Policies

Whelden Memorial Library is committed to providing a safe, welcoming, and accessible environment for everyone. Our policies are designed to support equitable access to library services, collections, and spaces while helping ensure a positive experience for all visitors. Policies are reviewed periodically by the Board of Trustees and updated as needed.

 

Have a question about one of our policies? Email us at [email protected].

Purpose

Whelden Memorial Library is committed to protecting the safety and well-being of patrons, staff, and the community during emergencies and extraordinary circumstances. This policy establishes a framework for responding to emergencies, public health events, and other situations that may disrupt normal library operations.

This policy emphasizes flexibility, staff safety, and timely decision-making while ensuring appropriate communication and oversight.

Scope

This policy applies to emergencies including, but not limited to:

• Fire, smoke, or gas leaks
• Public health emergencies
• Severe weather or natural disasters
• Power outages or utility failures
• Building or infrastructure emergencies
• Active threats, violent behavior, or credible safety concerns
• Other unforeseen events affecting library safety or operations

Authority and Decision-Making

In the event of an emergency, the Library Director is authorized to take immediate action to protect the safety of patrons and staff, preserve library property, and maintain essential services.

Such actions may include modifying hours, closing the library, restricting access, suspending services or programs, or implementing temporary safety measures.

The Library Director will notify the Board of Trustees as soon as practicable and generally within the next business day, barring exigent circumstances, when emergency actions materially affect library operations.

Coordination with Emergency Responders

The Library Director and staff will follow guidance and directives from appropriate emergency responders and authorities, including law enforcement, fire, medical, and public health officials.

In any emergency involving emergency responders, staff shall defer to responders regarding safety decisions, including evacuation, restricted access, and authorization for building reentry.

Staff and Patron Safety

The safety of patrons and staff is the library’s highest priority during emergencies. Staff are not expected to place themselves at risk or intervene physically in dangerous situations.

Emergency responses involving minors will be handled in accordance with the library’s Child Safety Policy.

Emergency Expenditures

The Library Director is authorized to approve emergency or time-sensitive expenditures necessary to respond to emergencies or protect library facilities, collections, staff, or patrons, in accordance with the library’s Delegation of Spending and Contracting Authority Policy.

Communication

The Library Director is responsible for coordinating internal and external communication related to emergencies, including notifications to staff, patrons, and the Board of Trustees.

Review

This policy will be reviewed periodically to ensure alignment with legal requirements, professional standards, and other library policies.

 

Approved, Whelden Memorial Library Board of Trustees February 2026

Introduction

Whelden Memorial Library welcomes all members of the public. This policy is intended to promote a safe, comfortable, and welcoming environment for library users and staff while supporting the appropriate use of library facilities, services, and resources.

Scope and Enforcement

This policy applies to all library buildings and grounds, library-sponsored programs conducted on or off site, and all individuals using library services or entering library property.

If a patron is unable to understand or follow this policy, becomes ill, anxious, disruptive, or requires assistance or transportation, staff will make reasonable efforts to locate a companion, if present. If no companion is available on site, staff may attempt to contact a parent, guardian, caregiver, or other responsible party when appropriate.

Staff members observing unacceptable behavior will inform the patron of the policy violation and may issue a warning. If the behavior continues, staff may ask the patron to leave the library for a specified period of time. In cases of behavior that, in the judgment of staff, poses an immediate threat to safety or significantly disrupts library operations, staff may require a patron to leave immediately without prior warning.

The Library Director will be informed of incidents and actions taken as soon as possible and may impose restrictions on library access or privileges. When deemed necessary, the Barnstable Police Department may be contacted. Incidents involving suspension or restriction of access will be documented and shared with the Board of Trustees.

A parent or guardian of a minor involved in unacceptable behavior will be notified.

Appeals

A patron who wishes to appeal a decision to suspend library access or privileges may submit a written appeal to the Library Board of Trustees by mail or email. Appeals will be reviewed by the Chair of the Board or their designee.

Library Rules and Expectations

Unacceptable behavior is defined as conduct that interferes with the rights of others to use the library, prevents staff from performing their duties, or jeopardizes the safety of patrons, staff, or library property.

• While using the library or its resources, patrons are expected to:
• Be considerate and respectful of other library users and staff
• Ensure that children under the age of 10 are adequately supervised by a responsible adult
• Be responsible for personal belongings
• Respect the privacy of others
• Use library materials, furnishings, equipment, and facilities appropriately
• Manage food, drink, trash, spills, or odors so they do not create a nuisance
• Wear sufficient attire, including shirts and shoes, at all times

Unacceptable Behavior

Unacceptable behavior includes, but is not limited to, conduct in the following categories:

1. Disruptive or Interfering Behavior

Behavior that disrupts or interferes with:

• Other patrons’ ability to use the library or attend programs
• Staff’s ability to perform their duties
• Normal library operations or services

This includes excessive noise, misuse of electronic devices, monopolizing space or staff time, or refusing to follow reasonable staff direction.

2. Safety, Health, and Welfare Concerns

Behavior that endangers or poses a risk to the health or safety of patrons, staff, or property, including:

• Threatening, intimidating, harassing, or aggressive conduct
• Actions requiring staff intervention for health or safety reasons
• Sleeping or remaining in the library in a manner that interferes with operations, use of space, or staff supervision
• Behavior, including hygiene-related conditions, that substantially interferes with others’ use of the library or creates a health or safety concern

3. Privacy and Confidentiality Violations

Actions that compromise privacy or confidentiality, including:

• Recording, photographing, or filming in a manner that violates the privacy of patrons or staff
• Recording, photographing, or filming that disrupts library operations
• Capturing or attempting to capture confidential or personally identifiable information

Due to the library’s small size and shared spaces, most areas of the library are not suitable for recording in order to protect patron privacy. Any recording requires prior permission from the Library Director or designee.

