Library Policies

Please see our policies for general use & access of the Clapp Memorial Library.  For questions about policies not listed here, please email the Library Director.

This policy defines expectations for patron behavior so our library can operate efficiently and provide a clean, safe, comfortable, and pleasant environment for all patrons. While everyone has an equal right to access library services and facilities, no person has the right to interfere with the ability of others to use and enjoy library resources, services, and facilities. The policy applies everywhere the library provides services: on library property, at off-site library programs, and through phone and digital communication. Library patrons are expected to be safe; be respectful of other patrons, library staff, and library property; obey the law; and cooperate with library staff. Library staff have sole authority to interpret and apply these guidelines.

For the safety and comfort of library visitors, volunteers, and staff, and for the protection of community resources, everyone must abide by the behavior policy. The following behaviors and activities are prohibited:

  • Bringing weapons into the library
  • Fighting, running, pushing, shoving, or throwing objects
  • Verbally or physically threatening or harassing other visitors, library staff, or volunteers. This includes stalking, persistent staring, touching, shouting, using offensive language, indecent exposure, or public indecency.
  • Smoking, vaping, or using tobacco products. Using, possessing, or being under the influence of intoxicants including but not limited to alcohol, marijuana, and illegal drugs is not permitted on library property.
  • Blocking walkways or creating tripping hazards
  • Damaging, soiling, or altering library property
  • Using the library barefoot
  • Interfering with other patrons’ use and/or enjoyment of the facility due to their personal hygiene
  • Eating food or drinking beverages near computers, equipment, electronics, and library collections. Bringing meals is not permitted. Covered beverages and light refreshments are allowed.
  • Using cell phones or other technology in a manner that disturbs others. Cell phones should be set to vibrate or silent. Prolonged phone calls should take place in the library entryways or outside.
  • Utilizing personal electronic equipment (laptops, personal music players, etc.) in a way that interferes with other patrons’ use of the library. Headphones are available to borrow at the circulation desk for in-library use.
  • Leaving personal belongings unattended in the building or on library grounds. The Library is not responsible for the loss or theft of any patron’s personal property.
  • Bringing animals, other than service animals, into the Library unless authorized by the Library Director to support a program. No animals may be left unattended on Library property.
  • Bringing personal wheeled devices (bicycles, roller blades, skateboards, scooters, or similar types of equipment) excluding those necessary for mobility, into the building
  • Using restroom facilities in any way that prohibits others from accessing them. To maintain a sanitary environment, caregivers must change diapers on the changing station in the downstairs restroom.
  • Taking library materials without checking them out with a library card
  • Canvassing, selling, soliciting, or distributing materials or products except where permission has been granted in relation to a scheduled library event (also see Bulletin Board Policy)
  • Remaining in the library after closing time. An announcement will be made five minutes before closing.

The Children’s Room is reserved for use by children, their parents or caregivers, and patrons who wish to borrow materials from that area. Children must always be supervised throughout the library. Children under 10 years of age may not be left in the library without a caregiver at least 14 years of age. (also see Unattended Child Policy)

The Teen Section is reserved for patrons in grades seven through twelve, those who accompany them, and patrons who wish to borrow materials from that area.

These guidelines are established in the interest of promoting equal access to, and enjoyment of, Library services. Failure to comply with these guidelines could result in removal from the premises, and in restriction and/or termination of library privileges, at the discretion of the Library Director if such restriction is deemed necessary to protect library users, staff, or Library property. Police may be called, if necessary, to facilitate compliance with guidelines.

Approved by the Clapp Memorial Library Board of Trustees on March 25, 2014; updated and approved on October 18, 2016; revised and approved on December 18, 2024

Signs

Exterior and/or lawn signs advocating for non-library organizations are not permitted at the Clapp Memorial Library. Please see the Bulletin Board Policy below for information about posting on the community bulletin boards in the Library entryway.

Bulletin Boards

In its role as a community center, the Clapp Memorial Library provides bulletin board space in the building’s front entryway for the posting of information regarding local government issues and notices, local cultural, recreational, and educational events, and event posting for non-profit organizations, in that order of priority. As space allows, postings for individual enterprises (e.g. lawn mowing, etc.) will be allowed. Literature of a commercial or purely partisan nature will not be posted. This does not include election information as provided by state and town government.

