Policies

Behavior Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library, with a commitment to equity, accessibility, inclusivity, and antiracism, welcomes all to connect and learn. Please respect:

• Every person’s right to use the library;
• Library and personal property;
• Directions from staff. 

Bookmobile Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

Rochester Public Library, with a commitment to equity, accessibility, inclusivity, and antiracism, operates a Bookmobile to welcome all to connect and learn throughout service areas in the City of Rochester and Olmsted County. Bookmobile stops reduce geographic and economic barriers to library use and are free and open to the public.

Bookmobile stop locations are selected, and may be changed at any time, based on a variety of factors including:  distance from the downtown library and other stops; population density; ease of customer, vehicle, and Bookmobile access; usage; and circulation.

Special events are generally not attended by the Bookmobile. Since school media centers are essential, the Bookmobile will not act as a replacement for a school library. Input from the community on Bookmobile stops is taken through the Bookmobile Request Form available at rplmn.org/bookmobile or at any service desk.

Checkout Periods & Fee Policy (PDF)

Library Account Review Form (PDF)

Library Account Review Form (fill out online)

Approved by the Rochester Public Library Board on August 17, 2022.

Rochester Public Library (RPL), with a commitment to equity, accessibility, inclusivity, and antiracism, provides free access to library materials. This policy ensures that there are fair and equitable guidelines associated with checkout periods and fees.

Checkout Periods
Checkout periods for library materials are set by RPL staff to support access.

Fines
RPL does not charge overdue fines for late return of materials.

Fees
Fees and the schedule to remove fees are set by RPL staff in consultation with RPL Board of Trustees. Fees include charges for lost or damaged materials.

Library staff remove unpaid fees based on the following schedule:

Adult (Ages 18+) cards:
Fees will be removed and accounts closed after 5 years.

Children’s (Ages 0-17) cards:
Fees will be removed and accounts closed after 3 years. When a child turns 18, all fees will be removed.

Visitor and Inaccurate Address cards:
Fees will be removed and accounts closed after one year.

If library fees create a barrier to access, customers may request a library account review through the Request for Library Account Review Form at rplmn.org/accountreview

Replacement fees for library materials lost or damaged due to extraordinary events, such as house fire, tornado, or flood will be forgiven upon notification. Events that are not wide-spread will require documentation such as a newspaper story, police report, or insurance report. If the customer has insurance, they may reimburse RPL for the replacement value of the items.

Collection Development Policy (PDF)

Request for Review Form (PDF)

Approved by the Rochester Public Library Board of Trustees on May 15, 2024.

Rochester Public Library (RPL) is committed to providing exceptional library service, ensuring access to information, and upholding the intellectual freedom of community members. The goal of RPL’s materials collection is for community members to find themselves reflected in it and to have access to a variety of points of view, experiences, and opinions. This policy is guided by the American Library Association’s Library Bill of Rights, Freedom to Read, Freedom to View, and Guidelines on Intellectual Freedom.

Responsibility for the collection rests with the Library Director, under the authority of the RPL Board of Trustees. Materials are selected or retained based on the merit of the work and its ability to meet the needs and interests of the community. The addition of an item does not represent approval of its contents. Since RPL holds a large collection for a broad audience, some materials might be considered controversial and/or offensive. Each customer must determine for themselves which library materials are consistent with their personal or family values; these values apply only to the use of library materials for themselves. Parents and legal guardians have the responsibility for their children's use of library materials.

SCOPE OF COLLECTION

RPL collects, organizes, and makes available materials of interest and value for the community. Collections are broad, current, and popular, but not complete. However, general collections of unique historical value to Rochester and Olmsted County are collected when possible. Collections provide general coverage of subjects and reflect the characteristics of the community. The community has a role in shaping library collections by participating in the collection development process through purchase suggestions and feedback.

COLLECTION DEVELOPMENT AND MANAGEMENT CRITERIA

Materials are evaluated according to one or more of the following criteria: availability for purchase; affordability; current and anticipated needs and interests of the community; evaluations in review media; appropriate format for library use; suitability of subject and style for intended audience; accuracy and timeliness of content; author’s, artist’s, or publisher’s qualifications and/or reputation; of general interest; contribution of a work to the diversity of the collection and its relation to other materials on the subject; different points of view; unabridged editions; and receipt of, or nomination for, major awards or prizes, or inclusion of the title in standard bibliographies or indexes. RPL does not attempt to collect all of the works by an author.

