3. Materials Selection Policy

3.1 Use of Library Materials

The library recognizes that many materials are controversial and that any given item may offend some library user. Selections will not be made on the basis of any anticipated approval or disapproval, but solely on the merits of the work in relation to the building of the collection and serving the interests of the community.
            Library materials will be sequestered or controlled only for the sole purpose of protecting them from theft or injury, but no further.
            The Oswego SD Public Library takes the position that its staff members do not act in locoparentis. It is the parent or person having responsibility for the child and only that person whom may restrict the child’s access to library materials. The parent who would rather their child not have access to certain materials should so advise the child. The only restriction placed on an adult card is that a person must be 18 or older to take out video recordings. This is based solely upon the high fines placed upon overdue videos and the parent’s ultimate responsibility for paying of said fines.

3.2 Materials Selection. Objective: 

The Oswego S.D. Public Library acquires, makes available, and encourages the use of materials which: 

The Oswego S.D. Public Library subscribes to the belief that the freedom to read is essential to our democracy, and that free communications is essential to the provisions of the Library Bill of Rights and the Intellectual Freedom (see appendix). 

Ordering materials: 

Ordering of materials shall be determined by funding approved by the Library Board of Trustees. Materials may be purchased from any suitable SOURCE, E.G. BOOKSTORES, STATE APPROVED VENDORS, RECORD SHOPS, BOOK JOBBERS, ETC. 

Purchase orders will be completed on the attached forms & submitted to the Oswego SD Public Library Board of Trustees for their approval. Once approved by the Board, the purchase order will be submitted to the appropriate company for delivery. Once order is completed, copy of the purchase order with all invoices attached must be given to the Board for payment. A list of budget lines is attached. Director must make sure that no budget line is exceeded unless approved by the Board. A copy of all invoices will be attached to the Library’s office copy. 

Standing Orders: 

In the past the Library had several reference materials on standing order. As of 1999, all standing orders were cancelled until funding was stabilized. The benefit of a standing order was that the library would be able to maintain serials in a timely manner as well as received discounts for having the materials on standing order, at some time this practice may be reinstated, If so, make sure to indicate on any purchase order that this material is “on standing order, do not duplicate this order” 

Preview Books: 

At times companies will ask the library to preview books. This is an excellent way to see what the material actually looks like before ordering it. Once we have received the books, make sure that all titles are accurate on the preview sheets. Look through the materials making sure that you have made your selection within the time period arranged with the Preview Company. Once materials have been selected, complete a purchase order (as seen under ordering materials). Submit the purchase order to the Board for their approval & payment. If we are to receive a processing disk & barcodes indicate on the purchase order that this is an order & should not be paid all materials have been received. Once we have received the processing materials, submit the invoices to the Board for payment

Video recordings: 

The library has begun using Library Video Company (P0 Box 580, Wynnewood Pa 19096) to purchase their videos. Catalogs are frequently sent to the library for review. Through this company the library can have barcodes, marc records & cases for the videos at a very reasonable price. This has minimized the amount of time it takes to have a video received and shelf ready. Their marc records are well done. Prices on videos & selection are good. 

Purchase orders should include the following: 

3.4 Reconsideration of Library Materials

The choice of library materials by patrons is an individual matter. While a person may reject materials for himself/herself, he/she may not exercise censorship to restrict access to the materials of another.

Recognizing that a diversity of materials may result in some requests for reconsideration, the following procedures have been developed to assure that objections or complaints are handled in an attentive and consistent manner.

The principles of the freedom to read and of the professional responsibility of the staff must be to defend rather than censor materials.  If a complaint is made the following procedures are recommended.

1. Be courteous, but make no commitments.
2. Invite the complainant to file his/her objections in writing and offer to send him/her a prepared complaint reconsideration form so that he/she may submit a formal complaint to the President of the Library Board of Trustees via the Director.
3. At the discretion of the Library Board of Trustees or its delegate, the material in question may be temporarily withdrawn while the material is being reviewed.  All Oswego School District librarians will be notified of the complaint.
4. Upon receipt of a formal complaint on a properly completed Complaint Reconsideration Form, the Library Board of Trustees will appoint a committee with representation from school administrators, teachers, school librarians and other residents to study the challenged material and the complainant’s specific concern and to recommend a resolution to the President of the Library Board of Trustees.
5. A decision concerning continued use of the materials will be made within 30 days of receipt of the Complaint Reconsideration Form.  All concerned parties including the complainant and Oswego School District librarians will then be notified in writing of the final disposition of the matter together with a rationale supporting the decision.

