Management Policies

MNG-1 Confidentiality of Library Records


Recognizing the Library's position of special trust with its patrons, and to ensure that information regarding patrons and their use of Library resources and services remains confidential, the Library adheres to all personal privacy provisions of the Constitution of Montana, the Montana Library Records Confidentiality Act (MCA 22-1-1101 through 22-1-1111), and the American Library Association’s Policy on Confidentiality of Library Records.

In compliance with the constitutional, legal, and policy requirements cited above, the Library will:

  1. Release information regarding overdue items and fines owed by a patron to any individual who requested it who may be able to assist the Library in recovery of the materials, e.g. the patron, a member of the patron's family or household, a collection agency or a law enforcement official.
  2. Release information regarding items currently checked out to a patron pursuant to the completion of a written authorization.
  3. Release any other personally identifiable information regarding patrons and/or their use of Library resources or services only by written directive of the Library Director, who shall issue such a directive only upon the advice of the City Attorney, following receipt of a legal court order, subpoena, or similar legal directive.

MNG-2 Copyright


It is the intent of the Board of Trustees and Staff of Billings Public Library to adhere to the provisions of the current copyright laws and Congressional guidelines.

The Board and Staff recognize that unlawful copying and use of copyrighted materials contributes to higher costs for materials, lessens the incentives for development of new materials, and fosters an attitude of disrespect for law which is inconsistent with the goals of the Library.

The Board directs that Library staff adhere to all provisions of Title 17 of the United States Code and other relevant federal legislation and guidelines related to the duplication, retention, and use of copyrighted materials.

Employees who make and/or use copies of copyrighted materials in their jobs are expected to be familiar with published provisions regarding fair use and public display, and are further expected to be able to provide their supervisor, upon request, the justification under Section 107 or 110 of the USC 17 for copies that have been made or used.

Library patrons must adhere to copyright laws. The Library will take necessary measures to provide information to the public concerning copyright laws. Using Library computers to copy and distribute copyright protected works may be an infringement of the copyright law (Title 17 U.S. Code and amended Digital Millennium Copyright Act). The Library reserves the right to deny internet workstation access to Library patrons who do not comply with laws and regulations.

Though there continues to be controversy regarding interpretation of the copyright laws, this policy represents a sincere effort to operate legally. All library employees will be provided with copies of this policy and accompanying guidelines.

MNG-3 Meeting Room Use


General


The Library has a Community Room, a Large Conference Room, two Group Study Rooms, two Teen Study Rooms, a Computer Classroom, a Digital Learning Lab, a Digitization Room, and a Board Room available for public use. All rooms available during open business hours until 30 minutes prior to closing. Library rooms are not available on City holidays. A Room Request form needs to be submitted. Requests will be approved by Library staff before the use of a room is granted. Request forms are found on the Library’s website; or room requests may be made by calling: 406-657-8258.

Library rooms, except the Yellowstone Board Room, may be booked, subject to availability, for: 1) the same time of day and day of the month on a regular basis, 2) for the same time of day on the same day of the week for a series of up to four weeks, or for 3) the same time of day for a series of days not to exceed a week, per the fee schedule below. This room may not be reserved more than three (3) months in advance.

Private events and activities are prohibited (e.g. birthday celebrations, wedding receptions, memorial services, family reunions, religious ceremonies, etc.). City Code prohibits alcoholic beverages in public buildings. Scheduling restrictions may be waived for Library-sponsored, Library-related, or City and County meetings and events. Reserving a room and not showing up to use it without cancelling the reservation may result in restrictions on future reservations. Use of rooms before or after Library hours may require payment of a fee to cover staff and security costs.

PARKING: Parking at the Library lot is enforced Monday through Friday from 8:00 am to 5:00 pm.

Nonprofit, Educational & Community Groups


During Library hours, nonprofit, educational, and community groups may reserve and use rooms at no charge, provided that tables and chairs are returned to their original configuration and garbage is picked up and disposed of. If setup, teardown and/or cleaning are required, the group may contract for such services.

For-Profit Organizations & Events


During Library hours, such organizations may rent the rooms at the following rates:

  • Community Room and Garden - $50/hour with 2-hour minimum
  • Computer Classroom - $25/hour
  • Conference Room - $25/hour
  • Digital Learning Lab - $25/hour

Community Room, Garden & Butler's Pantry


Meeting room space will be booked—dependent on availability—no more than three (3) months in advance; only one (1) meeting or event at a time will be held in the room.
Equipment:
A lectern, projector and screen are available at no additional charge to those using the Community Room. Equipment must be operated by persons 18 years or older.