4. Misuse of Library Property or Spaces

Including, but not limited to:

• Theft, vandalism, or deliberate damage to library materials, furnishings, equipment, or facilities
• Inappropriate use of library spaces or resources
• Entering non-public areas without staff authorization

5. Animals on Library Property

• Service animals, as defined by law, are permitted.
• Other animals may be allowed at the discretion of library staff, provided they are well behaved and under the control of their owner.
• If an animal’s behavior, or an allergy, fear, or other safety or comfort concern affecting patrons or staff, interferes with the use of the library, staff may require the animal and its owner to leave the building or relocate outside.

Decisions regarding animals are made to ensure equitable access, safety, and comfort for all library users.

6. Prohibited Activities

• Including, but not limited to:
• Use of alcohol, marijuana or tobacco products, e-cigarettes, vaporizers, or illegal substances on library property
• Carrying firearms or dangerous weapons, except as permitted by Massachusetts law
• Soliciting of any kind without prior permission from the Library Director
• Violation of any local, state, or federal law

Staff reserve the right to require a patron to leave the library for behavior that violates this policy, interferes with library operations, or jeopardizes safety.

 

Approved: Whelden Memorial Library Board of Trustees, February 2022
Amended:January 2026

Purpose

Whelden Memorial Library is committed to providing a safe and welcoming environment for children. Responsibility for the supervision, behavior, and care of children while using the library rests with parents or guardians. The library does not provide childcare or assume supervisory responsibility for minors.

This policy establishes expectations for supervision, behavior, and staff response and works in conjunction with the library’s other applicable policies.

Caregiver Responsibilities

Children under the age of 10 must be accompanied by a responsible caregiver. A responsible caregiver is defined as an individual 14 years of age or older who is capable of providing appropriate supervision.

For library purposes, “accompanied” means within sight and able to provide active supervision. A child is considered unaccompanied if a caregiver is not present, not attentive, or otherwise unable to supervise appropriately.

Caregivers are responsible for:

• The safety, behavior, and supervision of children while using the library
• Ensuring children follow all library policies
• Any damage caused by children to library facilities, equipment, or materials

Library staff are not responsible for providing ongoing supervision or care of children, nor do they monitor children entering or exiting the building or who they leave with. Staff will, however, take appropriate action when a child’s safety or well-being appears to be at risk.

Behavior and Staff Response

Children are expected to follow the same behavior expectations outlined in the library’s Behavior Policy, with consideration given to age and development.

If a child’s behavior is disruptive, unsafe, or interferes with library operations:

Staff may provide a verbal warning to the child and attempt to notify the caregiver when appropriate

Continued or serious behavior concerns may result in the child being asked to leave the library. If an unattended minor is asked to leave, staff may attempt to contact a parent, guardian, or caregiver but are not required to do so

In some cases, library access may be restricted for a stated period, and return may require a meeting with the Library Director

All enforcement actions involving minors follow the procedures outlined in the Behavior Policy, including documentation and appeals.

Unaccompanied Minors, Emergencies, and Closing Procedures

Staff will attempt to contact a parent, guardian, or caregiver if:

• A child under the age of 10 is left unattended during operating hours or a library program (unless explicitly permitted by program requirements)
• A child under the age of 14 is alone in the building at closing time

Age guidelines are established to support safety and library operations and do not reflect a legal determination of parental fitness or a child’s independence.

In the event of a medical or safety emergency, staff will contact emergency services first, followed by the parent, guardian, or caregiver.

If staff are unable to reach a responsible caregiver after a reasonable period of time (generally up to 30 minutes), the Barnstable Police Department may be contacted to assume responsibility for the child.

Under no circumstances will library staff remove or transport a child away from the library building. When a child remains in the building after closing, two staff members will remain with the child until pickup. An incident report will be completed and the Library Director notified.

Photography, Recording, and Privacy

The library prioritizes the privacy and safety of children.

Photography, video, or audio recording involving minors must comply with all applicable library policies.

Recording of minors without appropriate consent and library authorization is not permitted. Nothing in this policy overrides or replaces the requirements of other library policies governing recording, consent, ownership, or use of images.

Group Visits

Groups such as daycares, classes, camps, or other supervised visits are encouraged to contact the Library Director in advance to help ensure a positive and safe experience.

Adults accompanying groups stand in loco parentis and are responsible for supervision and behavior at all times. The library expects:

• Adequate child-to-adult ratios without reliance on library staff
• Advance notice for visits longer than one hour and/or occurring more than once per week

If these expectations are not met, group visits may be modified or suspended at the discretion of the Library Director until appropriate arrangements are made.

Repeat Violations

Repeated or serious violations of this policy may result in restriction or loss of library access or privileges for minors and/or their parents, guardians, or caregivers. Appeals follow the process outlined in the Behavior Policy.

Authority and Review

The Library Director is responsible for implementing and enforcing this policy. This policy will be reviewed periodically to ensure alignment with legal requirements, professional standards, and other library policies.

Approved: Whelden Memorial Library Board of Trustees, February 2022
Amended: January 2026

Purpose

The purpose of the Whelden Memorial Library collection is to provide materials, resources, and access to information that support the library's mission, respond to the needs and interests of the community, and promote lifelong learning, intellectual freedom, and equitable access to information.

The library strives to maintain a balanced collection representing a broad range of viewpoints, experiences, interests, and subjects. Collection decisions are guided by professional judgment, community needs, available resources, and the principles outlined in this policy.

The collection may include physical, digital, audiovisual, and other formats as appropriate to community needs and available resources.

Intellectual Freedom

Whelden Memorial Library supports the principles of intellectual freedom and opposes censorship. The library affirms the rights of individuals to access information and ideas representing diverse points of view.

Collection decisions are guided by the library's Intellectual Freedom Policy and informed by professional standards, including the American Library Association's Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement.

