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.

The Library will take necessary measures to provide information to the public concerning copyright laws.

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


Private events and activities are prohibited. 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 for to cover staff and security costs.

Nonprofit, Educational & Community Groups

During Library hours, such 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 cleaning are required, 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 for one meeting at a time, dependent on availability, no more than three months in advance; only one meeting or event at a time will be held in the room. Prior to the meeting, the booking must be confirmed by completion of a meeting room reservation form.

A lectern, projector and screen are available at no additional charge to those using the Community Room. Library staff will provide a list of area businesses that rent other equipment or provide event planning services. Equipment must be operated by an adult.

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. When the Classroom is not in use by groups, it will provide additional free computer access to the public.

Conference Room

It is intended for the use of approximately15 persons. The conference 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 above.

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.

Study Rooms

Individuals and small groups may use these rooms for meetings, quiet reading, and study at no charge. It 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.

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.

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

The 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.