All Library Policies

Policy for Religious Holidays

In order to be sensitive to the beliefs of all, the Library as an institution will not celebrate any holiday with religious origins.

It is in keeping with the mission of the Library to permit informational programs and provide materials on topics of public interest, and to serve as a forum for the discussion of these topics. This policy will be interpreted to include programs which explore historic, intellectual, musical or other cultural aspects of religions or religious ideas.  It permits the display of library materials about timely and relevant religious topics.

Adopted 11/16/95, Revised 2/15/2018

Policy for the Evaluation of the Library Director

The Board of Trustees will evaluate the Library Director annually. The evaluation will contain the following steps, the first step beginning in January.

Step 1: All Board members will complete the evaluation form and forward the completed form to the Personnel Committee within three weeks.
Simultaneously, the Library Director will complete the same form as a self-evaluation. The Director’s self-evaluation will include a review of the current year’s goals and recommendations for the coming year.

Step 2: Once all forms are returned to the Personnel Committee, they will generate three documents.

  1. The Personnel Committee will collect all responses and make one compiled version.
  2. The Personnel Committee will compare the compiled Board responses to the Director’s self-evaluation and identify strengths and weaknesses.
  3. The Personnel Committee will write an executive summary outlining the Director’s strengths and weaknesses as identified in the evaluations.

Step 3: The three documents outlined in Step 2 will be presented to the Board of Trustees in Executive Session for discussion and comments.

Step 4: Personnel Committee will incorporate Board comments and suggestions as necessary in the documents.

Step 5: The Board President and at least one me mber of the Personnel Committee will present the evaluation to the Library Director. The Library Director will present any comments or concerns back to the Board in writing. These comments will be placed in his/her personnel file.

Step 6: The Library Director will revise next year’s goals as needed based on the discussion conducted in Step 5. Finalized goals will be provided to the Board of Trustees.

Step 7: A mid-year evaluation will be conducted in early July between the Board President, one or more Personnel Committee members and the Library Director. The purpose of this mid-year evaluation is two-fold. One purpose is to re-evaluate the appropriateness of the Library Director’s goals; the other purpose is to check the progress toward completion of the stated goals.



Policy for Use of Community Information Area

Policy Statement

The Library encourages the display of informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community. The Community Information Area includes bulletin boards, brochure racks and bins.

Policy Statement

The Library encourages the display of informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community. The Community Information Area includes bulletin boards, brochure racks and bins.

General Guidelines:

The Library staff will place, post and remove all materials in this area.

Materials will be accepted on a space available basis using the following priorities:

  1. Notices of Library programs, events, activities and services,
  2. Notices of community interest from organizations with a Scarborough affiliation,
  3. Notices of cultural, educational or recreational topics of interest to the community.

Display or posting of information does not imply library endorsement.

The Library reserves the right to remove any material from the Community Information Area at any time and for any reason.

Materials having no specific date may be displayed for a reasonable length of time asdetermined by the library according to space available.

The library will not be responsible for returning materials.

Information regarding contests or solicitations, notices of merchandise for sale, notices of sales or auctions may not be displayed unless event or sale is for the benefit of a local non-profit organization. No in-person solicitations are permitted.

Bulletin Boards:

Items to be displayed should be of a reasonable size, preferably no larger than 12”x18” and must meet acceptable standards as determined by the library.

Religious events sponsored by local denominational groups may be displayed.

Informational or political events may be displayed. No campaign materials or petitions will be permitted.

Informational or educational events and workshops sponsored by any profit-making organization may be displayed on a space available basis as determined by the library.

The library staff will remove multiple postings.

As an informational service, notices for Scarborough-based services such as childcare may be posted on a space-available basis as determined by the library. This posting is not an endorsement of the service.

Brochure racks and bins:

Materials from any educational, cultural, or civic group may be displayed.

Multiple copies of an item will be accepted on a space available basis.

Groups may be restricted in the number of different items on display


Adopted 04/15/99

Policy on Appeal of Library Policy or Procedure

A member of the public who wishes to appeal an action or administrative decision by library staff may appeal the decision to the Library Director. The grievance must be made within fourteen days of the action or decision.

The Director will make an effort to address the grievance within seven days after its presentation. If a satisfactory settlement cannot be reached, the person may appeal in writing to the Library Board of Trustees. The Board will decide whether to address the grievance as soon as practical and will render an opinion, as it deems appropriate. The Board will notify the person directly or through its designee of the decision made or action taken.

Adopted January 17, 2002

Policy on Borrowing of Materials

Through an understanding with the Town of Scarborough, the private Scarborough Public Library Corporation provides free public library borrowing services to residents of the Town of Scarborough. The Town supports this service through an annual appropriation to the Library.