All other bulletin boards are for the posting of Library news and events only.

The following regulations apply:

  • Items must be delivered to the Circulation Desk for approval by library staff. They will be dated and posted by a staff member, as space permits.
  • Posted notices become Library property and will be disposed of within one month, or when the information is no longer current.
  • The size limit for notices is 8 1⁄2 x 11. Larger notices of overriding community importance may be posted with the permission of the Library Director, and as space permits.
  • Petitions will not be posted.
  • Items posted in violation of this policy will be removed and discarded.

Revised and Expanded August 18, 2020

Titles for the Library Collection

Thank you for your interest in donating a title to the Clapp Memorial Library.

Space issues at the Library dictate careful consideration before adding unsolicited items to the collection. Many factors influence collection development decisions and we cannot guarantee that a donated item will become part of the Library collection. While we appreciate and applaud the efforts of local writers, it is not possible to add every donated work to our shelves.

Donated materials may be accepted, with the understanding that they are subject to the same scrutiny as purchased or solicited materials, and all donated materials become the property of the Clapp Memorial Library. To request consideration for your title, email a book description along with 2 published reviews as follows:

Adult Fiction: [email protected]

Adult Nonfiction: [email protected]

Juvenile: [email protected]

Young Adult: [email protected]

Our Collection Development Policy states:  In the acquisition of new materials, library staff consults recognized review sources, including, but not limited to, the American Library Association publication Booklist, Library Journal, The New York Times Book Review, and other professional and publishing review resources. We follow qualitative selection standards developed by specialists, and evaluate material based on the following criteria (all of which may not apply to all formats and types of materials):

  • accuracy
  • authoritativeness
  • currency
  • contemporary significance or permanent value
  • popularity or demand
  • representation of important viewpoint, trend, or cultural movement
  • present and potential relevance to the community
  • composition of current collection
  • space and budgetary constraints
  • quality and usefulness of physical format
  • unique point of view

Please be advised that technical services procedures and the availability of cataloging information can delay the processing of new materials. Some accepted items may take up to 1 month or longer to become “shelf ready.”

Titles Donated for the Annual Book Sale

Items not added to the collection may be sold by the Friends of the Clapp Memorial Library for fundraising purposes; see more information here.

Monetary Donations

Remember that all donations are tax-deductible. The Clapp Memorial Library is a 501c(3) organization.

You may donate online simply by filling out the form at our Mighty Cause Donation page, and making your donation by choice of credit card.

The Clapp Memorial Library welcomes the commitment of responsible volunteers, who support, enrich, and enhance the Library’s services and programs by performing tasks for which paid employees are not available. Volunteers are an important extension of the Library’s staff.

Volunteers supplement, but do not replace, the work done by employees. They may perform a variety of duties, a range limited largely by the talents and skills of the volunteers themselves and by where the library can make productive use of their assistance. Volunteers are selected based on their qualifications in relation to the needs of the library at any given time. Priority in selection may be given to individuals who have demonstrated the ability, through previous work experience, to work independently after receiving library training in the area of assigned work. Volunteers are trained for routine, recurring tasks and/or occasional special projects or events.

Prior to engaging in any volunteer activity, each volunteer will be required to submit a volunteer application form. If there is a match of skills with library needs, an interview will be scheduled. If no suitable volunteer opportunities exist at the time of application, application forms will be kept on file for a period of one year. Due to time and space constraints, the Library may be unable to accommodate all interested volunteer applicants.

Teen volunteers (grades 7-12) will fill out a Teen Volunteer Application form and return it to the Head of Children’s Services. A parent or guardian must sign the Teen Volunteer’s application form to give permission for the young person’s service in the library. Teens seeking volunteer opportunities will be subject to the above selection process and all other provisions of this policy.

Each individual who participates in this volunteer program agrees and acknowledges that they are not employees of the Clapp Memorial Library or the Town of Belchertown and shall sign a document releasing the Clapp Memorial Library from liability for any injuries sustained by him/her while performing volunteer service for the library. Both the volunteer and the Clapp Memorial Library have the right to terminate the volunteer’s association with the Library at any time, for any reason, with or without cause. There will be no formal evaluation process for volunteers.
A Criminal Offender Record Information (CORI) check must be conducted on prospective volunteers age 18 and over before service begins.

