The activity room may be made available to individuals, groups and organizations for meetings and events that are educational, cultural, non-profit, or civic in nature. Permission will be denied to any individual, group, or organization for any use of the activity room whose purpose is illegal or potentially hazardous, which could interfere with the proper functioning of the Library, or when satisfactory adult sponsorship is not provided. Any Meetings or events are free and open to the public.
Library functions and meetings have priority in the use of the activity room.
- Use of the activity room does not constitute or imply endorsement by the Library of the aims, policies, activities, or points of view expressed by participants. No advertisement or announcement implying such endorsement will be permitted. The name and/or address of the Library may not be used as the official address of any individual, group or organization granted permission to use the activity room.
- The Library is not to be used for storage of group materials.
- No tape or tack may be applied to the walls or doors.
- Activities within the activity room shall not disturb Library staff or patrons outside the activity room.
- Maximum capacity of the activity room is 60 persons.
- Only non-alcoholic refreshments may be served. All food must be confined to the activity room.
- The Town of Topsfield, Library, Library staff and Board of Trustees are not responsible for lost, stolen, or damaged personal items.
- The Library staff has the right to reschedule events that conflict with library-sponsored programs or special events or an unscheduled Library closing.
- No solicitation is allowed.
- Adult sponsors must be present for youth and children’s groups. An appropriate number of adult sponsors (one adult for every 10-15 children) must accompany groups of children of high school age and younger.
- The Board of Trustees and Library Director have the authority to deny the use or withdraw approval of use of the Library to any individual, group or organization that fails to comply with this Policy.
A representative of the individual, group, or organization requesting use of the activity room will assume responsibility for:
- Setting up the activity room, including providing your own equipment and arrangement of chairs, and tables.
- Clean up of the room and returning chairs and tables to the original room configuration.
- Paying (and indemnifying, defending and holding harmless the Library) for any and all damage done to the Library, activity room, Library equipment, chairs or tables, or for any personal injury that may occurs as a result of use of the activity room.
- Using the activity room in adherence to this Policy.
- Activities and meetings must be finished and groups must vacate the building at or prior to closing time.
Activity Room Reservation Forms are available at the Library or can be downloaded from the Library’s website at www.topsfieldlibrary.org. Reservations forms must be submitted at least seven (7) days in advance of the date of proposed use. Reservations for the activity room are on a first-come, first-serve basis. Groups are limited to four (4) bookings per calendar year.
Exhibiting
The quality of the art exhibited is an important consideration in attracting artists to show their work in the Topsfield Town Library. All first-time exhibitors at the library are required to submit samples of work, in advance of setting an exhibit date, for review by the library director and the art committee. Solo artists must have a substantial body of framed or equivalent work for exhibit.
Insurance and Library Non-Responsibility
The library activity room is a public space and used often by the library staff, library patrons, town boards and other organizations. The library assumes no responsibility for works of art and does not carry insurance in the event any works of art are damaged or stolen. We recommend that you insure your works of art and we discourage the exhibiting of very small items.
Policy
- Group shows must have a contact person who is responsible for the group and the application. The same standard for individual artist’s work applies to each artist in a group.
- The installation of an exhibit must be completed in one day or additional time must be arranged with the Library Director. The same applies to removal of art.
- The artist is responsible for the hanging and removing of his or her exhibit. The library has a hanging system which artists are required to use. Artists cannot make any holes in the walls or hang work where there is no hanging system.
- All works must be hung on the walls. Due to space restrictions, safety concerns, and the multipurpose nature of the Activity Room, the library cannot accommodate sculptures or any works that require the use of easels, pedestals, tables, or similar equipment.
- Each piece of art must have a title card and possibly background information about the artwork such as inspiration for the work, crafted in the “style of xxx”, or some other point of interest about the work. Only removable tape that does not damage walls can be used.
- Artists may leave cards and a guest book in the activity room.
- Each piece of art available for sale must be named and priced. Artists negotiate the sales of art with any interested party. The library does not accept commissions for works that are sold, but asks for a 15% donation of the total sales made during the exhibit to the Friends of the Topsfield Library. Sold works may not be removed during the show, with the only exception of December as many sales may be a gift. In those cases we ask that an immediate comparable replacement be hung.
- Receptions are permitted, however the scheduling and details of a reception must be made in advance with the library director. Reception refreshments and invitations are the responsibility of the artist. No alcoholic beverages are allowed.
- On the day of removal of your artwork, please advise the staff member at the circulation desk or the library director that removal of the artwork is taking place.
- Failure to meet this policy will mean exclusion from future exhibits.
Introduction
The Trustees of the Topsfield Town Library, the Art Committee, and the Library Director have traditionally welcomed the display of art within the library and are sensitive to the experience of patrons. The library is fortunate to be a beneficiary of theGeorge Gould Trust Fund, which specifically designates a portion of interest income from the fund for the acquisition and display of artwork.
The library seeks to acquire works of excellence to be added to a permanent collection, to accept gifts of art that meet certain criteria, and to encourage artists of all ages to exhibit their work on a temporary basis.
Selection Process
The art committee will seek works of art for the permanent collection, as space and funds permit. Recommendations by members of the community about acquiring specific works displayed by artists in individual shows will be given consideration.
The library does not limit its selection to artists from a particular area. All artworks purchased or accepted as gifts should enhance the library and be intended for public viewing. Final responsibility for acceptance of a work rests with the library director and the art committee.
Gifts
Items offered to the library will be reviewed by the art committee and library director and will be presented to the library trustees for final acceptance. Items offered to the library that have not yet been accepted are left at the owner’s risk. If the art committee and the library director decide not to accept an item, the owner may reclaim the item within thirty (30) days from written notification.