The presence of an item in the collection does not constitute endorsement of its contents by the library, its staff, or its Board of Trustees.

Responsibility for the reading, viewing, or listening choices of minors rests with their parents or legal guardians. Selection decisions are not made on behalf of any particular individual, family, or group.

Responsibility for Selection

The Library Director is responsible for the development and maintenance of the library collection and may delegate aspects of selection, acquisition, cataloging, and withdrawal to qualified staff.

Selection decisions are made in accordance with this policy, available funding, collection goals, and community needs.

Selection Criteria

Materials are evaluated using professional judgment and may be selected based on one or more of the following factors:

• Relevance to the library's mission and strategic goals
• Community needs, interests, and demand
• Accuracy, reliability, and currency of information
• Authoritativeness and credibility of creators, publishers, or sources
• Representation of diverse viewpoints, experiences, and perspectives
• Literary, educational, artistic, historical, cultural, or informational value
• Professional reviews, awards, recommendations, and public interest
• Local significance or relevance to West Barnstable, Cape Cod, or regional history
• Format, accessibility, durability, and ease of use
• Cost and available budget
• Available space and collection balance
• Availability through resource-sharing networks and partner libraries

No single criterion will determine selection.

The method by which a work was created, including the use of artificial intelligence or other emerging technologies, shall not be the sole basis for selection or exclusion. Materials will be evaluated according to the same standards applied to all library resources, including considerations of quality, accuracy, authorship, authority, and relevance to community needs.

The library recognizes that some materials may be controversial or offensive to some individuals. Selection is not based on anticipated approval or disapproval by any particular group or viewpoint.

Collection Maintenance and Withdrawal

To maintain a useful, current, and relevant collection, materials may be withdrawn, replaced, repaired, relocated, reformatted, or preserved.

• Factors considered in withdrawal decisions may include:
• Physical condition
• Accuracy and currency
• Usage and circulation history
• Availability of newer or more appropriate materials
• Space limitations
• Relevance to community needs
• Local history, archival, and unique materials may be retained under different criteria than circulating materials due to their historical, research, or community value.

The library may collect materials relating to the history of West Barnstable, Cape Cod, and the surrounding region when such materials support community interest, local history research, or the library's mission.

However, Whelden Memorial Library is not an archival repository and does not have the facilities, staffing, or resources necessary to properly preserve all historical or archival materials. The library reserves the right to decline, transfer, or deaccession materials that require specialized preservation, storage, conservation, or archival management beyond the library's capabilities.

Withdrawal of materials does not imply disapproval of the ideas, viewpoints, or content contained in those materials.

Withdrawn materials may be discarded, recycled, donated, sold, or otherwise disposed of at the discretion of the Library Director in accordance with applicable policies and operational needs.

Donations of Materials

The library welcomes donations of materials that support the goals of the collection.

Donated materials are evaluated using the same criteria applied to purchased materials. Acceptance of donated items does not guarantee their inclusion in the collection.

The library reserves the right to determine the disposition of donated materials, including adding them to the collection, donating them to another organization, selling them, or disposing of them.

Library staff will not provide appraisals or estimates of value for donated materials.

Donors offering historical, archival, or unique materials may be referred to a more appropriate archival institution, historical society, museum, or repository when the materials fall outside the library's collecting scope or preservation capabilities.

Material donations are also subject to the library's Gift and Donation Policy.

Requests for Reconsideration

Requests for reconsideration will only be considered upon receipt of a completed Request for Reconsideration Form.

A request may not be considered if submitted by an individual who is not a patron in good standing of Whelden Memorial Library.

Upon receipt of a completed request, the Library Director, or their designee, will review the material in its entirety, along with relevant professional reviews, selection criteria, and applicable library policies.

The Director will provide a written response within a reasonable period, generally within 30 days.

Material under review will remain in the circulating collection until a determination is made.

The Library Director's decision shall be final. The purpose of the reconsideration process is to ensure that collection decisions remain consistent with this policy, the library's Intellectual Freedom Policy, and professional library standards.

The library reserves the right to decline repetitive requests concerning the same title when substantially similar concerns have already been reviewed and addressed, unless significant new information or material circumstances have emerged.

Authority and Review

The Library Director is responsible for implementing and administering this policy.

This policy shall be reviewed periodically by the Board of Trustees to ensure continued alignment with the library's mission, community needs, professional standards, and applicable laws.

 

Approved March 17th, 2022 Whelden Library Board of Trustees
Amended May, 2026

Whelden Memorial Library welcomes gifts of library materials, personal property, or money that improve and enrich the library resources, including donations intended to memorialize a loved one.

Gifts can include books and other library materials, cash, securities, and real property. The Board of Trustees have adopted the following policy to govern the receipt and disposition of donations.

Acceptance of Gifts

Those wishing to make a gift to the library should contact the Library Director or a member of the Board of Trustees.

Acceptance of gifts will be voted on by the Library Board of Trustees based on the recommendation of the Library Director. Exceptions may be made at the discretion of the Library Director, without Board consultation, for furniture or permanent fixtures to be housed within the building, items of lesser monetary value, and/or library materials.

Return of Items

Once accepted by the library, gifts become library property and are subject to inclusion or removal at the discretion of the Library Director and/or Board of Trustees and will not be returned. The library reserves the right to sell, giveaway, or otherwise dispose of any gift as they see fit.

Acknowledgement

Upon request, the library will provide written acknowledgement of the receipt of any gifts. In accordance with income tax regulations, the determination of value for non-monetary gifts will be left to the donor.

Guidelines for Acceptance

Library Material

Acceptance of gifts of library materials (books, periodicals, movies, objects, etc.) are subject to the criteria outlined in the Collection Development Policy and will be accepted at the discretion of the Library Director.  

Personal Property

Gifts of items for display or preservation may be accepted based on the following criteria:

• The item is specifically and clearly related to the library or local history, or otherwise serves the Library’s strategic directions and/or mission.
• There is adequate space to display and/or house the item.
• The item can receive proper care and attention.