If a vacancy for a paid position should open in the library, interested volunteers may apply. However, there are many variables to be considered in hiring permanent staff, and we do not recognize an obligation to give priority to a volunteer.

VOLUNTEER GUIDELINES
Volunteers will report to a staff supervisor who will explain and supervise volunteer duties.

All volunteer work will be completed within normal library hours unless exceptions have been made by the Library Director.

Volunteers must act in accordance with library policies and reflect positive customer service attitudes to all library patrons.

Volunteers are expected to refer all patron questions and requests to the library staff, other than purely directional questions (e.g. where is the bathroom; where is the children’s room, etc.).

The Library relies on volunteers to perform their duties according to an agreed upon schedule. Reliability and punctuality are important. Volunteers are expected to give reasonable notice if unable to report for a scheduled work time.

In the event that a volunteer is unable to adequately perform the duties assigned to him or her, and no other appropriate positions are available, volunteer service may be terminated.

Persons who seek volunteer assignments at the Clapp Memorial Library to meet a requirement set by an outside agency for the performance of community service shall be subject to the above selection process and all other provisions of this policy. Following the guidelines of the Town of Belchertown, we are not able to accommodate requests for supervision of court-ordered community service.

Volunteers are responsible for maintaining the confidentiality of ALL library information. Failure to maintain confidentiality will result in immediate termination of the volunteer.

The number and skill level of volunteers accepted will be based on the amount of work and supervisory time available.

GENERAL REQUIREMENTS

  • Ability to follow directions.
  • Willingness and ability to work at assigned tasks.
  • Ability to interact with patrons and staff in a courteous manner.
  •  Dependability and flexibility.
  • Attention to detail.
  • Mastery of numerical and alphabetical order.
  • Manual dexterity.
  • Willingness to ask questions to ensure successful completion of assignments.
  • Ability to work independently.

Please be aware that an applicant’s particular interests and abilities may not suit the library’s needs at this time. Assigned volunteer duties are subject to the changing needs of the library and could be altered. Additionally, if performance of a particular task is no longer needed by the library, a volunteer may be released from service.

Statement of Purpose
It is the aim of the Clapp Memorial Library to have the activity room available during regular library hours for established Belchertown non-profit and community groups whose intent and purpose is that of providing educational, cultural, intellectual, or charitable activities subject to the rules and regulations established by the Clapp Memorial Library Board of Trustees, when not in use by the Library. The use of the activity room does not constitute an endorsement of an organization’s policies or beliefs.

Application
1. Requests for use of the activity room must be made at least one week in advance of the scheduled activity and will be approved by the Library Director on a firstcome, first-serve basis. The room cannot be reserved more than two months in advance.
2. A completed application form must be submitted to the Library Director by an adult who shall be personally responsible for the conduct of the meeting and the adherence to these rules and regulations.
3. The applicant is expected to adhere to the stated purpose of the meeting and to conduct the meeting accordingly.
4. All announcements, press releases, flyers, and/or media advertising must clearly state: “Use of the Library activity room does not constitute an endorsement by the Clapp Memorial Library of our organization’s policies or beliefs.” The Clapp Memorial Library cannot be designated as the official address of any group not specifically connected to the library.
5. Requests for permission to display notices or flyers will be handled in accordance with our Sign and Bulletin Board Policy. No printed materials may be distributed on library property without prior permission of the Library Director.

Availability
1. Availability of the activity room is limited to the library’s regularly scheduled open hours. The room must be cleaned, reset to its original configuration, and vacated 15 minutes prior to the library’s closing time.
2. The activity room is available for use as specified in the statement of purpose. For profit and private social functions (showers, birthdays, etc.) and political campaigning are not allowed.
3. The Friends of the Clapp Memorial Library have priority for use of the activity room during their biannual book sales.

Liability
1. The Clapp Memorial Library, represented by its Board of Trustees and staff, does not assume any liability for groups or individuals attending a meeting in the activity room.
2. All groups will agree to hold the Clapp Memorial Library harmless from any loss of personal property used or exhibited, or for any equipment, supplies, materials, clothing or other items brought to the library or transported to the library property by any group or individual attending a meeting.
3. Organizations or individuals using library property will assume responsibility for any accidents or damages that may occur to the building, grounds, or equipment which is made available to them and must pay for all necessary repairs or replacements made as a result of damages.
4. Clapp Memorial Library will not be responsible for injury to persons or property while the building or grounds are used by any group or individual.

