- Borrowing Policy
- Bulletin Board Policy
- Patron Behavior Policy
- Internet Use Policy
- Meeting Room Policy
- Safe Child Policy
- Teen Room Policy
- Collection Development Policy
- Gift Acceptance Policies
Borrowing Policy
In accordance with this article from the Library Bill of Rights, “The rights of an individual to use a library should not be denied or abridged because of his (her) age, race, religion, national origins or social or political views,” the Brewster Ladies’ Library welcomes everyone to use its materials and take advantage of its programs.
With an appropriate photo identification, anyone is eligible for a free CLAMS card. (CLAMS is the regional library consortium to which Brewster belongs.)
USE OF A CLAMS CARD
A CLAMS card may be used in most libraries on the Cape and Islands.
Ordinarily this card would be issued in the town where the patron lives, but this is not required.
Only one CLAMS card is issued to a patron (except for Cape Cod Community College students who may have a college card and a local card.)
There are no family cards, but parents are expected to use their cards for young children.
If a visitor has been given permission to use a relative’s card, he or she must bring the card with him to the library.
HOW TO REGISTER FOR A CLAMS CARD
The applicant will fill out an application and provide an authorized ID with his current address.
Children may register at 5 years of age.
Young adults register as an adult at 12 years of age.
BORROWING FROM OTHER LIBRARIES
Materials may be requested from other libraries in the CLAMS system.
Materials that are unavailable through CLAMS, can be requested through the Commonwealth Catalog or researched by the Interlibrary Loan Librarian and requested for you, if available, from a library outside the region.
BORROWING LIMITS
Most items have a borrowing period of two weeks. However, videos are limited to seven days, and museum passes, two days.
Materials can be renewed in person, on the phone or on-line, unless another patron has requested the item.
Patrons are allowed 50 items on their account at one time.
RETURNS
Patrons are expected to return their library materials to the circulation desk when the library is open. There are two book drop locations for use when the library is closed. Materials returned after closing will not be discharged from a patron’s record until the following day.
Items other than museum passes and inter-library loans may be returned to any library in the CLAMS system.
FEES
On August 1, 2020, Brewster Ladies’ Library will be joining Falmouth, Martha’s Vineyard, with more CLAMS Libraries to follow along with more than 450 libraries across the country, in revising their policy toward overdue fines.
This new fine-free policy means that Brewster Ladies Library will no longer charge late fees for overdue materials. However, patrons will still be responsible for paying for the replacement costs of lost or damaged items. The main goal is to remove obstacles and improve access to information and services for everyone. Research about library use increasingly shows that fines are often barriers preventing people from using the library and its services – especially those who most rely on those services. Brewster would rather welcome patrons back than have them stay away because they owe late fines.
PARENTAL RESPONSIBILITY
Children and Young Adults (under 16 years of age) are encouraged to use materials that are appropriate for their age but are not restricted from using any part of the library or any of its materials. Parents are responsible for what their children borrow as well as what they use at the library, including the internet.
Revised on 4/13/18 and approved by the Board of the Brewster Ladies’ Library Association
Bulletin Board Policy
General Principles & Purpose
The Brewster Ladies Library provides a limited amount of bulletin board space in the library for individuals and groups in the community to display civic, cultural, and educational information and announce events and services that are of general and current interest.
These types of materials are different from the library’s collection of print and non-print materials and are not selected by library staff.
Display of events or information does not imply library endorsement.
If the board is crowded, library staff reserve the right to select notices for events with the widest appeal.
Library Bulletin Boards
Materials for all bulletin boards and materials distribution areas inside the library are posted and removed by library staff.
These bulletin boards and materials distribution areas are reserved for non-commercial notices that are civic in nature.
A public bulletin board is available for posting in the Auditorium entrance. This bulletin board allows postings by the public and is not monitored by the library staff.
Approved by Brewster Ladies Library Board : December 2018
Patron Behavior Policy
Internet Use Policy
The Brewster Ladies’ Library, in accordance with its mission to provide free and convenient access to information, offers its patrons access to the Internet by means of either public computers or wireless devices. Patrons are required to agree to the Acceptable Internet Use Policy before using the Internet.
