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 Article II, Section 10 of the 1972 Constitution of Montana, the Montana Library Records Confidentiality Act (Sections 22-1-1101 through 22-1-1111), Montana Code Annotated, (MCA), and the American Library Association’s Code of Ethics, Article III.

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.

Library 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.

Library staff adhere to all provisions of Title 17 of the United States Code (USC) 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.

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, Memory Lab, and a Board Room available for public use. All rooms available during open business hours until 30 minutes prior to closing. A Room Request form must be submitted or completed online. 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 may be booked no more than three (3) months in advance for: 1) the same time and day of the month; 2) the same time and day of the week for a series of up to four (4) weeks; and, 3) the same time of day for a series of days not to exceed one (1) week. 

All patrons must check-in at either the Circulation or Reference desk before using the reserved room. Once finished with the space, all patrons must checkout at the desk they checked-in. A pre- and post-check of the space will be conducted by library staff to ensure carpet, furnishings, and technology are in working order. Cleaning costs may be applied to the patron’s account in the event of damage, stains, or broken technology.  

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. 

ROOM CANCELLATION
Patron(s) must occupy meeting/study rooms within 15 minutes of their reservation time, or have notified a staff member about changes to start time if unable to fulfill reservation start time.  Failure to check in after 15 minutes will result in the room reservation being cancelled.

The library requires a 24-hour notice of meeting cancellation. Repeated cancellations or failure to keep appointments for meetings may be cause for denial of future meeting/study room requests.

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 accessed to a group or organization for use of space, upon cancellation the library will provide a full refund. 

PARKING
Parking at the library lot is enforced Monday through Friday from 8:00 am to 5:00 pm by the City of Billings’s Parking Division. 

NONPROFIT, EDUCATIONAL AND 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. Limit four (4) hours; requests for more than four (4) hours are subject to for-profit usage rates.   

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. 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. Use of this space by other groups is based on the availability of library staff and prior approval from either the Tech Lab librarian or library management. Food permitted following Teen Tech Lab librarian’s guidelines. 

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 (4) 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. Food is not permitted in this space; beverages with lids are permitted.  

Teen Study Rooms

Teens may use Teen 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 (4) 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. Food is not permitted in this space; beverages with lids are permitted. 

MEMORY LAB
The Memory Lab is a self-service lab equipped with various devices for digitizing personal (non-copyrighted) memorabilia.  The room is available to the public at no charge by reservation or drop-in.  Reservations can be made for a maximum of four (4) hours per day and up to three (3) months in advance. Reservations take scheduling priority over drop-in use; but no-shows will be cancelled after 15 minutes.  Librarians may approve one (1) additional hour of time at the end of a reservation if others are not waiting. Library staff will orient patrons to the equipment prior to use.  Users must sign an agreement indicating ability to use equipment and accepting liability for damage to equipment.  Users should bring their own file storage device, as the library does not provide flash drives or SD cards except for file transfer purposes. Food and beverages are not permitted in this space.   

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 library management only. Food is not permitted in this space unless approved by management; beverages with lids are permitted.   

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

The library maintains digital signage inside the facility 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 Library or the 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.