RPL continuously reviews its collection. Materials are withdrawn if they are not useful, current, or relevant. Other factors taken into consideration are use, community interest, and availability of other material on the subject. Withdrawn materials may be given to the Friends of the Rochester Public Library.

REQUEST FOR REVIEW OF LIBRARY MATERIALS

First, library cardholders may request review of an item’s place in RPL’s collection by submitting a fully completed Request for Review form for each title. Forms are available at each service desk or rplmn.org/policies. Second, the decision of the selector may be appealed by submitting a written request to the Library Director. Third, library cardholders may appeal the Library Director's decision by submitting a written request to the RPL Board of Trustees. A discussion regarding the appeal will be scheduled during a Board meeting. Decisions are based on careful review of the Request for Review form, the material, RPL policies, and guiding documents. The final decision on appeals rests with the RPL Board of Trustees. Each library cardholder is limited to five Request for Review form submissions per year. A title which has been reviewed will not be reviewed again before three years has lapsed since the last review.

GUIDING DOCUMENTS

• American Library Association’s Library Bill of Rights
• American Library Association’s Freedom to Read
• American Library Association’s Freedom to View Statement
• American Library Association’s Guidelines on Intellectual Freedom

Community Posting & Brochure Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library(RPL) offers space that is accessible, inclusive, and antiracist to display community posters and brochures about social services, recreational, educational, civic, and cultural activities and events. Displayed community materials do not indicate a partnership or an endorsement by RPL.

Guidelines include:

• Consideration for display is based on the order received;
• Free services and single events will be given priority;
• Non-profit services that charge a fee must clearly state cost;
• Materials must include contact information of the organizer, group, or sponsor;
• Quantity of handouts and the display period may be limited;
• Materials will not be returned;
• Materials must be received and displayed by staff;
• Recommended sizes:
  • Posters: 8.5” x 11”
  • Brochures: 8.5” x 3.75”
• As needed, the Library Director will make final decisions.
• Space is not available for: content that could be considered discriminatory or harassing based on a group or individual’s protected status; for-profit products or services; garage or estate sales; personals; giveaways; etc.

Data Retention Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

Rochester Public Library (RPL) follows the General Records Retention Schedule for Minnesota Cities, which establishes minimum retention periods for city records. This schedule provides a plan for management and disposal of records under Minnesota Statutes section 138.17.

RPL does not retain customer checkout history. After an item is returned, the link is broken between the customer and the item.

Customers may choose to turn on the checkout history feature in their online library account.

Customer internet login, web logs, fee, payment, claims returned, and reserve records are purged on a regular schedule.

Donations Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library (RPL) appreciates and accepts gifts from the community that assist our mission of welcoming all to connect and learn.

• All gifts of books, media, and other items accepted by RPL become the property of RPL.
• All gifts of books, media, and other items are made to RPL without display, preservation, retention, or disposition restrictions.
• Unused gifts of books, media, or other items will not be returned to the donor by RPL.
• All gifts of books, media, or other items that are unused by RPL will be transferred to the Rochester Public Library Foundation or the Friends of the Rochester Public Library for sale.
• All gifts of items other than library materials will be recorded through the Donations Form.
• The donor transfers all rights and title to the copyright, trademark, and any related interest associated (insofar as the donor holds them) to RPL.
• Upon request, a receipt will be provided for gifts of books & media. The Collection Development Policy is used to determine if materials will be added to RPL’s collection.

As a department of the City of Rochester and under the law of the State of Minnesota, gifts made to RPL for public purposes may be tax-deductible. RPL makes no representations, agreements, or statements regarding the value of donated property. Donors should consult with independent tax and appraisal professionals at their own expense.

Fresh Start Policy (PDF)

Fresh Start Request Form (PDF)

Fresh Start Request Form (fill out online)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

Rochester Public Library (RPL), with a commitment to equity, accessibility, inclusivity, and antiracism, values customer input on library experiences. RPL offers an appeal process for customers who are trespassed for not following the Behavior Policy per Minnesota Statute 609.605. 