Monetary Gifts

Monetary gifts are greatly appreciated. Gifts can be given for general purposes to be used by the Library Director and Trustees at their discretion, or for specific purposes as designated by the donor.

Directed donations will be handled by the Board of Trustees, who with the Library Director, will work out terms of acceptance that are compatible with library policies, the donor's intent, and applicable laws.

Gifts of cash for the direct purchase of library materials will be handled by the Library Director and may be accepted with the understanding that all material purchased with those funds must meet the collection development criteria and serve the library’s mission. 

 

Approved: July 21st, 2022, Whelden Library Board of Trustees

This policy governs Whelden Memorial Library’s participation in online venues and social media. Social media is defined here as any web application, site, or account, including but not limited to blogs, social networks, online communications, online catalogs, websites, and mobile apps used by the library.

Social media allows the library and public a convenient forum to discuss and share information on a range of topics relevant to the library and its mission, including: library information, programs, services, and collections. Whelden Library’s social media is not intended to be a public forum for general debate or exchange of ideas. 

Library Use of Social Media

Decisions regarding library utilization of social media shall be made by the Director.

Information posted should be free of bias, personal opinions which are degrading to others, and profane language. All posts should be related to upcoming events, services, materials, or the overall mission of the library. Links to outside sources and third-party apps must be relevant to the post or library mission.

The library is not required to share posts or information on behalf of outside organizations. Links or information may be shared with the intent of keeping our community connected to and informed of resources, events, services, or information relevant to community needs or interest. 

No photos of an individual should be posted without consent. No photos of minors should be posted unless their guardian has provided their consent.

Posting and Participation on Social Media

Patrons, community members, and the general public are welcome to comment on library posts and events to share their opinions and views on library-related subjects. Such postings do not indicate endorsement by the library of the opinions and ideas expressed.

The library is not liable for any content posted by any participant in a library social media forum who is not a member of the library’s staff.

Users may be held personally liable for commentary that is defamatory, obscene, proprietary, or libelous by any offended party.

Social media users should be aware that there is no expectation of privacy when posting on library social media sites. Use of such websites acknowledges the library’s right to access, monitor, read, reproduce, and/or edit (while retaining the original intent of the post), any postings on those sites.

Users are expected to abide by the terms and conditions set by third party social media platforms as well as follow appropriate Federal and State Law.

Social media is not intended to be used by the library to officially document, address, or discuss library user issues, concerns, or problems. The library asks that all formal complaints be addressed directly to the Library Director.

Unacceptable Content and Content Removal

The library reserves the right to restrict or remove any content on its social media sites that violates anything indicated in this policy. This includes the removal of content and comments because they are not related to the particular subject or are deemed inappropriate or unacceptable. 

Examples of unacceptable content include but is not limited to:

• Obscene material or hate speech 
• Personal attacks, insults, or threatening language 
• Private or personal information, including phone numbers and addresses, or requests for personal information
• Falsification of identity
• Plagiarized, copyrighted, or trademarked material
• Comments, links, or information unrelated to the purpose of the forum
• Advertisement, solicitation, and spam
• Slanderous, libelous, threatening, or defamatory statements
• Content not related to library business, programs, events, resources, and materials
• Images of individuals posted without consent

Library staff will do their best to reach out to the individual who posted the removed content to supply them with a copy of this policy and a brief explanation of why their content was removed. The Library reserves the right to ban or block users who have posted in violation of this policy without prior notification or warning.

 

Approved: August 19th 2022, Whelden Library Board of Trustees

Whelden Memorial Library welcomes the use of Library meeting rooms and external spaces/grounds by civic, cultural, charitable, and educational groups and organizations having a substantial relationship with the West Barnstable community.

Order of Precedence

Priority for use of space is given first to Library-sponsored events, meetings, and programming. 

In the event of overlapping requests, use will be granted in the following order of precedence:

1. Library purposes
2. Community groups or committees
3. Meetings of government agencies on matters affecting Barnstable
4. Other uses

All else being equal, preference will be given to local groups, regardless of when the reservation was made.

Limitations

Due to space constraints, non-Library indoor group meetings in excess of 5 attendees will not be permitted during operating hours. 

Requests for space use which are expected to exceed building capacity (100) or room capacity (varies by space) will not be approved.

No group may consider the Library its permanent meeting place or use the Library as its mailing address.

Groups using the facility and/or grounds may not use advertising and publicity which imply that their programs are sponsored, co-sponsored, endorsed, or approved by the Library, unless written permission to do so has been previously given by the Library Director.

Alcoholic beverages are not to be served, sold, or consumed during any third-party program or event held on library premises.

The following uses are prohibited:

• Any event that excludes the general public
• Fundraisers, except by organizations affiliated with the Library
• Private functions (e.g., family events, private parties, and school reunions)
• Commercial for-profit activity
• Any use that requires or encourages participants to pay a fee to attend
• Any use which interferes with normal Library operation

Whelden Memorial Library will not approve facility use in which there is determined to be discrimination based on race, religion, color, creed, sex, age, national origin, sexual orientation, or condition of physical ability.

Reservations

Although not a requirement, in order to avoid conflicts with the Library’s schedule, the Library recommends requests to be submitted at least 3 months in advance.

Requests may not be made more than 6 months in advance, except for regularly anticipated annual reservations.

Any group wishing to use a space must authorize one person to request a reservation for a particular date, time and area on a form provided by the Library. This person must be at least 18 years of age and provide a valid ID upon request. By signing the completed form, the applicant guarantees their presence at the event and assumes responsibility for overseeing the activity.

In order to offset Library costs for holding events off-site, for groups wishing to reserve library space for more than 6 days in our fiscal year (July 1st-June 30th) or 2 consecutive days there is a non-refundable $100 facilities-use fee.

