Library Board Packet 07142025Call to order
BOARD OF TRUSTEES
July 14, 2025
Library Board
Chatham Public Library
3:00 p.m.
AGENDA
ORDER OF BUSINESS
LIBRARY BOARD OF TRUSTEES & PPL FOUNDATION
CONSENT AGENDA
• Reading/approval of the minutes of the April 2025 library meeting minutes
• Approval of the agenda
• Approval of April 2025 Financial Reports
• Approval of April 2025 Operations Reports
• Director's Report
ACTION ITEMS
• Library Board
o Board Committee
o Welcome new board member
• Policy Review
o Acquisition Policy, History Center
o Animals in the Library
o Book Donation
o Dress Code
o Emergency Closings
o Exhibits and Displays
o Fax
o Gifts and Donations
o Placement of Plaques
o Safe Child
INFORMATION ITEMS
• Mt. Hermon — staff & hours
• Board Notebooks
• Dan River District Branch Update
ANNOUNCEMENTS
ADJOURNMENT
Pittsylvania County Public Library
Joint Library Board and PPL Foundation Meeting
June 9, 2025
The Library Board of Trustees and the PPL Foundation met in a joint meeting on June 9, 2025 at
the Chatham Library. Library board members present included Karen Eades, Alice Shelton, Portia
Fitzgerald, Shelby Buffington, David Law, Janice Fitts, Sandy Mitchell, Mike Irby, and York
Pilson. PPL Foundation members in attendance included Alice Shelton, Karen Eades, Bert Eades,
Mike Irby, and Rhonda Griffin.
The meeting was called to order at 3:OOpm by Karen Eades, Chair.
The consent agenda including the agenda, minutes of the meeting of May 2025, the operations and
financial reports for May 2025, and the director's report, were approved on a motion by Bert Eades,
seconded by Alice Shelton. Motion passed unanimously.
Action Items
Library Board election was held. Alice Shelton moved to re-elect Karen Eades as Chair. Portia
Fitzgerald seconded. Passed unanimously. Sandy Mitchell moved to re-elect Janice Fitts as Vice -
Chair, seconded by Shelby Buffington. Passed unanimously. Mike Irby, the newest Library Board
member was introduced and welcomed to the Board.
Rhonda updated the library board on the bookmobile. Alice Shelton presented a check from
Chatham Lions Club for $3,579.04 for the purchase of the bookmobile. Rhonda discussed the
agreement with Danville Regional Foundation for their contribution of $100,000. Bert Eades
reviewed the grants and amounts received. Rhonda informed the boards that the BKM order has
been placed and reviewed with Matthews Vehicle.
Information Items
Rhonda informed the boards that the Traveling Exhibit for VA 250 would make rounds in the
PCP libraries Sept 8 — Oct 20, 2025.
Rhonda also informed the boards that she is still waiting for a reply from the maintenance dept of
the Pittsylvania County schools about the potential library site in the Dan River district.
Calendars and information were shared about upcoming summer reading programs.
York Pilson announced that this would be his last meeting. The Boards thanked him for his
service.
Karen Eades adjourned the executive committee meeting at 3:30pm.
The next executive committee meeting is scheduled for July 14, 2025 at 3:00pm at the Chatham
Library. The next full Library Board meeting is scheduled for Aug 11, 2025 at 3:00pm.
Karen Eades
Pittsylvania County Public Library
Director's Report —July 2025
Personnel: A part-time staff person at Mt. Hermon retired, giving a one -week notice. With summer
reading programs already planned and advertised, it was not possible to cover the programs and remain
open for regular hours while short staffed at both Mt. Hermon and the Brosville locations. The Mt.
Hermon library limited hours so that they could still provide summer reading programs. The position has
been advertised and applicants are currently being reviewed.
Facilities —
• Bookmobile: Tires had to be ordered for the current bookmobile to pass inspection. The current
bookmobile is back on the road and running while we are still meeting with Matthews Vehicle to
order the replacement bookmobile.
• Brosville: Shelves were added behind the circulation desk for storage. IT is currently
programming cash registers for each of the 4 main branches and identifying potential locations.
• Chatham: We have received quotes for a ramp at the Chatham library that will lead into the shed.
Chatham has also ordered outdoor talbes for programs and public use.
• Gretna: Cameras have been installed outside of Gretna in early June. The shed has been painted
and makerspace supplies have been ordered with funding from Delegate Phillips. We are still
waiting on maintenance for the ramp to the shed. We had also talked to maintenance about
adding an awning over the double doors leading outside from the children's area to help prevent
water from coming into the building.
• History Center: We have ordered exterior cameras for the History Center. This need was
elevated sure to spent shell casings found in the parking lot and regular police visits to
neighboring houses.
• Mt Hermon: The HV/AC unit in the ceiling leaked. Maintenance patched the ceiling.
Budget —
• We currently are working through end -of -year adjustments and POs for the new fiscal year.
Programs & Activities:
• Bookmobile: Bookmobile Report July 2025
The month of June has been a busy but productive month for the Bookmobile. The Bookmobile was able
to get 4 new back tires to meet the requirements for state inspection. The Bookmobile continues to run
good in the community. The Bookmobile will not need another inspection until June of 2026. The
Bookmobile officially started the Summer Reading 2025 program on June 1, 2025. We have been handing
out paper reading logs on the Bookmobile to patrons. I was able to finish up the orders for summer
reading prizes. All prizes have come in! I am now waiting until the end of the Summer Reading Program
2025 to pass out prizes to patrons on the Bookmobile. The Summer Reading Program 2025 will be ending
on August 2, 2025. The Bookmobile offered 3 passive activities during the month of June 2025 to include
the following: Take N' Make A Summer Bookmark, Hightlights- Search and Find Activity Sheets, and
Food Network Strawberry Cobbler Recipe Sheets.
I am excited to announce that the Bookmobile began serving patrons from Centra PACE's Gretna location
and Homestead Instructional Ministry (private school) during the month of June 2025. Centra PACE is a
program that provides adult daycare services to help these individuals continue to live in their homes
versus placement in a skilled nursing facility/other care facility. The Bookmobile provided services on
June 13 and June 27 during the month of June 2025. The Bookmobile will continue to stop at PACE on
the second and fourth Fridays of the month from 10:00 AM to 11:30 AM. At this time, we have picked up
4 new patrons from this stop. I plan to continue to try to get more individuals interested in services by
providing services inside of the facility (brining my laptop, a cart full of Bookmobile materials, and my
scanner) to include checking out materials for patrons.
The Bookmobile was able to serve the students and teachers at Homestead Instructional Ministry (private
school) as well during the month of June 20245. Homestead Instructional Ministry is currently hosting
summer camp as a smaller portion of their student population is attending camp. The Bookmobile
provided services to Homestead Instructional Ministry on the following dates in June 2025: June 9, June
16, and June 23. Ms. Susan Tedder with Homestead Instructional Ministry requested the Bookmobile to
come each week of summer camp on Mondays from 12:00 PM to 1:30 PM. The students do not have
camp on June 30 nor on July 28. Ms. Tedder has confirmed interest in having the Bookmobile continue to
provide services to the school during the school year however, once a month on the last Mondays of the
month from 12:00 PM to 1:30 PM.
Unfortunately, Ms. Myrna informed me that the Bookmobile lost 1 additional patron during the month of
April 2025 when I was out on maternity leave/leave of absence. I was sorry to hear this as our patron will
be missed on the Bookmobile.
On Friday, June 20, 2025, the Bookmobile had a "Pop -Up" Event with Ms. Alyssa, Youth Services
Specialist's storytime children/families at the Brosville Library after Ms. Alyssa's storytime. I was able to
share a little bit of information on the history of the Bookmobile and about our services. The families and
the children appeared to be receptive to this information and they were able to take a balloon on a balloon
stick to go from their Bookmobile visit. Ms. Alyssa has also invited the Bookmobile to come back on
Friday, July 18, 2025 for another "Pop -Up" Event at the Brosville Library. My goal is to increase
exposure and awareness of the Bookmobile through these budget friendly events.
The Bookmobile plans to participate in some local community events in the near future during the months
of July 2025 and August 2025. The Bookmobile will be participating in the 4th of July Parade that will be
held on July 5, 2025 on Main Street in Chatham — hosted by the Chatham Rotary Club. The Bookmobile
plans to participate in the upcoming "Back 2 School Festival" that will be held on Saturday, July 26, 2025
at the Old Dominion Agricultural Complex on Highway 29 in Chatham from 1 PM to 5 PM. I have also
signed the Bookmobile up for the 3rd Annual Touch A Truck Event to be held on August 16, 2025 at
Chatham Middle School from 10 AM to 2 PM — hosted by the Chatham Rescue Squad.
