FVLC Policies and procedures
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Officer Expenses Meeting Announcements
FVLC Business Office Education Grants
Membership List Hosting Libraries
Mailing List Courtesy Card Procedures
Directory Interlibrary Loan Policy
Minutes Interlibrary Loan Procedures

Officer Expenses

Updated: 3-September-2003

Officers may request reimbursement for expenses associated with travel to board meetings.

The current IRS mileage rate shall be used in computing all requests for travel expenses submitted to the Fox Valley Library Council.

FVLC will not pay for personal gifts to representatives of member institutions.

FVLC Business Office

Updated: 16-April-2003

The Outagamie Waupaca Library System (OWLS) serves as the business office for FVLC. All mail, except personal correspondence, should be addressed to:

Fox Valley Library Council
225 North Oneida Street
Appleton, WI 54911

Membership List

Updated: 16-April-2003

The membership list is officially maintained by the business office.

Mailing List

Updated: 16-April-2003
  1. Mailings are sent to the official contact and any other designated persons at each member library.
  2. All mailings should be sent to executive board members.
  3. Courtesy mailings or exchange mailings may be added to the list.
  4. All general membership mailings should be sent through the business office.
  5. Education grant forms and information should be included with the mailings for the May meeting.

Directory

Updated: 16-April-2003
Updated: 21-Sept-2005
  1. Data collection is coordinated by the business office.
  2. Directory is maintained and made available as directed by the board.

Minutes

Updated: 16-April-2003
  1. Minutes are taken by the Secretary and sent to the webmaster for posting promptly after the meeting.
  2. A hard copy of the minutes, together with important supplementary materials, should be sent to the business office for permanent retention.

Meeting Announcements

Updated: 14-October-2004
  1. The Agenda is prepared by the President.
  2. The agenda and associated meeting materials shall be distributed to the membership before a planned meeting.

Education Grants

Updated: 16-April-2003
  1. Information regarding Education Grants will be available on the website and from the business office.
  2. Applicants must submit a brief written application describing the activity and expected expenses to the FVLC business office at least 30 days before the registration deadline. A timely reply to the application cannot be guaranteed if application is made less than 30 days before the registration deadline.
  3. The FVLC President and Education Committee Chair will review the applications and notify recipients of the awards given.
  4. Recipients of grants will submit an expense form to the FVLC business office after attending the activity. Payment will be authorized by the chair of the Education Committee, and issued by the Treasurer within 30 days after the evaluation form is received. Prepayment of grant funds is not ordinarily possible.
  5. Recipients of grants may be asked to share the knowledge or skills learned with other FVLC members.
  6. An annual report on the disposition of Educational Grant funds shall be presented to the FVLC Board at its final meeting of the business year. The report will be prepared by the chair of the Education Committee, and will include a list of recipients, the activities they attended, and the amount of assistance they received from FVLC.

Hosting Libraries

Updated: 16-April-2003
  1. If directions are necessary, send to the business office, three weeks prior to the meeting, one clean copy or 100 copies of a map showing directions to the meeting place and indicating parking lots.
  2. Provide refreshments before the business meeting or program, as well as a tour, if appropriate. Hosting libraries may request reimbursement for refreshments, using the online reimbursement form when appropriate.
  3. Notify the president if anyone in the host organization will be welcoming FVLC.
  4. Arrange for audio-visual equipment if requested.
  5. Coordinate meal arrangements with Education Committee as necessary and appropriate.