Reservations must be made on the Room Reservation Form either online or on the paper form, available in the library. The Director or their designee will respond to the applicant no later than 30 days prior to the reservation date. A reservation is not complete until it has been confirmed in writing by the Director or their designee. Completion of a Reservation Form does not guarantee approval.

Applicants are responsible for:

• Arranging room and rearranging the furnishings to standard placement at the conclusion of their time slot
• Orderly conduct of the users
• Leaving space clean
• Paying for police coverage if needed, determined in advance by the Library
• Holding Library harmless for losses or damages occurred during usage
• Prompt notification of cancellation
• Return of the Library key within a week of the group’s last meeting date

The Library reserves the right to require that the applicant supply a certificate of insurance from an insurer licensed to do business in Massachusetts, in such amount and in such form as the Library may reasonably deem appropriate, naming the Library and its Board as additional insured, and covering damage to the library building, grounds, and collections, and injury to persons or their property arising from the event.

Fees for use

All fees are non-refundable, unless otherwise noted in the policy, due within 2 weeks of confirmation to secure the booking or before the first event date (whichever comes first).

Exceptions can be made at the Director’s discretion. 

• Groups wishing to reserve the library space for more than 6 days within the fiscal year or more than 2 consecutive days: $100
• Staff attendance (to be determined in advance by the Library): $30/hr
• • Minimum 1 hour, not billed at a fractional rate.
• Refundable cleaning deposit: $50
• • In cases of excessive cleaning or building maintenance, users will be billed for the cost of all cleaning and repairs
• Lost or missing keys: $20 per key

Approved: June 2023, Whelden Library Board of Trustees

As a part of its information mission and as a public service, Whelden Memorial Library provides access to community information by providing space for the free distribution of handouts and the public posting of community flyers, notices, informational brochures, and posters.

Permissible Materials

Non-Library materials acceptable for posting or distribution are limited to those promoting cultural, educational, intellectual, non-commercial, or charitable activities. Campaign materials, materials containing proselytizing speech, and commercial materials such as business advertisements or promotions are not permitted.

Religious and political materials are permissible for special events; materials which have the primary purpose to present a single point of view will not be displayed.

Due to the limited space on its community board, the Library has the right to limit the size of posters to 8.5 x 11 (standard letter size) inches or smaller. Priority will be given to events and organizations located in West Barnstable.

Approval, Display, Location, & Duration

All materials for display or distribution must be submitted for approval by the Director. No more than one notice per event can be submitted. Any material found on the bulletin boards or in the brochure rack that has not been approved shall be removed and discarded.

All material will be dated and handled by library staff only. Dated material will be removed as soon as possible after the event. Undated material will be removed after two weeks or when the space is needed for other materials.

Display space for community postings is limited to the community bulletin board and brochure rack. Access to other display locations may be approved by the Director on an as needed basis for information regarding free West Barnstable community events or information relating to library resources or programs.

Rights & Responsibilities

The library reserves the right to limit or prohibit at any time the posting or distribution of materials that represent a threat to the health and safety of Library users or the orderly use of the Library.

The library cannot be held responsible for returning display materials, and it does not assume responsibility for any material damaged, lost, or stolen.

Approval of a display or distribution of handout materials does not indicate endorsement of any cause or activity.

 

Approved: June 2023, Whelden Library Board of Trustees

It is the mission of Whelden Memorial Library to make available to the entire community those materials and services necessary to assist and support all its citizens in the pursuit of their educational, informational, and recreational interests and needs.

Programming and displays enhance the Library’s role as a community resource, bring awareness to library materials and resources, provide educational opportunities, and bring visibility to library services.

The Library fully endorses the principles documented in the Library Bill of Rights and the Freedom to Read Statement of the American Library Association (found on the ALA.org website).

The ultimate responsibility for programming and displays at the Library rests with the Library Director or their designated staff member.

 

Requests

The Library welcomes community feedback and requests for programming and displays and encourages patron participation in programs. 

Submission of a request does not guarantee approval.

Third party groups wishing to use the library facilities for their own purposes will be directed to fill out a facility use request form. Please refer to the Facilities Use Policy for more information.

 

Criteria

The criteria considered when planning programs and choosing display topics, speakers, and accompanying resources include but are not limited to:

• Support of the Library’s mission, community needs, and interests
• Availability of space
• Space limitations
• Presentation quality, presenter background/qualifications in content area
• Budget  
• Historical, educational, or artistic significance
• Connection to other community programs, exhibitions, or events
• Relation to Library collections, resources, exhibits, and programs
• Diversity and inclusivity in our community

Other considerations

Programs may be held on-site or off-site. The Library draws upon other community resources in developing programs and actively partners with other community agencies, organizations, educational and cultural institutions, and individuals in order to develop and present public programs.

To the best of our ability, all Library programs are made free and open to the public. In some instances, the Library may request a fee to cover the cost of materials.

Registration may be required for planning purposes or when the expected attendance will exceed our space limitations. 

Some programs may only be offered for specific ages, times, or places, however, the Library staff strives to make programs accessible to all and welcome requests for reasonable accommodations.

The Library seeks feedback from the community concerning programming. The Library’s programs are a collaborative effort between staff members and the community. Staff will attempt to gather useful feedback from attendees following each program. Patrons are also welcome to contact the Library to offer program feedback or suggestions.

The Library is a safe space for all members of our community, and all library-initiated programs and displays will reflect that.

Restrictions and Cancellations

Any sales of products at Library programs must be approved by the Director.

The Library reserves the right to cancel a program for any reason at any time.

• Programs may be canceled for a number of reasons beyond the Library’s control, such as:
• • severe weather
  • building emergencies
  • absence of the presenter
  • or low registration.
• Every effort will be made to contact individuals who have pre-registered.
• Canceled programs are not automatically rescheduled.