Rules for Use
1. All events in the activity room must conclude one half hour before the library’s regular closing time. The room must be cleaned, returned to its original
condition, and vacated 15 minutes before the library’s regular closing time.
2. Use of the room does not entitle groups or individuals to use library supplies stored in the room or hallways. Organizations are responsible for their own equipment needs, including any materials beyond the standard tables and chairs provided.
3. No materials may be affixed (tape, tacks, nails, etc.) to doors, walls, furnishings, windows, etc. either within the Clapp Memorial Library or on the exterior of the building.
4. Smoking, including e-cigarettes, is not permitted in public buildings or grounds in accordance with state law.
5. Intoxicants, including alcohol and cannabis, may not be dispensed or consumed in any part of the library or on library property.
6. No open flames (candles, incense, etc.) are permitted.
7. Refreshments may be served in connection with a meeting, but organizations are required to provide their own utensils, paper goods, food, and condiments. No food should be left in the activity room after the meeting.
8. The individual who completed the application must check in at the circulation desk upon arrival and check out with a staff member and provide a count of total individuals present after the room has been vacated.
9. The capacity for the activity room is 20.
10. At least 24 hours’ notice is needed if not using the room on the specified date.

Approved by the Board of Trustees, May 17, 2023

To request use of the CML Activity room, please fill out and turn in our application form.
You can download a PDF of our policy, here.

Purpose of Policy and Community Served
The Clapp Memorial Library strives to meet the informational, educational and recreational needs of the community by promoting access to popular, in demand materials for all ages. The library does so through the development and effective use of its collections, chosen to meet the needs and interests of the Belchertown community and library users from the surrounding area. It is a resource for independent lifelong learning and also seeks to complement the library resources of the Belchertown schools, without duplicating their special functions or holdings. This policy provides guidelines whereby the library can develop the collection most suited to meet community needs. Access to additional resources and information outside the scope of its collection is also available through regional delivery and interlibrary loan, as facilitated by our membership in the Massachusetts Library System and the resource sharing network C/WMARS.

Responsibility for Collection Development
Responsibility for collection development rests with the Library Director, who delegates some duties, as appropriate, to department heads. The Board of Trustees and the staff of the Clapp Memorial Library are committed to facilitating access to all information for all readers. To that end they support and adhere to the American Library Association’s Freedom to Read statement, the Freedom to View statement, and the Library Bill of Rights.

Access to Collections
All patrons have equal access to all library holdings. The library does not act in place of, or in the absence of, the parent/guardian. Parents or guardians are responsible for enforcing any individual restrictions that they may place on their child’s use of library resources. The library serves people of all ages, beliefs and backgrounds. The spectrum of ideas and philosophies espoused in the materials in the collection will be wide and varied, representing divergent points of view. The library may circulate materials whose manner of presentation or subject matter may be offensive to some individuals. Inclusion of any item in the library collection does not constitute an endorsement of a particular belief, point of view or opinion. Budgetary and space constraints may limit our ability to purchase certain materials.

Selection Process
The Clapp Memorial Library collection is designed to serve the needs of the general public. The collection includes materials in a variety of formats, including but not limited to: books, periodicals, audio and video recordings (on CD or DVD), electronic resources, digital content, streaming services, and miscellany such as kits and museum passes. In its role as a cultural and recreational center, acquisition of “library of things” items for public borrowing are consistent with the library’s mission, space permitting. The library strives to evaluate new and emerging formats and make them, when appropriate, available to our borrowing public.

Requests from staff and patrons are encouraged and will be given serious consideration, based on standard selection criteria. The library purchases current materials proportionate to levels of demand and use, while anticipating and responding to emerging community needs. The collection will reflect interests, attitudes and beliefs as they become apparent in the local community. The library strives to present a diverse, balanced and unbiased collection. A diversity of views on controversial topics should be represented. The possible controversial nature or the anticipation of challenges will not preclude the purchase of material.

