Management Policies

MNG-1 Confidentiality of library records
Recognizing the Library's position of special trust with its patrons, and to ensure that information regarding patrons and their use of Library resources and services remains confidential, the Library adheres to all personal privacy provisions of the Constitution of Montana, the Montana Library Records Confidentiality Act (MCA 22-1-1101 through 22-1-1111), and the American Library Association’s Policy on Confidentiality of Library Records.

In compliance with the constitutional, legal, and policy requirements cited above, the Library will:

1. Release information regarding overdue items and fines owed by a patron to any individual who requested it who may be able to assist the Library in recovery of the materials, e.g. the patron, a member of the patron's family or household, a collection agency or a law enforcement official.
2. Release information regarding items currently checked out to a patron pursuant to the completion of a written authorization.
3. Release any other personally identifiable information regarding patrons and/or their use of Library resources or services only by written directive of the Library Director, who shall issue such a directive only upon the advice of the City Attorney, following receipt of a legal court order, subpoena, or similar legal directive.

MNG-2 Paging Library Patrons
Library staff will not confirm the presence of any person in the Library, at the request of a telephone caller or otherwise. Upon a telephone request to page a person in the Library, the staff member taking the call will indicate that, if the caller desires, the staff member will take a message for the person sought and will attempt to pass along the message as time permits. No guarantee will be made that the message will be delivered.

MNG-3 Copyright
It is the intent of the Board of Trustees and Staff of Parmly Billings Library to adhere to the provisions of the current copyright laws and Congressional guidelines.

The Board and Staff recognize that unlawful copying and use of copyrighted materials contributes to higher costs for materials, lessens the incentives for development of new materials, and fosters an attitude of disrespect for law which is inconsistent with the goals of the Library.

The Board directs that Library staff adhere to all provisions of Title 17 of the United States Code and other relevant federal legislation and guidelines related to the duplication, retention, and use of copyrighted materials.

Employees who make and/or use copies of copyrighted materials in their jobs are expected to be familiar with published provisions regarding fair use and public display, and are further expected to be able to provide their supervisor, upon request, the justification under Section 107 or 110 of the USC 17 for copies that have been made or used.

The Library will take necessary measures to provide information to the public concerning copyright laws.

Though there continues to be controversy regarding interpretation of the copyright laws, this policy represents a sincere effort to operate legally. All library employees will be provided with copies of this policy and accompanying guidelines.

MNG-4 Meeting room use
General: Meeting room space will be booked for one meeting at a time, dependent on availability, no more than three months in advance; only one meeting or event at a time will be held on the third floor. Prior to the meeting, the booking must be confirmed by completion of a meeting room reservation form at the Library or through the Library’s website. Meetings must be free of charge to those attending and may be held only during the time from one hour after the Library opens until one hour before the Library closes. Private, commercial activities are prohibited and City Code prohibits alcoholic beverages in public buildings. Meeting room space will not be available on Sundays, due to staffing limitations. These provisions may be waived for Library-sponsored, Library-related, or City and County meetings and events. To the extent possible, meeting room users will return tables and chairs to their original configuration.

MNG 4.1 Computer Classroom Use
The Parmly Billings Library Computer Classroom is intended for library-sponsored, library-related, or City or County education use. This use includes staff and patron training, as well as other library-related training.

MNG 4.2 Study Room Use
The Study Room: The purpose of the Study Room is to provide space for programs and meetings open to the public which support the Library’s mission and goals. When not in use for these purposes, it can provide space for other programs and meetings, and, when not in use for programs and meetings, it can provide for quiet reading and study space for groups and individuals. It is intended for the use of up to 20 persons.

The Meeting Rooms policy of the Library applies to the Study Room, except that, for programs and meetings which support the Library’s mission and goals, the Study Room may be booked, subject to availability, for: 1) the same time of day and day of the month on a regular basis, 2) for the same time of day on the same day of the week for a series of up to four weeks, or for 3) the same time of day for a series of days not to exceed a week.

Individuals and small groups using the room for quiet reading and study may reserve it for no more than four hours at one time. If the room is vacated for any reason during that time, it will be assumed to be available for others to use. Reserving the room and not showing up to use it without cancelling the reservation may result in restrictions on future reservations.

MNG-4.3 Small Study Room Use
Individuals and small groups may use this room for quiet reading and study. It may be reserved for no more than four hours at one time. If the room is vacated for any reason during that time, it will be assumed to be available for others to use. Reserving the room and not showing up to use it without cancelling the reservation may result in restrictions on future reservations.

MNG-5 Exhibits and displays
The Library maintains limited exhibit space to be used to promote Library resources, services, and programs and to further its Mission and Service Responses, as contained in its three-year plans. Library exhibit spaces may be used for exhibits or displays prepared by the Library, the Library Foundation, or the Friends of the Library. The Library may also participate in cooperative programs or exhibits with other agencies, organizations, institutions, or individuals to co-sponsor exhibits and displays that are consistent with the purposes described above.

MNG-6 Bulletin Boards
The Library will provide a bulletin board for promotion of Library collections, services, and programs first, and, on a "first-come, first-served, as space is available" basis, for use by members of the community. This space may be used to advertise local and regional events of an educational, cultural, intellectual and charitable nature, whether these events are free or not. The bulletin board is not to be used for advertising private, commercial activities. The Library will make no guarantee regarding the length of time an item will remain posted on the bulletin board.

MNG-7 Distribution of non-library materials
As a community service, the Library permits the distribution of brochures and other non-Library materials, of reasonable dimensions, in designated spaces, and for limited periods of time. The Library does not guarantee a period of time for distribution, a specific placement, nor will its staff re-stock supplies of such materials.