Programs may not be used for commercial, religious, or partisan purposes, or the solicitation of business.

Library promotion of a program or display does not necessarily constitute an endorsement of the content of the program or display or the views expressed by participants or material.

At least 10 days prior to an event/program, all presenters/programmers/vendors must return a completed Program Agreement. 

Reconsideration

If a patron has a question about a particular library program or display, they should first address the concern with the Director.

Patrons requesting a review of a library program or display will be directed to submit a Request for Reconsideration form.

Requests for review of programs and displays fall under the Requests for Reconsideration section of the Collection Development Policy.

 

Approved: June 2023, Whelden Library Board of Trustees
Amended: March 20, 2024

At Whelden, we are committed to safeguarding the privacy and confidentiality of all users and patrons. This Privacy Policy outlines how we collect, use, and protect your personal information. By using our services, you consent to the practices described in this policy.

In addition to the CLAMS Network policies, Whelden Memorial Library (WML) further adheres to the ALA code of Ethics and establishes the following policy concerning patron privacy, user records, and information.

Confidentiality

Confidentiality extends to all records with identifying information about patrons, including but not limited to:

• borrowing records and account information
• requests for information and materials
• loan transactions
• use of library computers
• all electronic and print resources accessed
• all items printed
• program attendance and registration information

Email/web-based reference inquiries, account assistance, and newsletter subscriptions are considered part of the borrower account.

The Library does not sell, lease, or otherwise distribute or disclose patron name, email address, postal address, telephone number, or other personal information to outside parties.

Disclosure

Circulation, registration information, and information retrieval records may not be disclosed outside of library staff except to:

• the cardholder (with card or other proper ID)
• parents or legal guardians of children under age 13
• parents or legal guardians of minors (ages 13-17) for resolving financial obligations
• staff of CLAMS member libraries or other affiliated libraries for administrative and interlibrary loan purposes
• individuals authorized by the cardholder with a signed permission note
• patrons in violation of library policy whose information may be shared with the Library Board, law enforcement, or volunteers for safety or practical purposes such as instituting bans or addressing repeat offenses/behavior
• representatives of local, state, or federal governments, subject to a valid subpoena or search warrant. The Board of Trustees will consult with legal counsel to ensure proper form and validity.

Online suggestions and other general emails to the Library that do not apply to borrowing or intellectual pursuits may be considered public records as per Massachusetts General Law, Chapter 66, Section 10.

Programming and Newsletter

The Library maintains regular digital mailings. User registration information for library programs is added to our internal mailing list. Opt-out is available, and express permission is required for re-addition.

Unless pre-arranged and disclosed to patrons prior to sign up, program registrations will be taken by the Library and will not be shared with vendors or any third-party organizations.

Apart from previously agreed upon registration limits, the library does not share registration numbers outside of library staff prior to the event.

Website and WIFI

Website data is separate from individual library account data. When patrons visit the WML website, the Library collects and stores information to measure the number of visitors to different areas of the site to assist in making the site more useful.

External websites linked on the WML website are not within our privacy control, this includes online services used by WML for payment for products or to receive donations. Please consult the privacy policies of those websites should there be questions regarding their use.

WML also offers a wireless network that allows patrons to connect to the Internet. Please be aware that data accessed and sent over the WML's wireless network is not encrypted.

 

Approved: Whelden Board of Trustees, October 19th 2023

Storage

Files from past officers, including complete meeting packets (agendas, minutes, treasurer’s reports, and director’s reports), are permanently stored in a designated area at the Library. These archives are accessible to current members of the Library Board.

 

A designated officer (e.g., Secretary or Clerk) is responsible for printing and filing these documents on a regular basis. This role shall be reviewed and confirmed annually by the Board.

These records are maintained for internal administrative purposes and may be made available to the public upon request as a courtesy.

 

Public Access Requests

Requests for access to records will be addressed by the Board within 30 days of receipt or at the next scheduled Board meeting, whichever occurs first.

• All requests must be submitted in writing. Responses will be issued in writing, and any provided records will be logged.
• Requests must include a clear and specific description of the records being sought. Vague or broad requests (e.g., “all materials from the past year”) may be returned for clarification.
• To ensure responsible use of staff and trustee time, large or time-intensive requests may incur a reasonable administrative fee, subject to approval by the Board.
• Repetitive or substantially similar requests from the same party may be declined.
• The Library is a private nonprofit organization and is not subject to the Massachusetts Public Records Law or the federal Freedom of Information Act (FOIA). Access to records is provided as a best practice in transparency, not as a legal obligation. The Board reserves the right to limit, defer, or decline requests that are overly broad, duplicative, or made in bad faith.

Personnel Files

Personnel files are not stored in the Board archives and are not subject to public access.

 

Approved: March 21st 2024, Whelden Memorial Library Board of Trustees
Amended May 2025

Purpose

Whelden Memorial Library welcomes community members who wish to contribute their time, talent, and skills. Volunteers play an important role in supporting the library’s mission and services.

This policy establishes expectations for volunteer roles, supervision, conduct, and authority, and is intended to support positive volunteer engagement while maintaining appropriate boundaries between governance, operations, and fundraising activities.

Volunteer Roles

Volunteers support the library’s mission by assisting staff with a variety of library functions. Generally, volunteers do not engage in direct public service roles, such as working at the Public Desk or answering telephones.

Consistent with Massachusetts law, volunteers do not replace paid employees and are not recruited to perform work that would otherwise be assigned to paid staff.

In addition to this policy, all volunteers are expected to follow all applicable library policies while performing their duties.

Authority and Supervision

Volunteers supporting library operations, programs, or services are supervised by the Library Director or designated staff.

Volunteers supporting Board-led fundraising or governance activities operate under the direction of the Board of Trustees or an authorized Board officer, in accordance with the library’s bylaws.

Volunteers do not act independently and may not represent themselves as library staff.