Customers must complete the Fresh Start form at rplmn.org/policies or by calling RPL to begin the appeal process. If this appeal is denied by the Fresh Start Committee, customers may request a hearing before the RPL Board of Trustees or a neutral party assigned by the City Administrator. All hearing requests must be made in writing to the RPL Board of Trustees. Scheduling a hearing can take up to 2 months. Trespassed customers may not return to Library property; they may call RPL to ask about the status of their appeal.

If the Trespass Notice was issued because of harassment, a threat, or any form of violence, the Fresh Start Committee and RPL Board of Trustees can refuse the request. 

After a Trespass Notice has been resolved, customers are welcome back to RPL with a fresh start. 

Internet Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

Rochester Public Library (RPL) is committed to providing exceptional library service, ensuring access to information, and upholding the intellectual freedom of community members.

Internet access is available through internet workstations and a wireless connection. When using the Library’s internet, customers agree to comply with all federal, state, and local laws.

In compliance with state and federal law, including the Children’s Internet Protection Act, internet workstations and the wireless connection are filtered to restrict minors’ access to harmful materials. Customers using filtered internet access should be aware that no software will block every inappropriate site, and sites may be blocked that should not be. The library does not accept responsibility for these incidents.

Each customer must determine for themselves which internet resources are consistent with their personal or family values and exercise critical judgment when using information obtained online.

Parents and legal guardians are responsible for supervising their children's use of library internet to ensure their safety and security when using email, chat rooms, social media, and other forms of direct online communication. When using the Library’s internet, minors should not attempt to access inappropriate material, or disclose, use or disseminate personal information without written permission from a parent or legal guardian. Internet users should never engage in hacking/unauthorized access or other illegal activities.

Customers using filtered workstations may request that a website be reviewed to be blocked or unblocked. Customers 17 years of age and older may request removal of the filter for any lawful purpose that meets RPL’s policies and guidelines.

RPL assumes no responsibility for any damages resulting from use of the Library’s internet. RPL cannot guarantee the privacy of data that is transmitted to third parties via the internet. RPL’s wireless network is not secure and information may be captured.

Information about the collection, retention, and disclosure of customer data can be found in the Privacy Policy & the Data Retention Policy.

Library Space Policy (PDF) 

Approved by the Rochester Public Library Board of Trustees on November 16, 2022.

Rochester Public Library (RPL), with a commitment to equity, accessibility, inclusivity, and antiracism, welcomes all to use Library spaces to connect and learn free of charge. Limits to use are in place to ensure equitable access.

General requirements:

• All exhibition, performance, duplication, or distribution of copyrighted work (print or non-print) requires a license or permission to do so.
• Use must comply with the Behavior Policy and all RPL policies.
• Library spaces must be vacated on time and left in the condition in which they were found. Customers are responsible for set up, clean up, etc.
• With the exception of Friends of Rochester Public Library and Rochester Public Library Foundation activities that support the mission of RPL, space may not be used for activities that: promote or sell products or services; collect or solicit donations; etc.
• Failure to comply with this Policy may result in: cancellation of existing reservations; billing for damages or cleaning; and/or denial of use.
• Since public use of Library space does not constitute RPL endorsement of the philosophies, practices, or viewpoints of the users, the following statement must be used in all promotion and clearly displayed at the event: “This event does not occur in partnership with, nor is it endorsed by Rochester Public Library or the City of Rochester.”

Privacy & Confidentiality Policy (PDF)

Approved by the Rochester Public Library Board on June 17, 2015.

Introduction

The Rochester Public Library’s commitment to privacy and confidentiality has deep roots not only in law, but also in the ethics and practices of the library profession. In accordance with the American Library Association’s Code of Ethics:

“We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

General Guidelines regarding data privacy:

• “All data collected, created, received, maintained or disseminated by any state agency, political subdivision or statewide system regardless of its physical form, storage media or conditions of use.” Minn. Stat. §13.02, subd. 7.
• Public records also cover not only the “typical” records in a government agency’s possession, but also includes handwritten notes, drafts, photocopies, fax documents, microfilm, computer data and email data.
• All government documents are public and must be disclosed to the public for inspection and copying unless there is a state or federal law that says a specific document is not public.