The Library also serves members of the non-resident public who pre-pay a fee.


A valid record in the patron database and a current bar-coded library identification card are required for checkout of all materials.

Standard Resident Card

Scarborough residents having a permanent Scarborough address, non-resident property owners, students attending Scarborough schools, and employees of Scarborough businesses may apply in person for a free library card. This multi-purpose card is used to borrow materials and to use library public access computers.

Individuals will be asked to provide proof of residence, property ownership, school attendance, or employment at the time of registration for a card as well as verification of mailing address. Proof of address may be a Maine driver's license, Maine ID card, current utility bill or rent receipt, tax bill or valid passport. [Note: Any person who is a Maine resident, or a nonresident temporarily domiciled in the State with a mailing address in the State may apply for an official state non-driver identification card.]

Homebound residents are served by the library bi-monthly delivery service and may fill out an application at home with the assistance of a family member or the delivery driver. This service is also provided to residents living in residential or nursing care facilities.

Non-Resident Cards

Non-residents who do not own or rent property in Scarborough, nor work in Scarborough, nor attend school in Scarborough, may be issued a one-year card upon payment of a non-refundable annual fee and verification of residence and mailing address. A non-resident card may be renewed annually.

Temporary Resident or Seasonal Card

Anyone who does not own or rent property in Scarborough on a year-round basis, but maintains a temporary domicile in Scarborough for up to six months may purchase a 3 month seasonal card. A seasonal card may be renewed once.

Free Public Access Computer Card

A free Public Access computer card will be issued to any non-resident for use of public access computers on the Maine School Library Network.

Free Courtesy Card

The Library Director or designee may authorize that a temporary courtesy card, valid for up to one year, be made available to a patron who does not meet any of the above criteria.


Upon completing and signing the card applica tion, the borrower agrees to comply with the rules and regulations of the library and the posted fee schedule:

Return all library materials on or before the due date.

Handle the library materials borrowed with extra care.

Pay all outstanding charges promptly to remain a borrower in good standing.

Completion of the application requires an alternate phone number or secondary contact in addition to the home number. Parents or legal guardians of children twelve and under will be notified by mail that their child has registered for a library card if the child is unaccompanied at the time of registration.


Library cards are renewable annually. In order to renew a card all outstanding fines and fees must be paid.


New materials are clearly marked for a 7-day loan period or a 21- day loan period with one renewal possible if no reserve has been placed on the item. All other materials may be borrowed for an initial three-week loan period with one three-week renewal possible if no reserves have been placed on the item.


A daily fee will be charged for extended use of an item(s) beyond its return date. Overdue fees do not accumulate during periods the library is closed. Borrowing privileges may be revoked if an excessive amount of any fees are unpaid.


As a courtesy, a printed notice that includes the cost of the materials and any fees incurred is mailed to borrowers when material is 2 weeks overdue. Following that notice, a final bill will be issued.


The cardholder is responsible for loss of materials and any damage to materials borrowed on the card. The charge for a damaged or lost item will be the replacement cost of the item, and, if assessed, a processing fee, and accumulated fines on the item. (See Fee Schedule.) A person who knowingly fails to comply with the library policies concerning the return of materials may also be charged with a Class D crime. Source: Title 17-A: Maine Criminal Code Chapter 15 §360.


Use of the library or its materials may be denied for inappropriate conduct, loss of books or other materials, destruction or tampering with library property, or any illegal activities.


The borrower may appeal denial of privileges in writing to the Library Director within 21 days of the occurrence.

Adopted: 6/15/2006

Policy On Group Study and Tutoring

The Scarborough Public Library provides occasional use of the conference room and meeting room without charge to allow small groups of two to six students to meet for educational purposes without disturbing those around them.

The Library also makes these spaces available to Literacy Volunteers of America for occasional use.

A room for group study may be reserved up to one week in advance for no more than 2 hours at a time. Reservations will be held for 10 minutes after the designated time. No one may make more than one reservation per week. These arrangements are intended for the use of students. Absent a reservation,the staff may choose to assign the room on a first come, first serve basis. At least one user of the room must have a Scarborough Public Library card. Literacy Volunteers of America tutors must also make a prior reservation, but a borrower’s card is not required.

The Library meeting room and conference room may not be used under this policy for paid tutoring sessions. Paid tutors are considered a business and are charged a fee for use of these rooms consistent with the Library Policy on the Use of Meeting and Conference Rooms.

Private, paid tutoring is allowed in open study and reading areas only if such activity does not disturb staff or Library users and if those involved otherwise comply with all rules, guidelines and procedures governing behavior in the Library. Paid tutors may not publish or distribute advertisements or letters indicating the Library as their place of doing business or otherwise imply Library sponsorship of their activities. The Library does not sponsor, recommend, or assume liability or responsibility for the work and/or activities of tutors who use library space.

