weeks	Unlimited	No	Yes
   Movies and TV series DVDs	1 Week	Unlimited	No	Yes
   Documentary and Non-fiction DVDs	1 Week	Unlimited	No	Yes
   Binge Boxes	1 Week	1	No	No
   Language Audio Materials	3 Weeks	Unlimited	No	Yes
   Video Games	1 Week	3	No	Yes
   Children’s CD-ROM	3 Weeks	Unlimited	No	Yes
   Fast Track Books	1 Week	1	No	No
   Fast Track DVDs	1 Week	1	No	No
   Magazines	1 Week	Unlimited	No	Yes
   Museum passes (Chelmsford residents or Friends of CPL)	Good for one day	1 per day, 5 per month	Yes	No
   Ebooks & other Downloadable/Streaming Content	Varies by vendor – see our Download It tab at the top of this page for access
   Experience Bags	3 Weeks	Unlimited	No	No
   For telescope, wifi hotspots, Roku streaming devices, and much more, see our Library of Things list

4. Renewals:
   • Most of the materials owned by CPL may be renewed twice in person, online, or by telephone. Items that cannot be renewed are: materials on hold for another patron,  Fast Track items, and Video Games.
5. Charges for lost or damaged materials:
   • Books: patron is charged 100% of the full price; no replacements please. If a replacement is already purchased and it is undamaged in like new condition, we may choose to accept it on a case by case basis. Why do we prefer payment? We may choose to purchase a newer edition of the title, or a different title on the same topic.
   • Magazines: patron is charged 100% of the full price. No replacements accepted.
   • DVD, music CD, or video game: replacement accepted only if it is new and still sealed in the original package, otherwise 100% of full price.
   • Book on CD: $10 per CD (if the entire item is lost, then 100% of full price) Why don’t we accept replacements? We purchase library editions with special packaging.
   • Playaway: $25 replacement fee.
   • Kit, non-video game, Library of Things item: 100% of full price. We may choose to accept an undamaged, like new replacement on a case by case basis, but please discuss it with us in advance.
   • Lost CD or DVD insert or other insert or instructions: $2
   • Lost CD or DVD case: $2 (so lost case & insert is $4)The full cost for lost or damaged items will be charged to the cardholder.
   • If a borrowed CD or DVD does not play or skips, please alert staff to the problem so it can either be replaced or repaired.
6. Receipts:
   • Receipts are available upon request.
7. Refunds:
   • In order to avoid “buying back” items after the Library has replaced them, refunds will not be given to patrons who have paid for lost materials.
   • Membership in the Merrimack Valley Library Consortium allows for payment for lost or damaged items and overdue fines from any MVLC Library to be paid at any MVLC Library.
8. Schedule of overdue notices:
   • First notice: Sent seven days after due date via email.
   • Second notice: Mailed to patron 14 days after due date.
   • Bill notice: 49 days after due date. Accounts with overdue items for a period of 49 days or greater and/or have an amount greater than $20 owed or more than 20 items overdue are subject to suspension until the account is cleared.
9. Library cards:
   • Any resident of Chelmsford, owner of a business or property in Chelmsford, or Town of Chelmsford employee, upon presentation of proof of Chelmsford residency, ownership, or employment (i.e., MA Driver’s license, mail, or any other legal proof), may receive a library card. People without proof of residency may check out up to 3 items on their initial visit, and the card will be mailed to their address.
   • Residents of other MVLC towns should get a card from their hometown library, which will work in Chelmsford. A temporary card will be issued to people without a hometown library card, which will give the patron 30 days to get a full card from their hometown library.
   • Residents of MA that do not belong to MVLC can bring their hometown library card and proof of your residence in that town to our Front Desk and we will register you to borrow in our system.
   • Out-of-state people who work in Chelmsford may obtain a 1-year Local-Use Only card upon proof of employment. This card will not give access to other libraries, online resources, or to inter-library loan services.
   • Institutions located in Chelmsford that need a single library card to be used by multiple, designated individuals, may apply for a 1-year “institutional” card. If you believe your organization could benefit from an institutional card, please contact the Library’s Borrower Services department. Schools are not eligible for this type of card.  

Approved by the Library Board of Trustees, March 2023
 

Any patron can access a list of items currently checked out on his/her library card by using the My Account function of our automated catalog (after the patron has enabled this feature in their account). This can be done in the library or via a personal computer or device. Patrons need to know their library card number and PIN to access the account. Staff cannot access this information without the patron’s PIN.

Patrons may give permission to a friend or relative to pick up their library materials. Possession of another person’s library card implies permission to pick up library materials. However, it does not give access to the circulation records of the library cardholder.

Approved by the Library Trustees, December 2015

The Chelmsford Library subscribes to the American Library Association’s Interlibrary Loan Code for the United States.

Interlibrary loan service is essential to the vitality of libraries of all types and sizes, as a means of greatly expanding the range of materials available to users. Lending between libraries is in the public interest and should be encouraged. This code is intended to make interlibrary loan policies among those libraries adopting it as liberal and as easy to apply as possible. Interlibrary loan should serve as an adjunct to, not a substitute for, collection development.

Loans of books, movies, magazines, audiobooks, and other physical items may be made through Merrimack Valley Library Consortium (MVLC) Network Transfers, Commonwealth Catalog requests, Interlibrary Loans, and Article Requests:

• MVLC Network Transfers are materials requested through the Merrimack Valley Library Consortium (MVLC) catalog. Patrons can search for and request items by going to https://mvlc.ent.sirsi.net/client/en_US/chelmsford/and logging in with their library account credentials.
• Commonwealth Catalog Requests are materials requested through the statewide catalog of most libraries in the Commonwealth of Massachusetts. Patrons can search for and request items that cannot be found in the MVLC catalog by going to https://commonwealthcatalog.org/home?cid=MASSVC&lid=MVLC-CHELMSFRD and logging in with their library account credentials.
• Interlibrary Loans (ILL) are requests made by staff on behalf of patrons to libraries that are not a part of the MVLC or Commonwealth Catalog systems. In order for an interlibrary loan request to be made, the item must be one that could not be obtained either from the MVLC Network or the Commonwealth Catalog.
• Patrons may contact the Reference Desk staff to place a request, or to check on a request they may contact the Interlibrary Loan staff (978-256-5521 x120 or email hidden; JavaScript is required.
• Non-Chelmsford residents will be charged a fee (non-refundable) for this service; patrons may check with their home library to see if they will request it free. Cash or checks will be accepted; please make checks payable to Chelmsford Library Gift Book Fund.
• On occasion, an ILL cannot be processed because the owning library is charging a higher fee than the Chelmsford library is able to absorb. In such cases, the patron will be contacted to see if they are willing to pay the fee.
• Article Requests may be made for articles from magazines, journals, or other sources. Many articles are available in the Library research databases, which patrons can search through the Library website with their login credentials. If the article is not available in Library databases, Reference Desk staff can request it through the Boston Public Library and email it to you when it arrives (there will be a fee to print).

2.4-1 Guidelines for Network Transfers and Interlibrary Loans

MVLC and Commonwealth Catalog requests will be placed by (or on behalf of) patrons directly into the MVLC or Commonwealth Catalog systems. Patrons will be notified by email, text, or phone when the requested item is available for pickup, or if there is a problem with the request.

• Successful Interlibrary Loan requests will be processed by Library staff, who will contact the patron by phone or email to pick up their item. Unsuccessful OCLC requests may be due to the owning library charging a higher fee for the item than the Chelmsford Library is able to absorb; in those cases, the patron will be contacted to see if they are willing to pay the fee.
• Any patron who fails to pick up an out-of-system item may lose the ability to place ILL requests.
• Any patron who returns an out-of-system item late may be charged an overdue fine and may lose the ability to place ILL requests.

Approved, Library Board of Trustees, December 2015
Readopted 11/8/2023

To ensure that the Library “provides a welcoming, inviting public space for users of all ages, backgrounds, and abilities,” patrons need to be aware of certain guidelines for use of the Library, its materials and equipment. Foremost must be the safety of all users as well as respect and consideration for others and for Library property. Patrons and staff should be treated respectfully and not be discriminated against on the basis of age, race, sex, gender identity, nationality, educational background, physical limitations, or any other criteria which may be a source of discrimination. In addition, we ask our patrons to observe the following rules:

• Consumption of food and beverages is allowed in the Library in a responsible and considerate manner, minimizing the risk of disturbing other patrons or damage to Library collections, computers, and furnishings, according to the following guidelines:
  • Drinks are allowed throughout the building, and must be in covered containers.
  • Spills must be immediately reported to staff.
  • Food is allowed in the Main Library in the meeting/study rooms, outdoor seating areas, and the children’s room snack table. At the MacKay Branch, food should be enjoyed and disposed of before entering the building.
  • Food is not allowed while using Library laptops, computers, or other Library equipment.
  • Food cannot be messy, noisy, or give off strong odors that may disturb others.
  • All waste should be disposed of in appropriate trash or recycling containers.

• The use of tobacco products and alcoholic beverages are not allowed.
• Loud talking, noise that disturbs others, or disruptive behavior will not be permitted.
• Mobile devices such as cellular phones and hand-held computers should be set to “silent” mode. Use of a mobile device in the library should be brief and quiet. Patrons using a mobile device to play games, watch videos with sound, or listen to music must use headphones. Out of respect to other library patrons, prolonged conversations should be moved to a less public area, such as the foyer, the courtyard or the parking lot.
• Soliciting is not permitted inside the library buildings or on library property. This applies to both for-profit businesses and non-profit organizations.
• Parents are responsible for the behavior and supervision of their children.
• Animals, except certified service animals, are not allowed.
• Library resources may not be used in a manner which may violate federal, state, or local laws.
• Ticket and Merchandise Sales. As a rule, the library will not distribute or sell tickets for another organization. Exceptions to this rule include:
  • If the library is co-sponsoring the event
  • If the library shares a portion of the proceeds
  • If the library is a cultural partner and the tickets are free – the library may help with distribution

  The sale of merchandise is prohibited at non-library events unless the group has received prior approval from the director or the board of library trustees. Merchandise such as books, CDs, posters, t-shirts may be sold at events that are sponsored or co-sponsored by the library or the Friends of the Library.