Application Requirements

Submission of a volunteer application does not guarantee selection.

Volunteer applications are for individuals who intend to volunteer directly with the library. Individuals interested in volunteering with the Library Board of Trustees or Friends of Whelden Library (FOWL) should contact [email protected].

Minimum Age

Volunteers must be at least 13 years old, with exceptions for:

• Young people volunteering with a group (e.g., Scout troops or families)
• Young people participating in specific library functions (e.g., a youth advisory board)
• Volunteers under 13 participating in group projects
• Other arrangements approved in advance by the Library Director

Under 18

Volunteers under the age of 18 must complete a Volunteer Application and a Guardian Consent Form before beginning service.

Over 18

Volunteers over the age of 18 must complete a Volunteer Application and may be required to submit a CORI background check if working independently or without direct staff supervision. Refusal to consent to a required CORI check will result in denial of the application.

Selection

Volunteers are selected based on qualifications, library needs, and the ability to commit to a consistent schedule. The Library Director or designee oversees the selection process.

Prospective volunteers must complete an application and will be contacted by the Director or designee. Exceptions may be made for special events where an application is unnecessary.

If no suitable volunteer opportunities are available, applications may be kept on file for up to one year. Due to limited staff time and resources, the library may not be able to respond to every applicant.

Expectations

Training and Supervision

Volunteers receive task-specific training from the supervising library staff member. Volunteers are expected to refer all information requests to library staff, except for simple directional questions (e.g., restroom location).

Work Schedules

Volunteers work during hours when adequate supervision is available. Typical commitments are a 2–3 hour shift per week for a minimum of three months. Schedules and time commitments are arranged in advance with the Director or immediate supervisor.

Volunteers must maintain an accurate record of hours worked.

Confidentiality

Volunteers must maintain the confidentiality of all patron information and any non-public library information encountered during service.

Dress Code

Volunteers may be required to wear identification badges while on duty. Volunteers should dress appropriately for the work environment and assigned tasks.

Expenses and Reimbursement

Volunteers may not incur expenses on behalf of the library without prior authorization.

Expenses related to library operations or programs require advance approval from the Library Director.

Expenses related to Board-led fundraising or governance activities require advance approval from the Board of Trustees or an authorized Board officer.

Reimbursement requests must include documentation of prior approval and a legitimate library purpose. Expenses incurred without prior authorization may not be reimbursed.

Whenever possible, purchases should be made using established library vendors, contracts, and tax-exempt status.

Community Service Volunteers

Individuals seeking volunteer assignments to fulfill external community service requirements must follow the standard application and selection process and comply with all provisions of this policy.

Employment of Volunteers

Volunteers interested in paid employment with the library must follow the library’s standard hiring and application process. Volunteer service does not confer preference or eligibility for employment.

Safety and Emergencies

Volunteers must follow staff direction during emergencies and comply with all emergency procedures. Volunteers are not expected to intervene physically or place themselves at risk.

Emergency situations involving volunteers will be handled in accordance with the library’s Emergency and Public Health Policy and Emergency Response Procedures.

Ending Volunteer Service

Volunteers working on special projects will conclude service when the project is completed unless other arrangements are made.

The library will attempt to reassign volunteers when possible. If no suitable position is available, the volunteer’s application may be kept on file for up to one year.

The library reserves the right to suspend or end volunteer service at any time if a volunteer is unable to perform assigned duties, does not comply with library policies, or if library needs change.

The Library Director may end volunteer service related to library operations. The Board of Trustees or an authorized Board officer may end volunteer service related to Board-led fundraising or governance activities.

Authority and Review

The Library Director is responsible for implementing this policy as it relates to library operations. This policy will be reviewed periodically to ensure alignment with legal requirements, professional standards, and other library policies.

 

Approved Whelden Memorial Library Board of Trustees February 2026

To provide equitable services to the community, Whelden Memorial Library has established this Cardholder Policy, which outlines the expectations for becoming a cardholder and borrowing materials. The library expects patrons to follow all policies, including the Behavior Policy, which defines expected conduct while using library services and facilities, and any CLAMS consortium policy. Violations of these policies may result in temporary or permanent restrictions on library access or services.

For this policy, a cardholder is an individual issued a library card by Whelden Memorial Library or any patron with a CLAMS library account who uses Whelden’s services. A guardian is an adult over 18 responsible for a patron requiring assistance, including minors and patrons with disabilities who may need regular assistance accessing library services independently.

Becoming a Cardholder

To obtain or renew a library account, cardholders must present a valid photo ID and proof of address (if not listed on the ID). Acceptable forms of ID include but are not limited to: a driver’s license, passport, state ID, or military ID. Proof of address may include a utility bill, lease agreement, or piece of mail.

Patrons can create an account by filling out a new card form, available at the library desk. Accounts may be initiated online, but patrons must then complete the new card form in person for full access to services. To check out materials, patrons typically present a CLAMS library card or a photo ID if they do not have their card.

Patrons requiring a guardian will not be required to present a photo ID. In such cases:

A guardian, defined as an adult over the age of 18, must be present with their ID and proof of address to obtain or update an account.

The guardian listed on the account assumes responsibility for all items borrowed, including fees for lost or damaged items.

The cardholder must also be present to create or update the account.

A library account provides access to material borrowing, digital resources, and some library services. Fees and account restrictions, determined by the library and the consortium, may apply. Accounts cannot be renewed if the cardholder has a billed item or a freeze/block imposed by any library in the consortium.

Cardholder and Guardian Responsibilities

Cardholders and guardians managing dependent accounts are responsible for all borrowed items and associated fees for lost or damaged materials. Proper identification must be presented to borrow materials and access some services.

As of January 2020, Whelden Memorial Library is fine-free, meaning no late fees are charged for overdue items, with exceptions for items borrowed through programs like the Commonwealth Catalog. Items not returned within 30 days of their final due date will result in a replacement cost bill.