Reference: Policy On Use of Meeting and Conference Rooms and Public Library Rules Related to Library Behavior


Approved 2/17/2005, Amended 2/15/2018

Policy on Library Director’s Personnel Authority

Personnel management is an administrative responsibility of the Library Director.

The Library Director establishes job descriptions for all library personnel and modifies them from time to time as the functions and needs of the library change.

Personnel management is an administrative responsibility of the Library Director.

The Library Director establishes job descriptions for all library personnel and modifies them from time to time as the functions and needs of the library change.

The Board of Trustees will approve the job description for the Library Director.

A list of library staff positions describing duties, accountability and qualifications of each position, as well as a summary highlighting changes from the previous year, shall be provided to the Library Board on an annual basis.


Adopted October 19, 2000, Reviewed and affirmed 2/15/2018

Policy on Library Operations in a Declared Local Emergency

Citizens perceive the Library as a safe haven and may turn to the Library in times of emergency.

When an emergency arises within the community, careful consideration should be made to determine if continuing library services will  help or hinder the response and recovery of the community and its citizens.

Public Health Emergency

During a declared local public health emergency the library will continue operations as long as an adequate number of employees are available to maintain operations and provide services. Library operations may be supplemented  with volunteers and operations and / or hours may be reduced or restructured to accommodate reduced staffing
Work schedules:Schedules may be adjusted so that the library can continue to operate. The adjustments will depend on the severity of the emergency and the types of services deemed to be essential.

Work duties: During the emergency, employees may be assigned duties outside of their normal functions. These temporary work assignments will not change the employee’s grade or pay status. An employee with a disability or a chronic medical condition may request to use accrued leave in these circumstances if such absence is a medical necessity due to the conditions of the emergency and re-assigned duties, (e.g. an employee without an underlying medical condition who “wants to remain at home” may be asked instead to undertake duties that do not require contact with the public or exposure to emergency conditions).

Emergency Closures

The library will close without advanced notice if ordered to do so by Public Health or Emergency Management officials or, if in the opinion of the Board of Trustees, the closure is prudent to limit risk to the staff and the public. If such a  closure occurs , the employee will be paid for the first seven days of closure based on their scheduled work week for that pay period . Benefits and accruals of leaves for those employees regularly scheduled for 20 or more hours will continue.

If the Library is closed to the public, some operations may, of necessity continue, and some employees may be expected to work.

Employee Absences

An employee who is unable to work regular or re-scheduled hours

  • because the employee is under individual public health investigation, supervision or treatment related to an extreme public health emergency; or,
  • because the Library is acting in accordance with an extreme public health emergency order during the period of emergency,

is expected to use all available paid leave before requesting leave without pay.

Employees who must be absent to care for an ill immediate family member(s) (child, spouse, or parent) are covered under the Maine Family Sick Leave and are entitled to use earned paid time off for absences from work to care for  their ill family members.

The child may be an adult child and there is no requirement that the “immediate family member” actually live with the employee. Maine’s Public Health Emergency Leave law requires that an employer grant a reasonable and necessary leave from work, with or without pay, to an employee in an “extreme public health emergency” under certain conditions.

If the Library is open and schools are closed and / or child care is unavailable, the circumstances will be reviewed on a case by case basis upon request for leave.

In the event of a prolonged closure, the situation will be re-evaluated.

This policy applies only to emergencies declared by local Public Health or Emergency Management officials or the Library Board of Trustees.

§636. Family sick leave

PL 2005, C. 383, §23 (NEW)
§875. Employment leaves for caregivers and persons affected by extreme public health emergency


Policy approved 1/21/2010

Policy on Non-Resident Library Privileges

A non-resident is one who does not own or rent property on a permanent year-round basis in Scarborough, nor is employed by a Scarborough business, nor attends a Scarborough School.

The non-resident, after providing acceptable verification of current address, may purchase a 12-month non-resident card.

A temporary resident is one who does not own or rent property in Scarborough on a permanent year-round basis, but maintains a temporary domicile in Scarborough.

From June until Labor Day, the temporary resident may purchase either a non-renewable Summer Pass or a 12-month Non-resident Borrower’s card. Verification of a current Scarborough street address and additional acceptable identification is required.

Upon providing acceptable identification and payment of a usage fee, the library will issue a borrower’s card. This card entitles the signer and family to full library privileges and indicates agreement to obey all of the rules and regulations of the library.

The fee for such cards shall be determined by the Board of Trustees.


