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Lebanon-Laclede County Library

Library Operating Policy

LEBANON-LACLEDE COUNTY LIBRARY 

OPERATING POLICIES 

 

Table of Contents 

 

A. Organizational Statements 

B. Legal Disclaimer 

C. Holidays 

D. Hours of Operation 

E. Emergency Library Closings 

F. Library Bill of Rights 

G. Internet 

H. Confidentiality of Patron Records 

I. Children’s Library Card Usage 

J. Unattended/ Abandoned Minors 

K. Patron Behavior 

L. Public Meeting Room Usage 

M. Displays and Exhibits 

N. Public Library-School Library Relationships 

O. Materials Selection 

P. Patron Request for Reconsideration of Library Material 

Q. Gifts and Special Collections 

R. Investment 

S. Purchasing 

T. Sale of Materials 

 

A. Organizational Statements 

 

1. Vision 

We intend to provide an environment where lifelong habits of learning, self-improvement, and self-expression are encouraged, and where patrons can meet their educational, informational, and recreational needs. To also provide the materials and information to improve the knowledge, understanding, and wisdom for all who make contact with us, especially the patrons of the Lebanon-Laclede County Library area. 

 

2. Mission 

We seek to provide the information and materials to inform, educate, inspire, and entertain. Also to reach out to the general public to make them aware of all the Library offers. And to provide the training to staff to improve their abilities to provide these services. 

 

3. Purpose 

The Library system is community-focused and committed to providing public access for patrons to informational materials regardless of format with friendly, competent, accurate, and expeditious service. 

The Library's essential services include a highly trained and dedicated staff, a wide array of library programs, a broad range of reference assistance a balance of print and technological resources, and a museum. 

We seek to make the best use of the funds provided by tax payers, general contributions, and the fund raising efforts to the Friends of the Library and the Library Foundation. 

 

B. Legal Disclaimer 

The policies and procedures written by the Library cannot supersede the Laws of the United States of America or the State of Missouri. For example, although we may not want someone to record video or photographs inside or outside this property, it is a Constitutional right and there is no expectation of privacy in public. 

 

C. Holidays 

The Library is closed on the following holidays: 

New Year’s Eve 

New Year’s Day 

Martin Luther King, Jr. Day 

Presidents Day 

Memorial Day 

Juneteenth 

Independence Day 

Labor Day 

Veterans Day 

Thanksgiving Day 

Friday following Thanksgiving Day 

Christmas Eve 

Christmas Day 

 

Each year at the November Library Board meeting the Library holiday calendar will be approved and posted on the bulletin boards and Internet. 

 

D. Hours of Operation 

The Library is open the following hours: 

Monday 8:00 a.m. – 8:00 p.m. 

Tuesday 8:00 a.m. – 8:00 p.m. 

Wednesday 8:00 a.m. – 8:00 p.m. 

Thursday 8:00 a.m. – 8:00 p.m. 

Friday 8:00 a.m. – 5:00 p.m. 

Saturday 10:00 a.m. – 4:00 p.m. 

 

E. Emergency Library Closings 

The Library Director will be responsible for making the decision to close or postpone the opening of the Library when an emergency arises. The Circulation Manager will make the decision in the event that the Library Director is not available. The public will be notified via social media. 

 

F. Library Bill of Rights 

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. 

  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community which the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation. 

  1. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval. 

  1. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. 

  1. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. 

  1. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views. 

  1. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. 

 

G. Internet 

The Lebanon-Laclede County Library provides public access computers to the Internet. These computers are intended primarily for specific research and informational purposes. Email, surfing the ‘net, and other such functions are secondary to this purpose, and patrons engaged in these functions may be asked to terminate their session if it becomes necessary. In order to ensure the Library’s policies are adhered to, our system is monitored. Adherence to Library acceptable use is required. Violations will result in the loss of computer/library privileges at the Lebanon-Laclede County Library. 