Cardholders are responsible for notifying the library of changes in contact information or if their library card is damaged, lost, or stolen. Frequent card replacements may incur a minimal fee ($5).

All patrons, regardless of age, have a right to privacy. Checkout history or account information will not be disclosed to anyone other than the cardholder, except as required by Whelden Memorial Library’s Privacy Policy or applicable law.

Interlibrary Loan Services

Loan rules for borrowing items from other libraries are set by the owning library in accordance with CLAMS policy. Items borrowed through networks outside CLAMS, such as the Commonwealth Catalog, may incur fees set by the lending libraries or loan service. Borrowers must comply with these rules and return items on time to maintain good standing.

Payments and Refunds

Payments can be made in person by cash or  check or by check mailed to the library. Fines remain on the account until payment is received. In accordance with CLAMS policy, payments for missing in-network libraries may be made to Whelden Memorial Library on a case-by-case basis and in accordance with the owning library's policies. Refunds for billed items will be issued if the item is returned within 30 days of payment and is in good condition. Refunds under $20 may be issued in cash and in person; amounts over $20 may be refunded via check mailed to the address on record.

Overdue fees or fees for library services are non-refundable. Payments for items billed by other libraries in the consortium will not be refunded by Whelden Memorial Library.

Account Restrictions

In accordance with consortium policy, a cardholder’s borrowing privileges are automatically suspended when fees exceed $25 (as of January 1, 2025), they are billed for an item, or their account expires. Privileges are reinstated when fees are reduced below the limit, billed items are returned or paid for, and the account is renewed.

Repeated abuse of borrowing privileges, library materials, staff, or facilities may result in loss or restriction of access to services, including borrowing and digital resources. Restrictions will be issued at the discretion of the library director.

Library Card Eligibility and Privileges

Whelden Memorial Library issues library cards free of charge to residents, homeowners, and workers. Cards may be issued to children of any age. Guardians must ensure dependents are present to issue or update cards. Children residing in multiple households will only be issued one card, though multiple guardians may be listed.

Library cards may also be issued to other categories of borrowers, such as the homebound, teachers, local institutions, or out-of-state residents.

Borrower Registration Types & Requirements

• Resident / Property Owner Card
  Resident / Three-year expiration / Free / 50-item limit
  Applicants must present a valid photo ID and proof of Massachusetts residence or property ownership.
• Massachusetts Worker Temporary Card
  Nonresident / One-year expiration / Free / 10-item limit
  Applicants must present a valid photo ID and proof of in-state employment (e.g., pay stub, signed letter from employer).
• Out-of-State/Non-Resident Card
  Nonresident / 6 month expiration / $10 fee / 10-item limit
  Applicants must provide a valid photo ID and proof of legal address.

Institutional Cards

Institutional cards are issued upon receipt of an application letter on official letterhead from a financially responsible officer of the institution. The letter must state acceptance of responsibility for all fines, fees, and charges, including for lost or damaged materials, and designate a contact person for library matters. Examples of eligible institutions include:

• Governmental agencies
• Hospitals
• Businesses
• Nursing homes
• Schools and classrooms (including homeschoolers)
• Preschools and licensed daycare centers
• Professional offices
• Higher education institutions
• Religious organizations
• Service organizations

The same policies apply to institutional and individual cardholders. Institutions assume responsibility for materials borrowed and ensure authorized card access. Misuse of an institutional account may result in restricted access, including restrictions on personal cards.

 

Approved, Library Board of Trustees, January 2025

Whelden Memorial Library is steadfast in its commitment to intellectual freedom, which is a cornerstone of a democratic society. This policy affirms our dedication to upholding the principles of free expression, equitable access to information, and the right of every individual to explore diverse ideas without fear of censorship or suppression. It serves as a guide for ensuring that the library remains a safe, inclusive space for inquiry, learning, and discovery.

This policy applies to all library operations, including but not limited to:

• Collection development and access
• Programming and displays
• Use of library facilities and resources
• Staff and volunteer conduct

Principles

• Access to Information: The library provides access to materials and information representing a wide range of viewpoints and subjects. All members of our community are encouraged to explore, learn, and engage with resources that reflect diverse perspectives.
• Freedom to Read and View: The library fully endorses the Library Bill of Rights and Freedom to Read Statement. Materials are selected without regard to personal, political, or religious beliefs, ensuring all voices have a place within the collection.
• Neutrality and Inclusivity: The library remains a neutral platform, fostering a welcoming environment for dialogue, exploration, and discovery. Programming, collections, and services reflect inclusivity, respect for diversity, and adherence to intellectual freedom.
• Challenged Materials: In the event of a challenge to library materials, programs, or displays, the library’s Request for Reconsideration process will be followed. This ensures that challenges are addressed thoughtfully and consistently. To promote transparency, the library will notify the public annually of any challenges and their outcomes. Additionally, all book challenges will be logged and shared with the American Library Association (ALA) and reported annually to the state as part of their statistical submissions.
• Protection Against Censorship: The library opposes censorship and supports the right of individuals to access and evaluate information independently. Materials will not be removed or restricted due to personal, political, or religious objections.
• Privacy and Confidentiality: Patron privacy is safeguarded to ensure the freedom to explore ideas without intrusion. The library is committed to protecting the confidentiality of all patron inquiries and activities.

Responsibility

The library director and staff are responsible for implementing this policy and ensuring that library practices align with its principles. The Board of Trustees provides oversight and addresses challenges or concerns as necessary in keeping with library policies and established procedures.

Review and Reaffirmation

This policy will be reviewed every three years to ensure its alignment with current standards, legal requirements, and community needs. Whelden Memorial Library remains vigilant in its advocacy for intellectual freedom, ensuring that our library continues to serve as a beacon of knowledge, inclusion, and democratic values.

 

Approved, Library Board of Trustees, January 2025