Library guidelines must be observed and respected. If they are not followed, patrons may be asked to leave library property, including the grounds.

Approved, Library Board of Trustees, June 2020

The staff and the Board of Library Trustees of the Chelmsford Public Library are responsible for determining the rules of behavior necessary to protect all library users’ access to the library and to its materials, to ensure the safety of library users and staff, and to protect the library’s resources and facility from damage. To maintain an atmosphere appropriate for work, study, and enjoyment for all library users and staff, the following policy on behavior at the library and on library property has been established. Library employees will courteously enforce the policy.

Inappropriate behavior is defined as noisy, boisterous, or acting-out behavior that is disruptive to library patrons. Examples of this include, but are not limited to: running, throwing, playing hide and seek or similar games, loud or abusive talking (including profanity to either the public and the staff), eating or drinking in other than designated areas, putting feet on furniture, loitering, gambling, inappropriate public displays of affection, excessive socializing, proselytizing, soliciting, selling, distributing leaflets, use of alcohol, tobacco, or marijuana products, e-cigarettes, vaping, and other activities which disrupt the library. Any illegal activities including vandalism and theft will not be tolerated.

In addition, inappropriate behavior includes: sexual advances, unwelcome comments of a personal nature or behavior that discomfits the staff or other library patrons. This behavior may represent a physical danger to people or property, or may interfere with the legitimate library business of other users or staff and will not be tolerated.

Appropriate attire, including shirts and shoes, must be worn. (Examples of inappropriate footwear include, but are not limited to skates, cleats, or rollerblades.)

When recommended by state and health officials, the Library may require patrons to wear masks and practice physical distancing. Signs will be posted during these times and patrons must adhere to these requirements while in the Library. Library resources and services, such as online resources and curbside pickup, will still be available for those patrons who choose not to wear masks and not to enter the building. Patrons unable to wear masks due to medical reasons should contact the Library Director.

As the library is a community space used by people of all ages, backgrounds and beliefs, patrons must be aware of others and conduct themselves in such a way that does not intimidate or offend. The library is a public building and objectionable or pornographic images that can be seen by others (either intentionally or accidentally, and either on screen on in print) are not permissible. The library reserves the right to ask patrons to refrain from displaying images which are blatantly offensive and/or inappropriate for public viewing. Patrons who witness such behavior should alert library staff as soon as possible so that we can assess the circumstances of the situation and address it accordingly.

Staff will handle occasional misbehavior informally.

Staff will take the following steps when dealing with frequent, egregious or escalating misbehavior:

1st Offense: Patrons who are behaving inappropriately or disruptively will be verbally warned that the behavior must stop. Patron will be handed a copy of the behavior policy. Staff member will document that a verbal warning was issued and a policy was received.

2nd Offense: The patron will be issued a written warning. Patron will again be handed a copy of the behavior policy. Staff member will document that a written warning was issued and a policy was received.

3rd Offense: Patron will be banned from the library for 3 months. A letter will be issued to the patron confirming the ban. If the patron is under the age of 18, parents will also be informed by a call from the library director.

4th Offense: Patron will be permanently banned from the library with a letter of no trespass issued through the Chelmsford Police Department.

If patrons at any point in this disciplinary process refuse to cooperate, the police shall be called for assistance.

In extreme cases, no warning is required to expel a patron, if in the judgment of the library staff, the behavior in question (a) violates federal, state, county or municipal laws, or (b) poses an immediate threat to the safety or well-being of other library users or staff. Police will be notified by the supervisor on duty, if the threat to the public or the staff appears imminent.

The Board of Trustees or the Director may impose sanctions against any person who has engaged in prohibited conduct or activity within the library, its vehicle or upon its grounds. Sanctions may include restrictions or suspensions of the individual’s library privileges and/or prohibiting the individual from entering or being present on, the library, its vehicle or grounds. Notice of such sanction or proposed sanction shall be given in writing and delivered either in person or by certified mail. In the case of a minor child, a copy of such notice shall be delivered, either in person or by certified mail, to the child’s parent or guardian, if the identity of such person is known to the Director. Such notice shall inform the person of the specific conduct or activity which is the basis for the sanction, the date of its occurrence and the right of the individual to a hearing on the sanction. Any person who enters the library or its vehicle or grounds, after receiving notice of a sanction prohibiting such entry shall be subject to arrest and prosecution for trespass.

Patrons whose privileges are revoked may appeal to the Board of Library Trustees for reinstatement of library privileges. Appeal has to be made in writing and will be addressed as part of the following trustee meeting.

Updated, Library Board of Trustees,July, 2020

The Chelmsford Public Library welcomes parents and children and hopes that they will find the library warm, inviting, educational and fun. The Children’s Room is intended for the use of young people from birth to age 18, parents, teachers, and students who require children’s materials. Everyone is welcome to browse or look for a book, but seating in the Children’s Room is limited to young people and their accompanying adults, teachers, and students only. Adults unaccompanied by a young person or not actively using children’s materials should use the collection and facilities outside of the Children’s Room.

When children use the library, the staff is there to assist but not to act “in loco parentis” (in place of a parent). Children who are 8 years of age and over may stay in the children’s room of the Main Library unattended if there is a responsible relative, legal guardian, babysitter, or sibling of at least 14 years of age in the main part of the library who acknowledges responsibility for the child, during their entire stay. Children ages 4-8 may be left at library programs if the responsible person remains in the building.

Children are expected to follow appropriate library behavior (Policy 2.5) as it pertains to noise, behavior, and food. Children are especially cautioned to walk at all times. Hide and Seek, tag, and similar games are not allowed.

The Children’s Room has several computers that provide Internet access. These computers have filtering software (Policy 2.9) installed on them. Although filtering decreases the possibility that users will encounter dangerous, offensive, or adult-themed websites, the software is not perfect and parents need to supervise children’s use.

Please introduce your child to staff members and assure them we will help them with selecting books, getting resources for homework, providing programs and assisting them with any difficulties while visiting the library.

Your cooperation with our efforts to maintain a pleasant and safe environment for all who visit the library is greatly appreciated.

Approved, Library Board of Trustees, July 2016

Updated, Library Board of Trustees, April 2018

In an effort to provide a library environment that allows all patrons to use library materials and resources in a safe, relaxed manner, the Board of Library Trustees of the Chelmsford Public Library has adopted a policy statement concerning unattended or disruptive children.

Children who are 10 years of age and older may stay independently in the Main Library and/or the MacKay Branch. They may use the library unattended for a reasonable period of time provided they are able to maintain proper library behavior. Children must have the telephone numbers of their parent, guardian, or other designated adult so that a responsible person may be contacted to come and pick up the child in case of a health emergency, an unexpected library closing, or a child unaccompanied at closing time (see Policy 3.5 Safety at Closing Time).

Children who are 8 years of age and over may stay in the children’s room of the Main Library unattended if there is a responsible relative, legal guardian, babysitter, or sibling of at least 14 years of age in the main part of the library who acknowledges responsibility for the child, during their entire stay. Exceptions to this rule may be discussed with the library director.

Young children often feel anxious, frightened or vulnerable in the library when not accompanied by an adult. Children under the age of 8 years must not be left unattended in the children’s room or meeting room, unless the child is participating in a library program and has the permission of library staff to be there unsupervised. Children under the age of 8 must be accompanied by a responsible relative, legal guardian, babysitter or sibling of at least 14 years of age in the Children’s Room. If a child under the age of 8 is left unattended in the children’s room, the staff will inform the parents of library policy prohibiting this.

Every reasonable effort will be made by the staff to assist the child in contacting an appropriate adult, but it is the parent’s responsibility to be aware of the library’s opening and closing hours and make arrangements for the child to be picked up at the appropriate time.

Staff members cannot provide supervision of children except at particular library programs designed for them. If a child is repeatedly left unsupervised, parents will be notified that their child is no longer permitted to use the library unattended.

Missing Child: If a child is reported missing to a staff person, that staff person will obtain a detailed description of the child and notify all other staff in the building to cover building exits and search for the child. If the child is not located within ten minutes, Chelmsford Police should be notified. Refer to the Library’s Missing Child Procedure for more specific details.

Disruptive behavior: If a child behaves in a disruptive manner, the child will be asked to correct her/his behavior. If the behavior persists, library staff may, at their discretion, contact the parent/guardian/designated adult, or direct that the child leave the library. In addition, the library reserves the right to summon the police in order to preserve the library’s operations and/or protect the interests of the child.

Parents, whether present or not, are ultimately responsible for their children’s behavior while in the library. Children and young adults who are disruptive in the library or on library property interfere with library service to all patrons. The library is a public institution where all patrons have an equal right to quality library service in a friendly and peaceful environment.

Approved, Library Board of Trustees, February 2019

The following guidelines should be used by Reference Department staff in providing answers and materials for ready-reference and general research questions taken in person, by telephone, by mail, or submitted electronically.

The primary role of the Reference Staff is to assist patrons with their information searches and to educate them in the location and use of all types of reference resources. While assistance will be provided, patrons should not expect Reference Staff to do their work for them. Depending on desk coverage, staff may allow as much as 15 minutes assisting a patron before returning to the Reference Desk to be available to assist other patrons. Patrons are not permitted to purchase dedicated staff time for reference or research services; please see the Library’s Gift and Donation Policy (Policy 4.3) for additional details.

Confidentiality

All reference transactions should be treated with confidentiality, and the patron’s right to privacy must be ensured. All information requests should be discussed only in a professional manner.

Timeliness

Patrons of all ages will be provided correct answers or referrals to their reference requests as soon as possible. If an answer cannot be provided within twenty-four hours, the patron will be informed of the status of their request.