I had the opportunity to contact 2 local mobile home parks in Pittsylvania County during the month of
June 2025. These mobile home parks included Rolling Hills Mobile Home Park in Blairs, VA and
Colonial Mobile Home Park in
Ringgold, VA. I am planning to
start these new stops in the month
of August 2025. I will be bringing
the Bookmobile to Rolling Hills
Mobile Home Park on the first
Fridays of each month from 10:00
AM to 11:00 AM. I will bring the
Bookmobile to Colonial Mobile
Home Park on the first Mondays
of the month from 10:00 AM to
11:00 AM. My goal is to help
decrease barriers to access to
library services in our community.
Lastly, I reached out to Pittsylvania County's Parks and
Recreation to see if I could bring the Bookmobile to the
after -school program at Kentuck Elementary School. I
would like to add this stop for once a month on a
Monday after -school from 3:30 PM to 4:15 PM. I hope
to hear back soon! I also emailed the Old Dominion
Agricultural Complex about potentially having the
Bookmobile come to the 2025 Farmer's Market on a
Saturday or two each month. I am waiting for a
response at this time. I plan to continue to seek out
additional community events and outreach
opportunities for the Bookmobile.
Brosville: From Alyssa Schmidt June 2025
,:adik
Summer has the Brosville/ Cascade library in full swing! This month has
brought in new patrons, programs and opportunities.
We kicked Summer off with Rock Painting. This was a big hit amongst the
children. A few of the 38 participants chose to leave their rocks at the library,
creating a community rock garden!
Our Summer Reading program continued with activities such as spray bottle
painting. Children were able to use spray bottles filled with paint to create
unique works of art. It was a blast to see so many children enjoying an activity
they had never tried before.
The biggest hit of the summer so far has been our sunglass decorating activity
which welcomed 41 participants. Participants were able to decorate trendy
sunglasses with charms and their name. We have enjoyed seeing the children
come back in the library wearing their new sunglasses.
An adult activity that stood out during June was "Butterfly Canvas". This was a Cricut workshop in
which participants created images from paper butterflies that we cut on our Cricut machine. This
resulted in a beautiful 3D effect! Our patrons enjoyed this activity and the opportunity to let their
creativity shine.
We held two painting classes here at the Brosville/ Cascade branch this month. Each one was guided
step by step and resulted in wonderful artwork by our patrons. They learned different painting
techniques while sharing laughs and making memories.
As a part of our Summer Reading Program, we continued expanding our
outreach. Library assistant Tammy Martin began offering an adult outreach
program called `Bingocize". Participants play rounds of bingo while
completing exercises geared toward mobility! In addition to our weekly story
time outreach programs, we also began offering a children's crafting
program at a local childcare facility. The daycares have expressed how much
their children benefit from the weekly library services.
On the topic of outreach, we also hosted a special story time this month! The
partnered with the Bookmobile to provide a story time and tour for our patrons. Our goal was to create
excitement around the Bookmobile. Patrons thoroughly enjoyed learning the history of the Bookmobile
and getting a special tour of their collection!
Partnerships did not end there at the Brosville/ Cascade Branch! In collaboration with Gretna Youth
Services Specialist Cammie Johnson, we have successfully completed an ongoing 3D printing project.
We were able to use our 3D printer to print bracelet looms (a popular tool used in the making of
bracelets). These 3D printed looms will be available to all branches as needed.
Our summer reading participants have read over 50,000 minutes and 400 books in the month of June.
With such a fun filled month coming to an end, we are excited to see what July will bring!
Chatham: From Branch Manager, Beth
Marsh
June Recap & July Preview (2025)
June was a vibrant and energetic month at
the Chatham Library, with 46 programs
offered and a total attendance of 1,026. The
kickoff to Summer Reading began with a
strong start at our Summer Reading
Launch Party, where 38 attendees enjoyed
games, activities, and more to get into the
summer spirit. June's programming
featured a mix of educational, creative, and
recreational opportunities across all age
groups. For children and families, programs
like Rock Painting, Bubble
Bonanza, Mini Golf in the Library, Lego
Club, and Outdoor Storytime +
Games were popular. Our Mad Science
Mondays introduced fun experiments like
the Paint Explosion, Lava Lamp
Lab, Kinetic Sand, and Color in Motion,
which engaged school -aged children in
hands-on STEM learning.
Adults continued to enjoy regular programs such
as Bingocize, Bridge, and Book Club, while our general
interest programs like Friday Paws, It's Showtime!
Movie Fridays, and Book Bingo welcomed participants
of all ages. Passive activities, including Paint -by -
Sticker, Coloring Pages, and a Scavenger Hunt,
provided additional engagement throughout the month.
Legal Aid visits and offsite book reviews ensured
continued community outreach, and a whopping 99
people took a guess at the Guessing Jar.
Looking ahead to July, the momentum continues with
another full calendar of interactive events for all ages.
Families can enjoy Family Storytime +
Crafts, Outdoor Storytime + Painting, and Preschool Dance Party, while older kids will get messy
and creative during Mad Science Mondays with programs like Frozen Fizzies, The Slime Lab, Color
Changing Play Dough, and S'mores in the Sun. Other featured highlights include Sunprint
Studio, Swirl + Splat Pendulum Painting, Tiny Seashell Painting, and the artistic Colorblast
Watercolor Art.
Teens can look forward to programs just for them like Bad Art + Boba Tea, and all -ages offerings such
as Lego Club, Color Connection, and Spaghetti STEM Showdown will keep our young engineers and
builders busy. Adults will enjoy regular programming as well as unique events like the Golden Girls
Trivia Bingo, complete with cheesecake. We'll close out the season with Ice Creampalooza, a sweet
celebration of summer reading success. With activities spanning from educational science to creative
crafts and social engagement, July is set to be just as fun, colorful, and community -centered as June.
• History Center: The History Center is still busy with local history and genealogy questions. The
monthly book reviews, through the Chatham branch have continued to be popular.
We have allotted $2,000 yearly in state aid funds to digitize older local newspaper on microfilm. In FY
24/25, we were able to digitize about 10 rolls of microfilm: Star Tribune (1930s-1960s).
https://icplib.ory/research-and-learn/research/
We are planning to digitize around 10 rolls per year until all of the local newspapers on microfilm are
digitized. There are approximately 63 total rolls of local newspapers on microfilm.
Mt. Hermon: From Branch Manager, Tim Rogers June 2025
The Summer Reading Program (SRP) is in full swing at the Mt Hermon Library. We are experiencing high
participation numbers and glowing comments from our patrons.
The bulk of the SRP this year were designed by out Youth Services Coordinator, Sharon Jamison and she has
apparently be able to key on the interest of youth of all ages, and parents too.
We started the summer with window art where kids and parents used water soluble paints to paint our
windows with the summer theme of Color Our World. Beginning that same day, June 2, we offered the first of
two Mini Canvas Art Sessions where kids painted a
summer theme on 44 canvas. These were placed on
display to be voted on by patrons. The winner was
selected July 1.
Sharon broke her early literacy story times into two
separated groups which turned out to be a great
decision as she saw thirty plus kids weekly! These were
offered every Wednesday and Thursday at 10:30am.
Although all our programs were actively attended,
(Friendship Bracelet, Book Tote, Messtival, Kid's Garden
Club, Book Journal, Zentangle Art, Gem Magnets Paws
and Read) the big hits drawing large numbers and
expressions of praise from patrons where the Stuffed
Animal Sleepover and the Artist Sessions. The Stuffed
Animal Sleepover involved kids bringing in their favorite
stuffed animal to spend the night in the library. When
the kids left Sharon posed them throughout the library, reading, playing on the computer and various
shenanigans. These were all photographic and Sharon created a storybook featuring the animals. These
storybooks were given to the children as they picked up their animals along with a book suggestion that their
animal's favorite. Needless to say, all those books were checked out.
The Artist Sessions were each Wednesday at 2pm. Each class talked about a famous artist with examples of
their art. The kids were then encouraged to paint or sculp in the style of the artist. This was highly successful and
parents commented the novelty of the program.