Approved Nov 4 1991.

3.5 Weeding of materials

Materials that no longer fit the stated service roles of the library will be withdrawn from the collection.  This may include materials that are damaged, included obsolete information or are no longer used.  Decisions will be based upon accepted professional practice and the professional judgment of the library director or designated staff.  When necessary, local specialists will be consulted to determine the continued relevance and reliability of materials.

Items withdrawn from the collection will be disposed of in accordance with local law, which permits discarding into the trash, recycling of paper, transferred to other libraries or agencies at the discretion of the Director or Board of Trustees or sold.

Items considered when removing books from the collection are as follows:

• Is the information in the book still up to date or has it been superseded?
• Does it perpetuate racial and gender stereotypes?
• Is it a duplicate copy?
• Can the book be replaced with a newer copy, an updated edition or a newer title
• Condition of the book.  Can you mend a ragged book that will be usable by the public or should it be replaced?  Can it be replace?
• Is the book a local author or have a local setting?
• Has the book circulated within the last 3 years?  If not, would changing its location or public access to the material alter its circulation?
• Is the book listed  in standard catalogs (Public Library Catalog) or on a recommended list ( example: Best books for children)
• Is the information in the book unique to your community’s needs even if it does not have a large circulation?
• Is the book a memorial gift or a gift to the library?
• Can the information be obtained elsewhere—through an area library, interlibrary loan, etc?

Suggestion by ALA is that a collection be weeded at least every 2-3 years & when possible on a continual basis.

3.6 Gifts

The Oswego Public Library welcomes gifts of new and used books, audio recordings, videos, and similar materials.  Items will be added to the collection in accordance with the selection policy of the library.  Once donated, items become the property of the Oswego Public Library, and may be given to other libraries and non-profit agencies, sold, traded, or discarded if they are not added to the collection.  Donated items will not be returned to the donor and the library will not accept any item that is not an outright gift.    The library will acknowledge receipt of donated items but is unable to set fair market or appraisal values.  It is recommended that the donor make a list of items donated.  If items are being donated to obtain a tax benefit, it is the donor’s responsibility to establish fair market value or obtain expert assistance in establishing any value.  The library also reserves the right to decide when a gift added to the collection must be withdrawn.

Monetary gifts, bequests, and memorial or honorary contributions are particularly welcome.  Funds donated will be used to purchase items in accordance with the selection policy of the library or used towards its Capital Expenses from the library renovation project.  Books, audiovisual materials and other materials purchased with bequests and memorial or honorary contributions will be identified with special donor plates whenever possible.  If requested, notification of memorial or honorary contributions will be sent to the family of the person being recognized.  Suggestions for subject areas or other areas of interest are welcome and will be followed to the extent possible

Acceptance of donations of equipment, real estate, stock, artifacts, works of art, collections, etc., will be determined by the library board based on their suitability to the purposes and needs of the library, laws and regulations that govern the ownership of the gift, and the library’s ability to cover insurance and maintenance costs associated with the donation.

Approved June 3 2014.

3.7 Purchasing of Equipment & Services

The requirements for competitive quotations:

General Municipal law, S 103 requires the public letting of all contracts for purchases involving an expenditure of more than $10,000 to be awarded “by the appropriate officer, therein.” Libraries do not fall within the definition of “political subdivision” contained in Municipal Law, S 100(1) and, thus, are not compelled to comply with competitive bidding requirements.

1. However, all repairs or contract obligations involving the use of personnel and goods in a single project, when such project’s cost exceeds twenty thousand dollars ($20,000), will go out for formal bid.

2. Any single item, group of similar items, or goods and services in excess of ten thousand dollars ($10,000) will go out for bid only at the direction of the Board of Trustees of the Oswego Public Library. 

3. All items and/or groups of items whose total exceeds three-thousand dollars ($3,000) will require informal quotations, either by a request for quotation form mailed to bidders, via e-mail, or by telephone. These price comparisons need to be included when the request to purchase is submitted to the Business Office. 

4. Bids will be received and considered with no discrimination against any bidder on the basis of race, religion, creed, color, age, gender, sexual orientation, gender identity or expression, national origin, marital status, disability, veteran status or past arrests or convictions except as allowed by law.

NOTE: State Contract pricing negates the requirement for going out for bid.

Adopted April 20 2010.