Items that are accepted are considered unconditional and outright gifts to the library. Donors will be asked to read and sign a copy of the Assignment of Gift agreement.
Gifts to the library may be deductible from taxable income in accordance with the provisions of the federal income tax law. Obtaining appraisal value for tax purposes is the responsibility of the donor. The library is not able to place monetary value on items, nor can it pay for an appraisal.
Art Loans
Art loans should be limited to items of very particular interest to the library. An agreement with description and loan terms of the item(s) must be drawn up by the lender and presented to the art committee and library director for approval. If a loan period is not specified, the art committee and library director must be notified thirty (30) days prior to removal of the loan. Upon acceptance, copies of the agreement will be distributed to the lender and the library’s art files.
Temporary Exhibitions
Works for temporary display or exhibition are welcomed in the library at the discretion of the library director and the art committee. The location, time, and duration of placement and removal must be under the director’s supervision. No insurance is provided by the library for such works. Please refer to the Art Exhibit Policy for additional information, requirements, and exhibitor’s form.
Maintenance of Permanent Collection
The library director and the art committee will examine new acquisitions and ensure that they are photographed, priced (if available although not required), and listed in the library’s inventory. Approximately every three years an art committee member and the library director should review the art collection, and maintenance and conservation should be undertaken as needed. This may be attained by reviewing one third of the collection each year. Any changes to the inventory will be presented to the art committee and the library director with the final approval by the Board of Trustees for review and records updated accordingly.
Withdrawal of Art from the Collection
Based on recommendations of the art committee and the library director, the library trustees will be responsible for any final decision regarding the removal of a work of art. Items deaccessioned from the collection may be donated to the Friends of the Topsfield Library organization for sale. Such proceeds will be deposited in the Friends’ account and used at their discretion. In no case should items of historical value be donated to the Friends’ organization without first offering them to the Topsfield Historical Society.
Objections
Any objections about items in the library’s permanent collection must be put in writing and presented to the library director and the art committee for review. Any recommendations will then be brought to the library trustees. The trustees have final authority regarding the inclusion or exclusion of a work of art from exhibit.
The Topsfield Town Library is committed to promoting an enjoyable and safe environment where patrons and staff can fully benefit from and utilize the Library’s resources and services. We expect patrons to behave responsibly, respectfully and with consideration for others. The following Behavior Guidelines must be honored:
- Shoes and shirts must be worn.
- Eating, running, and loitering are not permitted.
- No smoking or vaping is allowed.
- Creating a disturbance such as, but not limited to, making unnecessary noise, talking loud or shouting, is not allowed.
- Rude behavior to staff or patrons will not be tolerated.
- Obscene behavior, including, but not limited to, the use of foul language and inappropriate gestures, and harassment is not allowed.
- Destruction of property, including, but not limited to, books, any part of the library facility, other patron’s property, etc. is not allowed.
- Threatening behavior, including, but not limited to, violence, threats of violence, possession of weapons, etc. is strictly forbidden.
- Children under 9 years old must be accompanied by an adult in the library at all times.
- The children’s area of the Library is reserved for children, their parents or caregivers, and adults interested in children’s literature, such as teachers and students taking children’s literature classes.
- Out of concern for the safety of young patrons, adults who are unaccompanied by a child or children in the children’s area of the Library may be questioned by staff, and may be asked to move to another area of the Library.
- No pets permitted, except for service animals.
- Solicitation is prohibited.
- Appropriate behavior is expected at the library. Expressions of physical intimacy are not appropriate in any location of the library. Only one person should occupy a bathroom, with the exception of very young children with guardians or people with disabilities and their caretakers.
- Talking on cell phones is allowed only in the library entranceway.
- Scooters, skateboards and roller blades are not to be used on the premises.
- Library staff is not responsible for personal belongings left unattended.
This policy serves as notice. The library need not issue further warnings regarding these behaviors before issuing a No Trespass notice. Librarians have the authority to implement library policies and to determine appropriate standards of conduct. Patrons whose behavior is objectionable will be asked to leave. Minors may be asked to leave until a parent/guardian has been consulted. Failure to leave immediately, as requested, is regarded as trespassing and authorities may be notified.
Applying for a Library Card
Topsfield Residents
All residents of the Town of Topsfield aged six and older are eligible to receive a library card from the Topsfield Town Library. By applying for a library card, applicants agree to these borrowing policy guidelines. A cardholder is responsible for all materials checked out on their card, including any fines, fees, or charges. Residents of Topsfield are able to apply for a library card in-person at our Circulation Desk or online using the MVLC eCard registration form. Patrons applying in-person at the Circulation Desk must provide proof of Topsfield residency (i.e. driver’s license, mail, student ID, paystub).
Temporary Cards for Topsfield Residents
If a patron is unable to show proof of Topsfield residency upon registration, we can issue a local-use only temporary card; patrons will have thirty days to bring proof of residency to the Topsfield Town Library Circulation Desk to convert their card to a full card. Patrons with a temporary card are limited to borrowing three items, and temporary cards cannot be renewed.
Residents of Other Towns in Massachusetts
Resident of Town in the Merrimack Valley Library Consortium (MVLC)
Library card holders in good standing from any town within the Merrimack Valley Library Consortium (MVLC) can borrow materials from the Topsfield Town Library.
Residents of other towns within the MVLC that do not have an active library account can apply for and receive a library card in-person at the Topsfield Town Library Circulation Desk; however, residents of other towns within the MVLC are encouraged to receive a library card at the library in their town of residence or to apply online using the MVLC eCard registration form to ensure unfettered access to all e-resources offered by the home library.