Also, this month the Friends of The Library graciously purchased a new patio table
and chair set for the patio. If that were not enough the Friends also agreed to give
$2500 for the renovation of the planters in the front of the library. Using Al skills
from our Senior Planet program we were able to load photos of the front of the
library and have Al generate suggest landscapes. After the staff picked their favorite
we contacted Ryan Anderson a Mt Hermon area landscaper who is now in the
process of making our dream and reality.
As great as June has been, there has been one sad
note as Earline Grant our long standing, and
incredible part-time person decided it was time to retire. She will be sorely
missed by staff and patrons alike. Although part-time, Earline designed and
facilitated many programs for youth and adults. The seasonal decorations that
our patrons have come to enjoy were by and large the work of Earline. As a
parting gift to us, Earline became the first person to use our Passport service to
apply for her passport.
Due to Earline leaving the library will be on reduced hours until a replacement
is selected. The hours will be Monday— Friday 9am-5pm with no evening or
Saturday services.
July is shaping up to be big as well and advance planning for the fall is well
underway.
• Gretna: from Branch Manager Adrian Badgett
The Gretna staff had an eventful and productive month in June, marked by community involvement,
valuable support from summer interns, and successful programs that continue to engage patrons.
Below are some key highlights:
• Juneteenth Event Participation: On Sunday, June 15th, the
library participated in a local Juneteenth event at Sharswood
Manor. We set up a booth to educate the community about the
significance of Juneteenth, promote library card registration,
and distribute bookmarks, fans, and other materials
showcasing the library's resources. Additionally, we hosted a
raffle for a Juneteenth-themed lunch tote and tumbler, with
Estella Ham from Java, VA as the lucky winner. The event
was unfortunately cut short due to a severe thunderstorm.
• Internship Program: This month, we welcomed two
summer intems through the IGNITE Summer Internship
Program: one from Gretna High School and one from Tunstall
High School. These interns have been assisting with the
library's operations, including weekly summer reading craft
programs and the relabeling of easy books. They have proven
to be a tremendous asset to our team this summer.
• Summer Reading Challenge: The Summer Reading
Challenge is in full swing, with 48 active participants
currently enrolled. Collectively, they've read over 30,000
minutes and redeemed 190 prizes. The weekly craft program has
also been very popular, with around 15 children attending each
session. The "Art Like" series continues to engage a consistent
group of young artists, and the Pre-K Skill Builders program has
been a success, helping families prepare young children for
school through activities focused on colors, numbers, and fine
motor skills. Although the outdoor movie night was rained out, it
was successfully moved indoors, where families enjoyed popcorn
and the film. Family Storytime featured scarf songs and stories
about creativity, while an afternoon Bingo event had children
playing for prizes.
• Additional Programs & Activities: June was filled with
various engaging activities, including the distribution of 125
Summer Vacation word searches at the front desk, which patrons
could take while checking out. Bingo for Books welcomed
thirteen new attendees, while the Cricut machine has been an
invaluable tool for creating decorations and crafts for the library.
The staff has thoroughly enjoyed learning how to use it.
• Student Account Updates: Jeanette reviewed and updated the student accounts, adding a note to
each one that reads "LIMITED TO FIVE ITEMS." She also checked whether parents had accounts
and, where applicable, linked them as the responsible party, ensuring address and phone number
consistency. In total, 392 student accounts were reviewed.
• Ongoing Collection Maintenance: The team has been busy keeping the library collection fresh
and appealing to patrons. As part of this effort, we've been weeding juvenile non-fiction books and
removing any items that were damaged, dirty, or had not been checked out since 2019.
• Needlework Group: Our Needlework Group saw three new attendees this month, including a pre -
teen who is just beginning to learn crochet. It's been wonderful to see the group grow and encourage
new skills within the community.
We continue to actively promote Summer Reading sign-ups, the Mini Art Canvas Contest, and other
engaging programs to our patrons. The Mini Art Canvas Contest was particularly well -received, with
nearly 40 participants across all age groups.
June was a busy month full of enriching activities, and we look forward to carrying this momentum
forward throughout the summer.
Acquisitions policy for History Resource Center
Acquisitions Policy for the Pittsylvania County History Research Center &
Library
History Research Center and Library Mission Statement
The mission of the Pittsylvania County History Research Center and Library ["The Center"] is to
preserve the history of Pittsylvania County and that of the towns and communities in the region.
The Center will develop and maintain collections for future generations by using accepted
preservation methods, and provide access to the collections under safe and secure conditions.
The Center will work in conjunction with other local history entities to educate the public on the
holdings of the collection and on the history of the County and the region.
Scope of the History Research Center and Library Collection
The focus of the collection will include items and materials about the history and culture of
Pittsylvania County and the geographic areas served by the Pittsylvania County Public Library
System within their historical context. These shall encompass especially the area, its families,
railroad history, and veterans' history.
Collecting Policy
The Pittsylvania History Resource Center seeks and will consider additions to the collections that
further the History Center's purpose of acquiring, arranging, cataloging, preserving, exhibiting,
maintaining, and storing items (for purposes of this policy, the word "items" will include
documentary materials and museum objects) of lasting value concerning Pittsylvania County
history and culture. This includes items made in, used in, or materials that reflect present day or
historic Pittsylvania County. Items concerning or associated with, though not made or used in
Pittsylvania County may be eligible for inclusion in the Center's collection.
Items specifically donated to the Pittsylvania Historical Society will belong to them; items
donated to the Center will belong to the Pittsylvania County Public Library.
Decisions to accept items for the Center will be made by the Collections Committee, composed
of the Library Director, the staff of the Center, and members appointed by the Library Director.
The Committee shall have no more than six members. In the case of books and other library
materials, the decision will be made as part of the library's regular decision -making process for
these items.
Categories of Collections
The Pittsylvania History Resource Center maintains two categories of collections:
Permanent collections: Only collections relating directly to the Center's stated purpose, subject
to the concerns and protections and collections care regulated by policy and law shall be
designated as permanent collections. Designation of permanent collection status denotes the
intent to thoroughly document, protect, and preserve the item for future generations. Public
access to the permanent collection is primarily through exhibits, programs, or research.
Acquisitions policy for History Resource Center
Educational collections: Items are recommended for the educational collections by the
collections committee. These items include accessioned materials transferred from the
permanent collection, artifact reproductions, and items purchased for the expressed interest of
inclusion in the educational collection. Educational collections are maintained in order to
support the research and educational functions of the Center and do not become part of the
permanent collections. These items may be utilized with minimal supervision but must still be
maintained with appropriate recordkeeping. Two subcategories are study and demonstration
collections.
a. Study collection: The study collection is of significant interest for
genealogical research, in accordance with the stated purpose of the Center.
b. Demonstration `prop" collection: Items in this collection are inauthentic
support material that is clearly distinguishable from an authentic item and are
considered expendable. They typically are contemporary in nature or a
contemporary reproduction of an authentic item. These items may be used
and handled by patrons in the interpretive programs of the Center.
Criteria for Acquisitions: Collections Parameters: General
Items may be acquired by the Center through donation, bequest, exchange, or, rarely, purchase
provided they meet one or more of the criteria listed below. Acquisition of an item that does not
meet the following criteria but that presents an exceptional opportunity for the Center is subject
to approval of the collections committee.
No materials or objects shall be willfully accepted or acquired when known to have been
illegally collected contrary to state and/or federal law, regulations, treaty and/or conventions.
Item(s) must be relevant to, and consistent with, the stated purposes and activities of the Center.
1. The Center will accept or acquire only those items for which it can provide storage,
protection, and preservation. In the interest of preservation, the Center rotates items on
exhibition. For this reason, no acquisition shall be considered with any stipulation of
exhibition, unless determined otherwise by the Collections Committee.
2. Item(s) will have permanency in the collection as long as they retain their physical
integrity, their identity, their authenticity, and/or as long as they remain useful for the
purposes of the Center. Items that do not retain such attributes may be removed from the
collection in accordance with the deaccession policy.
3. The Center will only accept or acquire items after all moral, legal, and ethical
implications of the acquisition have been considered. Valid and legal title must be
established and transferred to the Center. In doubtful cases, the Center may request the
assistance of legal counsel.
4. All donations to the Historical Center are considered outright, unconditional gifts to the
people of the Pittsylvania County region, unless determined otherwise by the Collections
Committee at the time of accessioning.
5. Items must be transferred to the Center with secure copyright, patent, and/or trademark
rights in order to have full use of the acquisition, in accordance with existing copyright
law.