At the state level, Section 13.40 of the Minnesota Statutes governs library data privacy as follows:

• Records that link a borrower with materials borrowed are private.
• Other than the name of the borrower, which is public, information in the library card application is private.

The privacy and confidentiality policies of the Rochester Public Library shall comply with the applicable federal, state and local laws. Records will be made available in the event that a duly authorized request is received from a law enforcement agency.

Outlined below are the rights of library patrons, as well as the responsibilities of this institution, which are based in part on what are known in the United States as the five "Fair Information Practice Principles." These five principles outline the rights of Notice, Choice, Access, Security, and Enforcement:

Rochester Public Library's Commitment to Patrons' Rights of Privacy and Confidentiality

This policy describes patron privacy and confidentiality rights, the steps this Library takes to respect and protect patron privacy when using library resources, and how the Library deals with personally identifiable information that may be collected from library users.

1. Notice & Openness
   1. The Library does not create unnecessary records, only retains records required to fulfill the mission of the Library, and does not engage in practices that would place information on public view.
   2. Radio Frequency Identification (RFID) technology is used to circulate library materials, maintain an inventory of the library collection and secure the collection from theft. RFID tags affixed to items contain only the barcode number of the item; no personal patron information or transaction information is included on the RFID tag.
   3. While the Library must maintain records of information such as overdue and lost items, outstanding fines, and payments to patron accounts, these records are kept secure and are purged from the Library’s computer system when no longer needed for library business purposes.
2. Choice & Consent
   1. The Library will not collect or retain any private or personally identifiable information other than that information required to open an account.
   2. If library users wish to receive borrowing and other privileges, the Library must obtain certain information about them in order to establish an account (e.g., name, phone number, and address). When visiting the Library’s Web site, patrons may be required to provide library card barcode number in order to access some subscription databases or their own account information.
   3. As a rule, the Library does not retain check-out histories.  Individuals may choose to turn on this feature.
   4. Personally identifiable information provided will be kept confidential and will not be disclosed to any third party unless the Library is compelled to do so under the law.
3. Access by Users
   1. Individuals wishing to update or verify the accuracy of personal information may do so at the Library’s Public Services Desk. To ensure security of personal data, verification of identity will be required in the form of a photo I.D. (e.g., driver’s license, passport, etc.).
   2. The purpose of accessing and updating personally identifiable information is to ensure that library operations function properly. Such functions may include: notification of the availability of reserved or Interlibrary Loan items, reminders of overdue materials, etc.
   3. Parents may access their child’s record.  Adults may not access information about other adults including family members and spouses without written consent.
4. Data Integrity & Security
   1. The data collected and maintained by the Library must be accurate and secure. Reasonable steps are taken to assure data integrity and security. Personally identifiable information is protected from unauthorized disclosure.
   2. Tracking Users Library visitors or Web site users are not asked to identify themselves or reveal any personal information unless they are:
      1. borrowing materials
      2. requesting services
      3. accessing the Internet in the Library
      4. registering for programs or classes, or
      5. making remote use from outside the Library of those portions of the Library's Web site restricted to registered borrowers under license agreements or other special arrangements.
   3. Third Party Security
      1. When connecting to resources outside the Library’s direct control, the only information released is that which authenticates users as valid card holders of the Rochester Public Library. The Library is not responsible for protecting personal information gathered by outside websites.
   4. Staff access to personal data
      1. Only authorized library staff with assigned, confidential passwords shall have access to personal data stored in the Library’s computer system for the sole purpose of performing library work. Except when required by law or to fulfill an individual user's service request, the Library will not disclose any personal data collected from patrons. The Library does not sell or lease patrons' personal information to any individual or entity.
5. Compliance
   1. The Rochester Public Library will not share data on individuals with third parties unless required by law. Patrons who have questions, concerns, or complaints regarding the Library’s handling of their privacy and confidentiality rights should file written comments with the Library Director.
   2. Only the Library Director or designee is authorized to receive or comply with requests from law enforcement officers. Library records will not be made available to any agency of the state, federal, or local government unless the Library is served with a subpoena, warrant, court order, or other authorized request that legally requires compliance. All library staff and volunteers have been trained to refer any law enforcement inquiries to library administrators.