Since there is no restriction on the content or quality of the material available on the Internet, the Library cannot be responsible for what is accessed.
As with other library materials, restriction of a child’s access to the Internet is the sole responsibility of the parent or legal guardian. We cannot guarantee or supervise the safety and security of minors when they are using the Internet or any other forms of direct electronic communications. It is the responsibility of the parents or guardians to monitor their child’s Internet access and behavior while they are online in the Library
The Library’s Internet connection is not secure and any information being entered or transmitted could be intercepted, viewed by another user, or lost.
It is illegal for patrons to use the Library’s Internet access to view, print, send or receive images, graphics or any other material that violate Massachusetts or Federal laws relating to pornography.
Patrons may not violate copyright or trademark laws, software licensing agreements or intellectual property rights, or download material covered by these laws.
The staff may observe use of the computers to ensure that this policy and appropriate standards of behavior are maintained. Library privileges may be suspended for misuse of or damage to equipment, for behavior that is disruptive to the operation of the library and its patrons, and for any inappropriate behavior deemed to be a violation of any library policy.
Approved June 16, 2011 by the Board of the Brewster Ladies’ Library Association
Meeting Room Policy
The Brewster Ladies’ Library welcomes the public use of its meeting facilities in keeping with the Library’s mission “ to be a cultural and life-long learning community center that provides free access to a range of resources, activities and professional assistance to further enhance the quality of life.”
Meeting Rooms may not be booked by “for profit” or commercial groups. Groups or individuals must be of an educational, philanthropic, cultural or civic nature holding public meetings that are free of charge. All meetings held in the auditorium must be open to the public. Library staff will have free access to all meeting rooms at all times.
The library subscribes to the equitable use of its facilities. Permission to use the meeting rooms does not constitute an endorsement of an organization’s policies or beliefs.
The Library has priority for use of all its facilities and meeting rooms and reserves the right to preempt any scheduled meetings.
There is no charge for use of the meeting rooms but donations are welcome.
Goods or materials may not be sold or advertised at meetings without the permission of the Library Director.
No smoking is allowed on any library property. No alcoholic beverages may be dispensed or consumed on library property. No open flame is permitted at any time.
Groups shall, at their own expense, procure any license or permit necessary for the conduct of their meetings and the license or permit must accompany the application for room use.
Groups are responsible for the security, safety and behavior of the group. Children must be supervised by group members and pick up of children must be monitored by the group.
Permission for use of a room is not transferable to another individual or group.
Political candidates may reserve the library’s auditorium for two hour events as availability allows. During the seven day period preceding an election, a single candidate may reserve the auditorium only once.
Surveys, polls, petitions, nominations papers, promotional material or any political literature directed specifically to Brewster citizens may be left, (at the owner’s risk) in the designated public information section for general public review.
The Library Director and/or the Library Board of Directors reserves the right to refuse the use of the library meeting rooms or cancel any reservation when deemed the action to be in the best interest of the Library and/or Town.
Any questions of interpretation of this policy will be referred to the Library Board of Directors and no meetings will be booked until that Board renders a decision.
Disclaimer: The library assumes no liability for injuries to persons who are on library premises or for damages to any equipment or property. The groups or persons using the library meeting rooms agree to accept all equipment and property as is and waive any and all claims against the library and the Town of Brewster, its officials, and employees and/or agents for any injury, accident, illness, or expense or claim of damage of any kind whether to person or property, which may occur as a result of the use of the library facilities by such persons or groups under their express, implied or apparent authority.
Updated and Approved by Brewster Ladies’ Library Board: November 20, 2014
Safe Child Policy
The Brewster Ladies’ Library strives to create a welcoming, educational and safe environment for our youth. The library offers age appropriate materials and programs as well as a knowledgeable, friendly staff that promotes a love of books, reading, and lifelong learning. The safety and welfare of every child is of the utmost importance and to ensure this, the Brewster Ladies’ Library has established the following Safe Child Policy.