Resident of Towns Not in the MVLC
Massachusetts residents of towns outside of the MVLC can apply for a library card in-person at the Topsfield Town Library, or online using the MVLC eCard registration form. In-person applicants must fill out the New Patron Application Form and provide identification (i.e. driver’s license, mail, student ID, paystub) at the Circulation Desk for registration.
Living Out of State but Working in Topsfield
The Topsfield Town Library will issue a local-use only library card to those who work in Topsfield but live outside of the Commonwealth of Massachusetts. This allows patrons to only borrow physical materials from the Topsfield Town Library. Patron must fill out the New Patron Application Form in-person and provide proof of employment in Topsfield and identification to the Circulation Desk for registration.
Decertification Statement
Topsfield Town Library regretfully declines to extend borrowing privileges and library services to Massachusetts public libraries that are not certified, and to residents from Massachusetts communities that do not have certified libraries. See our decertification statement for more information.
Replacement Cards
We will issue Topsfield residents replacements for lost or damaged library cards at no charge.
Borrowing Material and Limits
Unless otherwise noted, there is no limit on the amount of items that can be borrowed from the Topsfield Town Library.
| Item | Loan Period | Total Renewals (if eligible) | Notes |
| Books | 3 weeks | 2 | |
| “Lucky Day” Book Collection | 2 weeks | No renewals | |
| “Hot Titles” DVD Collection | 1 week | No renewals | |
| Audiobooks/ Playaways | 3 weeks | 2 | |
| DVDs | 1 week | 2 | |
| Library of Things items | 2 weeks | No renewals | Items can be renewed on a case-by-case basis by asking at the Circulation Desk |
| Music CDs | 3 weeks | 2 | |
| Magazines | 1 week | 2 | |
| Children’s Room tablets | 1 week | No renewals | Limit of one per family and must be returned to the Children’s Room desk |
| Reference Materials | In library use only | ||
| Newspapers | In library use only |
Renewals
Library material that is eligible for renewal can be renewed twice. Items are not eligible for renewal when another patron has requested the item, the borrowing patron has reached the maximum amount of renewals allowed, or the item type is not eligible for renewal (see above chart).
If eligible, items borrowed from the Topsfield Town Library will automatically renew three days before their due date. Patrons who have an email address on file will receive a notification indicating which items have been renewed.
If a patron has borrowed an item at another library, the Topsfield Town Library honors the renewal policy of that library. Exceptions must be discussed with a staff member. A patron with questions about renewing items may contact the owning library for assistance.
Materials that have been requested from outside of MVLC may have due dates that differ from Topsfield-owned items. It is vital to adhere to these due dates; borrowing privileges with libraries outside of the MVLC are jeopardized if the due dates are not honored. Patrons who do not return these materials on time may lose borrowing privileges.
Questions regarding materials from outside of MVLC may be directed to the Reference department.
Late Fines
The Topsfield Town Library does not charge fines for late or overdue items borrowed at the Topsfield Town Library.
Patrons should be aware that policies at other libraries may differ; patrons may be subject to fines if material was checked out at another library in the MVLC that charges fines for overdue items. The Topsfield Town Library adheres to the policies of other libraries.
Overdue Notices
Notices are sent via email to patrons three days before the due date to remind patrons of material due dates (and if they have been automatically renewed, if eligible). Patrons are encouraged to opt into email notification to receive these notices. Billing notices for the item are mailed to the patron after an item is overdue for 45 days and assumed to be lost.
Emailed Courtesy/Automatic Renewal Notice: Sent via email three days before due date
Emailed Overdue Notice: Sent via email fourteen days after the original due date
Mailed Billing Notice: 45 days after due date
Phone Calls: Staff may do follow-up calls to resolve outstanding issues
Block on Patron Card
Blocks on a patron’s card are generated automatically when the patron has $20 or more of unresolved bills and/or fines. A block may also occur when a patron has twenty overdue items on their card.
A block on a patron’s card means that their borrowing privileges are suspended in all MVLC libraries until unresolved bills and/or fines are paid, lost items are returned, or overdue items are returned or renewed (if eligible).
Lost and Damaged Items
An item will be marked as “lost” and billed to the patron’s account if it is overdue for more than 45 days. Patrons are charged the full price for each lost item. If the lost item is returned undamaged, the bill is waived and borrowing privileges restored.
If the lost item cannot be located, or a returned item is considered damaged, payment must be collected before the patron’s borrowing privileges are restored. The Topsfield Town Library does not accept replacement copies of any items.
Payment for lost and damaged materials can be made at any MVLC library via cash or check, or using a credit or debit card online through your library account ($5 minimum required to pay using a credit/debit card).
Other MVLC libraries may have different policies for their materials; the Topsfield Town Library adheres to the policies of the library which owns the item.
If a lost Topsfield item is found after payment is made, we cannot issue a refund. Patrons may keep items for which they have paid.
Age Restriction and Library Material
There are no content restrictions on borrowing. Parents, guardians, or caretakers are exclusively responsible for deciding what their child may read, view, or hear. Members of the library staff cannot be expected to act in loco parentis in permitting or denying access to any library materials to a patron based on age.
Hold Policy
Patrons can request circulating items from any library in the MVLC for pickup here in Topsfield. Holds can be requested online through the patron’s library account, over the phone, or in-person at the Circulation or Reference Desk.
Patrons can opt to receive notifications that requests are ready for pickup via email, SMS/Text Message, or by phone call. We hold materials for patrons for seven calendar days before they move onto the next patron.