The Clapp Memorial Library offers access to the internet as a resource providing information far beyond the confines of the library. The library provides access to online databases and selects a limited number based on cost, community interest, ease of use, and usefulness. Selection is also based on relation to state provided databases, with the intention of avoiding duplication of those resources.

An item will be purchased to fill heavy demand, even though reviews may be unfavorable or other items on the same subject are in the collection. No attempt is made to acquire textbooks, curriculum, or academic study materials if those materials are not of general interest to the public.

Library staff consults recognized review sources, including, but not limited to the American Library Association publication Booklist, Library Journal, The New York Times Book Review, and other professional and publishing review resources. We follow qualitative selection standards developed by specialists, and evaluate material based on the following criteria (all of which may not apply to all formats and types of materials):

  • accuracy
  • authoritativeness
  • currency
  • contemporary significance or permanent value
  • popularity or demand
  • representation of important viewpoint, trend, or cultural movement
  • present and potential relevance to the community
  • composition of current collection
  • space and budgetary constraints
  • quality and usefulness of physical format
  • unique point of view

Fiction: The library seeks to provide a wide selection of fiction of current popular interest in a variety of styles and genres, and a reasonable selection of classics or older titles of recurrent interest or special literary merit.
Nonfiction: The library selects according to accuracy, currency and representation of various viewpoints. These criteria apply to both our adult, young adult and juvenile collections. Subject areas of high demand are represented in greater variety and numbers than areas of low demand.
Reference: Given the constraints of limited space and budgets, the Clapp Memorial Library acquires few traditional reference materials. The availability of online research databases through C/WMARS and the MBLC and the availability of internet reference sources contributes to a lessened demand for traditional print reference materials.
Periodicals: The library selects a variety of popular magazines to fill the need for recreational as well as informational reading. Criteria for selection are representation of community interest, complements or fills a collection development need, attractiveness of format and accuracy of information. Currently, over 3,000 digital periodical titles are available through the Overdrive Digital Catalog.
Audiovisual Collections: The library purchases music representing significant performers, composers and a broad range of musical styles. The library currently purchases music on compact disc, and unabridged fiction and nonfiction audio books on disc. The movie collection is purchased on standard DVDs, with a small collection in blue-ray format. While the collection is geared toward classic and contemporary films, the library also collects informational videos including but not limited to documentaries, travel, history, health, and “how-to” subjects.
Young Adult: This collection is devoted to titles of particular interest to adolescents aged 12 through 18. Print fiction and nonfiction, and audio books are selected to entertain, educate, and encourage exploration. To fulfill these needs, the collection will inevitably include materials on controversial or sensitive topics. Graphic novels will also be purchased to satisfy demand.
Children: The library collects print, audio, video and electronic resources to stimulate creativity, develop reading ability, and satisfy a child’s need for information and entertainment. This collection serves children from birth through sixth grade, and adults involved with children such as parents, teachers, and group leaders. Non-fiction should be accurate, timely and objective. Children’s fiction is subdivided according to interest and reading levels—picture books, easy readers, general fiction, including a variety of genres and reading levels. Materials in this collection, like all of literature, often reflect reality. As such it may include materials considered controversial or potentially offensive to some.
Library of Things: Items included in this category are typically considered “nontraditional” materials. While the range of possibilities is seemingly endless, Clapp offerings are very limited due to the extreme space constraints of the building. The Library currently loans a ukulele, a tabletop telescope, and mobile hotspots. New items will be added dependent upon available storage space.

Special Collections
The library maintains a non-circulating collection of Local History materials, primarily books, but including photographs and newspaper articles. This collection is devoted to Belchertown history, and the history of surrounding towns. New acquisitions will be limited to titles related to Belchertown and the Quabbin Reservoir area. The local newspaper, The Sentinel, is available bound 1915-2011, on microfilm 1915-2003, and on compact disc 2004-2008, 2011-2013, 2015-2016.

Gifts & Donations
Gifts of materials are accepted, with the understanding that they are subject to the same scrutiny as purchased or solicited materials, with all donated materials becoming the property of the Clapp Memorial Library. Items not added to the collection may be sold by the Friends of the Clapp Memorial Library for fundraising purposes, or discarded at the discretion of the Library Director.