Acquisitions policy for History Resource Center
6. Items will not be acquired if they are encumbered with conditions, including those
relating to exhibition, by the donor, except in rare, special cases approved by the Board of
Trustees.
7. There must be no legally binding restrictions contained in the terms of the gift or
purchase.
8. The Center shall not knowingly accept items that are hazardous to people or property and
fall under any of the following hazardous categories: explosive, carcinogenic,
flammable, corrosive, teratogenic [harmful to a fetus].
9. The Center does not appraise or authenticate objects offered as donations.
10. Charitable contribution deduction for donors: Donations with a value of $500.00 or more
require that an Internal Revenue Service Form 8283 be completed. In order to trigger the
requirements, the contribution must be valued in excess of $500.00 or contributions by
the taxpayer of similar objects in the taxable year to all charities must total a value in
excess of $5000.00.
a. The taxpayer must obtain a "qualified appraisal" of the property contributed
b. An appraisal summary must be attached to the return on which such deduction
is first claimed.
c. The appraisal summary must be in such form as the Internal Revenue Service
prescribes, it must be signed by the appraiser and carry the tax identification
number of the appraiser.
d. The appraisal summary must be acknowledged by the Center in such a manner
as the IRS prescribes; (see note below) and
e. The appraiser must be a qualified appraiser.
f.
NOTE: Under Section 170 of the U.S. Code, Subsection 8(B), the Center must receive copies of
and acknowledge certain appraisal summaries donors are required to file with the IRS. The
signature on the summary appraisal solely represents acknowledgement of receipt of the items
described in the summary appraisal and in no way is to be construed as indicating the donee's
agreement with or acceptance of the amount claimed for the donated property on the appraisal
summary.
Criteria for Acquisitions: Collections Parameters: Snecific
1. Non-Pittsylvania County and region items: May be collected at the discretion of the
Collections Committee to fill a gap in an existing collection if it can be ascertained that
such an item would have been used or found in the Pittsylvania County region; and also
providing that such an item is a viable one that meets the goals of the Center. Such items
may be deaccessioned under the provisions set forth in the deaccession policy, as
appropriate Pittsylvania County items become available.
2. Museum Quality/Historic Value: Items of historic significance will be collected
regardless of aesthetic or intrinsic value. Items typical or common in their time will often
be of greater historical value in the future than a unique, one -of -a -kind item. Physical
condition and the Center's ability to care for items will be strongly considered but may
not necessarily preclude the item's acceptance into the collection if they are of
exceptional historic importance. Items of a sentimental nature or nostalgic value to the
donor should be distinguished from historically significant materials and should not be
collected unless they are also of historic value.
Acquisitions policy for History Resource Center
3. Duplication of Collections: Duplicates, items similar or identical to items held by the
Center, may be accepted if they contribute to the quality and scope of an existing
collection and/or if they may be used to supplement the Educational Collections. While
acquiring duplicates is advisable for purposes of exhibition and research, individual
unique items remain the acquisition priority for the Center. Duplicates will not be
accepted if they will constitute an excessive burden on the Center's resources, staff, or
regular collections.
4. Integrity of collections: Collections of related materials consisting of both Pittsylvania
and non-Pittsylvania regional items may be accepted upon the recommendation of the
Collections Committee. If such a collection is primarily Pittsylvania County region, it
may be accepted in its entirety into the Center's collections. If the collection as a whole is
more relevant and more valuable in its entirety to another museum, library, archive, or
public institution, it may be referred to another institution by the Director.
5. Appropriateness of provenance: Items considered for acquisition must be transferred
by the owner with clear title or by an executor with proven authority.
a. Items must not be illegally imported into the United States or illegally collected
within the United States.
b. The Center does not condone the destruction of historic sites, buildings, habitats,
districts, or objects, and will not accept items collected in a manner to cause such
destruction.
c. The Center will not accept items that are subject to repatriation under the provisions
of Native American Graves Protection and Repatriation Act of 1990.
d. The Center may request appropriate documentation of any item(s) and should be
reasonably assured that the Center can acquire valid and legal title to the item.
Commencement of Ownership
Items may be accepted by bequest, gift, museum exchange, field collection, excavation, or any
other transaction by which title to the item passes to the Center. The authority to formally accept
an item in the collections shall be limited to the Collections Committee. A temporary custody
form, which does not obligate the Center to formally accept any item, should be used until the
Collections Committee has met. Consideration of restricted gifts, short-term loans, indefinite
loans, and exchanges shall follow the guidelines set forth in the acquisition policy.
1. Gifts and bequests:
a. The Center is considered to own the item when a Deed of Gift Agreement has been
legally executed and the item physically enters the Center.
2. Exchanges:
a. Same as 1.) Gifts and Bequests.
b. Exchanges may be made only with museums, libraries, archives, or other public
institutions whose basic interests parallel those of the Center. Exchanges will not be
conducted with individuals.
3. Purchases
a. The Center is considered to own the item when it has rendered payment for the item,
subject to any conditions of delivery.
4. Abandonment
a. If a lender cannot be located or identified, the Center will be guided by the advice
and recommendations of legal counsel.
Acquisitions policy for History Resource Center
5. Field Collection:
a. Items collected in the field by staff members during Center -financed trips are the
property of the Center. Ownership commences following the conclusion of the
expedition/field trip and collections committee approval.
Acauisition Procedures:
Items brought in by a donor or vendor for acquisition consideration may be left in the custody of
the Center provided that a temporary custody form has been completed. All collections
management forms will be stored in a designated file cabinet.
Once the Collections Committee decides to accept an item, the following steps will be taken:
1. The donor/vendor will deliver the item(s) to the Center. Any other arrangements must be
made with the approval of the collections committee. If the Center must pick up the
items(s) without the presence of the donor, such arrangements will be in writing from the
donor to the Director, along with the name, address, telephone number, complete listing
of the item, and date and time of requested pick-up.
2. As the item enters the Center, or is picked up from a potential donor/vendor, a Deed of
Gift will be completed. One copy is given to the donor/vendor and one copy is placed in
the Deed of Gift file at the Center. The Center staff will not appraise the item for the
donor's purposes.
3. If the object is received in the mail, the Deed of Gift will be sent for signature to the
sender with a return envelope and instructions for return of the Deed of Gift to the
Center.
4. New acquisitions will be entered into the accessions register as soon as possible.
5. An initial condition report will be completed by the Center manager.
6. A storage location will be found for the item(s).
7. The Center staff will conduct all necessary research and compile available information.
The donor/vendor may be asked to provide information regarding the history of the
item(s).
8. New acquisitions will be processed and cataloged as soon as possible.
Deaccessioning Materials
The Center reserves the right to withdraw items from the collections that are no longer of value
concerning the history and culture of Pittsylvania County and the region. The decision to
deaccession an item or items will be made by the Collections Committee after a reappraisal
based on the guidelines of the collection development policy.
Items no longer needed by the Center may be returned to the donor or offered to other
repositories as appropriate and determined by the Collections Committee.
Approved September, 2013; re -approved with changes September 2015; approved without
change October 2016, approved without change 2018; approved with revisions 2020.
Animals in the Library Policy
Animals in the Library
The Pittsylvania County Public Library prohibits bringing a pet (a domestic animal kept for
pleasure or companionship) or animal to work or having a pet or animal in the Pittsylvania
County Public Library buildings and premises, with the exception of animals providing
medically necessary support for the benefit of individuals with disabilities (service animals) or
service animals in training as part of a service animal training program.
Exotic or wild animals are restricted from entering the Library although exceptions for special
events or programs may be granted.
Animals may never be left unattended on Library premises.
This policy applies to all patrons, employees, temporary employees and volunteers of the
Pittsylvania County Public Library.
Service Animals
In compliance with the Americans with Disabilities Act (ADA), service animals are welcome in
all areas of the library where members of the public are normally allowed to go. This policy also
applies to service animal in training.
According to the U.S. Department of Justice, Civil Rights Division, Disability Rights Section, a
service animal is an animal that is trained to do work or perform tasks for the purpose of
assisting or accommodating a disabled person's sensory, mental, or physical disability. The
task(s) performed by the service animal must be directly related to the person's disability.
Examples of work or tasks provided by a service animal include, but are not limited to, guiding
individuals with impaired vision, alerting individuals to an impending seizure or protecting
individuals during one, alerting individuals who are hearing impaired to the presence of people
or sounds, pulling a wheelchair and fetching dropped items, reminding a person with mental
illness to take prescribed medications or calming a person with Post Traumatic Stress Disorder
(PTSD) during an anxiety attack.