All persons, including minors, using the public access terminals must have a valid library card. The right to use a library includes free access to and acceptable use of all the services, materials, and facilities the library has to offer. Parents or guardians, not the Library or its staff, are responsible for the Internet information accessed by their children. Parents are advised to monitor their children’s use of the Internet (see Unattended Minors policy). 

Short-term (less than a month) or out-of-town visitors must supply a valid driver's license or acceptable photo identification and pay a $2.00 fee for up to three hours’ internet access. This fee may be waived at staff discretion (i.e., for veterans, job applications, etc.). 

The Internet is an unmoderated medium. The Library staff do not control or censor the material which is available to the user. A patron doing research on the Internet needs to be aware that information may be dated, incomplete, or inaccurate. Individuals should check the source of information carefully. Users of our computers do so with an understanding that they may find some websites objectionable. 

Unacceptable behavior or illegal acts involving Library resources may be subject to loss of Library privileges and prosecution by local, state, or federal officials. 

Library staff members are available to troubleshoot basic problems, but are generally not available for one-on-one technology instruction and cannot give in-depth instruction on the use of the computers, software, or the internet. Library staff are not responsible for conducting research or finding information on the internet on the patron’s behalf. 

 

H. Confidentiality of Patron Records 

Agreeing in spirit with the U.S. Privacy Act of 1974 and the Policy on the Confidentiality of Library Records adopted by the Council of the American Library Association, January 20, 1971, and affirming the belief that people have the right to be secure against unreasonable or unwarranted invasions of privacy, it is the policy of the Lebanon-Laclede County Library to regard as confidential its registration, circulation, and other records associated with the names of Library users with the borrowing of specific materials or other specific uses of the Library. 

All librarians and library employees are advised that such records are not to be made available to any other private individual or group, or to any agency of federal, state, or local government, except pursuant to such process, order, or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory powers. 

Also be advised that upon receipt of such process, order, or subpoena, the Library’s Board of Trustees will consult with counsel for the Lebanon-Laclede County Library to determine if such process, order, or subpoena is in proper form, and if there is a showing of good cause for its issuance. If the process, order, or subpoena is not in proper form, or if good cause has not been shown, the Library Board of Directors will insist that such defects be cured. 

 

I. Children’s Library Card Usage 

Out of respect to children and their parents, the Library has issued this policy as a guideline for a child’s library card usage. The parents or guardians are responsible for their child’s library card usage and any fees or fines associated with it. 

Decisions about what materials are suitable for children should be made by the people who know them best–their parents or guardians. 

Like adults, children have the right to seek and receive the information that they choose. It is the right and responsibility of parents to guide their own family’s library use while allowing other parents to do the same. 

Parents should discuss rules regarding library use with their children. If a parent is concerned that the child will not respect his/her wishes, it is the parent’s responsibility to visit the library with the child. 

The Library staff does not monitor the materials that children choose. The responsibility for the reading or viewing choices of children rests entirely with parents or legal guardians. Librarians are not authorized to act as parents. But they are happy to provide suggestions and guidance to parents and children at any time. 

Pursuant to Missouri Rule 15 CSR 30-200.015, the Lebanon-Laclede County Library requires parents to sign a permission statement acknowledging the forgoing policy. This signed statement grants the parent’s permission for their child(ren) to access the full Library collection, including online materials, and places the responsibility of accessed materials with the parent. Without this signed parental consent, children under the age of 18 are not permitted to obtain a Library card. 

 

J. Unattended/ Abandoned Minors 

The Lebanon-Laclede County Library’s Board of Trustees states that the fundamental responsibility for a minor’s physical well-being remains with the parents/guardians of the minor. 

This Library is not responsible for the care and safety of minor children traveling to and from the Library premises. This unattended minor policy has been implemented out of concern for the safety and security of all children using the Library. 

Minors are be defined as library patrons under the age of 18. 

Children 13 years old and younger must have a parent or responsible individual stay on the premises at all times. Parents or the responsible individual are required to supervise their child(ren) and ensure appropriate behavior at all times while in the Library. The Library can assume no responsibility for minor patrons on library property who are not physically within a library building at the time of closing. 