Approved 05/25/2006; Amended 02/18/2010

Policy on Receiving Donations

The Scarborough Public Library welcomes gifts of library materials, money or real property. These gifts help enrich and improve public library resources.

Gifts and donations may be made to the Library in a number of ways: through the Annual Fund; to the Gifts and Memorials Fund; the Building Expansion Fund; to the Library Endowment Fund; or, through the gift of tangible objects and ephemera.

The Scarborough Public Library Corporation is a tax-exempt organization under Section 501(c)(3) of the U.S. Tax Code. Donations to the Library are generally tax deductible. 

Types of Acceptable Gifts


Cash is acceptable in the form of currency, money orders, checks or electronic transfer (either through a wire transfer to the Library’s bank account or by a verified credit card transaction.) Checks should be made payable to “Scarborough Public Library.”

Tangible Objects

Books or non-book materials, specialized collections, paintings, prints, maps, clipping files and ephemera may be given to the library provided the stipulations about such gifts are acceptable to the Library Board.

Individual donations to the collection are accepted with the understanding that the library applies the same criteria for evaluating gift material as it applies to purchased material.  Gifts will be withdrawn in the same manner as purchased material.  The library does not accept responsibility for notifying donors of withdrawal or replacement of gift items.

The library staff will review all gifts prior to their receipt to determine their usefulness and suitability. Any expenses that might be incurred by accepting the donation will also be noted.  With the exception of individual or accumulations of collection materials, a decision to accept a tangible gift will be made on an individual basis by the Library Board based on the recommendation of the Library Director.

The donor is advised to see professional financial counsel on the tax consequences of the donation. If IRS rules require an appraisal, it will be at the donor’s expense.


The Library accepts publicly traded securities. It is preferred that donors electronically transfer marketable securities directly to the Library’s local brokerage account. It is the Library’s policy to sell all securities on receipt. The value of the gift will be calculated based on the mean share price between the high and low selling prices quoted on the day the stock is transferred to the Library or consistent with most recent IRS regulations.

Life Insurance

Donors are encouraged to name the Scarborough Public Library as beneficiary or contingent beneficiary of their life insurance policies. Donors may also apply for a policy that would be issued with the Library as owner and beneficiary; the donor pays premiums to the Library which pays them to the insurer.

Other Gift Types

Gifts of real estate, gifts in-kind, non-marketable securities or other gifts requiring appraisals or special processing are subject to the review of the Board of Trustees before acceptance. Deferred gifts subject to income interest, such as trusts annuities, pooled income funds, etc. are also subject to Board review.

Library Accounts

Any unrestricted gift may be deposited in any of the following funds at the discretion of the Library Board.

Annual Fund

The Library Board and Library Director will raise money for the Annual Fund through community-wide appeals and through direct solicitation of individuals, corporations, and foundations. Donations to this fund shall be unrestricted unless a specific condition is stated by the donor. Acknowledgement of gifts to the Annual Fund shall be published in the Library newsletter.

Donations may be made to the Fund at any time during the year with the understanding that these donations may be carried over to the next fiscal year.

Library Building Fund

Monies from this fund shall be expended for planning, feasibility studies, fundraising, construction or other related costs as determined by the Library Board except where funds carry donor restrictions.

Gifts and Memorials

The Library accepts monetary donations, bequests, annuities, and stocks and bonds for the purchase of collection materials, furnishings and fixtures, special programming, or area of interest of the donor or grant maker.  Funds may be given as an outright gift, in memory of, or in honor of individuals. Memorial books or other library materials are designated by a special bookplate.  Gifts of furnishings and equipment may be identified with a small plaque.

Any “gifts and memorials” received by the Library that are not restricted by the donor may be designated for a specific fund or purpose by the Library Board. Donations may be made to this fund at any time. Expenditures from these funds do not require prior approval of the Library Board if they meet the donor’s designated purpose.  Donations to this fund are not intended to replace regularly budgeted library expenditures.

Library Endowment Fund

Donations directed by the donor to the “Endowment” will be added to the Centennial Endowment Fund unless another sub-account is specified.  The Centennial Endowment is permanently restricted and no invasion of principal is permitted.  Earnings from this account will be reinvested until a $1 million goal is reached.  Upon reaching that goal, the earnings may be made available as deemed appropriate by the Library Board in the Endowment Fund policy.

Discretionary Investment Fund

The Discretionary Investment Fund is a “board designated unrestricted fund.”  This means the Board has designated these funds to be an investment account, which can be utilized, as the Board sees fit.


Related documents:

Endowment Fund Policy
Building Expansion Fund Policy
Discretionary Investment Fund Policy
Investment Policy

Adopted April 20, 2000
Revised July 18, 2002, April 24, 2007