The provision of emotional support, well-being, or companionship do not constitute work or
meet the definition of a service animal under the ADA.
If the need is not obvious, staff may ask if an animal is a pet or a service animal, and what
task(s) the animal has been trained to perform. Users of service animals are not required to show
papers to prove a disability or certification of the service animal's status. Staff may not ask about
the owner's disability.
The owner is solely responsible for the supervision and care of the service animal and must
maintain full control of the animal at all times. Owners must keep the service animal with them
at all times.
a Service animals must be harnessed, leashed, or tethered, unless these devices interfere with the
service animal's work or the individual's disability prevents using these devices. In that case, the
individual must maintain control through voice, signal, or other effective controls.
Animals in the Library Policy
• Reasonable behavior is expected from the service animals while at the Library. Owners of
disruptive or aggressive service animals or service animals that are not housebroken may be
asked to leave the Library. If this occurs, Library staff will give the person with the disability to
opportunity to obtain Library services without having the service animal on the premises.
• Service animals are not permitted on Library chairs or other furniture. Owners are responsible
for damage caused by their service animals.
• Library patrons and staff should not pet, talk to, or otherwise distract service animals while
they are working.
• Patrons of the Library with allergies to or fear of a service animal may request assistance from
Library staff to identify a different location to do their work. Allergies and fear of animals are
not valid reasons for denying access or refusing service to people with service animals.
• Misrepresenting a pet as a service animal is a violation of the Library's Patron Code of
Conduct, and may result in suspension of library privileges.
Approved by the Board of Trustees: December 11, 2017. Submitted for review July 2020.
Book Donation Policy
Book Donation Policy
Thank you for your interest in donating books to the Friends of the Pittsylvania County Public
Library. Donated materials, like other non -cash or cash donations, are tax deductible as
charitable donations. Upon request, staff will provide you with a dated receipt for income tax
purposes, or you may download a donation form to fill out in advance, here. Staff cannot
estimate the monetary value of the books, but the receipt will indicate the total number of books
donated.
Your donated books may be added to the library collection, sold by the Friends of the Library to
support library programs and services, or given away, as determined by the Library Director. The
success of the Friends of the Library book sales is due to the generosity of community members
in donating materials, volunteering time and effort in book sorting, organizing the sales, and
purchasing the used books. All proceeds from the sales support the library.
If you have special materials such a local history or genealogy materials or local historical
artifacts, please contact the Library Director, or refer to our Acquisitions Policy for the History
Research Center and Library.
Bring your donations inside the library during open hours in boxes that can be left at the library.
Do not leave donations outside the library, in the book drops, or in trash bags or containers that
must be emptied and returned. These donations cannot be accepted. Books left outside will be
thrown away.
Please call the library in advance if you wish to bring in a large number of boxes of donated
books. The library reserves the right to decline large donations if space is not available.
We welcome:
• Hardcover and paperback books in very good condition
• Commercially published media (DVDs, CDs)
• Recent editions of magazines
We cannot accept:
• Boxes that have been moved directly from long term storage to the Library, or boxes of books
that have not been properly inspected by the donor
• Large numbers of loose books not in boxes or containers
• Books left outside the library or deposited in the library book drops
• Damaged books (broken bindings, missing pages, soiled, musty, moldy, smoke- or water -
damaged, or with excessive writing in the text)
• Magazines (bound or unbound) older than current, academic journals, sales catalogs
• Condensed books (Reader's Digest)
Book Donation Policy
• Professional journals
• Encyclopedias
• Videocassettes
• Books on Cassette
• Music CDs not in their original cases
• Non -commercially produced media
• Workbooks or study guides that are partially or wholly filled in
• Computer programs or guides
• Textbooks
Alternate Book Donation and Recycling Options:
Goodwill Industries
13701 US Highway 29 #F, Chatham VA
(434)432-8807
4044 Franklin Turnpike, Danville VA
(434)835-1340
105 Clarion Road, Altavista VA
(434) 369-1336
Salvation Army
123 Henry Street, Danville VA
(434)792-3963
Operation Paperback
www.operationpaperback.org
Vietnam Veterans of America
VVA.org/donate
1-800-775-VETS (8387)
Approved December 2017. Submitted for review July 2020.
Dress Code
Dress Code Policy
Pittsylvania County Public Library system is a public service delivery organization and expects
all employees to dress appropriately and in keeping with his or her work assignment. Public
image plays an important role in developing and maintaining support for the library. Dress that is
extremely casual could be interpreted to mean that we do not care.
To maintain the confidence and respect of the citizens of the county, each employee must
exercise good judgment and professional decision -making as he or she chooses workplace attire.
The dress code policy establishes a set of further guidelines to be used in making those decisions.
• All clothing must be in good condition without holes, excessive wear or staining from use
or design
• Employees shall be clean, well-groomed, and demonstrate acceptable personal hygiene
• No clothing with writing or language may be worn with implied or stated profanity,
advertisements or logos for alcohol, tobacco products, illegal, racial, or sexual
connotations, or political endorsements. Literary, library-themed, and Library or County
promotional T-shirts are permitted
• The following types of clothing are not acceptable in the workplace:
➢ Tank tops, halter tops, or spaghetti strap -style tops or dresses
➢ Tube tops or strapless tops or dresses
➢ Excessively short skirts, skorts, and shorts (must be fingertip length or
longer; shorts may not be worn in public service areas but may be worn on
limited occasions for outdoor programs or in non-public program/work
situations)
➢ Sweat suits, sweat pants, wind suits or track suits
➢ Headgear worn indoors (hats, caps, headphones, bandanas, etc.)
➢ Flip flops or bedroom slippers
➢ Leggings (except under skirts, shorts, or pants)
• Employees shall not wear jewelry in facial and/or tongue piercings
• Excessive or offensive (profanity, nudity, illegal acts, racial/ethnic slurs) tattoos must not
be visible
• No bare midriffs
The library director may relax this policy on specific days for a specified reason —for example,
for a training day, a theme or costume day, or a "dress down" event.
Supervisors will discuss inappropriate dress with individual staff members. If, in the judgment of
his immediate supervisor, an employee is inappropriately attired, he or she may be asked to leave
the workplace and not to return until properly attired. An employee will not be paid for the time
off the job for this purpose.
Approved by Board of Trustees April, 2012; re -approved with no changes, April, 2015; approved
with amendments, June 2017; approved with revisions September 2020.
M
Emergency Closings
Emergency Closings Policy
The Director of the library is authorized to close any library facility or the entire system
in the case of bad weather or other emergency.
When the county offices are closed all or part of a day because of bad weather, the
libraries will be closed. However, because the weather varies from one area of the
county to another, the Director will have the discretion to close any facility without
closing down the entire system, even if the county offices are open. If the Director
cannot be reached, the administrative assistant at the main library will consult with the
County Administrator's office for a decision.
When County schools are closed, delayed, or close early, the Bookmobile will not
operate.
When the decision is made to close the library after the library has opened for the day,
patrons in the library will be informed by the staff. The county administrator's office will
also be informed. When the decision is made before the library has opened for the day, a
calling tree for staff members will be activated.
When the library has closed due to inclement weather or other emergency, due dates for
materials will be adjusted to give patrons an additional day to return items.
All full-time employees will be paid for the hours they are scheduled to work on the days
the library is closed because of inclement weather or other emergencies. Per County
personnel policy, part-time staff are paid only for hours actually worked. Only full-time
employees who are scheduled to work on the days the library is closed will be eligible for
pay during unscheduled closings. If a facility closes before the work day is completed,
full-time employees who are scheduled to work will be paid for their scheduled hours.
Employees who cannot come to work because of inclement weather when their work site
is open will be required to take annual leave, compensatory time, or personal leave time.
Approved by the Board of Trustees on November 8, 2004; re -approved on November 12,
2007; changes approved December, 2010; re -approved, December, 2014; re -approved
December 2018; re -approved with revisions, September 2020
Exhibits and Displays
Exhibit & Display Policy
The Pittsylvania County Public Library system makes space available to individuals and
organizations for exhibits and displays. Those interested in using exhibit or display space
may submit an application form.
Policy Statement
In keeping with its mission to meet the educational and recreational needs of the
community and its role as a community cultural center, the Pittsylvania County Public
Library makes library exhibit and display spaces available without charge to community
groups, organizations, and individuals. The Library presents exhibits and displays of
paintings, photography, sculpture and other art works, as well as documents, artifacts and
other ephemera, with the purpose of providing educational and cultural enrichment and
lifelong learning, promoting library resources, and reaching out to the community.