Children 10 years and under must be accompanied by a responsible caregiver at all times while using the Brewster Ladies’ Library. Parents and caregivers are responsible for the materials their children select. Parents who wish to monitor their children’s reading material should personally oversee their children’s selections. The Brewster Ladies’ Library offers Internet access. Parents and caregivers are responsible for supervising their children’s usage of the Internet.
The safety of children left alone in the library is a serious concern. If children are found to be unattended, library staff will attempt to locate the caregiver within the building. If the attempt is unsuccessful, the Brewster Police Department will be contacted and asked to pick up the unattended child. The library staff is not responsible for supervising unattended children. Parents should be aware of library hours. If at closing time, children 10 years and under are found to be without a caregiver present, the staff will make an effort to contact a caregiver for immediate pick-up. The library staff will not transport children. If arrangements cannot be made, the Brewster Police Department will be notified. Library staff will remain with the child until Brewster Police arrive.
Teen Room Policy
The Teen Room at the Brewster Ladies’ Library provides a safe and welcoming environment for teens to gather, socialize, and use the library’s resources. The space is designed and intended exclusively for young adults between the ages of 12 and 18. All seating in the Teen Room is reserved for 12 to 18 year old patrons. An adult may accompany a young adult into the Teen Room for the purpose of assisting with any tasks. Materials in the Teen Room are selected for the young adult population but are available to all patrons. Any library patron may visit the Teen Room to find and select material for borrowing.
Teen Room computers are to be used only by patrons between the ages of 12 and 18. Computer use is limited to thirty minutes if other teen patrons are waiting. Food and drink are not permitted at computer stations. The library has a policy of open access; Internet sites and content are not restricted. Parents and guardians are solely responsible for establishing appropriate computer use guidelines and boundaries for young adults’ Internet use. Please protect your own privacy with safe computer and Internet practices.
Collection Development Policy
Gift Acceptance Policies
PURPOSE OF GIFT ACCEPTANCE POLICY
The purpose of the Gift Acceptance policy is to govern the acceptance of gifts to Brewster Ladies’ Library and to provide guidance to donors and their professional advisers in completing donations.
RESPONSIBILITY TO DONORS AND CONFLICT OF INTEREST
Conflict of Interest
In proposing and accepting gifts, Brewster Ladies’ Library shall place the interests and goals of the donor on equal footing with those of Brewster Ladies’ Library and any individual acting on its behalf. Brewster Ladies’ Library reserves the right to refuse to accept a gift, or to refuse to enter into any gift agreement which Brewster Ladies’ Library deems not to be in the donor’s or Brewster Ladies’ Library’ best interest. Brewster Ladies’ Library will urge prospective donors to seek the assistance of personal legal and financial advisors in matters relating to their gifts and the resulting tax and estate planning consequences.
Approval of Gifts
- the Board of Directors shall approve standards for acceptance of all gifts. If a donor wishes to place a restriction(s) on a gift, not previously identified as a fund- raising priority, or as confirmed by this committee, the gift shall not be accepted without the approval of the Board of Directors.
- If a donor wishes to receive special recognition for a gift, the gift shall not be accepted without the approval of the Board of Directors.
- The Chair of the Board shall sign grant agreements.
Confidentiality
All information concerning a donor or prospect shall be treated as confidential, whether anonymous or not. No public announcement of a gift will be released without permission of the donor.
Investments
Gift assets held by Brewster Ladies’ Library, outright or in trust, for the ultimate benefit of Brewster Ladies’ Library, will be managed by an institution or institutions on recommendation of the Chair of the Board or Treasurer of the Board. When new gifts are received, investment decisions shall be made according to gift acceptance and investment policies made promptly to maximize value of the donated assets.
TYPES OF GIFTS
Donors are able to designate their gift to serve a particular purpose or to be spent in a certain manner.
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- Restricted Gifts: To be used to support a particular program at Brewster Ladies’ Library, in particular the fund-raising priorities or to provide for a particular capital need.