Computer Classroom


The Computer Classroom is intended for library-sponsored, library-related, or City or County educational use. This use includes staff and patron training, as well as other library-related training. When not scheduled for this purpose, organizations may reserve the Classroom, per the fee schedule above. The Computer Classroom has 12 PCs equipped with standard office software and internet. When the Classroom is not in use by groups, it will provide additional free computer access to the public when overflow is necessary. Food is not permitted in Computer Classroom. Beverages with lids are permitted.

Second Floor Large Conference Room


Second Floor Large Conference Room is intended for the use of approximately 15 persons.
Equipment:
A smart television and whiteboard are available for use at no additional cost. Library staff will assist with accessing technology. Equipment must be operated by persons 18 years or older.

Digital Learning Lab


The Digital Learning Lab’s primary purpose is to provide space, equipment, and mentoring for teens to explore STEAM and other hands-on learning. It is also available for use by others by appointment, at the rental rates indicated above. Users must sign an agreement confirming ability to use equipment, accepting liability for damage to equipment and room, and indemnifying the Library and City against claims from use of the room and equipment.

Group Study Rooms


Individuals and small groups may use study rooms for meetings, quiet reading, and study at no charge. Maximum capacity is four (4) individuals. Rooms are a first-come, first-served basis when not otherwise scheduled. Rooms may be reserved for no more than four hours at one time. If the room is vacated for any reason during that time, it will be assumed to be available for others to use. If no others are waiting to use the room, it may continue to be used by the person reserving the room.

Teen Study Rooms


Teens may use Teen Study rooms for meetings, quiet reading, and study at no charge. Maximum capacity is six (6) individuals. Rooms are a first-come, first-served basis when not otherwise scheduled. Rooms may be reserved for no more than four hours at one time. If the room is vacated for any reason during that time, it will be assumed to be available for others to use. If no others are waiting to use the room, it may continue to be used by the person reserving the room.

Digitization Room


The Digitization Room will be available for use at no charge, by appointment. Users must sign an agreement indicating ability to use equipment and accepting liability for damage to equipment.

Yellowstone Board Room


Yellowstone Board Room is intended for the use of approximately 15 persons. This space is reserved for Library-sponsored and/or Library-related meetings. Use of this space is only between Monday through Friday from 10:00 am to 5:00 pm. All reservations are subject to approval by management only.

ROOM CANCELLATION


The Library reserves the right to cancel any room reservation dependent upon Library needs or usage of space. The party will be notified of cancellation as soon as the situation dictates. If fees were assessed to a group or organization for use of space, upon cancellation the Library will provide a full refund.

MNG-4 Exhibits & Displays


The Library maintains limited exhibit space to be used to promote Library resources, services, and programs and the programs of the Library Foundation and the Friends of the Library. The Library Art Committee will review and approve temporary art exhibits. The Library may also participate in cooperative programs or exhibits with other agencies, organizations, institutions, or individuals to co-sponsor exhibits and displays that are consistent with the purposes described above. Displaying of exhibits does not constitute an endorsement of the material or viewpoint(s) showcased in exhibit.

MNG-5 Distribution of Non-Library Materials


The Library does not permit the distribution of brochures, display of posters or other dissemination of non-Library materials.

MNG-6 Digital Signage Information


Billings Public Library maintains digital signage inside the Library to post information about events or services in the Library and the broader community. Events and services advertised on the digital signage must be free and open to the public. Priority is given to Library-sponsored services and events or those sponsored by the Friends of the Billings Public Library or the Billings Library Foundation. Organizations who wish to advertise a community event must receive authorization from Library Management and provide a single PowerPoint slide to the Library. Authorization will be based upon the provisions of this policy and will not be based upon viewpoint, beliefs, or affiliations of the community organization or the viewpoints expressed on the advertising. Posting of an advertisement does not indicate the Library’s endorsement of the ideas, issues, or events being advertised. Information that supports or opposes a ballot measure or political candidate will not be advertised. Information asking Library visitors to sign a petition or letter is not permitted. Advertisements are displayed temporarily.

MNG-7 Image, Voice, Intellectual Property


Billings Public Library reserves the right to photograph, video record, or livestream programs and participants at any of our facilities or sponsored activities. Please be aware that these photographs are for promotional purposes and may be used in future publications, on our website, in our newsletter, and on our social media outlets. If you do not wish to be photographed, please inform staff and we will make reasonable efforts to honor your request. If you see staff taking pictures, and you do not wish to be photographed, please let us know immediately. No individual identification will be used unless the library has permission in writing on the “Image, Voice, and Intellectual Property Release Form.”

No permission is needed to take photos of crowds during BPL events.

When photographing one adult or a small group (3 or less), staff will get verbal consent. Written consent will only be required if person’s name is to be published.

When photographing one child or a small group (3 or less), staff will get guardian verbal consent prior to taking the photo. Guardian will be notified the picture may be used in future library publications, on the library website, or social media outlets. In order to publish the child’s name in conjunction with the photo, written consent must be obtained.