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COVID-19 Preparedness and Response Plan   We are currently in Stage 5 

COVID-19 Policies and Procedures

Mask Expectations: Masks are OPTIONAL, but welcome. Patrons welcome inside our building and at programs with or without a mask, as of April 1st, 2022  but please respect the choices of others should they choose to wear a mask or not. Thank you for your patience and cooperation.

Patron Rules and Responsibilities: The Henika District Library supports the right of all individuals to use the library without discrimination and with the peace and safety of all people in mind. In order to properly maintain a clean, safe, and comfortable environment for its patrons and employees, the Staff and Board of Directors have set forth the following rules and responsibilities:

  • Unauthorized solicitation of patrons or staff is prohibited.

  • Snacks and beverages are permitted in the library provided patrons properly dispose of food wrappers and beverage containers.  Food and uncovered beverages are not permitted at the public computer area.

  • Library patrons are expected to respect the rights of others and behave considerately towards one another.  Threats, slurs, and insults will not be tolerated.

  • Volume should be kept at a level that does not interfere with other patrons using the library.  Patrons should use earphones/buds when on a personal device or the public computers and keep cell phone calls short and quiet.  If a call or conversation inside the library becomes too loud, patrons may be asked to step outside to finish their conversations before returning.

  • Patrons are financially responsible for damaged or missing materials.  It is illegal to improperly remove library materials or equipment.

  • Patrons must follow the Acceptable Computer Use Policy when utilizing library computers or wireless internet.

  • Patrons cannot remain in the library building after its regular closing hours.

  • Patrons are expected to wear proper attire, including a shirt and shoes, while inside the library.

  • Sleeping in the library is prohibited.

Patrons who violate these rules and responsibilities may be asked to leave the library for the remainder of the day.  Patrons who violate rules repeatedly may be temporarily trespassed from the library.   The police will be called if a patron endangers the safety and well being of another person on library property.
Adopted: 2/21/96
Revised: 12/13/18

Child and Vulnerable Adult Safety Policy: The Henika District Library strives to provide a safe, welcoming atmosphere for its patrons. Caregivers are responsible for the welfare and the behavior of children and/or vulnerable adults using the Henika District Library facilities. Although staff will always respond with care and concern, the Library is not responsible for the safety and comfort of unattended children or vulnerable adults. Henika District Library assumes no responsibility for children or vulnerable adults of any age left unattended at the library.  Parents and legal guardians assume all liability for damage done by their children or vulnerable adults to the library facility, equipment, and materials or any bodily injury that may occur.