Definitions
Exhibits: Exhibits generally include paintings, photography, sculpture and other art
works, presented using the Library's meeting room areas or display cases.
Displays: Displays generally include documents, photographs, artifacts, and ephemera.
Reeulations
Content of Exhibits/Displays
• Exhibits and displays must be of an educational, cultural or civic nature.
• Exhibit/display space will be granted to qualified individuals or groups, with
preference given to Pittsylvania County residents and organizations, regardless of their
beliefs or affiliations, provided the content of the exhibit/display is within the broad
standards of community acceptability and is appropriate for all age groups, including
children.
• Exhibits and displays may not be 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 or displays on these
subjects are allowed.
• The Library reserves the right to refuse or remove any material judged unsuitable or to
rescind an exhibit/display for violation of this policy.
• In presenting exhibits and displays, the Library does not imply endorsement of the
beliefs or viewpoints of their subject matter. The Library endeavors to present a broad
spectrum of opinions and a variety of viewpoints.
Exhibits and Displays
Selection & Scheduling of Exhibits/Displays
The Library Director, in consultation with the Library Exhibit Committee, shall have the
authority to consider requests and to grant permission to set up exhibits and displays. The
Committee, composed of selected Library staff, will review exhibit/display applications.
In the event of a negative decision regarding a proposed exhibit/display, the Board of
Trustees will hear an appeal for reconsideration.
• All exhibits and displays will be considered in terms of the Library's mission to provide
educational and cultural enrichment. The following will also be considered when
selecting and approving exhibits and displays:
• Suitability of subject matter and physical presentation
• Quality of the presentation
• Local or regional interest
• Space requirements
• Timeliness
• Applications for use of exhibit/display space will be considered on a first come, first
served basis and limited to four weeks per calendar year per individual, group or
organization. The exhibit/display period is generally between four and six weeks. The
Library reserves the right to determine the schedule of exhibits/displays, including the
length and location of exhibits/displays.
• Use of exhibit and display spaces for Library purposes takes precedence over other
uses. If the Library finds it must use its space for its own purposes even though a non -
Library exhibit/display has been previously scheduled, the Library will make every effort
to schedule an alternate time for the exhibit/display. Potential exhibitors assume the risk
that the Library may need to preempt an exhibit/display for its own purposes.
• Exhibitors must also realize that the meeting room is a multi -purpose room and thus
display areas may be closed to the public during scheduled meetings in these rooms.
Installation of Exhibits/Displays
• Exhibitors are responsible for installing and removing exhibits/displays on the dates
agreed upon by the Library and the exhibitor, and for all measures necessary for
installation and removal of exhibits/displays, including but not limited to shipping,
packaging, storage, signage, labels, framing, and any equipment/supplies needed for
same.
• Assistance will not be provided by library staff; however, the library staff will provide
access to library -owned exhibit hardware if it is available. All exhibits/displays must be
set up and removed with as little interference as possible to the daily operations of the
Library. If the Library must remove an exhibit/display because it is not removed as
scheduled by the exhibitor, the Library is not responsible for any damages. The Library
Exhibits and Displays
will not provide storage for the property of organizations or individuals displaying in the
Library.
• Exhibitors agree to be responsible for and to pay for any and all damages to Library
property including exhibit/display spaces, walls, floors, grounds, furniture and fixtures
resulting from the installation or removal of an exhibit/display.
• Exhibit photos, artworks, etc., must be framed, mounted or packaged and displayed in a
safe and attractive manner. No heavy items may be placed over doors. Any electrical
connections are to be hidden from public view as far as possible and may not be placed
so as to cause or create a safety hazard.
• Each exhibit/display must contain an informative explanation to assist the general
public in discerning the subject or purpose of the exhibit/display. This information may
be provided by explanatory labels on individual items, in poster or sign form, or be
contained within the exhibit/display itself. Exhibitors are encouraged to provide a contact
phone number as part of the exhibit/display for members of the general public who may
wish more information.
Publicity
The Library will list exhibits and displays, when possible and feasible, on its digital and
physical marketing materials. Additional publicity is the responsibility of the exhibitor
except when the exhibit/display is co -sponsored by the Library. Press releases or other
promotion of the exhibit/display shall not imply endorsement of the viewpoints put forth
in the exhibit/display.
• Video, photography, or press interviews arranged or accomplished by the exhibitor is
not allowed within the Library proper without the express advance written permission of
the Library Director.
• Exhibitors may not schedule special opening or other events without the permission of
the Library Director. All arrangements must be approved by the Library Director at least
two weeks prior to the planned event. No alcoholic beverages may be served. The event
must be open to the general public.
Other
• No admission may be charged for exhibits or displays at the Library.
• No prices may be posted on items in an exhibit/display, except by approval of the
Library Director. A price list may be placed in the exhibit/display. Transactions for the
purchase of exhibit/display items shall be directly between the purchaser and the
exhibitor. No sales may be made on the premises. No exhibit/display material which is
sold during its display in the Library may be removed before the end of the exhibition
period.
Exhibits and Displays
• The Library assumes no responsibility for the preservation, protection or possible
damage or theft of any item displayed or exhibited. All items placed in the library for
exhibit/display are so placed at the owner's risk.
• The Library Director shall have the final decision on the content and arrangement of all
exhibits/displays and reserves the right to reject any part of an exhibit/display or to
change the manner of display, subject to appeal to the Board of Trustees.
• Complaints about this Exhibit & Display Policy or about the content of a particular
exhibit/display should be addressed to the Library Director.
Application Procedure
• Applications may be made up to six months in advance and no less than one month in
advance.
• Applicants should familiarize themselves with the Library's exhibit/display spaces.
• Applicants must provide color photographs, color photocopies, prints or actual works
for review. Applicants are responsible for arranging the return of their review materials.
• Applicants must fill out and sign an application form, which includes a waiver of
liability, and be familiar with the Library's Exhibit & Display Policy.
Approved by the Board of Trustees on February 13, 2006; re -approved December 2009;
re -approved November 2012; approved with minor changes November 2015; submitted
for re -approval with minor changes November 2020
Exhibits and Displays
EXHIBIT or DISPLAY APPLICATION
Request permission to exhibit or display work at the Pittsylvania County Public Library
up to 6 months prior to but not less than 1 month prior to the exhibit dates. Review the
Library's Exhibit and Display Policy before submitting an application. Applicants must
provide color photographs, color photocopies, prints or actual works for review.
Applicants are responsible for arranging the return of their review materials. You will be
notified whether or not your application has been approved. If you have further
questions, please call the Director at 434-432-3271.
Date of Application
Individual/Organization
Address
Telephone E-mail
Previous Library exhibits [include dates and locations]
Exhibit dates requested [please include requested set-up and take -down
dates}
Description of Exhibit [include medium, theme, and number of items to be
displayed]
Waiver of Liability: I, the applicant, have read and agree to abide by the Library's
complete Exhibit and Display Policy. I understand that the Pittsylvania County
Public Library accepts no responsibility for the preservation, protection or possible
damage or theft of any item displayed or exhibited and that all items placed on
display at the library are done so at the owner's risk.
Signature
Date
Fax Machine
Policy on Use of the Fax Machine
Fax machines are available for public use but are operated by a staff member. The library uses
a third party service for faxes in order to provide higher quality fax images at reduced cost:
patron materials are scanned and emailed to the service, which transmits the material to the
receiving fax machine number provided by the patron.
Charges and Policy for Outgoing Faxes
• Service area: Staff will fax information for patrons to any phone number in the United States
• Fees: Patrons are charged $2.00 for the first 10 sheets, and an additional $2.00 for any
additional sheets. There is no reduction in the fee for transmitting fewer than 10 sheets.
• Cover sheets: The library will provide a cover sheet upon request; this page is included in
the 10 sheet count.
• Fax confirmation: Upon request, patrons are provided with a confirmation sheet at the
conclusion of a successful transmission.
Charges and Policy for Receiving Faxes
• Service: The library will accept faxes from another location for patrons.
• Fee: $2.00 for up to 10 pages, and an additional $2.00 for any additional sheets.
• Notification: Collection of the material is the responsibility of the recipient. Faxes received
for a patron are held for five days at the circulation desk. The library staff does not deliver
material nor notify patrons that their material has arrived.