While priority is given to walk-in patrons, telephone and electronic requests will be answered as quickly as possible. If “same day” service cannot be provided, the patron will be informed.

Locating Materials and Resources

Whenever possible, answers will first be sought using the resources available within the Chelmsford Library, whether print or electronic. The Reference Staff will also use the resources available through the Merrimack Valley Library Consortium (MVLC), the Massachusetts Library System (MLS) and the 24×7 – Ask a Librarian Chat service.

If an answer cannot be provided immediately using local resources, appropriate print or electronic materials will be requested on the patron’s behalf.

Every effort will be made to provide patrons with a source for an answer, where appropriate. If a patron is unable to visit the Library, the staff should offer to mail, fax, email or text a copy of the material or a bibliography of the resources used (reproduction and/or shipping costs may apply).

Loaning of Reference Materials

Reference and Historical Collection materials will not leave the building. Materials in these areas are considered to be important for ready access to patrons, and may include irreplaceable Local History items. Allowing reference items to circulate defeats the purpose of having a separate section for reference use. Patrons are provided the opportunity to photocopy if they need to have the printed material in hand.

Types of Questions

The Reference Staff strives to provide professional and complete answers to any type of question asked at the Reference Desk. In addition to general reference questions, the following types of questions receive special treatment:

• Directory Information – Reference Staff will assist patrons searching for names, addresses, or other contact information in any publicly-available resource, including telephone books, city directories, and electronic resources. Reference staff will not provide personal information about other Library staff, nor information contained in their personnel files. Please contact Library Administration or the Town of Chelmsford Human Resources Department for personnel information.

• Homework Assignments – The use of the Library for homework and research assignments is part of the educational process, and staff should strive to provide students with a positive library experience. Questions from students should be answered in the same manner as other informational requests, and additional time should be given to provide the student with informal bibliographical instruction and research techniques.

• Technology Questions – All Reference Staff will be proficient with the technology resources available within the library, and are responsible for assisting with electronic research resources and basic library computer, internet and personal device competencies. Technology questions beyond the scope of regular Library resources may be referred to the Head of Reference or the Library’s technology administrator.

• Medical/Legal/Financial Information – Medical, legal, tax and investing assistance is limited to directing patrons to Library resources and/or secondary referral sources such as local hospital libraries, law libraries, etc. Reference staff cannot, at any time, assist with the interpretation of medical, legal or financial information, or give patrons advice on these topics. Tax forms will be available when distributed by the state of Massachusetts or the Federal Government.

• Trivia Questions – Trivia questions should be considered in the same manner as other informational questions. In line with the Chelmsford Library’s Public Service Policy (Policy 2.1), “The needs and requests of library patrons should always be taken seriously and treated with respect. Equal consideration should be given to all users in a non-judgmental environment.”

Updated, Board of Library Trustees, June 2016

Computers are provided to enhance the mission of the Chelmsford Public Library. This policy sets out appropriate use of the Library public computers in order to ensure the maximum library-related use of limited numbers of public computers, to prevent damage to library computing resources, and to provide guidelines for use.

Rights and Responsibilities:

Computers and networks can provide access to resources as well as the ability to communicate with others worldwide. Such open access is a privilege and requires that individual users act responsibly. Users must respect the rights and sensibilities of others. They must respect the integrity of the computer systems and related physical resources, and observe all relevant laws and regulations.

Library computers are provided for:

• Access to library catalogs
• Access to informational databases provided by the Library
• Access to Internet resources
• Word processing and other standard office software applications.
• Printing files from removable storage devices or the internet in Black & White or Color
• Scanning to a file or removable storage device

In addition to the Library’s Appropriate Library Behavior Policy the following guidelines apply:

• Users must follow posted procedures
• Users may not install, delete, or modify Library hardware or software
• Patrons using a computer to play games, watch videos with sound, or listen to music must use headphones
• Inappropriate use includes, but is not limited to:
  • Displaying materials that can be considered objectionable according to the Appropriate Library Behavior Policy
  • Attempting to alter default settings in any way
    Attempting to violate any security system on a computer or network
  • Destruction of or damage to equipment, software, or data belonging to the Chelmsford Library or other users
  • Using library resources to harm or disrupt the resources of other persons or institutions
  • Using the machines in any way that violates local, state, or federal law

The Library reserves the right to terminate the library privileges of any person abusing the above principles.

The Chelmsford Public Library is not responsible for damage to a patron’s disk, USB drive or computer or for any loss of data, or liability that may occur from patron use of Library computers or electronic resources.

Approved, Library Board of Trustees, December 2015

The Chelmsford Public Library endeavors to develop collections, resources, and services that meet the diverse cultural, informational, recreational, and educational needs of the Chelmsford community. Access to the Internet and its many resources is one of these services the Library is making available to the public in response to advances in technology and the changing needs of the community. By providing access to the Internet, the Library is opening a gateway to information broader than its traditional practice of selecting materials and specific services. Information on the Internet is created by governments, corporations, universities, organizations, and individuals throughout the world. Not all sources on the Internet provide accurate, complete, or current information.

The Chelmsford Public Library does not monitor and has no control over the information accessed through the Internet and is not responsible for its content. As a result, to offer a choice in access, filtering software has been installed on computers in the children’s & teen areas and on other designated workstations.

Staff cannot monitor, control, or restrict anyone’s access to the range of information available. Parents are advised to supervise their children’s Internet sessions. The Library does not have the authority or the responsibility to act in the place of the parent.

It is the Library’s responsibility to maximize availability of this resource and to ensure fair accessibility for all. It is the patron’s responsibility to exhibit respect and consideration for staff and other users.

Patrons accessing the internet using Library resources must adhere to all aspects of the Library’s Computer Use Policy (Policy 2.8) and Appropriate Library Behavior Policy (Policy 2.5-1). Whether using a library computer or other personal device, patrons are expected to refrain from displaying graphics which are inappropriate for public viewing, or playing audio that could disturb other patrons. Patrons are also responsible for complying with the copyright law, licensing agreements and the policies of individual websites. Failure to abide by Library guidelines may lead to revocation of Internet or Library privileges.

Approved, Library Board of Trustees, December, 2015

Some of our web pages provide website links to various community, government, commercial and educational organizations that may be of interest to users of the library’s website. These links are provided as part of the library’s mission to provide up-to-date and accurate information to library users. The library does not necessarily endorse these organizations, nor does it control the content of the linked websites. The library reserves the right to deny any and all requests for links and to sever existing links at anytime.

Approved, Library Board of Trustees, December 2015

The Chelmsford Library Board of Trustees recognizes that illness or disability may prevent library use at times. Home Delivery Service provides delivery of materials to residents who may be unable to use the Library at any given time.

Books will be selected by the Library staff and delivered by volunteers if available. Volunteers will be bound by the same code of ethics as the Library staff.

Patrons interested in utilizing Home Delivery Service should contact Vickie Turcotte 978-256-5521 x1106 or email email hidden; JavaScript is required

Draft Awaiting Approval, Board of Library Trustees, July 2022

The Chelmsford Public Library makes community meeting and study spaces available for public use on an equitable basis within the requirements described in this policy. These rooms are provided to further the mission of the Chelmsford Public Library as adopted by the Library Board of Trustees; priority use will be granted to Chelmsford Public Library sponsored events. All activity in the meeting and study rooms shall comply with established Library policies.

The Library recognizes and respects the rights of free speech and assembly and will implement this policy in a consistent and viewpoint-neutral manner. Permission to use the Library’s meeting and study rooms does not constitute an endorsement by the Library of the user’s philosophy, viewpoint, or objectives.

Reservation Request Requirements for Meeting Rooms

1. Non-profit and not-for-profit organizations, Town of Chelmsford departments, and Town of Chelmsford boards/committees may request the use of a Library meeting room once per month. Organizations may be asked to demonstrate their tax-exempt status if not readily available through official sources.
2. Requests for reservations should be made using the Library’s online reservation application (or other method determined by the Library Director or Board of Trustees) or via phone. Reservations may be requested up to 90 days in advance and no more than once per month. Reservation requests will be considered in order of request.
3. Meeting room reservations may be requested online up to 72 hours prior to the event. If you need to schedule a room with 72 hours’ notice or less, please contact the library administration office directly by phone.
4. One person, who is at least 18 years of age, must assume responsibility for any meeting, providing a name, email address, mailing address, and telephone number, as well as the full name of the organization, purpose/description of the meeting, date/time desired, and the number of persons expected. The identity of the group reserving a room will be public information, and the name of the organization may be listed on the Library event or room bookings calendar.
5. Groups that meet other requirements may request the use of a meeting room for majority child or teenage events provided one or more adults make the request and supervise them during the meeting. Children and teenagers (under age 18) must be supervised at all times by an adult at a ratio of 10:1.
6. All meetings are open to the public. No admission fee may be charged, no business or donations may be solicited directly or indirectly, no animals are permitted other than service animals, no compensation may be given to attendees, and no merchandise, food, or beverages may be sold by any group without permission in advance from the Board of Trustees or the Library Director. A written request for such permission must be submitted to the Board of Trustees before the second Wednesday of the month.

Refusal of Reservation Requests

To the extent permitted by law, the Library may deny an application for meeting room use if:

1. the request for meeting room use made by the person/group/organization contains a material falsehood or misrepresentation, including the official name of the group, contact information, or attempts to bypass request limits through inaccurate information.
2. the person/group/organization requesting use of a meeting room has damaged Library property on prior occasions and not paid for the damage.
3. the person/group/organization requesting use of a meeting room has violated the terms of a prior reservation for use of the Library.
4. the proposed use is prohibited by law.

Any requesting group denied a reservation to use a Library meeting room may appeal the decision to the Board of Trustees within 10 days, stating in writing the reasons why the denial of the use is erroneous. A decision will be rendered within 30 days following receipt of the written appeal.

User Responsibilities

Failure to meet these responsibilities may result in cancellation of the reservation or ending the room use when violation is noted. If feasible, staff will first ask the person responsible for the use of the room to correct the violation before cancellation or ending room use.