Definitions
  1. “Child” means a minor under the age of 18. 
  2. “Vulnerable Adult” means an individual age 18 or over who, because of developmental disability, mental illness, physical disability or other similar reason (1) requires supervision or personal care or (2) lacks the personal and social skills required to live independently. 
  3. “Caregiver” means parents, guardians, or responsible assigned caregivers at least 12 years old.
Rules and Regulations Regarding Children
  1. All patrons, including children, are expected to comply with the Library's policies, including its Patron Behavior Policy. Caregivers shall review and be fully aware of all Library policies governing children, particularly the Internet Use Policy.
  2. Caregivers are responsible for the behavior and supervision of their children regardless of age while in the Library.
  3. Library Staff will not be expected to supervise or monitor children's behavior outside of the library’s policies.
  4. Children under 10 years of age must be attended by a caregiver while on the library premises. The caregiver shall remain in the Library at all times. If a child under the age of 10 is attending a Library sponsored program on the premises, the caregiver is to remain on the premises for the duration of the program. Exceptions are made on a case by case basis at the discretion of the Library Director.
  5. Children of any age who, because of developmental disability, mental illness, physical disability or other similar reason, require supervision or personal care shall be attended by a caregiver at all times.
  6. Children under the age of 6 must be within the visual contact of a caregiver at all times, including during programs and visits to the restroom.
  7. Staff will not be responsible if unattended children of any age leave the library premises alone or with other persons. Further, staff will not be responsible for children who may be asked to leave the Library if the child is in violation of Library policy.
  8. We request that all unattended children be picked up at least ten minutes before closing time if they require transportation. Caregivers need to be aware of when the Library closes.
  9. Children 10 years or older must know their parent or guardian’s telephone number and other contact information if they are unattended at the Library. It is a violation of Library policy not to come immediately and pick up your unattended child if the Library calls. 
Rules and Regulations Regarding Vulnerable Adults
  1. All patrons, including vulnerable adults are expected to comply with the Library's policies, including its Patron Code of Conduct Policy. Caregivers shall review and be fully aware of all Library policies, particularly the Internet Use Policy.
  2. Caregivers are responsible for the behavior and supervision of the vulnerable adult in their care while in the Library or on Library property.
  3. Vulnerable adults who are unable or unwilling to care for themselves or who do not have the ability to use the Library independently may not be left alone in the Library and must have adequate supervision while in the Library.
  4. Vulnerable adults who can understand and follow the Patron Code of Conduct Policy and who can care for themselves are allowed to be in the Library unattended. They should have contact information for someone who can assist them in an emergency.
  5. We request that all vulnerable adults be picked up at least ten minutes before closing time if they require transportation. Caregivers need to be aware of when the Library closes.
  6. Vulnerable adults must know their telephone number and other contact information if they are unattended at the Library. It is a violation of Library policy not to come immediately and pick up your vulnerable adult if the Library calls. 
Contact with Parent or Guardian for Unattended Child or Vulnerable Adult 
  • Library staff will attempt to contact a parent or legal guardian when:
    • The health or safety of an unattended child or vulnerable adult is in doubt.
    • The behavior of an unattended child or vulnerable adult violates Library policy.
    • The unattended child or vulnerable adult has not been met by a caregiver at closing time. An individual is considered an unattended vulnerable adult when he/she is not picked up by closing time and needs assistance procuring transportation.
  • If a caregiver cannot be reached within 5 minutes after closing or fails to arrive within a reasonable time after being contacted, Library staff will contact law enforcement officials to take charge of the situation involving the unattended child or vulnerable adult. Library employees are not permitted to transport an unattended child or vulnerable adult under any circumstances.
  • If the caregiver can be reached within 5 minutes after closing and arrives in a reasonable time, the staff member shall explain the Library’s policy and provide a copy of this Policy.
  • Two Library staff members shall remain with the unattended child or vulnerable adult until the caregiver or law enforcement arrive. 
Lost Children
  • At no time should children under the age of 6 be left in the youth area or any other area of the library out of view of their caregivers.  If it is determined that a child is lost or unattended, the child should be brought to a member of the supervisory staff.  That supervisor shall then try to identify and locate the parent(s) or responsible adult(s).  The following steps shall be followed:
    • The supervisor will walk through the building with the child.
    • If a parent or responsible adult is not found in the building, the child will stay in the company of the supervisor until the caregiver can be contacted by telephone.
    • When contact with the caregiver is made, the policy regarding lost or unattended children shall be explained, and they will be requested to pick up the child.
    • If the caregiver has not been located within fifteen minutes and cannot be reached by phone, or if the library is closing, the supervisor shall contact the City Police for further assistance.
  • If a caregiver cannot locate their child, an announcement should be made and staff members should block the exits.  All other available staff should search for the child in the building or on library grounds outside. If the child has not been located within ten minutes, a member of the supervisory staff shall contact the City Police for further assistance.  Once the police arrive, staff may resume normal duties.

Adopted: 4/21/92

Revised: 10/16/96

Revised: 8/12/98

Revised: 7/14/05

Revised: 4/16/15

Revised: 1/10/19

Revised: 9/13/22

Smoke Free Environment
The Henika District Library follows Public Act 188 of 2009 regarding smoke-free environments.  It also bans the use of e-cigarettes and chewing tobacco.

Acceptable Computer Use Policy: Patrons must read and agree to this policy prior to using library computers or laptops. Certain restrictions exist with regard to computer use, including:
 
  • Library computers shall not be used for fraudulent or unlawful purposes.
  • Library computers shall not be used to access websites portraying graphic sexual acts or excessive violence and gore. While the library does use filters on its computer, there is no guarantee that objectionable material will not be viewed. It is therefore the responsibility of the patron to ensure that these websites are not accessed during their usage of the computers.
  • Children below the age of six must have a parent/guardian seated with them at all times in order to use library computers
  • Time limits are imposed by time limiting software. Time may be extended upon request of the patron if there are no others waiting.
Computer use and Internet access are privileges, not rights. If a user is found in violation of this policy, privileges will be suspended for the remainder of the day.  Repeated violations may lead to a one week suspension.

REMOTE DEVICES
Henika District Library provides access to remote devices that can be checked out for use outside of the library for any legal, educational, recreational or ethical purpose. Patrons must read and agree to this policy prior to using remote devices offered or circulated by the library including, but not limited to: hotspots, launchpads, e-readers and other devices predetermined by the library.