Rapid Pickup
Patrons can request Rapid Pickup for materials available for pickup at the Topsfield Town Library. Rapid pickup can be requested by either calling the library’s service desks or emailing ask@topsfieldlibrary.org. Items will be bagged and available for pickup during our hours of operation in the library’s vestibule.
Museum Passes
The Friends of the Topsfield Town Library fund the museum pass program. Passes may be borrowed by any Massachusetts resident with an MVLC Library Card. Reservations may be made up to one month in advance on the library’s website, in-person, or by calling the library. Residents of towns outside of the MVLC must register their library card at a library in the consortium first before reserving their pass online.
In order to provide an optimum environment for all our patrons, please conduct all cell phone calls in either the library entranceway or outside the library facility. Please make sure all cell phone ringers are on silent or vibrate prior to entering the library.
The collection development policy serves to guide the development of a balanced and diverse library collection that meets the cultural and informational needs of the Topsfield community. The Topsfield Town Library endorses the American Library Association’s Library Bill of Rights and the Freedom to Read and Freedom to View statements, as appended.
The Library is part of the Merrimack Valley Library Consortium (MVLC), a regional group of public libraries with shared collections. The Topsfield Town Library is not responsible for what other libraries own nor in duplicating other collections.
“Collection” and “materials” include books, magazines, audiovisual (audiobooks, DVDs, etc.), Library of Things, electronic resources, and other formats that may be used for reference, information, or entertainment for adults, young adults, and children.
Responsibility
While the ultimate responsibility for the collection development policy rests with the Board of Library Trustees, the Library Director and designated senior staff are responsible for decisions regarding the ongoing selection and maintenance of the materials in the collection. Parents, guardians, or caretakers are exclusively responsible for deciding what their child may read, view, or hear. Members of the library staff will not act in loco parentis in permitting or denying access to any library materials to a patron based on age.
Criteria
Decisions regarding the materials selected for the collection are based on the judgment, research, and expertise of the Library Director and senior staff, following the standards and best practices of professional librarianship. When selecting items for the collection, the following criteria are considered:
- Ensures that key areas of the collection are kept up-to date including, but not limited to, core subject areas, classical works, topically current works, reference works, and works related to Topsfield/Essex County
- Ensures that the library’s collection includes works that are popular among patrons and/or follow trends in the greater Topsfield area
- Authority of the author
- Literary quality
- Availability and cost
- Formats available
- Available space
- Availability in the MVLC consortium
These criteria are applied to materials that may include popular works, contemporary works, works of permanent value, works that fit in well with the existing collection, and works required to keep reference or other nonfiction-related information current. The tools used for selection criteria include, but are not limited to, professional library publications, patron recommendations/suggestions, and other supplementary sources.
In no case is any material excluded on the basis of race, nationality, gender, sexual orientation, gender identity, or political or religious views. The library will attempt to provide, whenever possible, reasoned, accurate, well-written materials on different sides of controversial issues. These shall not be proscribed or removed from library shelves because of partisan or doctrinal disapproval. The best efforts will be made to reject items that perpetuate misinformation.
Children’s and Young Adult Selection Criteria
The criteria used for the adult collection applies to the children’s and young adult collections. The collection is carefully selected for children of all ages. The Topsfield Town Library does not duplicate the resources nor follow all changes in the local schools’ curriculum; however, the library does try to provide complementary and supplemental materials for students seeking to complete their assignments outside of school hours.
Maintenance
An integral part of collection development is maintaining the collection on a regular basis. Decisions regarding the duplication of materials, replacement and repair of materials, and the withdrawing of items from the collection (often referred to as weeding or deaccessioning) are made by the department heads and supervised by the Library Director. Maintenance criteria include accuracy of information, community interests and needs, financial factors, physical conditions of the materials, and space requirements. Deaccessioned materials may be rerouted to the Friends of the Topsfield Library, the Little Free Library, or other organizations.
Gifts
The library accepts donations of materials compatible with the collection. Gifts will be evaluated according to the same criteria used for purchased materials. The Director or a senior library staff member may advise a donor if the offered material seems unsuited to the collection or could still benefit the library as part of the Friends of the Library book sale. Memorial gifts will be acknowledged by the addition of a nameplate identifying the donor or person in whose honor the gift was made. Such gifts become the property of the library; donors may not restrict the use of a gift or stipulate the gift’s location in the collection or method of exhibition. Donors may not specify an option to reclaim donated materials.
Objections
Any Topsfield patron who has a concern regarding the content of the material in the library’s collection should submit their concern in writing to the Library Director, who will promptly review and respond to it. Should the patron have any questions relating to the Director’s response, they will be referred to the Board of Library Trustees. Any action taken by the Trustees will follow the guidelines presented in this collection development policy. The material in question will remain available while the concern is under review.
Summary of Changes
Approved by the Board of Library Trustees on December 13, 2022; title changed to “Collection Development Policy” from “Materials Selection Policy;” edited for clarity and addition of new services offered by the library.
Public libraries in Massachusetts that do not meet the minimum standards for funding and service necessary for certification by the Massachusetts Board of Library Commissioners are ‘decertified’ by the Board. As such they are not eligible to receive state aid to public libraries funding, apply for LSTA grants or contract with a region to provide supplemental services.
Massachusetts state law (605 CMR 4.01) states that certified public libraries are not required to lend materials to residents of municipalities with decertified libraries.
The Topsfield Town Library supports the importance of libraries maintaining at least the minimum standards of public library service required for certification by the Massachusetts Board of Library Commissioners. Generally, the Topsfield Town Library will not lend materials to residents of municipalities with decertified libraries.