1. If a meeting is cancelled by the organization, the Administrative Offices must be notified as soon as possible. A 24-hour notice is preferable. If a group cancels more than two times in a six-month period without notifying the library, the group may lose the privilege to reserve a library meeting room.
2. Light refreshments, such as cookies and coffee, are permitted in the McCarthy Meeting room. Light refreshments and covered drinks are permitted in the Conference room. Smoking and alcohol are not permitted anywhere in the Library.
3. Users are responsible for publicity, pre-registration, etc. Publicity and communications about the event distributed by the organization must include the following information:
   1. Name of and contact for the organization prominently displayed as the sponsor and contact of the meeting/event.
   2. The name and address of the Library must only appear on publicity labeled as the location.
   3. The Library logo and branding may not be used on non-Library organizations’ publicity.
4. The Library should not be used as a mailing address for any group or organization.
5. Nothing should be attached to walls. Do not use tape, labels, thumbtacks, or adhesives for signage on any of the walls in the meeting rooms. Do not remove any Library posted or approved items (e.g., art on exhibit).
6. The user is responsible for tidying all areas used, and is expected to leave the facility in the same condition as found.
7. Activities inside the meeting rooms must not interfere with regular Library service due to noise (including music or voices that can be heard outside of the rooms), vigorous activity resulting in pounding on walls or floors, excessive opening and closing of meeting room doors, “overflow” gathering in the lobby, or otherwise interfering directly with others’ library use.
8. The user is responsible at all times for the observance of fire and safety requirements including but not limited to maintaining all aisles, doorways, and exits free and clear of all obstructions to permit unimpeded emergency access. Users must comply with staff instruction regarding fire and safety requirements.

Library Stipulations

The Library reserves the right to:

1. cancel any meeting due to inclement weather or other emergencies. Cancellations are posted on our web site (https://chelmsfordlibrary.org).
2. reclaim the use of the meeting room for library programming with advance notice to the user whenever possible.
3. relocate a user to the room most suited for its size and function.
4. impose reasonable and actual administrative costs on the user including but not limited to necessary security, clean-up, and traffic management costs so that same are not borne by the Library and taxpayers.
5. hold the user exclusively responsible (financially and otherwise) for any damage to Library property resulting from an event/approved use.

All meeting room reservation approvals are temporary, revocable, and conditional on details in this policy. The Chelmsford Public Library Board of Trustees and/or Library Director reserve the authority to revoke reservation approvals without penalty or liability in its sole discretion for any lawful reason, and to impose time, place, and manner conditions upon the meeting room use. The Library Board of Trustees has final authority concerning availability of meeting room use to the public at large.

The Chelmsford Public Library and Town of Chelmsford assume no responsibility for the safety of any private property brought onto the premises, nor for injury to or death of any persons attending the event/approved use.

Library Study Rooms

The Library offers three small quiet study rooms (1-2 people), one medium-sized study room (3-4 people), and our Local History Room which can be booked as a small meeting room (3-5 people) or for historical research.

Reservation Request Requirements for Study Rooms

1. Requests for reservations should be made using the Library’s online reservation application, by contacting or visiting the Reference Desk (or other method determined by the Library Director or Board of Trustees).

1. These rooms can be reserved up to 30 days in advance, for up to two hours at a time (in blocks of 15 minutes). There must be, at minimum, a 2-hour gap between advance reservations made by the same group or individual.
2. The reservation of a study room left vacant for more than 15 minutes will be cancelled and the room made available for other patrons to reserve.

Refusal of Reservation/Use Requests

1. All applicable reasons for refusal of requests listed for other Library meeting rooms will be in force for study rooms.

Responsibilities

1. Users will check in at the Reference Desk before entering the study rooms.
2. All applicable responsibilities listed for other Library meeting rooms must be followed for study rooms.

Library Stipulations

1. All applicable stipulations listed for other Library meeting rooms will be in force for study rooms.

Approved by the Library Board of Trustees, March 2023

Please enjoy your visit to the Chelmsford Public Library. We are happy to have you take casual amateur photographs of our buildings for your personal, noncommercial use as a remembrance of your visit.

Please observe the following:

1. Photographing, filming, audio recording, and all forms of digital imagery (including that from mobile devices) of members of the public, members of the Library staff on duty, and public programs is permitted by law in public areas.
2. The filming of children (without permission of the parent or guardian), or the filming of any patron, program, or presenter in a way that is intended to harass, intimidate, or interfere with their use of the library (including the use of flash equipment), is prohibited.

Please note that the Chelmsford Public Library frequently engages in photographing and recording programs and events for its own publicity and promotional purposes. These programs may be broadcast on Chelmsford Telemedia (cable TV), streamed on the web, and/or circulated on DVD. Library staff will make every effort to notify members of the public when filming and audio recording is taking place and will provide a way to attend the program without being filmed. Please notify a Library staff member if you do not want to be photographed or recorded.

Approved by the Library Board of Trustees, December 2015

Non-profit organizations or their representatives may supply free flyers or literature on topics of educational, cultural, civic, social and recreational interest for display and distribution in areas of the Library reserved for this purpose. Due to space, safety and security considerations the library can only accept printed materials for display. Organizations may not set up their own table or actively disseminate information. Exceptions can be made by applying to the Board of Library Trustees at one of their monthly meetings. The Library’s Electronic Signage Display is for Library-related information only.

Solicitation for political signatures follows state guidelines (see copy of state guidelines at the bottom of the page).

Procedure

Staff members in various areas are designated in charge of publicity and will regulate items for posting or distribution. The staff members will act as a clearinghouse for materials that are brought to the Library to be made available. Flyers approved to be hung on bulletin boards will be marked on the front with the posting date. Staff will remove any outdated flyers or literature no longer relevant to the community. Flyers for recurring events will be reviewed every six months to determine if they need to be replaced. Any questionable materials should be brought to the attention of the Director and may be reviewed by the Board of Trustees.

Guidelines

1. Commercial or political advertising is not accepted.
2. Because of limited space, the Library reserves the right to limit the size and arrangement of notices and other publications, as well as the time allowed for display and the number of publications supplied by any one person or group.
3. The Library also reserves the right to remove materials judged to be unsuitable.
4. The Library does not endorse and is in no way responsible for the views expressed in these notices and publications, nor is the Library responsible for the loss of or damage to any items on display.

Approved by the Library Board of Trustees, February 2019

Solicitation Of Signatures In Public Places

The document below was provided to the library by the Massachusetts Elections Division concerning the solicitation of signatures at locations that includes public libraries. Ballot-access and nomination paper signature solicitation are permitted provided there is no interference with patrons, staff, or normal library operations.

The Commonwealth of Massachusetts

William Francis Galvin, Secretary of the Commonwealth
ELections Division

Both the United States and Massachusetts Constitutions protect the right to solicit signatures on nomination papers and ballot question petitions in a reasonable and unobtrusive manner in open public areas. This includes the public areas of municipal property as well as the common areas of privately owned shopping centers. Distribution of printed material in connection with signature solicitation is also protected. The right of signature solicitation (along with other free-speech activities) on municipal sidewalks, in parks and in similar open public areas is clear. Hague v. CIO. 307 U.S. 496, 515-16 (1939).

Public Areas of Privately Owned Shopping Centers:

The state Supreme Judicial Court has provided guidance specifically to those persons gathering signatures in privately owned shopping centers. Batchelder v. Allied Stores International, Inc., 388 Mass. 83, 445 N.E.2d 590 (1983). Although the Batchelder Court ruling was limited to gathering signatures on candidates’ nomination papers, this standard also applies to gathering signatures on initiative and referendum petitions, under the Massachusetts Constitution. Mass. Const, amend art. 48. Shopping centers may adopt reasonable regulations that require signature gatherers to identify themselves, prevent them from harassing customers and obstructing pedestrian traffic, and allocate space and times among different groups of petitioners. It is therefore suggested that solicitors contact the management company of a privately owned shopping center to arrange for a mutually convenient time for such activity.

Municipal Property:

In Batchelder the Supreme Judicial Court held that Article 9 of the Massachusetts Constitution protects the right to solicit signatures, and to distribute related printed material, in the common areas of privately owned shopping centers, subject to reasonable regulations. At least the same amount of protection must apply on municipal property that is regularly open to the general public for municipal business. Therefore, ballot-access and nomination paper signature solicitation must be allowed on municipal property that is regularly open to the general public for municipal business, subject only to reasonable time, place and manner regulations.

Please do not hesitate to contact Michelle K. Tassinari, Legal Counsel, at 617.727.2828 or 1.800.462.VOTE for more information on the right of individuals to gather signatures in public places.

03/02

One Ashburton Place, 17th Floor, Boston, Massachusetts 02108
(617)727-2828 • 1-800-462-VOTE (8683)
website: www.state.ma.us/sec/ele • e-mail: email hidden; JavaScript is required

The Chelmsford Public Library welcomes the opportunity to allow groups, organizations, or individuals to use the library picture rail on the main level for art exhibits. Space is provided for educational, cultural, civic, or recreational exhibits. Space is not available for strictly commercial purposes.

The purpose of the exhibit policy is to provide guidance in the selection of exhibits; to inform the public about the principles upon which exhibits are arranged; and to encourage equitable utilization of exhibit areas by artists in the Chelmsford area.

Goals of the Exhibits

• To broaden horizons by presenting a wide range of art, collections, or displays;
• To support community cultural and artistic activities;
• To nourish intellectual, aesthetic and creative growth;
• To encourage individuals who may be contributing to the increase of knowledge or extension of the arts;
• To reach non-traditional library patrons.

Criteria for Selection

All exhibits, whether generated by library staff or the public, will be considered in terms of the standards listed below. Not all exhibits will meet all standards. Responsibility for the selection of exhibits rests with the Library Director, and Assistant Directors.