Courtesy Card Procedures

Adopted: May 18,1979
Updated: May 15,1987
Updated: February 15,1991
Updated: 14 April 2000
Updated: 19 February 2003
Updated: 18 February 2004
  1. The official Fox Valley Library Council Courtesy Card as supplied by the Council shall be used (this is a two-part form: the copy is given to the would-be borrower and the original is retained by the "issuing library" for its own records).
  2. The following information (as called for on the card) shall be supplied in full:
    1. The expiration date of the card
    2. Name of library issuing the Courtesy Card [Hereafter referred to as the "issuing library"]
    3. Name, address, and local telephone number of would-be borrower [Hereafter referred to as the "courtesy card borrower"]
    4. Name of library to which the would-be borrower is referred [Hereafter referred to as the lending library"]
    5. Specific subject about which information is sought
    6. Patron's signature
    7. Initials or signature of library staff member issuing the card.
  3. The "issuing library" shall verify in its records that the "courtesy card borrower" is in good standing.
  4. At the time the card is issued, the "courtesy card borrower" will be informed of the following procedural regulations:
    1. At the time materials are checked out of the "lending library", the "courtesy card borrower's" copy of the FVLC Courtesy Card will be collected since it is issued for only one transaction.
    2. The number of items borrowed at one time may be restricted by the "lending library" at its discretion.
    3. Loan periods are at the discretion of the "lending library" and may vary among Council members.
    4. Materials are to be returned to the "lending library" by the "courtesy card borrower".
    5. Payments of any accrued fines or other charges for overdues, damages, or losses are the primary responsibility of the "courtesy card borrower".
    6. Failure to return materials on time or to settle any assessed charges to the satisfaction of the "lending library" may result in the curtailment of the Courtesy Card system for all patrons of the "issuing library".
  5. In the case of lost or missing materials, when the issuing library has exhausted all reasonable efforts to secure return of materials or replacement fees from the patron and when the lending library has submitted a statement of replacement charges, the issuing library or the lending library may petition the Executive Board of the Council for reimbursement to the lending library. To do this the library must submit on letterhead a request for reimbursement and include an itemized list of materials and charges. Send this letter to President, Fox Valley Library Council, 225 North Oneida, Appleton, WI, 54911-4780

Interlibrary Loan Policy

(This policy replaces the "Interlibrary Loan Agreement" adopted January 13 1978 and continued October 6,1978]
Adopted: May 18.1979
Updated: May 15,1987
Updated: February 15,1991
Updated: 14 April 2000
  1. Definition: Interlibrary loans are transactions in which library materials are made available by one library to another.
  2. Scope and Purposes of the Loan: Library material may be requested as loan or as photocopy FROM another library. Interlibrary loans should be no substitute for the development of adequate collections based on the needs of the service areas represented in the participating libraries and library systems.
  3. Responsibility of Borrowing Libraries: The borrowing library shall make every effort to exhaust its own resources before resorting to interlibrary loans. The lending library reserves the right to refuse to lend the types of material that the borrowing library will not lend to other libraries.
  4. Responsibility of Lending Libraries: The lending library shall practice as liberal and unrestrictive a policy as possible in interlibrary loans, with due consideration to the interest of its primary clientele.
  5. Copyright Compliance: Interlibrary loans shall comply with the current copyright regulation and/or licensing and contracting agreements.
  6. Review and Amendment: This policy shall be reviewed annually by the Resource Sharing Committee to determine if it continues to meet the needs of the Council; the Committee shall report on its review at the first meeting in each new calendar year.

Interlibrary Loan Procedures

Adopted: May 18,1979
Updated: May 15,1987
Updated: February 15,1991
Updated: March 13.1998
Updated: 14 April 2000
Updated: 18 February 2004
Updated: 21 September 2005

Borrowing Libraries:

  1. The borrowing library shall be responsible for ascertaining the loan policy and procedures required by the lending library.
  2. Materials requested shall be described as completely and accurately as possible following accepted bibliographic practice. If possible, all titles requested shall be verified in standard bibliographic tools and sources of verification cited.
  3. The borrowing library shall honor any limitation on use imposed by the lending library. Contact lending library for any limitations.
  4. The borrowing library is responsible for returning loans promptly and in good condition. The safety of borrowed materials is the responsibility of the borrowing library. The borrowing library shall meet all costs of repair or replacement in accordance with the preference of the lending library.

Lending Libraries

  1. Requests should be filled promptly; if materials cannot be supplied, the lending library shall notify the borrowing library promptly with a statement indicating the reason.
  2. The lending library may restrict the number of telephone requests it will accept in one telephone call and may require an ALA interlibrary loan request form(s) to be mailed as confirmation; such restrictions shall be published in the FVLC directory.



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