Other Faxes
There is no charge to fax materials to verify the library's proctoring of an exam.
Approved by the Board of Trustees, February 2002; Revised and approved February 2005;
approved with no changes April 2008; revised and approved December 2010; revised 2014;
approved with revisions, December 2018; revised and presented for first reading September
2020.
Donation Form 10.2017
Pittsylvania County Public Library
24 Military Drive, Chatham VA 24531
(434) 432-3271
Gifts and Donations
The Pittsylvania County Public Library welcomes gifts and donations from individuals and
groups. Gifts of books and other materials are accepted in accordance with our Book Donation
Policy and the understanding that the library may make whatever use of the material it feels
appropriate. Gifts are considered for addition to the collection by the same criteria applied to
items purchased in accordance with our Collection Development Policy. Items given as gifts and
not needed in the collection will be sold by the Friends of the Library (a 501(c)3 nonprofit
organization) to benefit the library. We appreciate your support for the library.
This signed and dated form serves as your receipt for tax purposes.
Date:
Donor's Name:
Address:
Street, City, Zip Code
Staff Member Accepting Gift:
Description of donation (number and type of books, etc.):
Hardback books
Paperback books
DVDs
Other (please detail):
I accept the Pittsylvania County Public Library's policy for the acceptance of gift materials.
Donor's Signature
Friends of the Pittsylvania County Public Library is a nonprofit organization under Internal Revenue Code Section 501(c)3.
Your donation is tax deductible to the extent allowed bylaw. For yourbenefit and as required bylaw, we state that the
Friends of the Pittsylvania County Public Library did notprovide any goods or services in consideration, in whole or part,
for this contribution.
Thank you for your donation to the Pittsylvania County Public Library!
Plaques
Policy on the Placement of Plaques
The Board of Trustees may authorize the installation of plaques and other suitable
commemorative displays on any library property in recognition of a gift. This policy is
applicable to the placement of plaques in portions of buildings and the naming of those
portions after individuals. It also applies to the use of plaques to honor an individual
without intent to name the building or portion of building after the individual honored.
The style and size of such plaque shall be authorized by the building committee of the
Board.
The Board of Trustees reserves the right to relocate a plaque or marker.
Approved by Board of Trustees on November 17, 2008; approved with change,
September 2014; re -approved November 2020
9.12
Safe Child Policy
Safe Child Policy
The Pittsylvania County Public Library welcomes children and strives to provide a safe and
stimulating environment for their educational and cultural needs. The goal of the staff is to insure
that children feel safe and secure and enjoy visiting the library without interfering with other
patrons' use of library services and facilities.
The library, however, cannot be responsible for the welfare of children who are left unattended
on library property. The responsibility for the safety and behavior of children rests with
parents/caregivers. The library is not equipped —and it is not the library's role —to provide long -
or short-term child care.
Parents are reminded that numerous unexpected events may occur if their children are here
unattended. The safety of children is a serious concern. Young children left on their own often
become frightened or anxious. It is with these facts in mind that we institute the following
policy:
1. Children through age eight shall be accompanied by a responsible caregiver who is at
least sixteen years of age, who will remain in the building within eyesight of the child,
and who will maintain responsibility for the child.
2. While it is always preferable to have a parent present, children ages nine and older may
use the library independently provided they follow the library's policies set for all
patrons. Parents remain responsible for the actions of their minor children.
3. Additionally, the library advises parents/guardians/caregivers to accompany children of
any age who have emotional, mental, or physical problems that render supervision
necessary. The library staff will assist and accommodate those with special needs as
much as it is able, but library staff cannot assist them to the degree that those familiar
with their needs are able to do.
If a staff member finds an unattended child, the following steps will be taken:
• The staff member will determine if the parent is on library property. If so, the staff
member and child will attempt to locate the parent.
• If the parent is not on library property, the staff member will attempt to contact the parent
at home or work using the information provided by the child, the patron database, or the
telephone directory. If contacted, the parent will be told that their child must be picked
up immediately.
• If the parent cannot be located, or if a contacted parent has not picked up their child
within thirty minutes of being called, the staff member will call law enforcement
personnel.
• Under no circumstances will a staff member ever take a child off library property or give
a child a ride home.
• The library in no way assumes any responsibility for any child left unattended on library
property. Staff members will use their judgment when dealing with unattended children.
Safe Child Policy
If children are found without an adult at closing time, staff will attempt to locate the parent or
adult caregiver. If the parent or caregiver cannot be located on library property or at home
within twenty minutes of the first attempt, law enforcement personnel will be contacted to pick
up the child. Library staff members will stay with the child after closing until law enforcement
personnel arrive.
Library staff will maintain a record of incidents regarding unattended children. Repeated
incidents may lead to restricted or suspended library access. Parents/caregivers will be notified
should restriction/suspension be invoked.
Approved by the Board of Trustees on June 9, 2008; changes approved on April 11, 2011; re-
approved, April, 2015; re -approved, June 2019; submitted for first reading with minor changes,
November 2020
June2025
PITTSYLVANIA COUNTY LIBRARY SYSTEM OPERATIONS REPORTS
System Wide Statistics
24-25 YTD
23-24 YTD
% Diff
Circulation
548,701
540,295
1.6%
Patron Visits
108,741
111,373
-2.4%
Library Program Attendance
23,088
19,250
19.9%
Internet (Computer use and Wireless)
364,207
328,675
10.8%
User Statistics
Chatham
Jun-25
Jun-24
% Diff
New Members
26
24
8.3%
Patron Visits
3,684
3,503
5.2%
Library program attendance
1,026
385
166.5%
Bookmobile
Jun-25
Jun-24
% Diff
New Members
6
3
100.0%
Patron Visits
159
128
24.2%
Library program attendance
1 61
11
454.5%
Gretna
Jun-25
Jun-24
% Diff
New Members
6
25
-76.0%
Patron Visits
2,089
2,208
-5.4%
Library program attendance
959
738
29.9%
Brosville/Cascade
Jun-25
I Jun-24
% Diff
New Members
12
10
20.0%
Patron Visits
1,520
1,584
-4.00/.