Children ages 14 and older may use the Library unattended as long as their conduct is acceptable in a Library setting. 

Staff reserved the right to restrict a child’s activities while on Library property or attending Library functions. If any child is uncooperative, or behavior warrants it, a Library staff member will contact the parent/guardian or the contact person indicated on the child’s library card. In the unusual circumstance when parental supervision is required and the parent/guardian cannot be reached, the police department will be contacted. 

If minors are in a building at the time of closing and have no means of transportation or a mobile phone, the Library staff will obtain their names and addresses, their phone numbers, and the names of their parents or guardians. Their parents/guardians will be called and told to pick up the minor, and a follow-up letter to the parents/guardians will be sent explaining closing hours, library responsibility for the minor’s safety, and other specifics delineated in this policy. 

If the parents/guardians have not arrived to pick up their children within fifteen minutes after closing time, the police department will be contacted. 

The Library will keep a permanent record of parents/guardians who have been contacted. 

 

K. Patron Behavior 

The following patron behaviors and actions will be enforced on Library property: 

  1. Aggressive Behavior  

  1. The Library is a violence-free facility. Library staff will report patron behavior which endangers or threatens another person to the appropriate authority.  

  1. Bringing knives, firearms, or other weapons onto Library property is prohibited.  

  1. Loud, abusive, aggressive, threatening, or obscene language or behavior will not be tolerated.  

  1. Harassing Library personnel or other Library users is prohibited.  

  1. Drugs, Alcohol, & Food 

  1. Patrons under the influence of drugs or alcohol are not permitted on Library property.  

  1. The use and/or the possession of alcoholic beverages is not permitted on Library property.  

  1. Using or distributing drugs on Library property is strictly prohibited.  

  1. Smoking or usage of ANY tobacco products, including e-cigarettes or vaping devices, is prohibited in the Library or within 50 feet of the Library entrance.  

  1. Patrons may not bring or consume food or beverages, including water, anywhere in the Library. Exceptions may be made for meeting rooms with prior arrangement and approval of Library staff. 

  1. Disruptive Behavior 

  1. Children under the age of 13 must be accompanied by an adult AT ALL TIMES. 

  1. Behaving in a disruptive manner, or allowing children to behave in a disruptive manner, will not be tolerated. 

  1. Running in the Library is prohibited. 

  1. Library staff will assume no responsibility for patrons or unattended minors at closing time. 

  1. Soliciting 

  1. Soliciting or selling items or services for money is prohibited on Library property without the approval of the Library director or by following procedures set forth in the room rental policy. 

  1. Patrons may not display or post printed materials which have not been approved by the Library. 

  1. Obtaining signatures on a petition, conducting surveys or similar investigations, or distributing printed materials is prohibited on Library property. 

  1. Cell Phones & Technology 

  1. Cell phones must be silenced or placed on vibrate mode inside the Library. Cell phone conversations are prohibited inside the Library. 

  1. Library phones are not available for patron use. Library staff may place a call for a patron in an emergency situation. 

  1. Listening to music or watching videos on a cell phone or other device is allowed only with the use of earbuds or headphones. 

  1. Patrons may NOT remove Library materials from the premises without authorization or through established lending procedures. 

  1. Circumventing or attempting to circumvent the Library security system is prohibited. 

  1. Tampering with, altering, editing, or damaging computer hardware and/or software is strictly prohibited. 

  1. No outside devices, such as a USB flash drive, may be plugged into Library computers, excluding headphones. 

  1. Other Prohibited Items & Behaviors  

  1. Patrons may NOT bring pets into the building. Guide dogs or other licensed service animals with identifying vest or other equipment are welcome. 

  1. The usage of roller blades, skates, or skateboards is not permitted on Library property. 

  1. Patrons may not bring bicycles or other means of transportation into the building.  

  1. Neglect of bodily hygiene to the point that it is offensive and constitutes a nuisance to other patrons will not be tolerated. 