The following will be considered when selecting or approving exhibits:

• subject, technique and style are suitable for intended audience;
• quality of exhibition design, implementation, artistic merit, and originality
• appropriateness to special events, anniversaries, holidays, etc.;
• historical or regional relevance;
• relation to other events or exhibits in the community;
  ease of installation;
• representation of an influential movement, genre, trend or national culture;
• significance of the contributor;
• interest of viewers and the public.

The Board of Library Trustees has the final authority for approving exhibits and reserves the right to prohibit any person or group from displaying artwork.

Applying for Exhibit Space

Exhibits are scheduled by the Head of Community Services. Reservations may be made up to one year in advance. Individual exhibitors or groups are limited to a single one- month exhibit annually. Educational groups may schedule exhibits more than once a year, provided there is space available.

To apply for exhibit space, please print and return our Art Exhibit Application Form.

Display Case Guidelines

For an application to display in the Cultural Council’s display cabinet contact the Chelmsford Library’s Community Services Department at 978-256-5521, x1109, or click the link below and you print out an application to submit to the Chelmsford Cultural Council. Click here for a display case application.

The display case was created by James Scarth, a furniture maker from Chelmsford. The case was commissioned by the Chelmsford Cultural Council to be used to display works by artists. The case is 45″ wide and 2 feet deep. The display space inside is 27″ high with an adjustable glass shelf.

• Each artist/group is responsible for hanging his/her own works and taking down the same when the exhibit has ended. Library Staff assistance is not available
• Artists must sign an exhibit agreement and a waiver form that releases the Library from any responsibility for loss or damage to works on display
• Exhibits must conform to the space restrictions of the exhibit areas provided
• Nothing should be attached to walls unless approved by the library personnel. Do not use tape, labels, thumbtacks, or adhesives for signage on any of the walls in the library
• The Chelmsford Public Library does not allow solicitation or selling of items in the library unless permission has been received
• Artistic works for sale may be purchased directly from the artist, but only outside the library
• No price tags may be affixed to the works exhibited or pricing lists distributed in the library (A price list may be available at the front desk)
• Artist/groups who fail to remove paintings on or before the specified date will not be allowed use of the library space in the future
• The Library will not provide storage for the property of exhibitors
• Only a library representative can transfer an exhibit reservation to another artist
• The Library’s need for exhibit space takes precedence over the public’s request to use such areas

Approved, Library Board of Trustees December 2015

Staff in various public service areas of the Library welcome visits from small groups in the community. Such visits might include a survey of services in the Children’s Room, Reference Department, or the MacKay Branch Library; a workshop in Reference tools which are available at the Main Library; or an overview of our library services.

In order for groups to receive adequate attention from staff and to make the best use of limited space available, advance notice of at least a week should be given in writing or by telephone whenever feasible to the head of the Library department to be visited. (For Library-wide visits the Director, Assistant Director, or Head of Community Services should be notified.) Since Library staff might need to prepare for specific objectives of the visits, group leaders should alert staff to those objectives when they give advance notice. With enough notice, a special story hour may be arranged.

Groups of children and students must be accompanied by adults in numbers adequate to supervise them.

Groups which are too large for limited space may be asked to split into 2 sessions.

To facilitate borrowing of materials, leaders should ask members of the group to bring their library cards or identification with current name and address.

Approved, Library Board of Trustees, December 2015

As a courtesy to patrons, the library will hold lost items that are found by or given to library staff. Items that are obviously valuable or may contain private or personal information (such as cell phones, computer disks, etc.) will be held at the Circulation Desk. All other items will be put in the lost and found bin. Items held at the desk will be dated, and anything not claimed within six months will be disposed of, with care taken to remove any private or personal data.

Library staff will try to identify and contact the owner of found items, whenever possible, and to assist in locating lost items to the best of our ability. However, patrons are encouraged to check back periodically in case an item has been found and staff cannot determine the owner.

Approved by the Library Board of Trustees, July 2016

The Chelmsford Library is a welcoming place for all ages, backgrounds and abilities, and the library’s programs, and the organizations we partner with, will reflect this. In accordance with the library’s core mission, our programs “seek to enrich lives, extend personal and intellectual development, and enhance educational endeavors.” As stated in the Library’s collection development policy, “Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves.” Our programs, as library resources, support the educational, cultural and recreational interests of all people of the Chelmsford community.

Program costs:

We are committed to providing resources at no cost to the public beyond their tax contribution, including programs. Our library relies on both the library’s operating budget and funds from the Friends of the Library Group to finance programs. Programs are provided free to the public. As such, no individual or organization offering programs on the library’s behalf may charge admission, or design programs solely to promote for-profit interests.

Exceptions to this may be:

• When funds are being raised on the Library’s behalf by the Library’s Friends group or Board of Trustees
• Authors or performers are offering books, CDs or other recordings of their work for sale to audiences at the conclusion of a library program

In the latter case, performers are responsible for handling transactions without the assistance of library staff or library volunteers, unless otherwise arranged by the Director, and operations are subject to approval by the Director.

In addition, based on timeliness, suitability, lack of expertise, redundancy of topic, negative feedback, or lack of community interest, the library reserves the right to refuse any organization’s or business’ request to offer a library program.

Program Bias:

The library strives to offer a variety of programming that is unbiased and nonpartisan, but is not responsible for the beliefs and partisan attitudes of individuals or organizations that were not apparent prior to hiring.

Approved by the Library Board of Trustees, June, 2017

The intellectual pursuits of individuals using library or internet resources are considered confidential information regardless of the age of the borrower. Such records shall not be made available to any individual or agency except pursuant to such process, order, subpoena, or warrant as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power.

Library patrons routinely share personal data while using Library services and resources. The Patron Privacy and Data Retention Policy exists to:

• provide appropriate records to staff and the public
• comply with laws on privacy, confidentiality, and open records
• ensure the Library minimizes the collection and retention of personally-identifiable data to only what is strictly necessary, in order to protect patron privacy
• outline a destruction/deletion schedule when retention no longer serves a legitimate Library need

The Library creates, retains, and manages data in a variety of ways:

Borrowing items, requesting items, and searching the catalog
As part of the Merrimack Valley Library Consortium, the Chelmsford Library is bound by MVLC’s privacy policy. The intent is to only collect and retain data for administrative purposes until a request is fulfilled and an item is returned. Search data is not retained. Account information is kept for active library patrons and is not shared with outside entities unless required by law. Please see http://www.mvlc.org for the complete policy.

Requests outside of the MVLC catalog
These records are kept for the administration of the request and loan. They are retained until the end of the statistics reporting period for that fiscal year, aggregated, and then deleted.

Appointments, reservations, and activity logs
These records are kept for the administration of the activity. They are retained until the end of the statistics reporting period for that fiscal year, aggregated, and then destroyed.

Reservations made through online event calendars and museum pass booking software are kept to manage attendance at events and pass loans. They are retained until the end of the statistics reporting period for that fiscal year, aggregated, and then deleted.

Third-Party Resources
The Library contracts with numerous third-party services and vendors to provide patrons with a wealth of useful resources. While the Library regards these tools as valuable, they are all independent companies with their own privacy policies. Patrons are encouraged to review these policies before creating accounts with these resources, and to ask Library staff for assistance in locating the policy if necessary. The Library does not monitor or record patrons’ individual use of these resources, but where possible records aggregate usage for statistics reporting for that fiscal year.

Public computer and network use
The Library makes available computers and a wireless network for public use (which is governed by 2.8 Computer Use Policy). Every effort is made to provide these resources without any sort of tracking or monitoring, either electronically or by video surveillance. The computers have both anti-virus and session management software to protect users while using Library computers, and also software that erases session history automatically when a patron closes their session and when the computer restarts.

The Library’s wireless network is open to the public and requires no sign-on credentials or session tracking, other than aggregate session totals for statistics reporting for that fiscal year.

Security cameras
The Library has security cameras throughout the building and grounds to protect the building, materials, staff, and patrons. These cameras are a part of the Town of Chelmsford’s video security system and governed by its data retention policy. The length of video stored varies depending on how much is recorded, but is typically deleted after 30 days.

Donor and volunteer information
The Library appreciates the tremendous support provided by the community. Donor information is retained indefinitely as historical record. A list of active volunteers is maintained to facilitate volunteer activities, and volunteers can request to be removed at any time. Volunteer activity logs are retained until the end of the statistics reporting period for that fiscal year, aggregated, and then deleted.

Accident and incident information
Records detailing accidents and incidents occurring at the Library, or involving Library staff or patrons, may be retained indefinitely. This will include written details in print or electronically, and video or other images related to the persons or property involved.

Approved, Library Board of Trustees, July 2018

The Town of Chelmsford maintains security cameras inside and outside of Chelmsford Public Library to help ensure the safety of Library patrons and staff. The cameras also serve as a deterrent to theft, vandalism, illegal activities, or violations to the Library’s Appropriate Library Behavior policy in the Library and on Library grounds.

Privacy/Confidentiality

The Library strives to protect patron privacy and confidentiality. Signs are posted on the Library doors indicating that cameras are in use. Cameras will not be placed in areas where there is a reasonable expectation of privacy, such as in restrooms, nor positioned to identify a patron’s reading, viewing, or listening activities.

Use/Disclosure of Security Camera Data

This system is not continuously monitored, so patrons and staff should take appropriate precautions for their safety and for the security of their personal property. Real-time displays are available to staff to aid in monitoring entrances.

The Library Director or Assistant Directors may review security camera recordings following a violation of the Library Code of Conduct. These images may be used to identify those responsible for Library policy violations, criminal activity on Library property, or actions considered disruptive to normal Library operations. The Facilities Manager may also use the security cameras to aid in the operation of the Library facility.

Video records or still photographs may be shared with Library staff or law enforcement personnel when appropriate, upon approval by the Director, to identify those suspended from Library property and to maintain a safe, secure and policy-compliant environment.

All requests for security camera footage or still photographs by law enforcement will be referred to the Library Director.