Questions related to this policy should be directed to the Library Director or designee, Monday – Friday during regular business hours.

By-Laws (PDF)

Approved by the Rochester Public Library Board of Trustees on July 17, 2024

ARTICLE I - IDENTIFICATION

The name of the organization is the Rochester Public Library Board of Trustees, located in Rochester, Minnesota, in accordance with the Rochester City Charter, Chapter XIII, Sections 13.00-13.06 and Minnesota Statutes, 134.09-134.18.

ARTICLE II - PURPOSE

The purpose of the Rochester Public Library Board of Trustees is to represent the community and serve as the governing body of Rochester Public Library. The board has exclusive control of the expenditure of all moneys collected and placed to the credit of the library fund, or of the construction or repair of any library building, and of the supervision, care and custody of the grounds, rooms or buildings constructed, leased, or set apart for that purpose. The board hires or selects the library director and authorizes requests for staff positions, sets and approves budget targets and seeks funding, provides oversight and review of library policies and operations, establishes long term strategies and plans, and advocates for the library’s interests with the city and county governing bodies and the public at large.

The purpose of the board is also to represent the Library, both to the people and governing officials. It is the board’s obligation to see that adequate funds are obtained for library services and to promote the best possible use of all library resources in the area, as aligned with the American Library Association’s Library Bill of Rights, Freedom to Read, and Freedom to View statements

ARTICLE III - BOARD OF TRUSTEES

SECTION 1.  NUMBER AND QUALIFICATIONS.  The governing body of the library is composed of nine (9) members. Seven (7) are appointed by the Mayor and approved by the City Council and represent the City of Rochester. Two (2) are appointed by Olmsted County Commissioners and represent the County of Olmsted. The Board may appoint up to two non-voting youth representatives to the Board.

SECTION 2.  TERM OF OFFICE.  The term of office of board members shall be for three (3) years from the January annual meeting in the year of their appointment. Terms shall be staggered so that three (3) board members are appointed each year. No board member shall serve more than six consecutive years or two consecutive complete terms whichever period of time is longer.  

SECTION 3.  DISQUALIFICATIONS, VACANCIES.  Every appointed board member shall be required to attend at least eighty percent (80%) of the regularly scheduled meetings of each calendar year unless excused from attendance by the Board President.  

A vacancy in the Rochester Public Library Board of Trustees occasioned by removal, resignation, or otherwise shall be reported to the appointing authority and the unexpired term shall be filled in like manner as the original appointment. Board members shall receive no financial compensation for their services. The appointing authority may remove any board member for misconduct or neglect.

SECTION 4.  OFFICERS.  Officers of the Board shall be a president, vice-president, and secretary.  Officers shall be elected at the regular annual meeting, defined in Article IV. All terms shall be for one year. Vacancies in office shall be filled by vote at the next regular meeting of the Board after the vacancy occurs. The duties include:

1. The president shall preside at meetings and perform all duties required of this office.
2. The vice-president shall assume the duties of the president in the event of the absence or disability of the president.
3. The secretary shall ensure that a true and accurate record is kept of all meetings and sign the same.  The secretary shall engage in any correspondence deemed necessary by the Board of Trustees.

ARTICLE IV - MEETINGS

SECTION I.  The Rochester Public Library Board of Trustees shall meet monthly at Rochester Public Library or at the place designated at the preceding meeting. The January meeting shall be the annual meeting.

SECTION 2.  Special meetings of the Rochester Public Library Board of Trustees may be called by the president or upon written request to the president by any two (2) board members, for the transaction of business as stated in the meeting request. Notice stating the time, place, and the purpose of any special meeting shall be given each member of the board or Executive Committee, defined in Article V, at least three (3) days before the date of the meeting.

SECTION 3.  QUORUM.  A quorum for transaction of business shall consist of a simple majority.

SECTION 4.  PARLIAMENTARY AUTHORITY.  Robert's Rules of Order, latest revised edition, shall govern the parliamentary procedure of the meetings.

ARTICLE V - COMMITTEES

SECTION 1.  EXECUTIVE COMMITTEE.  The Executive Committee shall consist of the president, vice president, and secretary.