  1. Patrons may not bathe or do laundry in the public restrooms. 

  1. Loitering on Library property is prohibited, including the lobby. 

  1. Sleeping in the building is prohibited. Sleeping equipment, including sleeping bags, pillows, tents, etc., will not be allowed in the building. 

  1. Patrons may bring ONE backpack, book bag, or computer bag into the Library, in addition to a personal item (purse, diaper bag, etc.). 

  1.  Shirts and shoes are required AT ALL TIMES. Swimsuits may not be worn as clothing; swimsuits must be covered at all times. 

  1. Patrons may not place feet on tables or chairs. 

  1.  Vandalism, damage, or destruction of Library materials, furniture, or other property is prohibited. Violators may be prosecuted and/or required to pay for repair or replacement. 

  1.  Littering is prohibited. 

  1. Furniture may not be rearranged without Library staff approval. 

  1. Only one person may sit in a chair at one time, including at computer stations. Failure to comply violates fire safety codes. 

  1. Any illegal acts or conduct in violation of Federal, State, or local law, ordinance, or regulations are prohibited. 

  1. The Library staff reserve the right to address any inappropriate conduct not specifically stated in this policy by asking patrons to stop the behavior or leave the premises. Law enforcement officers may be called if necessary. 

  1. Sexually Explicit Materials & Misconduct 

  1. Patrons may NOT view sexually explicit or pornographic materials, whether print or electronic, on Library property. 

  1. Patrons may not engage in sexual, lewd, or lascivious acts on Library property. 

  1. Extended public displays of affection will not be tolerated. 

  1. Indecent exposure is prohibited. 

 

L. Public Meeting Room Usage 

In keeping with the Library’s mission and core values, meeting rooms are available for use by the public when not needed for Library purposes. Public meeting rooms have been provided in the Library so that the Library can promote its program of services to the community. Organized groups in the community are encouraged to use these rooms. See Section K.4.a for limits on selling. 

The three public rooms, The Dan True Room, The Joan True, and the Benage Room can be rented for use by any person or group, regardless of being a Library Card Holder. The True Rooms can be combined for bigger events. 

Please refer to the Meeting Rooms Procedures for full guidelines and pricing structure. 

 

M. Displays and Exhibits 

Primary use of the display cases and other display facilities are reserved for use by the Lebanon-Laclede County Library. When not in use by the Library, the display facilities are available for non-profit, non-commercial exhibits and displays. Individuals and community organizations may use the display cases for presentations of an educational, civic, cultural, or artistic nature. There is no charge for the use of the exhibit area; however, the subject matter of the exhibit or display MUST be appropriate for viewing in a Library venue and MUST be appropriate for viewing by patrons and visitors of ALL AGES. 

All proposed displays must adhere to the guidelines outlined in this policy. 

  1. Application for displays will be made through the Library Director’s office or Director’s designee. Display case exhibits are generally scheduled for a 30-day period, and scheduling is on a first-come, first-served basis. 

  1. The Library reserves the right to enhance displays with library books and materials that will contribute to the presentation. 

  1. No display materials may be left anywhere at the Library in preparation for the setting up or removal of a display. Setup and removal must take place in as concise a time period as possible. 

  1. Placement and removal of exhibits will be the responsibility of the exhibitors and may be conducted only during regular Library hours. If an exhibitor refuses or fails to remove the display in a timely manner, Library staff may remove the display. 

  1. The Library assumes no responsibility or liability for the preservation, protection, loss of, or damage to any part of an exhibit. All items placed in the Library are done so at the owner’s risk. All exhibitors will sign an agreement statement that releases the Library from any responsibility for theft or damage. 

  1. Determination of the appropriateness of the display or material is the sole decision of the Director or delegated representative. The Library reserves the right to direct the exhibitor to remove the display or part of the display at any time. 