Requests for security camera footage or still photographs from the public are governed by the Freedom of Information Act. Data will not be released by the Library to individuals. Requests from the public must be submitted through the Town of Chelmsford’s FOIA portal at https://www.townforms.com/FOIADirect-ChelmsfordMACitizens

Retention of Digital Images

The recorders and the recorded data are located in a limited access, controlled area. This equipment is a part of the Town of Chelmsford’s video security system and governed by its data retention policy. The length of time videos are stored varies depending on how much is recorded, but is typically deleted after 30 days, unless required as part of an ongoing investigation or litigation. Hard copies of still images may be kept indefinitely as part of incident reports, or posted in restricted staff areas for the duration of a patron’s banned period.

Approved, Library Board of Trustees, February 2019

The Chelmsford Public Library has established the following policy to follow in the event of a pandemic.

1. The Chelmsford Public Library will close due to a pandemic in the event that there is a mandate or recommendation for closure issued by public health or government officials on the local, county, or state level.
2. In the event of closure necessitated by a pandemic, effective communication about any reduction in services or open hours is of the utmost importance. Library staff will provide information about closures as quickly as possible via the library website, social media sites, outside the library, and the Town of Chelmsford website. Meeting room reservation contacts and others with scheduled appointments will be notified by phone and/or email as soon as possible.
3. In the event of a closure necessitated by pandemic, some staff may be able to work from home as authorized by the Library Director with guidance from the Town. No staff may work from home without prior authorization.
4. At the discretion of the Library Director in conjunction with the Library Board of Trustees, the Chelmsford Library may close, reduce its operating hours, or limit services temporarily (e.g. access to children’s department, programming, meeting rooms, MacKay Branch, etc.) in the event that there is not sufficient staff to maintain basic library service levels. Basic service level requires five staff plus a custodian (one of the five staff must be a department head, assistant director or director): at least 1 reference staff, at least 1 children’s services staff and at least 2 circulation staff. To minimize risk to patrons and staff, the MacKay Branch may be closed, or delayed in reopening, so all staff can work to provide library services from the Main Library.
5. If reduced staffing, open hours, or services are required, library staff shall perform prioritized tasks that most directly impact patrons prior to any other work tasks. Tasks shall be done in this order of priority:
   1. Direct patron assistance: check out, curbside delivery, issuing library cards, computer and reference assistance, facility and collection supervision/safety.
   2. Patron related-tasks: check in, pull list, incoming delivery, and shelving.
   3. Workflow tasks: material orders, cataloging
   4. Essential services: payroll, processing bills for payment, Library Board meetings.
6. All Library staff will certify each day that they are in good health according to guidelines from the Town of Chelmsford Health Department. If anyone becomes sick during their shift, they will be sent home.
7. Disinfecting and/or cleaning procedures issued by public health officials will be followed as closely as possible. Library staff will be provided with disposable gloves, hand sanitizer, and surface disinfectants.
8. When recommended by state and health officials, the Library may require patrons to wear masks and practice physical distancing. Signs will be posted during these times and patrons must adhere to these requirements while in the Library. Library resources and services, such as online resources and curbside pickup, will still be available for those patrons who choose not to wear masks and not to enter the building. Patrons unable to wear masks due to medical reasons should contact the Library Director.

Approved, Library Board of Trustees June 2020

Updated, Library Board of Trustees July 2020

ACCIDENT REPORT:

Whenever a patron or staff member is injured in an accident in Library buildings or on Library grounds, the supervisor present should fill out an accident or incident report form and return it to the Director as soon as possible. Multiple copies of the accident report are kept at all public desks at the Main and MacKay Branch Libraries and in the Office. If a staff member is injured, the Town Human Resources Office should also be consulted to ensure that the most up-to-date procedure is followed.

PROMPTNESS IN REPORTING IS NECESSARY.

INCIDENT REPORT:

Any time an incident occurs in the Library or on Library grounds, of which a staff member feels the Director should be aware, an incident report form should be submitted. An “incident” may range from a patron complaint to deviant or criminal behavior. If deviant sexual or criminal behavior is reported by a patron or witnessed by staff, the police should be called immediately. Names and phone numbers of witnesses should be recorded.

If a patron is upset, staff should remain calm and supportive. Do not interrogate the person, but escort her/him to a private office until the police arrive. An incident report form should be filled out immediately and sent to the Director.

Approved, Library Board of Trustees, December 2015

In the event of a weather emergency or other unforeseen circumstance, it may be necessary to close the Library for the safety of patrons and staff. If such an event occurs, the Library Director or the senior staff person on duty in consultation with the Town Manager will make the decision. Once the decision had been made, a message will then be placed on the library’s phone system by 7:30 AM. If the library’s power is out, there will be no working phone system. If power is available at the homes of Library management, they will attempt to put the message on the webpage and on social media. The town will also send out an automated phone call to all Chelmsford residents and employees when town offices are closed. If the library closes, those people scheduled to work will be paid. If the library opens, but a person who is scheduled to work cannot make it in due to the weather, they can use personal or vacation time. Part-time staff may also choose not to be paid. If an employee has requested time off for that day – prior to the storm closure, – the request still stands and that day will be counted as requested time off.

3.2 STORM GUIDELINES FOR DELAYS/CLOSINGS

Closings or delayed openings are coordinated with the town offices in the following manner:

• If Chelmsford town offices are closed due to severe weather, the library will also be closed. A message will be put on the library phone system by 7:30AM. Tech services staff that normally come in prior to that time should delay their start time on days of inclement weather and adjust their schedule accordingly. When possible, the website homepage and social media sites will also be updated to include storm closings and delays. In inclement weather, Library staff should call the library number – 1-978-256-5521 after 7:30 AM or before heading into work. If power outages prohibit library staff from updating phone messages or telephone messages, then library management will text all department heads available and the department heads will notify their staff as they can.
• If Chelmsford town offices are delayed due to inclement weather, the library will also have a delayed opening at 11 AM. Again, notification procedures will be followed as listed above. If the snowfall necessitates street plowing then the library parking lot must be plowed (and/or sanded and de-iced, whatever conditions warrant) in order to open to the public. The Custodian will call the town department of public works if parking lot has not been plowed when he arrives. He will also notify the senior staff person in charge for the day when the plowing is completed and the library is able to be opened. If the library and staff parking lots are still not plowed in time for an 11 AM opening, staff reporting to work should park across the street in the shopping plaza. The library will open to the public once the parking lot has been plowed.

MACKAY BRANCH: The Branch Library will follow the above stated policy with the following exception:

• If the library custodial staff is unable to adequately address snow removal and ensure the safety of staff and public at both the main library and the Branch, the Branch will close. At the library director’s discretion, part-time Branch staff should either report to the main library for duty, work on projects at the MacKay Library while it remains closed, request the use of a vacation or personal day or opt not to be paid.

3.2-2 EARLY CLOSING – DAYTIME

If weather forecasts and road conditions warrant, the Director or senior staff person in consultation with the Town Manager will close the Library early.

If the Director is not at the Library, the staff member in charge at the Main Library should call the Director. If the Director is not available, one of the two Assistant Directors should be contacted. If neither are available, the Town Manager will be make the decision. Please make sure that the decision is communicated to the MacKay Branch Library.

To minimize patron inconvenience during inclement weather, but also aid in library staff safety, management may consider the option of allowing employees to go home early if there is available administrative staff to run the library. Employees leaving early must use personal or vacation time or if feasible, make up the lost hours.

3.2-3 EARLY CLOSING – EVENING

The above guidelines for early closing in the daytime also apply in the evening with the caveat that if the town manager is not available, library management staff is granted the right to close the library if the situation warrants it. However, the Town Offices/Town Manager should be alerted to the early closing as soon as possible. This also applies to closings due to power failures,

3.2-4 STORM CLOSING PROCEDURES FOR WEEKENDS

On Saturdays, the custodian will contact the senior staff person scheduled for that day and notify him/her of the status of the parking lot. If it is not plowed, the custodian will contact DPW but the library will have a delayed opening at 11 AM. On stormy weekends, library staff should check the library phone message by 8:15 to ensure that there is not a delay. If DPW does not respond in a timely fashion, the senior staff person in charge or the custodian will contact the town manager. (Staff may also opt to contact the library director or one of the two assistant directors who will in turn contact the town manager if the plowing has not been completed.) If plowing is not available that day, the senior staff person in charge will notify the library director or one of the two assistant directors that the library will not open. The senior staff person in charge will change the phone system message by 10:30 and update webpage to notify all scheduled staff.

When the library is only open 1-5 PM on Sundays — severe weather will warrant closing. The decision to close should be made no later than noon. Delays will not be considered. In the event of a Sunday storm, Sunday custodial staff will arrive early enough to contact the DPW and remind them that we are open and in need of plowing. The notification procedure shall be as listed above.

Approved, Library Board of Trustees, December 2015

During a power outage, servers should be shut down manually. They are on a UPS which will keep them functional for a short time.

Hubs, routers, switches, and work stations may be unplugged in the data closet.

PROCEDURE:

• All department heads should be aware of where the hubs and routers for their building are.
• Servers, hubs, routers, and switches, under normal conditions, should always be left on.
• When the power outage has passed, the person in charge should power on the hubs and routers and servers first, and then alert staff to turn on workstations. Please verify that all ports are operational. Please note: it could take up to 15 minutes until all workstations have connections.

TROUBLESHOOTING:

Problems with Catalog connection:
Call MVLC

• Main number – 978-557-1050
• Jason (Computer Operations) – 978-557-5891

Problems with Internet and wireless connection:

• Notify the library network administrator.

Approved by the Library Board of Trustees, December 2015

EMERGENCY: 911

REMEMBER: The safety of patrons and staff is the most important consideration.

ADAMS LIBRARY:

• Circulation staff is responsible for alerting Reference, Administration, Technical Services, and ILL in case of emergency evacuation.
• Circulation staff is responsible for evacuating patrons on the MAIN LEVEL, and those patrons using the ADAMS BUILDING.
• Reference Staff is responsible for evacuating patrons on the LOWER LEVEL.