Certain restrictions exist with regard to device use, including:
  • Library devices shall not be used for fraudulent or unlawful purposes.
  • Library devices shall not be used to access websites portraying graphic sexual acts or excessive violence and gore.
    • Even when the library does use filters on its device(s), there is no guarantee that objectionable material will not be viewed. It is therefore the responsibility of the patron to ensure that these websites are not accessed during their usage of the device(s).
  • Library devices available for circulation must be checked out on an adult (18+) card and done so with a signed lending agreement for the specific device unless otherwise specified by the library.
  • Loan periods are imposed by the library and last for one week (seven days). The loan period may be extended up to once upon request of the patron if there are no others waiting.
    • ​Devices overdue by three (3) or more days will have service terminated until they are returned.
    • Devices overdue by more than 30 days will be billed to the patron for the full amount.
Device checkouts are privileges, not rights. If a user is found in violation of this policy, privileges will be suspended for a period determined by the director.

In addition to these restrictions, patrons must acknowledge that the library does not use filters on its remote devices unless specified. It is therefore the responsibility of the patron to monitor the content accessed and remain in accordance with the library’s acceptable use policy.
WIRELESS INTERNET ACCESS
The Henika District Library offers free, wireless Internet connectivity to the general public. The access point name for users is LIBRARY PUBLIC WIFI. Wireless users should be aware that the wireless internet is also filtered and the same acceptable computer use policies listed above apply when using library internet, even on personal devices. Use of the Library’s wireless network is at the user’s own risk. The Henika District Library assumes no responsibility for any damages, direct or indirect, arising from the use of the wireless network. The Library makes no warranties of any kind, whether expressed or implied, for the wireless Internet service provided.
r the purpose of enhancing the physical security of the library, its property, staff, and users. However, the library must post signage on the entrances if security cameras are installed on the property giving notice to surveillance equipment. Only the library director will have direct access to the live and recorded footage as necessary for security purposes. The decision to disclose surveillance camera images will be made by the library’s director in consultation with the library board and the library’s legal counsel and only when necessary to protect the interests of the library and its staff and when it is permitted by the state library confidentiality statute. Data and/or media retained from the surveillance of said devices will be stored in a secure location and destroyed as soon as permitted by law, unless it is being used in legal action. 

Video Surveillance Policy: The Henika District Library is committed to protecting both the safety of the library, its materials, staff, and patrons as well as their privacy. The guidelines for various types of video surveillance in the library are as outlined below.

SECURITY CAMERAS - The library may have security cameras for the purpose of enhancing the physical security of the library, its property, staff, and users. However, the library must post signage on the entrances if security cameras are installed on the property giving notice to surveillance equipment. Only the library director will have direct access to the live and recorded footage as necessary for security purposes. The decision to disclose surveillance camera images will be made by the library’s director in consultation with the library board and the library’s legal counsel and only when necessary to protect the interests of the library and its staff and when it is permitted by the state library confidentiality statute. Data and/or media retained from the surveillance of said devices will be stored in a secure location and destroyed as soon as permitted by law, unless it is being used in legal action. 

USERS FILMING IN THE LIBRARY - Users filming in or on library property must:
  • Have the consent of everyone being recorded. 
  • Not film in such a way that disrupts library staff or other patrons.
  • Not compromise the safety or privacy of the library staff or other patrons.
  • Not harass library staff or other library patrons.
If the above guidelines are met, filming may only occur in patron allowed spaces. Filming in staff only spaces, behind desks, the director’s office, and in restrooms is strictly prohibited. Users filming are also expected to adhere to the library’s policies regarding Patron Rules and Responsibilities. Users found in non-compliance with these policies may be asked to stop filming and/or to vacate the premises. 

Social Media Policy: The purpose of the Social Media Policy is to ensure effective promotion and discussion of the Henika District Library (“Library”) services, resources, and events, and to ensure a reputation for outstanding community engagement and customer service on social media.  The purpose of the social media accounts is to discuss library programs, events and materials.
DEFINITION OF SOCIAL MEDIA
Social media is defined as electronic communication through which users create online communities to share information, ideas, personal messages, and other content.  Social media would include any webpage or app through which the Library has an account and interacts with other users.
AUTHORITY OVER SOCIAL MEDIA ACCOUNTS
The Library Director has the authority to determine whether a particular social media account is used by the Library.  This Policy only applies to official Library social media accounts.  The social media accounts of individual employees or Board members are not subject to this Policy.
USAGE RULES
The Library operates and maintains social media sites as a public service to provide information regarding Library services, programs, materials, events, and activities.  Although the Library welcomes the comments, posts, and messages of other social media users that relate to the Library and recognizes and respects differences in opinion, the social media sites are limited public forums and are subject to review by Library staff members. The Library reserves the right to (but is not required to) remove any comment, post, or message that it deems in violation of this Policy. The Rules are as follows:
 