- Unrestricted Gifts: To be used where need is the greatest for Brewster Ladies’ Library, as determined by the organization.
- Endowed or Expendable Gifts: Brewster Ladies’ Library spends a portion of the invested income annually.
Gifts of Cash
A gift of cash is considered transferred to Brewster Ladies’ Library, on the date it is hand-delivered or a check is mailed. When a gift is paid by credit card, it is the date that the funds are transferred from the donors account to Brewster Ladies’ Library, not the date that Brewster Ladies’ Library was notified of the gift. Gifts of cash are in accordance with governing tax laws.
Checks are made payable to Brewster Ladies’ Library Association and mailed to 1822 Main Street, Brewster, MA 02631
GIFT ACCEPTANCE POLICIES BY TYPE OF GIFT
BEQUESTS/LEGACY GIFT
Brewster Ladies’ Library encourages its donors to include Brewster Ladies’ Library in their bequests and legacy estate plans. If a donor makes a bequest that is restricted to a specific purpose, the Board of Directors must determine that the purpose will actually benefit Brewster Ladies’ Library before accepting that bequest. If the restriction is not appropriate, Brewster Ladies’ Library may decline to accept the bequest. In the event that the purpose of a bequest is not specified, that bequest may be added to a specific fund or campaign as determined by the Board of Directors.
The following charitable bequests are accepted:
- Outright: An unconditional outright gift. It may be a gift of cash, securities or real estate.
- Residuary: A gift of all or a portion of the residuary estate (the assets that remain after specific bequests to others, taxes, etc. have been paid).
- Contingent: A bequest that will come to Brewster Ladies’ Library only if all primary beneficiaries named in the will are predeceased.
- Bequest of an Income Interest: A donor sets up a Charitable Lead Trust by Will, providing income to Brewster Ladies’ Library for a specified period of time, with the remainder going to family members.
- Bequests in Conjunction with Lifetime Gifts: A donor can combine two kinds of gifts, both of which become effective upon the donor’s death.
RETIREMENT FUND GIFT
Brewster Ladies’ Library accepts gifts from individuals who would like to “roll over” portions of a retirement fund or IRA account to Brewster Ladies’ Library. Individuals who are 70 1/2 or older who are receiving required minimum distributions from their IRA accounts may have those distributions sent directly to the Brewster Ladies Library without tax consequences.
REAL ESTATE
Real estate may include developed property, undeveloped property, or gifts subject to prior life interest, including all the natural resources and permanent buildings on it. Prior to acceptance of real estate, the Board of Directors will consider and review the bona fide and current appraisal. The Board of Directors will also consider potential environmental problems regarding the property, marketability of the property, taxes or liens on the property, mortgage liability, and potential responsibility for maintenance or management of the property, etc
Gifts of property where the donor reserves a life estate may be accepted if they are first reviewed and approved by the Board of Directors.
STOCK GIFT
Brewster Ladies’ Library accepts gifts of publicly traded, closely held and appreciated securities according to the following guidelines:
Valuation of Stock Gifts
Securities are considered donated to Brewster Ladies’ Library on the date they pass unconditionally from the donor’s control (the postmark date on the envelope if mailed, the date transferred to Brewster Ladies’ Library account, or hand-delivered to Brewster Ladies’ Library). For listed securities, the value of the gift is the market value of the issue based on the average between the high and the low quotations at the close of the day on which the security is considered donated
When the securities are in the custody of a broker or other manager, the President of the Board, after being advised of the gift, shall speak with the custodian and/or donor and provide specific directions as to the disposition of such stock on behalf of Brewster Ladies’ Library.
Closely Held Securities
Closely held securities, which include not only debt and equity positions in non-publicly traded companies, but also interests in LLPs and LLCs or ownership forms, can be accepted subject to the approval of the Board of Directors, when necessary. Every effort will be made to sell non-marketable securities as quickly as possible.