Library program attendance
558
356
56.7%
Mt Hermon
Jun-25
Jun-24
% Diff
New Members
35
31
12.9%
Patron Visits
3,285
2,665
23.3%
Library program attendance
891
491
81.5%
History Center
Jun-25
Jun-24
%Diff
Patron Visits
273
268
1.9%
Cyber Library
Jun-25
Jun-24
% Diff
Magzter
4
4
0.0%
Hoopla (new members)
21
27
-22.2%
24.25 YTD
1 23-24 YTD
% Diff
209
235
-11.1 %
34,067
38,191
-10.8%
6,283
7,459
-15.8%
24-25 YTD
23.24 YTD
% Diff
23
31
-25.8%
3,978
4,336
-8.3%
980
140
600.0%
24.25 YTD
23-24 YTD
% Diff
310
678
-54.3%
23,368
18,708
24.9%
7,466
4,268
74.9%
24.25 YTD
23.24 YTD
%Diff
94
132
-28.8%
12,698
15,581
-18.5%
2,843
1,741
63.3%
24.25 YTD
23.24 YTD
% Diff
327
362
-9.7%
31,977
31,495
1.5%
6.496
5,782
12.3%
24.25 YTD 23-24 YTD %Diff
2,653 3,062 13.4%
24.25 YTD
23.24 YTD
% Diff
47
36
30.6%
284
259
9.7%
Circulation Statistics
Chatham
Jun-25
I Jun-24
% Diff
Books (print)
3,534
2,723
29.8%
Audio Books
206
167
23.4%
Video Media
847
948
-10.7%
Internet Total hrs
229
163
40.5%
Total
4,816
4,001
20.4%
Bookmobile
Jun-25
Jun-24
% Diff
Books (print)
1,068
851
25.5%
Audio Books
37
3
1133.3%
Video Media
116
86
34.9%
Total
1,221
940
29.9%
Gretna
Jun-25
I Jun-24
% Diff
Books (print)
2,478
2,782
-10.9%
Audio Books
62
98
-36.7%
Video Media
435
414
5.1%
Internet Total hrs
205
186
10.2%
Total
3,180
3,480
-8.6%
Brosville/Cascade
Jun-25
I Jun-24
% Diff
Books print
1,657
1,495
10.8%
Audio Books
140
24
483.3%
Video Media
148
208
-28.8%
Internet Total hrs
165
105
57.1%
Total
2,110
1,832
15.2%
Mt Hermon
Jun-25
I Jun-24
% Diff
Books print
3,285
2,570
27.8%
Audio Books
107
120
-10.8%
Video Media
392
449
-12.7%
Internet Total hrs
200
148
35.1%
Total
3,984
3,287
21.2%
Cybrary
Jun-25
I Jun-24
% Diff
Hoopla (checkouts)
1,665
1,492
11.6%
Ma zter
91
214
-57.5%
Geneaology
494
1,157
-57.3%
Wireless
31,822
27,017
17.8%
Total
34,072
29,880
14.0%
24.25 YTD
23-24 YTD
% Diff
34,513
37,477
-7.9%
2,213
2,771
-20.1%
10,252
14,075
-27.2%
2,459
3,186
-22.8%
49,437
572509
-14.0%
24.25 YTD
I 23-24 YTD
% Diff
16,059
20,467
-21.5%
507
506
0.2%
982
1145
-14.2%
17,548
22,118
.20.7%
24-25 YTD
1 23.24 YTD
% Diff
25,824
19,963
29.4%
1,045
605
72.7%
5,218
4,734
10.2%
2,323
1,623
43.1 %
34,410
26,925
27.8%
24.25 YTD
1 23-24 YTD
% Diff
12,845
15,277
-15.9%
616
253
143.5%
1,409
2,672
-47.3%
1,294
1,517
-14.7%
16,164
19,719
-18.0%
24.25 YTD
1 23-24 YTD
% Diff
33,290
37,017
-10.1%
1,010
1,252
-19.3%
4,948
6,259
-20.9%
2,573
1,904
35.1%
41,821
46,432
-9.9%
24.25 YTD
1 23.24 YTD
% Diff
19,597
16,428
19.3%
2,809
1,638
71.5%
11,357
29,081
-60.9%
355,558
320,445
11.0%
389,321
367,592
5.9%
YTD Report Internet Totals: 32621
Acquisitions
Items added to the collection
Jun-25
305
Items removed from collection
Jun-25
2,388
System Virtual Statistics
Website Statistics
Jun-25
Jun-24
% Diff
24-25 YTD
PCPLIB.ORG Views
5011
5329
-6.0%
1 18186
Mobile App
Jun-25
Jun-24
I % Diff
24-25 YTD
New Users
10
22
-55%
93
Total Views
660
450
47%
2669
�i
a
4,816
3,984
3,287
Me
3,180
1,832
2,110
a1
1,221
c
0
E
m
x
a
0
Q
L
m
u
0
a
0
E
0
O
0
m
E
268i
273
2,665
3,285
1,584
1,520
2,208
2,089
128
159
3,503
3,684
c
0
E
a
x
a
n
0
m`
m
c
u.
v
LINE ITEM NO
"LOCAL FUNDS"
1004-073100-1022
100-4-073100-1100
100-4-073100-1300
1004-073100-2100
100-4-073100-2210
100-4-073100-2300
100-4-073100-2301
1004-073100-2400
100-4-073100-2600
100-4-073100-2700
100-4-073100-2800
100-4-073100-3161
100-4-073100-3171
100-4-073100-3172
100-4-073100-3310
100-4-073100-3600
100-4-073100-5110
100-4-073100-5120
100-4-073100-5130
1004-073100-5210
100-4-073100-5230
100-4-073100-5240
100-4-073100-5302
100-4-073100-5305
1004-073100-5500
100-4-073100-5540
100-4-073100-5840
100-4-073100-6001
100-4-073100-6003
100-4-073100-6005
100-4-073100-600510
100-4-073100-6007
1004-073100-6008
100-4-073100-6012
100-4-073100-6012
100-4-073100-6021
100-4-073100-6028
100-4-073100-6030
100-4-073100-6031
GENERAL LEDGER BALANCES
June 2025
LAST MONTH
DESCRIPTION BALANCE
Director -Salary
F/T Salaries
P/T Salaries
FICA
VRS
Group Health Insuranc
Dental
VRS Life Insurance
Unemployment Insurat
Work Comp Insurance
LT Disability Insurance
Consultant -Data Proce
Emp Contract -General
Emp Contract -Janitor
Repair & Maint-Office
Advertising
Electricity
Heating Fuels
Water & Sewer
Postage
Telephone
Internet Service
Fire Insurance
Motor Vehicle Insuranc
Travel
Training & Education
Awards & Certificates
Office Supplies
Furniture & Fixtures
Janitorial Supplies
Rental/Copier Lease
Building & Maintenanc
Fuels -Vehicle
Books & Subscriptions
Summer Reading Supl
Computer Supplies
Petty Cash Fund
Service Costs -Parts
Service Costs -Labor
13,117.49
23,165.41
17,182.12
2,263.88
(438.04)
2,000.00
(990.34)
0.00
0.00
(12,810.00)
(4,911.36)
157.62
17,042.52
(1,674.34)
1,695.95
1,074.50
(6,610.47)
(825.88)
7,000.00
3,500.00
(1,266.03)
(698.53)
(1,962.60)
12,181.65
(12, 084.33)
(7,773.26)
(221.44)
105,968.71
3,716.52
(939.00)
36.12
10,996.52
0.00
937.03
0.00
0.00
0.00
0.00
26,578.46
THIS MONTH MONTH
MONTH RECEIVE TRANSFER
PAID DIN S
0.00
0.00
0.00
000
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
6,660.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
268.20
0.00
0.00
0.00
867.30
0.00
0.00
0.00
0.00
0.00
14.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
ACTUAL
BALANCE
13,117.49
23,165.41
17,182.12
2,263.88
(438.04)
2,000.00
(990, 34)
0.00
0.00
(12,810.00)
(4,911.36)
(6,502.38)
17,042.52
(1,674.34)
1,695.95
1,074.50
(6,610.47)
(1,094.08)
7,000.00
2,632.70
(1,266.03)
(698.53)
(1,976.60)
12,181.65
(12,084.33)
(7,773.26)
(221.44)
105,968.71
3,716.52
36.12
10,996.52
0.00
937.03
0.00
0.00
0.00
0.00
26, 578.46
100-4-073100-8102
100-4-073100-8105
100-4-073100-8192
100-4-073100-8216
LINE ITEM NO
LOCAL -REVENUE**
265-4-150212
Telephone Account
265-3-189903
265-4-410501
FUNDS**
1
250-4-073300-6012
250-4-073300-6021
250-4-073300-8102
250-4-073300-8105
250-4-073300-8107
**GIFT FUND**
265-4-073310-6012
Furniture & Fixtures
287,143.81
0.00
Cap Outlay- Vehicle
0.00
0.00
Cap Outlay -Computer
0.00
0.00
Property Improvement
0.00
0.00
482,552.69
7,809.50
GENERAL LEDGER BALANCES
June 2025
LAST MONTH
DESCRIPTION BALANCE
Copier Fee Revenue
Fax Monies Collected
Gifts/Donations/etc
Unappropriated
Director -Salary
Consultant -Data PfoCE
Service Contract -Office
Office Supplies
Furniture & Fixtures
Books & Subscriptions
Computer Supplies
Cap Outlay -Furniture 5
Cap Outlay -Vehicle
Cap Outlay -Computer
Memorial Books Expei
**COPY MACHINE FUND**
265-4-073320-3310
Repair & Maint-Off Eqt
265-4-073320-3320
Service Contract -Off E
265-4-073320-6001
Office Supplies
265-4-073320-6003
Furniture & Fixtures
265-4-073320-8102
Capital Furniture & Fix
0.00
0.00
0.00
0.00
0.00
15,875.64
(17,79621)
7,600.05
20,096.01
26,000.00
9,261.94
68,904.19
0.00
0.00
0.00
129,941.62
THIS
MONTH
PAID
INCOME
0.00
0.00
0.00
0.00
0.00
861.35
26, 042.88
0.00
0.00
0.00
0.00
30, 871.13
0.00
0.00
0.00
57,775.36
0.00
0.00
0.00
0.00
0.00
0.00
20,000.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
20,000.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
THIS
MONTH
TRANSFER
S
n/a
n/a
n/a
n/a
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
287,143.81
0.00
0.00
0.00
474,743.19
ACTUAL
BALANCE
0.00
0.00
0.00
0.00
0.00
15,014.29
(43 839 09
7,600.05
20,096.01
26, 000.00
9,261.94
38,033.06
0.00
0.00
0.00
72,166.26
0.00 0.00
0.00 0.00
0.00
0.00
0.00
20,000.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
20,000.00