  1. Privacy:  Users should have no expectation of privacy when commenting on Library posts or tagging the Library. Comments and posts may be read by anyone once posted, regardless of one’s friends, followers, or subscribers list. The Library advises users against posting their personal information or contact information on social media sites.  Comments and posts may also be subject to disclosure under the Freedom of Information Act.
  2. Library’s Rights:  The Library reserves the right to reproduce comments and posts tagging the Library in other public venues (ex: testimonials). Reproductions of this nature may be edited for space or content, but the original intent of the comment or post will be maintained. 
  3. No Endorsement:  The Library is not responsible for the content of posts made by third parties, including patrons, reviewers, advertisers, and others who may post comments. Public posts by third parties do not reflect the positions of the Library, its employees, or any individual Board member.
  4. Unauthorized Content:  To ensure a healthy, safe space to discuss Library services, resources, and events, content containing any of the following may be removed immediately from any Library social media forum:
    • Obscene, illegal, sexually harassing, threatening or abusive speech or nudity in profile pictures.
    • Any post that affects the safety and security of the Library, its property, patrons and staff or creates a hostile work environment.
    • Private or personal information, including phone numbers and addresses, or requests for personal information.
    • Any statement by a user under a false name or any falsification of identity.
    • Comments, links, or information unrelated to the purpose of the limited public forum
    • Spam or other commercial messages.
    • Any postings that would violate the Michigan Campaign Finance Act, the Library Privacy Act or other Michigan or federal laws.
    • Solicitation of funds.
    • Any comment, post or other content that violates any person’s intellectual property rights, including but not limited to violations of the Copyright Act.
    • Any information deemed harmful to minors in violation of the Michigan Library Privacy Act.
    • Any post that violates any Library policy.
    • Any images, links, or other content that falls into the above categories.
    • Any post that requires immediate action because the Library does not monitor its social media 24 hours a day.
    • Any document, information, or image that would be considered a Library record that is posted without permission of the patron or person identified in that record.  For example, no picture of a Library program shall be posted without permission of every person in that picture.
  5. Third Party Usage Rules: In addition, users are expected to abide by the terms and conditions set by third party social media platforms as well as follow appropriate federal and state law.
VIOLATIONS AND APPEALS
The Library reserves the right to ban or block users who have posted in violation of this Policy or to delete posts or comments.  To the extent the Library has sufficient contact information and the Library will message users who have been blocked or whose content is deleted to explain the issue and notify the person of the action.  Any person who has been blocked or whose post or comment has been deleted has the right to appeal that decision to the Library Board.  The appeal should be sent to the Library Director within 10 business days of the (1) decision to block or ban or (2) deletion of the post or comment, whichever is applicable.   The Library Board shall decide the appeal.
GENERAL COMPLAINTS
The Library asks that individual user complaints be sent directly to a manager or the Director so that they can be addressed efficiently. Social media is not the mechanism used by the Library to document or address Library user problems and concerns, or influence Library policy, procedures, or programs.

Severe Weather

Henika District Library strives to maintain a safe environment for its patrons.  To ensure public safety during times of severe weather, the following procedure has been adopted:
SEVERE WEATHER
When a severe weather watch or warning for a thunderstorm or tornado has been issued by the National Weather Service for our area of Allegan County, 
  • In the case of unattended children, parents will be contacted by phone to inform them that their children are in a safe location.
  • Patrons will be asked to use the designated shelter area or leave the premises. The Henika District Library is not responsible for the safety of those patrons who decide to leave.
  • Library equipment will be shut down when an approaching storm could cause electrical damage to computers.
  • Programming will be canceled.
  • The elevator will not be used during these severe weather conditions.
SEVERE WINTER WEATHER
If Wayland Union Schools has chosen to close due to winter weather, the library will delay opening until 1:00 pm.  The road and weather conditions will be assessed at 11:00 am, and the Library Director will decide whether or not to remain closed for the rest of the day.  Once the decision is made, staff will be notified, and the website and social media accounts will be updated accordingly. On days the schools would not regularly be open, the Library Director and Board President will decide if the library should delay opening or close due to inclement weather.  When a severe winter weather warning has been issued by the National Weather Services for our area of Allegan County, the library will delay opening until 1:00 pm.  On Saturdays, the library will close for the day.
 
The Library Director and/or Board President may also choose to close the library early if necessary.  
Staff will be paid for the normal hours they would have worked in the case of library closure due to severe weather.