Public libraries that receive waivers from the Massachusetts Board of Library Commissioners are considered certified. Residents of communities where the library has received a waiver will be allowed to borrow materials from the Topsfield Town Library.
Massachusetts General law (605 CMR 4.01) states “all residents of the Commonwealth shall have access to reading and reference rooms under the same conditions as residents of the community.” Residents of communities with decertified libraries are therefore welcome to use the Topsfield Town Library’s resources within the library building.
EMERGENCY RESPONSE POLICY AND PROCEDURE
The Topsfield Town Library, like all facilities, is vulnerable to unplanned issues and disasters. Since the facility management is the responsibility of the Library Director, it is important that the Director, Library Staff and Trustees are aware of the appropriate response to unforeseen incidents that may endanger the well-being of those in the facility. These issues can be facility conditions, behavioral, or medical in nature and may occur during operating hours or after hours.
During library hours, staff may need to respond to alarm systems that would indicate a fire or an elevator entrapment. It is important that all staff know to call 911, how to exit the facility by following the How to Exit the Building procedure and how to respond to other issues outlined by staff procedural documents. An elevator entrapment can be resolved by referring to the Systems Emergency Contacts list and working with the local Fire Department and elevator company. After hours, the Director may be contacted by the contracted alarm company that receives signals for either a fire alarm or a security breach.
The following procedure outlines the best actions to take to protect staff and public, and to protect or minimize the Library facility from damage.
Facility Issues
The Library Director or senior-staff-in-charge must know how to act to secure the safety of others during a facility incident. In cases of facility disasters which may include fire, an explosion, flooding, etc., the action required is to evacuate the facility. Please follow the How to Exit the Building procedure in a calm and organized manner. Once all library patrons and staff are outside and have congregated at the designated outside location, the Library Director or senior-staff must make sure that all staff and known patrons are accounted for. Staff should not leave the property until the Director (or senior-staff) gives approval.
If a facility issue is discovered either prior to or after open hours, staff should not enter or stay in the facility. If the Director is not present at the time, he/she should be contacted by the senior-staff-in-charge for action and or advice.
The Director must work with the appropriate contacts to address the emergency by using the Systems Emergency Contact Information list.
The Director shall inform the Chairperson of the Board of Library Trustees (or a board member designee) as to the situation and how it is being addressed. It is the responsibility of the designated Trustee to inform the rest of the Board of any situation.
The Director, staff and trustees must know appropriate action to take in order to assure safety at all times. In cases of flood, fire and other dangerous conditions, securing the safety of staff and others is the main priority. Making the appropriate phone call is the only action required to protect town property.
In some cases, the Director must stay in the facility while waiting for the appropriate help to arrive. It is advised that staying alone in the facility may be dangerous and should be minimized until help can arrive. It is not advisable to enter an area of flooding or other dangers, no matter the outcome to the facility or financial concerns.
Behavior Issues
Social Incident – with possible weapon.
If an unstable visitor poses a threat to others with either actions or a weapon, such situations must be responded to quickly by the senior staff member on duty. Identifying a safe place within the Library facility is essential. If staff and patrons need to retreat, staff must guide the public calmly to a safe location within the Library. The following safe locations apply after calling 911:
- First floor Men’s bathroom can be locked from the inside and does not have windows (no landline phone available inside).
- Second floor Administration and Technical Service offices have a combination key pad lock on the door with landline phone service available inside.
- Second floor bathrooms can be locked from the inside and do not have windows (no landline phone available inside).
These are all acceptable safe locations, but the Administration office has been identified as the best location with access to phone, internet and other means of visibility.
No one is to leave the designated safe location until it is confirmed by an official police officer or the Director.
Social Incident – abusive language.
If a visitor is using profanity and aggressive tones, this must be responded to quickly. If the situation is deemed unsafe, call 911 immediately and explain the situation requesting assistance. Staff should never deal with this behavior alone. The Director or senior-staff-in-charge must be called for assistance immediately. Know where the identified safe places are located within the Library facility in case the situation escalates. If staff and patrons need to retreat, staff must guide the public calmly to a safe location within the Library.
Social Incident – exterior threat.
If the Library facility is contacted by another Town Department (Town Hall, Schools, Fire Department, Police Department) reporting that it is necessary to do a facility lock down due to a danger known on the outside, the following steps must be taken:
- If possible, lock exterior, front doors.
- Announce to all patrons to follow staff to the Second Floor Administration Office.
- Lock the door and wait for further notice from Town Officials before leaving the safe location. The Administration office has a windowless area and an area to view the outside if needed. In addition, technology and landline telephone service is available.
Medical Issues:
Calling 911 for medical assistance is always the best action to take if it is obvious that someone is in distress or injured. When in doubt, call 911 for professional emergency assistance. Staff is asked to periodically take the Fire Department’s CPR class for awareness and certification. A defibrillator is located on the wall of the Activity Room on the first floor of the library. In any medical situation, the most important action to take is calling 911.
After Hours:
The Library alarm systems for fire and security may sound after Library hours to indicate a potential issue. The monitoring alarm company responds to these signals by calling the local emergency line and the Library Director. The Library Director will communicate with the local emergency dispatch department. In addition, the Library facility may experience other incidents that require after hour visits to assess the condition of the facility and identify problems in order to make contact with vendors that can make repairs or take other appropriate action to care for the Library facility.