  1. Content must not: 

  1. Promote or suggest the use of tobacco or illegal drugs 

  1. Advocate or oppose political candidates, parties, or causes 

  1. Convey religious messages, whether positive or negative 

  1. Promote or suggest unlawful or reckless activity 

  1. Contain messages considered to be obscene, vulgar, profane, or harmful 

  1. Contain personal attacks or be defamatory in any way 

  1. Convey messages that are derogatory to a religious, ethnic, racial, gender, sexual identity, or other affinity group 

  1. Portray acts of violence, prejudice, sedition, terrorism, or vandalism 

  1. Contain messages or images that may be in violation of federal, state, or local law 

  1. Contain misleading or potentially misleading information 

  1. All exhibitors must complete, sign, and submit the following application for approval. 

Refer to the application form to complete, sign, and submit. 

 

N. Public Library-School Library Relationships 

“The public library and the public school are companion educational agencies, but their responsibilities differ in scope and function. Each deserves high-level administration devoted wholeheartedly to its special purpose. Public library service to schools is not a substitute for a library within the school. The public library activities should be designed to encourage the growth of school libraries.” (ALA, Public Library Service) 

The teachers and administrators of the schools are encouraged to make direct use of the public library services available and are encouraged to make regular classroom visits to the Library. The public library is to supplement the school library, and is in no way designed to take its place. The Library will honor requests made in person by a teacher needing occasional supplementary library materials. These requests should be coordinated with the school library since it is not the function of the public library to duplicate school library materials. The public library does not expect to provide curricular materials specifically required for the teaching of a particular subject. This is the function of the school district and the school library. The public library does not expect to stock the textbooks used within the schools of the Library District. Certain textbooks will be added as needed to round out the basic Library collection in specific areas. 

The general policy concerning student use of the Library shall be: 

  • Encourage students to use their own school libraries. 

  • Recommend procedures for finding material on a subject, rather than assembling exact data for the student. Students should be referred to the electronic card catalog, reference databases, and other research materials and shown how to use them if necessary. 

  • Students who request information by phone will be directed to visit the school library first, then the public library. 

  • School teachers are encouraged to notify the Library in advance of any upcoming projects or areas of study so that the Library can prepare materials for the students. 

 

O. Materials Selection 

In view of the objective of the library, the library selects books and other materials that will meet the educational, informational, inspirational, and recreational needs of the individuals and groups of the community it serves. 

The library and its Board of Trustees feels that it is the right of each American citizen to have access to materials he needs if he is to fulfill his obligations in a democratic society. Because of this, we feel that no one has the right to censorship as far as the reading of any individual is concerned. Therefore, the Board of Trustees endorses the American Library Association’s Bill of Rights and the Freedom to Read Statement. In no case should any material be excluded because of the race or nationality, or the political or religious views of the writer. Materials of sound factual authority should not be prescribed or removed from the library shelves because of partisan or doctrinal disapproval. 

Because religious faith is a very personal thing, it is impossible to avoid controversial questions in the selection of materials in this field.  It is the intent of the library to provide an impartial collection in this area, and not to select material that tends to be purely denominational literature. Books in such fields as medicine, psychology, and law that suggest procedures deemed harmful by recognized authorities will not be selected. 

The aim of the adult collection is to make available books and other materials that will meet educational, informational, cultural, and recreational interests and needs of the people of the region. To fulfill this purpose the library endeavors to maintain a carefully selected collection of good, representative books of permanent value and or current interest. 

The children’s collection is selected to provide pleasurable reading for readings sake, and insofar as possible, to provide information in all fields of knowledge which are of interest to children.  It is carefully selected for children of all ages and abilities, and emphasis is put upon books which stimulate imagination, mental growth, and the development of taste for good literature. 

Young people’s books are selected with the aim of helping teenagers find self-realization, live useful, well-adjusted lives in the community, and know and understand the world at large. 

They are selected to widen the adolescent’s thinking, to enrich his life, and to help him fulfill his recreational and emotional needs. 