Notary Services

Notary services will be provided at the Henika District Library in accordance with the laws of the State of Michigan.
AVAILABILITY
Notary services will be available in accordance with the laws of the State of Michigan. Only HDL employees who hold a valid State of Michigan notary commission will be able to provide notary services.  Notary services are on an appointment or walk-in basis during regular library hours when a notary is scheduled to work and available to perform the task, up to 30 minutes prior to closing or prior to the end of the notary’s shift. HDL cannot guarantee that a notary will be on staff at all times, therefore patrons should call ahead to verify a notary is present and available. HDL does not guarantee availability of notary services at any time, availability is at the discretion of the library. Remote notary services are not permitted.
FEES
There is no charge for notary services.
REQUIRED DOCUMENTATION
Patrons must provide:
  • The completed, unsigned, document(s) to be notarized.
  • A valid, unexpired state ID, federal ID, or other government ID with signature and photo (accepted forms of ID include: driver’s license, state ID card, US military ID, or US passport)
  • A witness, if required, who must personally know the person whose documents are being notarized, and who can provide valid photo identification.
EXCLUSIONS
Documents the Henika District Library will not notarize:
  • Documents that are already signed
  • Documents with blank pages, documents or pages not filled in, pages not related to the body of the document, or pages in a language other than English
  • Blank documents
  • Homeland Security I-9 Forms
  • Real estate documents, such as closing documents, mortgages, and deeds
  • Trust and estate planning documents such as trusts, living wills, wills, codicils,
  • Documents written in any language other than English
  • HDL cannot “certify a copy” (e.g., verify that a reproduction of an original is a true, complete, and correct copy of the original)
  • Notaries cannot certify or notarize that a document/record is an original or true copy of another record, including birth certificates, death certificates, adoption records, or marriage licenses.  In Michigan, a notary can only acknowledge the signature of the issuer or holder (person on the document) making a true copy statement on, or attached to, the document.
  • The notaries retain the right to refer patrons elsewhere if they doubt the validity of the document(s) they are being asked to notarize or are uncomfortable with the person or persons signing the document(s).
REQUIRED DOCUMENTATION
The notary will maintain a journal in which each transaction will be noted, along with the identification provided.
Notarizing a document does not constitute a legal review of the document’s content. A notary public may refuse to perform a notarial act at any time, for any reason (MCL55.285[8]).
Notaries adhere to the Michigan Notary public act of 2003:
  • Notaries cannot give professional advice on legal matters pertaining to notarizing documents.
  • The notaries cannot act as a witness to and notarize the same document. Henika  District Library will not provide witnesses and witnesses may not be solicited from other patrons using the library. To serve as a witness, the witness must personally know the person whose documents are being notarized, and must also provide valid photo identification.
  • Notaries are not permitted to make use of a translator to communicate with a notary services patron.
  • Documents to be notarized must be signed in person, in front of the notary who will certify the signature.

Special Collection Policies: Special items for circulation include, but are not limited to: Gaming Consoles, Launchpads, Chromebooks, Digital Cameras, and other materials deemed so by the library.

CIRCULATION
Patrons must read and agree to this policy prior to using or checking out any of Henika District Library’s Special Collection items. Certain restrictions and expectations exist with regard to item use, including:
  • In order to borrow a Special Collection item, a patron must have an adult (18+) Henika District Library card (or a card from a Lakeland Library) in good standing and must sign the corresponding item’s Lending Agreement.
  • Special Collection items are not available to be sent out for interlibrary loan.
  • Special Collection items must be returned to the Circulation Desk at Henika District Library. They cannot be placed in a book drop or returned to any other library.
  • A Special Collection item may be borrowed for 1 week (7 days) and may be renewed up to 1 time upon patron request unless another patron is waiting. 

 

BORROWER RESPONSIBILITY
Certain restrictions and expectations exist with regard to the borrowing patron’s responsibility, including:
  • Borrower is responsible for adhering to the library's Acceptable Use Policy regarding Remote Devices.
  • The library is not responsible for any costs incurred or damage to personal equipment while borrowers use the devices or for the security of connected patron devices.
  • The library does its best to provide clean and fully functional equipment, but is not responsible for unforeseen hardware or software failure.
  • Borrower is responsible for the safe-keeping and return of these items to the library in good working order and assumes liability for the equipment while it is in their care.
  • Borrower is responsible for damaged and/or missing pieces of the package as outlined in the respective item’s lending agreement.

Circulation Policies

  • Library Cards
  • Overdue Fines and Bills
  • Loan Periods
  • Interlibrary Loan and Reciprocal Borrowing
  • Lost and Missing Items
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