Fire Alarm:
If the fire alarm sounds, it may be a fire and the situation should be treated as such. The Library Director or the designated staff member will be called by the Alarm Monitoring Company. The Library Director or the designated staff member will need to return to the Library to secure the facility after the Fire Department leaves the facility. If it is not a fire, action will be necessary to contact the alarm company to assess why the alarm was falsely tripped. There may be something wrong with the system that will need to be repaired and prevent future false alarms.
In case of a fire, the Library Director or the assigned senior staff member will need to return to the Library to assess the damages and make arrangements for securing the facility, decide what, if any, services can be provided to patrons, and to plan the actions required. Fire Department personnel will take charge of identifying the cause and assessment of damages in case of a fire.
Security Alarm:
If the security alarm is tripped, it could mean a number of things: an actual security breach has occurred, the loss of power, the system malfunctioned or a human error occurred when entering or leaving the facility. The Library Director or the assigned senior staff member will be called by the Alarm Monitoring Company. Communications over the phone will help in determining why the alarm was tripped. The police, when dispatched, will communicate to the Director what was found after visiting the property. If there is any doubt about the facility condition, the Library Director or the assigned senior staff member may need to return to the library to assist police in deciding if the facility is secure and in proper order. The security alarm system will then need to be reset. If a break-in has occurred, police and the Director will work together to decide how best to secure the facility and what action must be taken.
Weather:
If it is known that extreme weather conditions or other situations exist that may require a visit during after hours, it is important that personnel are instructed not to enter the danger areas and to minimize time alone in the facility. Contacting the appropriate vendors to address the repairs needed is the essential reason for entering the facility.
The Topsfield Town Library makes handheld devices available for loan for library cardholders in good standing with all MVLC Libraries.
- Mobile Hotspots and Electronic Tablets are considered “Library of Things” items as listed in the library’s Borrowing Policy. They are checked out for a period of two weeks and can only be renewed on a case-by-case basis by library staff, upon request.
- Library Staff reserve the right to deny renewal of mobile hotspots and tablets to ensure access for all patrons.
- Once a Mobile Hotspot is overdue, Library Staff shall reserve the right to turn off mobile data to the device until it is returned.
- Upon returning a mobile hotspot or tablet, a patron must wait 24 hours before checking out the same item again.
- Repeated failure of returning mobile hotspots or tablets on time can result in the patron being disallowed from borrowing the devices in the future.
- These items must be returned directly to a library staff member at the Topsfield Library circulation desk.
- Patrons may be billed for replacement of the item if it is found to be damaged during checkout or may be billed for the cost of any accessories (i.e. usb cable) that are missing.
BULLETIN BOARD POLICY
The Topsfield Town Library strives to be the cultural and informational resource for the community. Towards that mission, the library offers space on the bulletin board located inside the first floor foyer for the display of library events, community events, activities, and notices considered to be of public interest.
Display Guidelines
The library’s foyer bulletin board can be used for posting the following:
- Postings concerning the Topsfield Town Library, Friends of the Topsfield Town Library, Library events, and business of the Town of Topsfield.
- Postings of future educational, social, civic, charitable, cultural, or recreational activities or events in or around the Topsfield area.
- Postings and items by non-profit organizations, groups, or agencies or by any federal, state, or local government agency pertaining to services provided.
- Postings announcing community services and volunteer opportunities.
Items that in the Library Director’s (or their designee) judgment do not meet the above criteria, including (but not limited to) commercial, personal, lost and found, solicitations, or political notices or petitions, will not be posted.
Approved postings or fliers are for a singular space on the bulletin board. Numerous copies may not be left in the library for distribution.
All approved postings shall reside on the first floor foyer bulletin board. No other board or space on the library premises will be made available for public postings.
Posting Approval
- Postings concerning the Topsfield Town Library, Library events, and Topsfield Town business have priority with library postings taking top priority.
- All items to be posted must be reviewed and approved by either the Library Director, or their assigned designee(s). All notices posted without authorization will be removed. Accepted postings will be initialed and dated by approving staff.
- Due to space limitations, some approved items may not be posted or may be removed early; the Library reserves the right to select the materials posted on the bulletin board at any given time.
- Postings may be displayed for up to three weeks prior to an event, as dated on the item.
Posting Removal
- The Library will not preserve, return or disseminate any materials posted.
- Only library staff may remove items from the bulletin board.
- Postings with a specific end date listed will be removed immediately following the event.
- Postings without a specific end date listed will be removed after three (3) weeks of being posted, or earlier, if space dictates.
Posting of materials does not imply library endorsement nor consent; the library does not accept responsibility for the accuracy of statements in posted materials.
The Library reserves the right to refuse to accept any notice and to make additional rules ensuring fair access to the bulletin boards.
The Topsfield Town Library reserves the right to use photographs or video taken at the Library for publicity purposes in printed materials and online. If a Library patron does not wish themselves or their child to be photographed, the patron must notify the Library staff to that effect. No names will be used in conjunction with photos/video without express written consent.
In keeping with the Library’s mission to provide Library services to the community, and ensure the privacy of our patrons, please observe the following rules regarding photographing and filming in the Library.
- Casual, amateur photography of public areas for patrons and visitors wanting a remembrance of their visit is welcomed as long as it does not interfere with Library operations, staff or patrons.
- Please do not use flash or equipment that obstructs passageways or causes disturbances to library users.
- Photographing/ video recording of artwork that is on exhibit in the activity room or on loan to the library is not permitted without the written approval of the exhibiting artist.
- Video recording of an artist/performer must have the approval of that artist/performer.
Commercial photography: Library buildings may not be used as setting for advertisements, or for any photographs, video or audio recordings which will be used for commercial purposes without express written consent of the Library Board of Trustees.