Because it is the function of the library to select books, rather than to censor books for any reason, it is the policy of the library to select the best possible books available, in light of the monetary limitations of the budget of the library with the help and guidance of standard book selection aids. Material selection is based on awareness of community interests and concerns, national and international issues and events, publishing trends, societal trends, and the professional judgment of selectors regarding the material’s value to the library’s collection.  Selectors can consider many criteria when reaching a decision to purchase materials.  Following are examples of criteria considered and items reviewed in the material selection process: 

1. Reviews from professional journals, magazines, newspapers, or other sources. 

2. Expressed or anticipated patron demand. 

3. Timeliness or permanence of materials 

4. Scope and depth of our present collection and the availability of materials at other libraries in the consortium. 

5. Space constraints and the ability to house materials. 

6. Price of materials and budget guidelines and constraints. 

 

P. Patron Request For Reconsideration Of Library Material  

The suitability of specific books or other materials in the Lebanon-Laclede County Library collection may occasionally be questioned by individuals or groups. Patrons are free to enjoy, dislike, or ignore any item in the collection.  The library does not endorse opinions contained in  materials within the collection. The library believes that censorship is purely an individual matter and declares that while anyone is free to reject materials personally, that individuals cannot exercise this act of censorship to restrict the freedom of other persons to any materials. The library adheres to the American Library Association’s Library Bill of Rights and Freedom to Read Statements. Use this form to make a request. 

 

Q. Gifts and Special Collections 

The Library encourages donations. The Library is grateful for the many gifts and contribution it receives and believes that private giving plays an important role in extending and enriching the services of the Library to better serve the community. Donation to the library may qualify for a charitable deduction. However, the responsibility and cost for such assessment lies with the donor and the Library recommends that donors consult a tax professional with their questions. All items donated or loaned will receive standard levels of maintenance during their normal life expectancy. The Library reserves the right to deny any donation, and donated items not deemed acceptable may be disposed. 

1. Materials 

The Library accepts gifts such as printed and visual materials with the understanding that they may or may not be added to the Library’s collection. The same principles of selection that are applied in the Material Selection Policy are applied to gifts. 

Patrons or organizations who wish to give gifts are to be referred to the Director or designated staff. Gift collections may be accepted with the understanding that they may be integrated into the general collection if appropriate. 

2. Equipment 

The Library accepts only those gifts (such as equipment and furniture) that further the Library’s mission with the understanding that they will be added to the Library inventory. 

The Library makes an effort, as needs and services change, to use all gifts to implement the best library services. 

3.Historic Item Collection 

a. Donations 

Items donated for our Route 66 Museum or our Historic Displays may be donated with the completion of the Deed of Gift donation form (available at the circulation desk). If a donor does not wish to complete the form, at least their contact information should be received in the event the item is deemed to not enhance our collection and needs to be returned. Information on the history and provenance of the item is very important. Such donations are considered permanent and not a loan. Any items previously donated after the date of this policy change (without loan documentation) are deemed property of the Library. 

b. Loans 

The loan of an item can also be arranged via the Loan form. Appropriate signage with the displayed item will include the name of the loaning Person/ Company/ or Organization. A request of the return of the item will need to be in writing. A descendant of the loaner will need to provide proof of inheritance. 

c. Cash and Stocks 

Monetary donations are accepted and may be designated in memory of, in honor of, or general donations. Requests may be considered for certain projects, but the Library determines the final use. 

 

R. Investment Policy 

The Library Board of Trustees shall invest surplus funds in certificates of deposit, other special accounts, and other instruments allowed by law. 

Certificates of deposit or other banking accounts in excess of amounts federally insured shall be collateralized, and the District shall be granted safekeeping receipts specifying the type of collateral. Collateralization of accounts shall be with instruments allowed by law. 

The Library shall advertise for financial and investment services periodically. When surplus accounts are available for investment, the Library may utilize the investment services of its depository bank, or other such investment services, to make direct investments in treasury instruments, instruments of other federal agencies, or other investments allowed by law. 

The Library may also enter into agreements with other governmental agencies to make allowable investments, when such arrangements are in the best interest of the Library. 