However, gifts must be reviewed prior to acceptance to determine if:
- There are no restrictions on the security that prevent Brewster Ladies’ Library from ultimately converting the assets to cash,
- The security is marketable, and
- The security will not generate any undesirable consequences for Brewster Ladies’ Library.
LIFE INSURANCE POLICIES
A life insurance policy may be given to Brewster Ladies’ Library when the insured person is the donor. Brewster Ladies’ Library may accept ownership of a fully paid- up life insurance policy where Brewster Ladies’ Library is named as the beneficiary and the irrevocable beneficiary of the policy before it can be recorded as a gift. If the policy is one on which premiums remain to be paid, the Board of Directors will determine whether to accept or reject the policy, taking into consideration the donor’s willingness and ability to continue paying the premiums. If the donor has borrowed against the cash value of the policy, Brewster Ladies’ Library would generally not accept this gift. The gift is valued at its interpolated terminal reserve value, or cash surrender value, upon receipt. If a donor contributes future premium payments, Brewster Ladies’ Library will include the full amount of the additional premium as a gift in the year that is made. Brewster Ladies’ Library may be designated as a sole beneficiary or joint beneficiary with one or more individuals and/or organizations. Brewster Ladies’ Library may accept the assignment of dividends on any insurance policy.
CORPORATE MATCHING GIFTS
Brewster Ladies’ Library accepts corporate matching gifts of cash either in whole or part. In some cases, gifts from spouses, directors, and retired employees are also matched. The Human Resources Department of the donor’s company provides the donor with a form that is sent to Brewster Ladies’ Library. Brewster Ladies’ Library recognizes matching gifts toward the total credit of the donor’s gift for recognition purposes within that fiscal year (if the matching gift funds have been received by Brewster Ladies’ Library).
GIFTS OF TANGIBLE PROPERTY
Brewster Ladies’ Library will not consider a gift of tangible personal property without accompanying independent appraisal valid within six months (paid by the donor). The amount of deduction will depend on the type of gift and its relation to Brewster Ladies’ Library’ tax-exempt purposes.
All gifts of tangible, personal property shall be examined in light of the following criteria:
- Does the property fulfill the mission of Brewster Ladies’ Library?
- Is the property marketable?
- Are there carrying costs?
- Are there undue restrictions on the use, display or sale of the property?
- What amount of staff time, space, and resources are needed to accept the gift?
Donors are always advised to seek professional tax guidelines regarding the deductibility of gifts.
CORPORATE AND FOUNDATION GIFTS
Brewster Ladies’ Library accepts corporate and foundation gifts (private, corporate, and family) in accordance with gift acceptance policies as outlined in this document.
CORPORATE SPONSORSHIP
Brewster Ladies’ Library accepts corporate sponsorship arrangements. All relationships must have prior approval from the Board of Directors, prior to negotiating any agreements with prospective corporate sponsors.
IN-KIND GIFTS
Brewster Ladies’ Library receives donations of services and/or goods at below market or no cost to Brewster Ladies’ Library.
In order for Brewster Ladies’ Library to formally record an in-kind gift and for the donor to receive official acknowledgement for tax purposes, there must be adequate information regarding the nature and value of the donation. As accounting, tax and regulatory laws are quite explicit in relation to in-kind gifts the donor will be asked to provide specific documentation of the goods and services and their fair market value. In some instances the donor will need to provide a pro forma invoice for the service.
MISCELLANEOUS PROVISIONS
- Securing appraisals and legal fees for gifts to Brewster Ladies’ Library: It will be the responsibility of the donor to secure an appraisal (where required) and independent legal counsel for all gifts made to Brewster Ladies’ Library.
- Valuations of gifts for development purposes: Brewster Ladies’ Library will record a gift received by Brewster Ladies’ Library at its valuation for gift purposes on the date of gift.
Changes to Gift Acceptance Policies
These policies and guidelines have been reviewed and accepted by Brewster Ladies’ Library Board of Directors. The Board of Directors must approve any changes to or deviations from these policies.
Approved by the Brewster Ladies’ Library Board Association
10/17/2019