SECTION 2.  STANDING COMMITTEES.  The president shall appoint the following standing committees for the term of one calendar year: Finance, Personnel, Planning and Policy. The responsibilities of the committees are defined by “Rochester Public Library Board of Trustees Responsibilities of Committees.

SECTION 3.  AD HOC COMMITTEES.  Ad hoc committees will be appointed and terminated by the President, with the approval of the Board.

ARTICLE VI - LIBRARY DIRECTOR

The library director shall have sole charge of the administration of the Library under the direction and review of the board. The library director shall be responsible for planning and budgeting, administration, human resource management, facilities and collection management/planning, community and inter-agency relations, and technology management. The library director shall represent the oard  to the Administration of the City of Rochester and the County of Olmsted.  

The Library Director shall submit monthly financial reports to the Board showing all income and expenditures and a report of the use of the Library in the form directed by the Board.

ARTICLE VII - AMENDMENTS

These by-laws may be amended at any regular meeting of the board, by majority vote of board members, providing the proposed text of the amendment had been presented at the preceding meeting.

Cash Control Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library (RPL), a department of the City of Rochester, uses established cash handling methods to safeguard taxpayer dollars and protect the organization. RPL requires all staff adhere to the following:

• Staff will only make payments to their own or immediate family member’s accounts through customer channels.
• Staff will not access the money trays for personal use, such as making change, etc.
• Staff will work in pairs to collect cash from the money machines or resupply money trays.
• Staff will work in pairs to count cash that is not recorded in RPL’s transactional software.
• All cash, checks, and credit card receipts will be stored in a secured location.

All accounts payable and receivable associated with RPL are processed in COR’s financial software. Entries are reviewed and processed by COR Finance staff. COR is audited by an independent accounting firm annually. The audit provides an overview and analysis of COR’s financial activities and an independent opinion on the validity of the presented financials.

Contract Approval Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

The Rochester Public Library Board of Trustees generally approves all contracts. For the efficient operation of the Library, the Board delegates the Library Director the authority to sign contracts including, but not limited to:

• Renewal of contracts with no substantial changes.
• Performer/speaker contracts.
• Maintenance contracts.
• Contracts with time sensitive deadlines that fall between Board meetings.

All signed contracts are included in monthly reports for review by the Board.

Emergency Planning Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library (RPL), a department of the City of Rochester (COR), is committed to providing exceptional library service and access to reliable sources of information for all. RPL will maintain a Building Emergency Response Plan and a Continuity of Operations Plan to address emergencies. In the event of an emergency, COR Council, COR Administration, RPL Administration, and the RPL Board of Trustees will work together to set priorities and respond to community needs.

Expenditure Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on July 29, 2021.

The Rochester Public Library Board of Trustees generally reviews all expenditures. For the efficient operation of the Library, the Board delegates the Library Director or their designee the authority to approve all operating and capital expenditures of $50,000 or less for the procurement of goods and services within the approved budget limits.

All approved expenditures are included in monthly reports for review by the Board.

Library Board Compact (PDF)

Approved by the Rochester Public Library Board of Trustees on July 17, 2024

I will uphold and enforce all laws, rules and regulations that pertain to the City of Rochester and the Rochester Public Library. Desired changes shall be brought about only through legal and ethical procedures.

I will make decisions in terms of the welfare of the community and will seek to develop and maintain a public library that meets the needs of all citizens without regard to age, race, color, creed, religion, national origin, sex, disability, marital status, sexual orientation, status with regard to public assistance, and membership or activity in a local commission.

I will confine my board action to policy making, planning, and appraisal, and I will help to frame policies and plans only after the Board has consulted those who will be affected by them and hear and discuss facts about the above actions.

I will conduct myself in a professional manner at all times, showing respect for colleagues and encouraging an open and productive environment.  I will encourage, enable and respect the participation and contributions of fellow board members.

I will carry out my responsibility, not to administer the library, but, together with my fellow Board Members, to see that it is well run.

I will recognize that authority rests with the Board of Trustees and will make no personal promises nor take any private action that may compromise the board.

I will refuse to surrender my independent judgment to special interest or partisan political groups or to use the library for personal gain or for the gain of friends.