The library will accept memorial gifts in the form of funds rather than particular titles. The library will make every effort to honor the spirit of the donation by choosing items that, as much as possible, reflect the interests of the friend or loved one being remembered, within the broad parameters of our collection development policy. The choice of the particular title is left to the discretion of library staff. While we recognize the special nature of these donations, such materials may not be retained indefinitely, and are subject to our standard withdrawal process.

Withdrawal of Materials
The cycle of service requires that some items must be discarded, and the weeding process is an integral part of collection development. Maintaining a balanced, useful, and attractive collection demands that items be regularly withdrawn. Weeding requires expert knowledge of the collection, the community, patterns of library use, and selection principles. Weeding is the responsibility of the staff member who makes acquisition decisions in specific subject areas. Space issues at the Clapp Memorial Library result in aggressive weeding in order to provide adequate space for new materials. “THE CREW METHOD: Expanded Guidelines for Collection Evaluation and Weeding for Small and Medium-Sized Public Libraries” provides accepted guidelines to assist in weeding decisions and will be employed when needed. Some criteria for weeding include:

  • Physical condition
  • Currency and authority
  • Accuracy of information
  • Recent use/circulation
  • Current need
  • Breadth of subject area

Because of the extreme lack of shelving space in the Clapp Memorial Library, duplicates of adult titles will not be retained longer than two years after publication, unless special circumstances and public interest demand ownership of duplicate copies. Withdrawn materials will be offered to the Friends of the Library for sale at their biannual book sales.

Reconsideration of Materials
Complaints regarding library materials will be directed to the Library Director. The Director will hear the complaint and will inform the patron of library selection procedures and policies, furnishing a copy of the Clapp Memorial Library Collection Development Policy. Only residents of Belchertown may formally challenge the appropriateness of an item in the collection by submitting a “Request for Reconsideration” form, which is available at the library. Receipt of the reconsideration form will be acknowledged within two weeks. The matter will be brought before the Board of Trustees at their next regularly scheduled meeting. No materials will be removed from the shelves until the Trustees and Director have ruled on the request. No time limit will be set for the completion of this process.

Approved March 20, 2012
Revised August 30, 2022

The Clapp Memorial Library (CML) furthers its mission of connecting “its users to ideas, technologies, experiences, and to others in the community and the world at large” by offering a broad range of programs that provide additional opportunities for lifelong learning, personal enrichment and community interaction.

The Library Director is responsible for all programming and may delegate this authority to appropriate departmental staff. The following criteria are applied to decisions regarding program topics and presenters:

  • Community needs and interests
  • Availability of appropriate program space
  • Treatment of content for intended audience
  • Presentation quality
  • Presenter background/experience/qualifications in content area, including references
  • Budget
  • Topical currency
  • Historical or educational significance
  • Connection to other community programs, exhibitions or events

Due to the small staff size and related scheduling issues, the CML cannot accommodate all requests to present a program in the facility. A program application must be completed and returned to the Circulation Desk. If a proposal is deemed feasible and likely to attract sizeable interest, the requestor will be contacted within one month. Applications will be kept on file for possible future programming.

When possible and feasible, the CML may partner with community agencies, organizations, and educational and cultural institutions to co-sponsor public programs. Professional performers and presenters that reflect specialized or unique expertise may be hired for CML programs, which are free and open to the public.

Every attempt will be made to accommodate all who wish to attend a CML program. However, when safety or the success of a program requires it, attendance may be limited. When limits must be established, attendance will be determined on a first come, first served basis, or with advanced registration. In some cases, the nature and success of a children’s program may require a limited attendance based on age.

External organizations or individuals partnering with the CML on programs must coordinate marketing efforts with the Library’s staff and secure the Director’s approval before distributing any promotional materials. Sign-in lists may not be distributed by program presenters of CML programs and efforts to promote commercial enterprises or solicit future business are not allowed. The sale of books or CDs by authors or performers as part of a CML program is allowed. Presenters are encouraged to donate a copy of their work to the CML for possible inclusion in the Library collection.

CML sponsorship of a program does not constitute an endorsement of the content of the
program or the views expressed by participants or speakers.

Approved November 19, 2013

The Clapp Memorial Library strives to create a warm, welcoming, fun and enriching environment for children while ensuring the safety and well-being of
each child. To maintain an atmosphere that allows all patrons to utilize our services, the Clapp Memorial Library has established this Unattended Child
Policy.

