Board of Trustees Policy Manual

(Adopted by the Library Board, October 31, 1977)

In order to qualify for grants-in-aid, all libraries serving more than 5,000 persons shall meet the following requirements by July 1, 1980.

1. Be organized under the appropriate section of the Code of Virginia. Not more than one library in a county or regional library system or a municipal governmental unity may receive a grant.
2. Submit to the State Library Board.
   1. Charter, resolutions, or other legal papers under which they are organized.
   2. A copy of the bylaws of the Board of Trustees, and a list of trustees, revised as changes occur.
   3. A five-year plan, adopted by the governing body of the Library (trustees or equivalent) for the development of Library service in the area(s) served. In order to receive continuing grants, this plan must be updated annually.
   4. A written statement of policy covering such items as: service, personnel, and maintenance of book collections and other material.
   5. Statistical and financial reports including audits and statements of progress of the plan as requested.
   6. A copy of the budget for the expenditure of local funds, not including anticipated state and federal funds. This must be submitted annually.
3. Have local operating expenditures of at least $1.75 per capita by July 1, 1980, and $2.00 per capita by July 1, 1981, two-thirds of which must be from taxation or endowment. Libraries obtaining aid for the first time must meet the lower requirements within two years after approval of the first grant and the higher amount within three years.
   Local operating expenditures from taxation or endowment for any library, or library system, shall not fall below that of the previous year. In cases where the budgets of all of the departments of the local government are reduced below those of the previous year, the Library's state grant-in-aid would be reduced. The State Library may require that the amount of such reduction in the Library's total expenditure be subtracted from the Library's eligibility and that the state grant be reduced accordingly. If the Library's budget is reduced and other agencies' budgets are not, then the Library would receive no state grant-in-aid and would be ineligible for one until local expenditures shall have again reached or exceeded the local effort at the time of the last previous grant.
   The Library would be ineligible for any federal funds if local funds are reduced below that of the previous year. Grants-in-aid shall be used as supplements to local funds.
   The amount of any undesignated balance in the local operating budget at the end of the fiscal year that exceeds ten percent will be subtracted from the grant, which is based on that year's expenditures.
4. Have certified librarians in positions as required by state law.
5. Keep open a headquarters library or centrally located branch at least 40 hours a week offering a full range of library services. This schedule must include at least four evening hours and appropriate weekend hours.
   1. Maintain an up-to-date reference collection and set up procedures for securing materials from other libraries through interlibrary loan.
   2. Organize materials for convenient use through shelf arrangement, classification, and cataloging, and provide a catalog of its resources.
   3. Stimulate use of materials through publicity, displays, reading lists, story hours, book talks, book and film discussions, and other appropriate means.
   4. Lend guidance in all outlets to individuals in the use of informational, educational, and recreational materials.
   5. Lend assistance to civic, cultural, and educational organizations in locating and using materials for program planning, projects, and the education of members.
   6. Maintain a collection of currently useful materials by annual additions and systematic removal of items no longer useful to maintaining the purpose and quality of its resources.
6. Every regional, county, and city library serving an area of more than 400 square miles and/or more than 25,000 persons must provide some form of extension service acceptable to the Board.
7. If a library system has two or more service units, either branches or stations, it must maintain a scheduled, frequent delivery system.
8. The Library Board may, at its discretion, make exceptions for a specified period of time to any single requirement listed above. The exception will be made only if the library can show that a real effort has been made to meet the requirement and that significant progress has been made toward this requirement.