• MAIN LEVEL:

  • Circulation staff is responsible for alerting those patrons on the main floor including Periodicals and Large Print. Those in the Meeting Room, Children’s Room, and Fiction and A-V areas should leave the building via the front door. If the front door is blocked, they should use the emergency door which opens onto the side parking lot. Patrons in the New Book Rotunda, Newspapers and in the Periodicals and Large Print areas should use the emergency door in Periodicals (old Adams front entrance.) If that is blocked, they should use either the main front door or the side emergency door.
  • Disabled patrons should, if possible, use the main front door and ramp for evacuation. If that is blocked, they should use the emergency exit off the meeting room. This is a fire stairwell where they will be assisted by emergency personnel. The doors to this stairwell must be closed at all times. Chairs on casters may be used to transport any patron physically unable to exit without assistance.
• LOWER LEVEL:
  • Reference staff is responsible for alerting those patrons on the lower floor. Those in the study rooms, reference and non-fiction area, should leave by the closest emergency exit. These include the stair and door which opens onto the side parking lot, the staff entrance, beyond Administration, or the door onto the courtyard.
  • Disabled patrons should, if possible, use the staff entrance door and ramp for evacuation. If that is blocked, they should use the emergency stairwell. This is a fire stairwell where they will be assisted by emergency personnel. The doors to this stairwell must be closed at all times. Chairs on casters may be used to transport any patron physically unable to exit without assistance.
  • Administrative staff should leave the building by the staff entrance. If that exit is blocked, they should leave by the Emergency stair or the courtyard door. Custodial staff should leave the building by the emergency stair. If that exit is blocked, they should use the staff entrance or the courtyard door.
  • Staff and patrons should gather at the Boston Road edge of the parking lot. Staff will escort patrons across the street if necessary.
• CIRCULATION: 
  • Call 911
  • Alert Lower Level Staff
  • Evacuate patrons/staff on Main Level
• REFERENCE:
  • Evacuate patrons/staff on Lower Level

MACKAY BRANCH LIBRARY:

• The person in charge is responsible for alerting all patrons. They should exit by the door furthest from the fire or emergency situation. If another staff member is available, ask them to check the main floor while the person in charge checks upstairs rooms for patrons or staff.
  MacKay staff and patrons should go directly across the street from MacKay’s front entrance. Use a telephone in a neighboring house or business to call 911. Call the Main Library when feasible.

LIBRARY SECURITY/LOCKING UP PROCEDURE:

• The closing procedure in each department should be followed carefully so that the buildings are secure. Do not open library buildings outside normal working hours except for emergency or extenuating circumstances. In such circumstances take precautions to safeguard yourself (i.e. not going into the building alone), and be sure the building is secure before leaving by trying the locked doors.

PERSON IN CHARGE OF THE LIBRARY:

• When the Director is not on duty, one of the Assistant Directors, or senior Department Heads, will exercise her/his own judgment in dealing with matters of policy or miscellaneous calamities, and report any unusual occurrences to the Director as soon as possible.

NOTE: Major decisions regarding library closings, and other situations that affect the total library should be made in consultation with the Chair of the Board of Library Trustees and the Town Manager.

Updated by Library Board of Trustees, June 2016

(Staff should refer to the Paging Guidelines for Closing Announcements)

Should an adult be left stranded at the library after closing hours, the department head will offer the use of the library phone to secure a ride. Under no circumstances will Library staff transport or accompany a patron from the library grounds.

A minor child who does not have firm arrangements for transportation should begin calling for a ride 30 minutes before closing time.

In the event that a child is left at the library after closing, staff members will wait for 15 minutes. The Chelmsford Police will then be notified to take responsibility for the child’s safety. Again, under no circumstances will Library staff transport or accompany a patron from the library grounds.

If a patron refuses to leave at closing time, the patron should first be informed that the department head will contact the police. If the patron does not then leave, the police should be called.

Approved by the Library Board of Trustees, December 2015

In order to maintain safety on Library grounds, the Library Board of Trustees have adopted the following practices:

Groups must not gather:

• within 18’ of either side of the main entry stairs, measured from the concrete footings at the base of the stairway.
• on the sidewalk fronting all handicap-reserved parking spaces near the handicap ramp into the main entry.
• in any handicap-reserved parking spaces anywhere on Library grounds.
• at the entrance to, exit from, or anywhere on the handicap ramp into the main entry or any other handicap-accessible entrances/exits.
• at the entrance to either the handicap ramp or the stairs to the staff/delivery entrance nor on the sidewalk leading to these (a distance of 4 parking spaces from the grass-end of the parking lot).

Safe administration:

If a public gathering impedes access to library resources, premises, or an area of premises, the group will be asked to move into allowable areas. If staff requests are not followed, the Town Police or other Department will be called to assist with enforcement.

If a public gathering appears to be endangering the safety or health of others, staff will give instructions to stop any dangerous activity and/or will request assistance from the Town Police or other safety officials.

Adopted, Library Board of Trustees, February, 2023

Our Community and Our Values

The Chelmsford Public Library serves a town population of over 36,000. While many of the residents are younger families with children, approximately 30% are 60 years old and older. The diversity of the Town is also increasing, with more than 12% of people identifying as Black, Asian, Hispanic, or Latino. We state in our Mission, “We are the community’s bridge to exploration, engagement and enjoyment”, and to that end we offer a large collection of print and media items and nontraditional items like tools, electronics and games, in physical and digital formats. The people of Chelmsford and their informational needs are our foremost consideration in the selection of materials. We also consider the availability of material from other libraries in our consortium, state, and beyond, via inter-library loan. We are committed to Diversity, Equity, and Inclusion in our policies, and to creating a collection that reflects both Chelmsford’s and the country’s past, present, and future accurately and authentically.

Per our Values statement, we offer “Something for Everyone: It is important to us that we level the playing field, equally serving people of all ages, incomes, ethnicities, genders or physical abilities while responding to our community’s varied interests. We offer a diversity of resources, services, and programs for everyone to explore and enjoy.” We are committed to growing our collections to serve the needs of specific populations of people who have historically experienced unequal treatment in society, and offer educational opportunities for all. We do this by researching diverse publishers, using websites that highlight these materials, and checking best books lists from a wide variety of sources.

Responsibilities for Collection Development

The Board of Library Trustees is responsible for adopting a collection development policy. Responsibility for implementing the policy is delegated to the Library Director, who may in turn delegate further portions of that responsibility to Collection Managers.

A review committee composed of the Director, a Department Head, and an appropriate Collection Manager may be convened to reevaluate selected materials if a Request for Consideration form is filed.

Criteria for Collection

The library is committed to providing a wide range of material that reflects the diverse needs and interests of our community. Selections will not reflect the tastes and opinions of any patron or staff person to the exclusion of other points of view; neither will the library yield to any pressure to influence selection to this end.

Librarians use a variety of tools to evaluate materials for selection, including but not limited to: professional review journals, popular print and broadcast media, publishers’ catalogs, and patron and staff recommendations.

All materials are considered in terms of the following criteria (in no particular order):

• Popular interest
• Contemporary, cultural, or historical significance
• Current, accurate, and authentic content
• Representation of diverse points of view
• Relationship to existing materials in the local collection and consortium
• Readability or ability to sustain interest
• Suitability of content to the age of the intended audience
• Attention by critics and reviewers
• Creative, literary, or technical quality
• Format and ease of use
• Circulation as monitored through the Library’s system
• Cost and availability
• Local emphasis

Additional information for individual collections are as follows:

• Electronic Materials
  • Electronic materials are selected by the consortium and selectors from individual library contractors.
• Textbooks and Workbooks
  • The library is not primarily designed to provide materials for academic study and will not acquire textbooks or other such materials unless provided by the school or institution. Such items will not necessarily be selected for the collection and will undergo a period of staff review before being added. The library will not accept textbooks donated by individuals.

Adult Collections

All materials will be freely and easily accessible to the public. Users are free to select or reject for themselves, or children in their care, any item in the collection. A singular obligation of a public library is to reflect within its collection differing points of view and a diversity of opinion and experience. Some materials may be offensive to individuals or groups because of individual perceptions of profanity, human sexuality, social, economic, and political ideas, religious viewpoints, the background of the author, or the kind of information provided. Although the Library understands this concern, it is our position that the risk to society is far greater if public access to ideas and information is restricted. Providing free access to these materials may be meaningful and significant to other users and thus must be protected. Children are not limited to use of the materials in the children’s or teen areas. Responsibility for a child’s selection or reading rests solely with their parent or guardian. Selection will not be inhibited by the possibility that children may inadvertently use such items.

Youth Collections

The library affirms the caregiver’s right to guide their children’s use of library materials. The role of library staff is to assist each family in finding materials suitable for them and to empower caregivers by teaching them how to find materials that are appropriate for their child. The library will not act in place of the caregiver by restricting children’s access to library materials through supervision or by withdrawing materials that do not align with individual family beliefs.

Some books in the Children’s and Teen collections may not be considered appropriate by all adults for all children. However, while some books are too mature for one child, other children may be ready for them. We recognize and respect that only each child and their caregiver may decide what material is suitable for their family.

Self-Published and Chelmsford Authors

To encourage resident authors, and to showcase the writing talent of Chelmsford, the Library maintains a Chelmsford Authors collection. We will make an effort to purchase works by Chelmsford authors published through mainstream publishers, and according to our criteria for collection.

Self-published authors (e.g., print-on-demand, vanity, or subsidized presses) who are Chelmsford residents (past or present) are welcome to donate their works to the library. These will be shelved in the Chelmsford Authors collection. We may occasionally purchase self-published titles by Chelmsford authors for our regular collection, if there is a compelling reason to do so (valuable local content, high local interest).

These items will be retained or withdrawn according to the same guidelines as the rest of the collection (outlined below).

Authors who are not residents of Chelmsford are welcome to donate copies of their work for consideration for our regular collection. If the item does not meet our collection development criteria, it will be given to the Friends of the Library.