For the purposes of this policy, an unattended child refers to a child in the library alone, or a child whose parent or caregiver is in the library but is not adequately supervising that child. The latter situation may occur when the adult and child are in separate areas of the building or when the adult is using library materials or equipment and is not supervising the child. Direct visual supervision is required. The Library adheres to the guideline that if you cannot see your child, you cannot supervise your child.

GUIDELINES

  • All children under the age of 10 must be accompanied and continually supervised by a parent or caregiver while in the Library. The caregiver must be at least 14 years old.
  • Children under the age of 10 must be accompanied by an adult on the elevator.
  • Even in their absence, parents and caregivers are responsible for the actions and safety of their children while visiting the Library. Library staff cannot assume responsibility for unattended children. In all areas of the Library, children under the age of 10 must be within sight of their caregivers.
  • Children aged 10 and older may use the Library unattended at the discretion of their caregivers. These unattended children are subject to the rules and regulations in effect regarding behavior and conduct and must know how to reach their parent(s) or guardian, if asked to do so by Library staff.
  • Caregivers must stay within the Library building and grounds while their child under the age of 10 is attending a library-sponsored program. Children of any age attending Library programs are supervised by the Library staff only during the scheduled time of the program. In the case of a program requiring a parent or caregiver to accompany a young participant, that parent or caregiver is expected to provide supervision for the child in his or her care. The Head of Youth Services may, at their discretion, require parental/caregiver supervision of a child during the course of any children’s program.
  • Library staff are not responsible for unattended children leaving the building on their own. If a child is too young to leave the Library alone, the child is too young to be in the Library alone. Library staff cannot be responsible for unattended children leaving the building on their own. If a child is too young to leave the Library alone, the child is too young to be in the Library alone.
  • It is the policy of the Library that staff members may not transport children from the Library to any other location.
  • The Library cannot assume responsibility for children while their adult caregiver is participating in a program or other activity in the Library.
  • Parents or caregivers are responsible for ensuring the appropriate behavior of their children in the library. Rules of behavior as outlined in the Standards of Conduct policy apply to children and their caregivers. Anyone who displays disruptive behavior (as outlined in that policy) may be asked to leave the building.
  • If a problem arises, or if the Library is closing and the parent(s) of an unattended child under the age of 10 cannot be located, staff will make a reasonable attempt to contact the parent(s) or guardian(s) by phone. If the parent or guardian cannot be contacted, staff will call the Belchertown Police. A staff member will wait with the child until the Police arrive. The Library Director will be informed any time this action becomes necessary. The Director will contact the child’s parent or guardian to explain the library policy and why the action was required. Repeated incidents may result in loss of library privileges for both the child and the responsible adult, at the discretion of the Library Director.
  • Parents must be aware of Library hours of operation and pay close attention to weather conditions that could necessitate an unexpected closing.
  • In any situation involving the safety of children, and specifically whenever the parent/caregiver or police are contacted, staff will complete an Incident
    Report.

Approved January 20, 2015
Revised and approved December 14, 2022

The Clapp Memorial Library provides public access to the internet as part of the Library’s information services. The internet provides access to valuable information resources which may not be available elsewhere and are increasingly required in daily life. The unique, unregulated nature of the internet requires that users exercise judgment regarding information accessible on various internet sites. The Library provides public computers and free wireless internet to help meet the needs of all patrons.

The Library is not responsible for content found online, including information that may be inaccurate, out-of-date, or offensive.  Parents and legal guardians have sole responsibility to monitor their children’s use of Library resources, including internet access. Parents concerned about access issues are encouraged to join their children in using the Library’s internet services.

Safeguards are put in place to protect privacy, however, the Library cannot ensure the privacy or confidentiality of any information sent via the Internet.  Patrons are expected to use Internet resources in a responsible manner, respecting the rights of others.

Unacceptable Use

  • Computer access may be revoked due to tampering or inappropriate use, including:
  • Using the Internet for illegal purposes
  • Using the Internet in violation of Massachusetts General Law 272, Section 28, Matter harmful to minors, dissemination; possession; defenses
  • Unauthorized duplication of copyright-protected materials in any format
  • Transmission of chain mail, broadcast letters, or junk mail of any type
  • Transmission of threatening, harassing, defamatory, or obscene materials
  • Unlawful access to computer systems and accounts.
  • Damage or alteration of library equipment, software, or security.