 

S. Purchasing Policy 

The Lebanon-Laclede County Library may utilize such services as may be provided by the Missouri State Division of Purchasing. When utilizing state purchasing contracts, such functions relating to purchasing shall be delegated to the state agency. 

1. Scope of Work 

The Director shall write a Scope of Work on which all Bidders shall base their bids for the required services, equipment, or material. 

Insurance, Bonding, and building permits may be addressed in the Scope of Work. 

2. Competitive Bids 

All purchases in excess of $5000 shall be based on competitive bids, except as otherwise provided in this policy. Advertising the proposed letting in a newspaper in the county with a circulation of at least 500 copies per issue, except that the advertising is not required in case of contracts or purchases involving an expenditure of less than $5000. It is not necessary to obtain bids on any purchase in the amount of $5000 or less made from any one person, firm, or corporation during any period of 90 days. The contract shall be let to the lowest and best bidder. The Board of Trustees shall have the right to reject any or all bids and advertise for new bids, or purchase the required supplies on the open market if they can be so purchased at a better price. All bids shall be based on standard specifications as appropriate. 

On any purchase where the estimated expenditure shall be $25,000 or over, the notice of bid shall be 

  • Advertised in one daily newspaper or general circulation; 

  • Posted in the administrative office; and 

  • Solicited by mail or other reasonable methods generally available to the public from prospective suppliers. 

3. Competitive Proposals 

When it is determined that the competitive bidding process is either not practicable or not advantageous to the Library, supplies may be procured by competitive proposals. 

The Library shall state the reasons for such determination and that those reasons shall be maintained with the files pertaining to such purchases. All purchases in excess of $5,000 to be made under this provision shall be based on competitive proposals. 

The contract shall be let to the lowest and best Bidder as determined by the evaluation criteria established in the request for proposal and any subsequent negotiations conducted. Negotiations may be conducted with responsible Bidder who submit proposals on the basis of reasonable criteria for the purpose of assuring full understanding of and responsiveness to the solicitation requirements. These Bidder shall be accorded fair and equal treatment with respect to any opportunity of negotiation and subsequent revision of proposals. Revision maybe permitted after submission and before award for the purpose of obtaining best and final offers. In conduction negotiations there shall be no disclosure of any information derived from proposals submitted by competing Bidder. Any or all proposals may be rejected and new proposals may be solicited or the required supplies may be purchased on the open market if they can be purchased at a better price. 

4. Waiver of Competitive Bids and Proposals 

Requirements for competitive bids and proposals for supplies may be waived when it has been determined in writing that there is only a single feasible source for the supplies. A single feasible source exists when: 

  • Supplies are proprietary and only available from the manufacturer or a single distributor; or 

  • Based on past procurement experience, it is determined that only one distributor services the region in which the supplies are needed; or 

  • Supplies are available at a discount from a single distributor for a limited period of time. 

On any single feasible source purchase where the estimated expenditure shall be $5000 or over, a notice of the proposed purchase shall be posted. Where the estimated expenditure is $25,000 or over, the intent to make such purchases shall be advertised in one daily newspaper of general circulation at least five days before the contract is to be let. The requirement for advertising may be waived, if not feasible, due to the supplies being available at a discount for only a limited period of time. 

5. Emergency Procurement 

The requirement for competitive bids or proposals for supplies maybe waived when immediate expenditure is necessary for repairs to Library property in order to protect against further loss of or damage to such property, or to prevent or minimize serious disruption in Library services. Emergency procurements shall be made with as much competition as is practicable under the circumstances. 

A purchase proposal/bid tabulation form is required for all purchases made over $5000. Any additional information required is to be kept with the form on file at the administrative office. All purchasing will comply with Missouri statutes. 

 

T. Sale of Materials 

The Lebanon-Laclede County Library reserves the right to dispose of withdrawn surplus and unneeded materials using the following procedures: 

  1. Friends of the Library may, at the option of the Director, be offered the materials. 

  1. Materials not wanted by the Friends of the Library may be disposed of with the Director’s approval. 

 

Rev. 12/16/2025