News media photography or video: The Library welcomes news media for stories or projects that directly involve the Library and its programs. It is appreciated if you can provide advance notice for such projects by contacting the Director or Assistant Director at 978-887-1528.
Nonprofit, academic or research projects: Please ask for authorization in advance in order to avoid disruption to Library operations.
Right to Terminate: The Library reserves the right to terminate or restrict any photography or filming that causes an undue disturbance, violates Library policy or regulation, endangers the health or safety of patrons or staff or violates any local ordinance, or state or federal law.
The Topsfield Town Library strives to develop the collection of books, resources and services that meet the community’s informational needs. Access to the internet is a resource and service that assists in the informational, cultural, and educational needs of the community. Creating a sensitive and safe atmosphere for all individuals accessing information is very important to the Library environment. Acknowledging that the Internet is a powerful information tool, it is not a total substitute for many other library resources.
In accordance with the American Library Association’s “Library Bill of Rights,” public access to the Internet should be offered to all patrons. It must be clear that the Topsfield Town Library staff does not monitor or control accessed information and cannot be held responsible for its content (with regard to accuracy, currency or completeness).
The Internet may contain controversial material and information that is of a mature nature and may not be suitable for minors, nor appropriate for viewing in a public setting. The Library encourages parents/ guardians to discuss with their children the appropriate use of electronic resources available through the Internet.
Individuals are requested to follow the Guidelines For Internet Use and to exercise good judgment and discretion in their use of the Internet while visiting the Library.
Guidelines for Internet Use
- The Library staff reserves the right to ask a Patron to discontinue use of the Internet if material being accessed is considered inappropriate for public viewing.
- All printing from the internet has a charge per page, to be paid once printing is completed.
- Internet devices close fifteen minutes before library closes. All printing must be completed by this time.
- Only two patrons are permitted at a workstation at a time. Interfering with or disrupting other computer users is prohibited.
- Patrons will not be permitted to use their own software.
- The staff will assist in connecting you to the internet, but cannot provide information on how to use internet software. Staff members may not always be available.
- The internet computer equipment and software must be used as installed. Users are not permitted to add to, delete or modify the installed software or hardware.
- Users will be held liable for repair or replacement costs for any damage to hardware or software.
- Patrons are expected to use the internet in an ethical manner. Violation of copyright laws, software license agreements, attempts to bypass network security functions, or alter library workstations in any way is not permitted.
- Users shall not use the internet for any illegal activity; the use for purposes violating applicable federal, state or local laws is prohibited.
The Topsfield Town Library reserves the right to terminate the internet access privileges of any patron abusing any of the above Policy and Guidelines.
Privacy and Confidentiality Policy
The Topsfield Town Library maintains confidentiality concerning all patron records and transactions as required by law. According to Massachusetts General Laws, Chapter 78, Section 7 “that part of the records of a public library which reveals the identity and intellectual pursuits of a person using such library shall not be a public record as defined by clause twenty-six of section seven of chapter four.”
Confidentiality extends to information sought or received, materials consulted or borrowed; and includes database search records, reference interviews, circulation records, interlibrary loan transactions, registration records, and all other personally identifiable uses of library materials regardless of age.
The Topsfield Town Library recognizes the potential need for parents or legal guardians of minors to have information on borrowed library material in order to rectify paying for or finding material for which they are financially responsible. Library staff may release this information if the circumstance is warranted and the parent or guardian is in possession of the minor’s library card or has other means of consent.
A subpoena or search warrant authorized under the authority of federal, state, or local law relating to civil, criminal, or investigative power is required prior to release of a patron’s library record. Upon receipt of any such subpoena or search warrant, the Library Director will consult with town legal counsel to determine if the subpoena or search warrant is in proper form and if there is a valid basis for its issuance before providing a patron’s confidential information.
The Topsfield Town Library also adheres to the MVLC PRIVACY POLICY
Purpose
The Topsfield Room and Quiet Study are available to individuals and small groups for educational, civic, and cultural purposes. The rooms are not available for soliciting for sales or social purposes. Although individuals may use the rooms, when available, the rooms are intended for group work or study rather than individual office space.
The Topsfield Room is a craft/project space and library programs have priority. Supplies are stored in the room, and on occasion, occupants may be disturbed when supplies are required.
Use of the meeting rooms does not constitute or imply endorsements by the Library of the aims, policies, activities, or points of view expressed by participants. Any and all advertisements, announcements, or publicity proposed to be distributed for the room use must be approved by the Library Director prior to distribution. The Board of Trustees and Library Director may deny or withdraw permission to use the Library to any individual, group, or organization that fails to comply with this policy.
Policy
- The person responsible for the condition of the room must fill out the TopsfieldRoom/Quiet Study Reservation form and is financially responsible for any damage done to the room and its furnishings during the time period reserved. The room must be left in a clean and orderly fashion. This includes reservation and walk-in users of the rooms.
- The Quiet Study accommodates up to four (4) people and the Topsfield Room accommodates up to twelve (12). Due to public health concerns, the rooms will have the following temporary occupancy limits: The Quiet Study is limited to two (2) people and the Topsfield Room is limited to six (6) people. Occupancy changes will be made at the discretion of the Library Director or Assistant Director.
- The Topsfield Room and Quiet Study may be booked up to three (3) weeks in advance and no more than two (2) reservations per week, per individual/organization. Organizations which benefit the community as a whole may book the rooms up to one year in advance.
- The room reservation will be held for fifteen (15) minutes after the reserved time, after which, the room will be available for use by anyone requesting to use the space.