I will hold confidential all matters pertaining to the library which, if disclosed, would needlessly injure individuals or the library. In all other matters, I will provide accurate information and, in concert with my fellow board members, interpret to the staff the aspirations of the community for its library.

I will refer all complaints to the director.  

I understand that the Board makes decisions as a team. Individual board members may not commit the Board to any action.

I recognize that decisions are made by a majority vote and should be supported by all board members, and I will respect the right of other board members to express and have opinions and ideas that differ.

The board president or his/her designee will be the spokesperson for the Board.  Any formal inquiries to board members should be directed to the Board President. The Board President must notify the Head of Marketing and Community Engagement of any media requests.

Board Meeting Agenda Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

Requests for agenda items should be sent to the Rochester Public Library (RPL) Board of Trustees President or the Library Director at least 10 days prior to scheduled meetings. At the end of each RPL Board of Trustees meeting, any Board member may request to add an item to the next agenda.
RPL Board of Trustees does not allow new items to be added to the agenda on the day of the meeting. Exceptions may be approved by a two-thirds vote, as consistent with Robert’s Rules of Order.

Board Meeting Public Comment Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

The Rochester Public Library (RPL) Board of Trustees provides a limited period to hear comments and concerns from the public about matters beyond the scope of the meeting agenda.

The purpose of this limited period is to allow the public to address the Board of Trustees on a topic of their choice* during the Board’s regular meeting.

*The following speaker guidelines apply:

• This agenda section is limited to 16 minutes and each speaker is allotted up to a maximum of 4 minutes.
• A sign-up sheet is made available 15 minutes prior to the start of each meeting and speakers are required to provide their name.
• Speakers are asked to speak in the order assigned.
• Should someone have a comment that they would like entered into the public record, but they do not wish to speak or are unable to speak due to the time limit, they may send their written comment to the Library Director or President of the RPL Board of Trustees at least 24 hours in advance of the meeting.
• Should a speaker wish to be allowed more time, a request must be made to the Board President prior to the start of the Board meeting. Requests will be granted on a case-by-case basis and require a unanimous vote.
• Matters currently under negotiation, litigation, or related to personnel will not be discussed.

Library Director Emergency Succession Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on January 19, 2022.

If Rochester Public Library (RPL) is faced with the sudden departure of the Library Director, the RPL Board of Trustees will consult the Library Director Emergency Succession Plan and work with City of Rochester Human Resources and the City Administrator to determine temporary and long-term leadership. Within two weeks of departure, RPL Board of Trustees will appoint a Division Head with an MLS to serve as Acting Director until a Library Director is hired.

Public Relations Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library (RPL) provides transparent and timely communication. The Library Director and Head of Marketing and Community Engagement or their designees will be the spokespeople for RPL.

The RPL Board of Trustees President or their designee will be the spokesperson for the Board. The Board President must notify the Head of Marketing and Community Engagement of any media requests.

RPL Board of Trustees Recognition Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on July 29, 2021.

Rochester Public Library (RPL) values the significant contributions the RPL Board of Trustees makes to governing the Library as defined in the City of Rochester Home Rule Charter.

Board members will be recognized at the end of each full year of service with a personalized label in a new collection item.

Staff Ethics Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

Rochester Public Library (RPL), with a commitment to equity, accessibility, inclusivity, and antiracism, provides fair and equitable services to all. RPL staff do not receive special privileges or consideration and must adhere to these guidelines for personal use of the library:

• Staff will not receive greater goods or services than those offered to the public.
• Staff will not waive their own or immediate family member’s fees.

Undesignated Gifts Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on June 16, 2021.

All undesignated monetary gifts received by Rochester Public Library will be forwarded directly to the Rochester Public Library Foundation and designated for the Building Fund. This process does not require consideration or action by the Rochester Public Library Board of Trustees.

Volunteer Recognition Policy (PDF)

Approved by the Rochester Public Library Board of Trustees on July 29,2021.

Rochester Public Library (RPL) values the significant contributions volunteers make to the Library’s vision, mission, and strategic plan.

The RPL Board of Trustees approves annual funding for a Volunteer Recognition Program to: acknowledge talents, skills, and hours donated; retain volunteers; express appreciation for advocacy efforts; and recognize accomplishments in fundraising.