APPROVED: March 19, 2019—Clapp Memorial Library Board of Trustees

Purpose
As part of its mission to be a welcoming and lively center for lifelong learning, personal enrichment, and community interaction, the Clapp Memorial Library may allow use of library spaces by individuals and groups for such civic, educational, cultural, intellectual, charitable, or recreational purposes it deems for the interests of the community.

Content
All library patrons who enter the building are exposed to an exhibit, depriving them of the opportunity to exercise free choice as to whether to view the exhibit.  As is the case with book selection, the library (as represented by the Library Director or their designee) will exercise judgment as to current usefulness or interest, authority and competence of presentation, importance as a record of the times, relevance to the collection, and standards of quality in content and format.

Exhibit spaces may not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising.  Religious proselytizing and partisan political recruitment are similarly prohibited; educational exhibits on these subjects are allowed.  Use of exhibit spaces for library purposes takes precedence over other uses. Displays should be appropriate in scale, material, form and content for the library environment.  The library discourages material containing images that include significant elements of sexually explicit imagery or violence. The library reserves the right to remove
any item from an exhibition or display on the above grounds or if the exhibition is a possible safety hazard, creates a maintenance problem, or interferes with the public services or other activities in adjacent library areas. If the exhibit contains elements that may be of concern under this policy, the exhibitor should discuss it with the Library Director prior to installation.

The Clapp Memorial Library determines at its sole discretion what materials will be displayed as well as scheduling, durations and assignment of exhibit spaces, whether within the library or on its grounds. Acceptability of an exhibit is at the discretion of the Library Director, whose decisions may be appealed to the Board of Trustees. The Trustees’ decision on what will be displayed on Library property shall be final.

Terms and Conditions
Exhibitors must agree to the following terms and conditions in order to exhibit their work at the Clapp Memorial Library:

  • All materials are displayed at the exhibitor’s own risk. The artist is responsible for insuring the artwork. Library Trustees and personnel are not responsible for any loss, damage or theft. Prior to or on the day the exhibit is hung, the artist will submit a signed Release and Indemnification Agreement.
  • The exhibitor will arrange date and times for hanging, take-down, and reception (if applicable) through the Library staff. All displays/exhibits must be set up and removed with as little interference as possible to the daily operations of the Library. Once the exhibit is installed, changes may only be made with prior Library approval.
  • The display areas within the building are open to the public only during the regular open hours of the Library, unless by special arrangement.
  • If the exhibitor intends to hold a reception, they are responsible for arranging the date with Library staff, and for the set-up, clean-up, and purchase of non-alcoholic refreshments (if so desired).
  • The exhibit and reception (if applicable) will be announced in Library-controlled publicity channels. Artist is responsible for providing publicity images and exhibit information. Please submit publicity information to [email protected]. Additional publicity is the responsibility of the artist.
  • All artwork (artist statement, etc.) must be hung on the hanging system provided. No tacks, staples, putty, tape, or nails allowed. Use of floor space or tables requires prior approval from the Library Director.
  • No fees are charged for display spaces.  Exhibitors may not charge admission fees, request donations, or display prices on their work.  Any sales are to be handled directly by the artist, and any items sold during a display period shall remain on exhibit until scheduled removal.  Artists may provide a price list.
  • Damages to the premises, equipment or furnishings as a result of exhibitor use will be charged to the individual or organization responsible.
  • The exhibitor shall remove the exhibit promptly on the agreed upon date. The library has the right to remove exhibit materials if they aren’t picked up by the agreed upon date and is not responsible for any damages during such removal. Exhibit materials may be disposed of if not claimed within 30 days of the agreed upon date.

Disclaimer
Exhibit areas are available on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use, with preference given to Belchertown residents and Belchertown-based organizations. The library endeavors to present a broad spectrum of opinion and viewpoints. The library does not endorse content nor imply agreement or disagreement with beliefs or viewpoints expressed in the exhibits or displays. Press releases or other promotion of the exhibit shall not imply library endorsement of the viewpoints put forth in the exhibit.

Approved by the Board of Trustees, February 15, 2023

To request CML exhibit space, please fill out and turn in our application form.
You can download a PDF of our policy, here.