- Once a group or individual signs up for the room, it may remain unoccupied for no more than fifteen (15) minutes. The Library is not responsible for lost, damaged, or stolen property. The Library reserves the right to remove items left unattended in the room for fifteen (15) minutes or more.
- The rooms are not sound-proof and reasonable noise may be heard between the rooms. No noticeable noise should be heard outside of the room while in use.
- The Topsfield Room and Quiet Study may be booked for up to two (2) hours at a time. After that time, a person or group may continue for an additional one (1) hour if no one is waiting for the room. Exceptions will be made at the discretion of library staff.
- Users may move and rearrange tables and chairs as long as they are returned to their original configuration after use.
- Only covered drinks are allowed. No alcoholic beverages, tobacco products, or food may be used in the study rooms.
- The Topsfield Room and Quiet Study must be vacated fifteen (15) minutes prior to closing.
- All Library policies apply to persons using the Topsfield Room and Quiet Study including but not limited to the Library Behavior Policy and the Policy for Public Use of the Internet.
Background
The Topsfield Town Library welcomes children of all ages to utilize the library’s space, materials and services. It is a portal through which lifelong learning can take place. The library is a busy public facility and the library staff cannot monitor or supervisor the behavior, safety or whereabouts of minors.
The library staff is also concerned about the safety of minors who may remain in the Library at closing time. A minor without adult supervision is encouraged to begin calling for a ride at least fifteen minutes prior to closing time.
Policy
The Library does not assume responsibility for caring for minors, nor does the Library assume responsibility for minors left at the Library at closing time. At no time will the Library be considered in loco parentis.
Children 8 years old and younger must have a parent/adult caregiver in the immediate vicinity and in visual contact with the child.
Children 9 years and older may visit the library unattended by an adult but must abide by the library’s Behavior Policy.
Interested in Volunteering? Submit this Volunteer Application Form to Topsfield Town Library staff at ask@topsfieldlibrary.org, or return to the library’s Circulation Desk.
VOLUNTEER POLICY
The Topsfield Town Library recognizes the important benefit of its volunteers and views them as a valued and respected resource.
Purpose of Policy
This policy will provide overall guidance and direction to staff and volunteers engaged in volunteer involvement and management efforts. Areas not specifically covered by this policy shall be determined by the Library Director and Board of Library Trustees.
Definition of Volunteer
A volunteer is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task or tasks on behalf of the Library. Volunteers are a crucial part of the Library team and the Library relies on their service for many tasks and projects.
The work assigned to the volunteers may augment but not take the place of paid staff positions and their job descriptions. Volunteers will not be used to fill interim library vacancies. The Town of Topsfield does not provide worker’s compensation, medical or disability coverage, or liability insurance for volunteers.
Volunteer Application, Selection, and Supervision
The Library is responsible for assessing its own volunteer needs. The Library does not have the capacity to accept every interested volunteer applicant nor fill volunteer hours for those seeking service hours, nor should the Library be expected to do so.
Interested parties must complete a Volunteer Application. Applications will be kept on file for one year and will be reviewed when a need for a volunteer arises. The selection of the volunteer is at the discretion of the Head of Adult Services and respective library department heads along with the Library Director based on the needs of the Library. If there is an opportunity available for an applicant, the Head of Adult Services will contact the applicant for an interview. Volunteers (age 18+) also must pass a criminal offense records investigation (CORI) and sexual offender registry investigation (SORI) every 3 years.
Volunteers will be supervised by the Head of Adult Services, but may also be supervised by other library department heads or the Library Director. Tasks may be assigned by other staff members at the discretion of the department head. Initial orientation and training is overseen by the Head of Adult Services. Department-specific training will be conducted by the appropriate department head.
Specific expectations, training, and other information are available in the Volunteer Manual.
Minors as Volunteers
Potential volunteers that are at or above the age of 14 but have not reached 18 years of age must include the written consent of a parent or guardian with their application. All work assigned to a minor will comply with child labor standards.
General Expectations
As with paid staff, Trustees, and Friends of the Topsfield Town Library board members, volunteers are expected to understand the library environment and to conduct their volunteer work accordingly as a representative of the library during their service hours. All volunteers must follow the Anti-Harassment, Non-Discrimination and dress code policies set forth by the Town of Topsfield.
Volunteers should actively perform their duties to the best of their abilities. Volunteers will be given appropriate assignments and direction and will be recognized for their work.
Confidentiality and Privacy
Volunteers will not be asked to perform any tasks that may compromise patron privacy and confidentiality. This restriction includes, but is not limited to, access to the ILS, service desks, personnel records (including volunteer records), and other protected information.
Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer. Failure to maintain confidentiality will result in the termination of the volunteer’s term of service and may prevent the volunteer from further volunteer opportunities at the Library.
Volunteer records
All active, inactive, and prospective volunteer records will be stored on a secure spreadsheet and the paper forms shredded once all data is added to the spreadsheet. Volunteer records may be kept for up to 7 years after volunteer service has ceased.
Dismissal
Failure to comply with the volunteer policy may result in dismissal from volunteer service by the Library Director which is final. Any dismissed volunteers will be credited for hours served.
In the event of inclement weather or other conditions, the Library Director in consultation with the Town Administrator and the Department of Public Works (if possible) will decide when to close or delay opening.
If the library should close, the closing will be listed on the homepage of the website (if possible) and on the library’s Facebook page. Signs will be posted at entrances if the library closes after it has opened for the day. All events planned for the Meeting Room will be cancelled in the event weather forces the closure of the library. This includes events scheduled for hours after the library would ordinarily close.
If a “State of Emergency” is declared by the Governor of the Commonwealth, the library will close.
Please call the library at 978-887-1528 if you have questions.