Patron Suggestions

Suggestions are welcome and we will consider all requests from Chelmsford residents using the same selection criteria that we use for the collection.

If an item is unavailable for purchase we will attempt to obtain the item via Inter Library Loan for Chelmsford residents to the best of our ability.

Gifts and Donations

• The Chelmsford Library thanks you for your generosity in considering the library for your gift or donation. Due to space constraints, the library is unable to accept all donations offered to us. Gifts and donations to be added to the collection will undergo the same thoughtful scrutiny as any other item considered for the library’s collections, including timeliness and relevance, condition, suitability and other criteria described in the sections above.
• Donated materials are accepted with the understanding that the Library has the right to determine the disposition of the gift items. Donations become the property of the Chelmsford Library, and may be given to other libraries and nonprofit agencies, sold at the Chelmsford Friends of the Library book sale, or discarded at the discretion of Library staff. Donated materials which have been added to the collection will not automatically be replaced if worn-out, damaged, or lost, or if they have become obsolete.
• Monetary Donation: To support the enhancement of Library resources and to strengthen and promote the Library’s quality services, see the Monetary Donations section on our Gifts/Donations page, or contact the Chelmsford Friends of the Library.

Collection Maintenance and Removals

Library staff regularly review items in the collection to ensure that they continue to meet the communities’ needs. In order to keep the collection vital and useful, the library will regularly remove items that are worn, outdated (particularly in rapidly changing fields), or no longer in demand. Removal is as important as the original selection of items, and the same criteria are applied. Not all items that have been removed from the collection for condition will be automatically replaced. Items that have been removed from the collection in undamaged and complete condition may be sold for the benefit of the library by the Friends of the Library (per MGL Ch. 30B, S. 15 (g)) or an otherwise specified retail vendor (i.e. Discover Books, Better World Books, or similar). Unsold items may be given away for charitable purposes or recycled if no other options are available.

Request for Reconsideration

If a Chelmsford resident cardholder should raise a question about the appropriateness of a particular item in the collection, a Request for Reconsideration form must be submitted to the Director in writing in order for any formal review of an item to take place. A copy of the form is appended. Copies of the form are also available at all desks within the library. Once an item goes through the reconsideration process, it cannot be submitted for reconsideration again for three years. The procedure is as follows:

• Request for Reconsideration form given to concerned patron (must be a resident of Chelmsford) by staff member
• Request for Reconsideration Form returned to Library Director, fully filled out
• Library Director acknowledges receipt of RfR Form in formal correspondence to patron and outlines response procedure and anticipated timeline, attaching Collection Development Policy and copying Board of Library Trustees
• Library Director convenes Review Committee made up of appropriate Collection Manager, their Department Head, and the Director to:
  • Read, view, listen to challenged material/material of concern in it’s entirety.
  • Research and copy professional reviews on work
  • Record notes and complete a Review Committee report
• Library Director sends correspondence outlining Review Committee’s findings and attaching excerpts/copies of professional reviews and reasons selection falls within Collection Development Guidelines to the patron
  • Patron is advised that they may refer their concern upward to elected Board of Library Trustees. If they do:
    • Work will be discussed with Review Committee findings in the next Trustees meeting, inviting the patron to attend if they wish
    • Trustees will determine whether the work falls within approved Collection Development Guidelines, and will recommend retention, relocation or removal of the work
    • Library Director will send formal correspondence concluding the process

Approved, Library Board of Trustees, May 2022

The Chelmsford Board of Library Trustees welcomes and encourages gifts and donations which are consistent with the Library’s Mission Statement.

Print and Non-Print Materials

The Library is pleased to accept print (books) and non-print (DVDs, CDs, etc.) materials when they comply with the Library’s Material’s Selection Policy. All gifts are accepted with the understanding that if the Library is unable to use the materials, they will be donated to the Friends of the Library Book Sale. Unused donations cannot be returned to the donor. This should be clearly stated to the donor at the time of the donation.

We’re sorry, but we cannot accept donations of the following items: Magazines (including National Geographic), encyclopedias or textbooks more than 4 years old, Reader’s Digest Condensed books.

Monetary Donations

Monetary donations may be made in a number of ways:

• Memorial gifts: The Library will be pleased to select appropriate titles in memory of a relative or friend, as indicated on the donation form. A gift plate will be added to each purchased item with the name of the person being honored. Notification of the gift will be sent to the person designated on the donation form.
• Chelmsford Public Library Gift Fund: These funds, donated by individuals, groups or corporations will be spent as requested on the donation form. A gift plate will be placed in each purchased item with the name of the donor. Funds can be designated to purchase materials:
  • In a particular subject area
  • For a particular department
  • For the main library or the branch
  • Or as an unrestricted gift.
• Chelmsford Library Endowment Fund: Funds will be preserved for future library needs, such as library expansion or capital improvements, that public funding alone cannot meet.
• Gifts of Appreciated Assets: Through gifts of publicly traded securities such as stocks, bonds, or mutual fund shares, you have the advantage of seeing your donation at work helping the Library. Gifts of highly appreciated stock or securities provide you with a charitable tax deduction, avoidance of capital gains tax, and the satisfaction of helping the Library. You can also receive similar benefits from gifts of appreciated real estate.
• Bequests: A bequest to the Chelmsford Public Library creates a legacy for generations of children of families. Many generous donors have remembered the Library as they prepare or revise their wills.

Other Gifts

Gifts and donations other than items which can be used in the Library’s collection (such as art, furniture, etc.) or monetary gifts (as listed above) must be discussed with the Library Director. All conditions pertaining to the donation must be clearly stated at that time. The Library Board of Trustees will make the final determination to accept or decline the gift.

These gifts will be considered in light of the following criteria:

• • Relevance to the Library’s Mission Statement
  • Space required to house or store the gift(s)
  • Cost to maintain or preserve the gift(s)

All gifts and donations accepted by the Board of Library Trustees become the property of the Chelmsford Public Library and may be sold or discarded as the Board sees fit.

Gifts to Library Staff

Individual Library staff cannot accept valuable gifts or any form of currency for the services they provide as library staff. Appreciative patrons are encouraged to make contributions to the library as a whole, or provide a gift that all staff can enjoy equally. This policy is to ensure that staff will treat all members of the public equally, and that no preferential treatment is shown or expected.

Receipts

The Library can provide receipts for gifts only in the following cases:

• Cash or check donations: a receipt will be sent in the form of a letter stating the amount donated.
• Gifts of Appreciated Assets: a receipt will be sent in the form of a letter describing the assets. The donor is responsible for assigning and documenting monetary value for tax purposes.
• All other donations: a receipt will be given only at the time of the donation, if requested. The receipt will list the number and type of donation only. The donor is responsible for assigning and documenting monetary value for tax purposes.
• The Library cannot give receipts for previously donated material.

Approved, Library Board of Trustees, December 2015

The Chelmsford Public Library makes every effort to purchase library materials in all formats at the best prices and under the best terms, as well as in accordance with all local, state and federal laws. For more details on how selections are decided, please refer to our Materials Selection Policy.

The Library is a member of MHEC (Massachusetts Higher Education Consortium); which obtains annual pricing bids from vendors. Membership in the Consortium ensures that the Library receives competitive discounts and complies with the Massachusetts Uniform Procurement Act.

Vendors who are not awarded contracts by the MHEC may still be used in certain cases, such as:

• The vendor is the sole supplier of the selected material
• The vendor offers a better discount and/or better terms for the selected material (such as during a vendor special or sale)
• The selected material is not available from MHEC.

Approved by the Library Trustees, December 2015

The document below was provided to the library by the Massachusetts Elections Division concerning the solicitation of signatures at locations that includes public libraries. Ballot-access and nomination paper signature solicitation are permitted provided there is no interference with patrons, staff, or normal library operations.

Both the United States and Massachusetts Constitutions protect the right to solicit signatures on nomination papers and ballot question petitions in a reasonable and unobtrusive manner in open public areas. This includes the public areas of municipal property as well as the common areas of privately owned shopping centers. Distribution of printed material in connection with signature solicitation is also protected. The right of signature solicitation (along with other free-speech activities) on municipal sidewalks, in parks and in similar open public areas is clear. Hague v. CIO. 307 U.S. 496, 515-16 (1939).

Public Areas of Privately Owned Shopping Centers:

The state Supreme Judicial Court has provided guidance specifically to those persons gathering signatures in privately owned shopping centers. Batchelder v. Allied Stores International, Inc., 388 Mass. 83, 445 N.E.2d 590 (1983). Although the Batchelder Court ruling was limited to gathering signatures on candidates’ nomination papers, this standard also applies to gathering signatures on initiative and referendum petitions, under the Massachusetts Constitution. Mass. Const, amend art. 48. Shopping centers may adopt reasonable regulations that require signature gatherers to identify themselves, prevent them from harassing customers and obstructing pedestrian traffic, and allocate space and times among different groups of petitioners. It is therefore suggested that solicitors contact the management company of a privately owned shopping center to arrange for a mutually convenient time for such activity.

Municipal Property:

In Batchelder the Supreme Judicial Court held that Article 9 of the Massachusetts Constitution protects the right to solicit signatures, and to distribute related printed material, in the common areas of privately owned shopping centers, subject to reasonable regulations. At least the same amount of protection must apply on municipal property that is regularly open to the general public for municipal business. Therefore, ballot-access and nomination paper signature solicitation must be allowed on municipal property that is regularly open to the general public for municipal business, subject only to reasonable time, place and manner regulations.

Please do not hesitate to contact Michelle K. Tassinari, Legal Counsel, at 617.727.2828 or 1.800.462.VOTE for more information on the right of individuals to gather signatures in public places.

03/02One Ashburton Place, 17th Floor, Boston, Massachusetts 02108
(617)727-2828 • 1-800-462-VOTE (8683)
website: www.state.ma.us/sec/ele • e-mail: email hidden; JavaScript is required

Public Employees and Campaigns [PDF]