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Board Policies

1.0 - Executive Limitations 

The Chief Executive Officer (CEO) shall perform all duties and exercise his/her authority in compliance with all applicable federal, state and local laws, regulations and ordinances. The CEO shall not knowingly cause, direct, permit or allow any unlawful act, practice, activity, or decision in the operation and administration of Pikes Peak Library District (PPLD). The CEO strives to uphold the highest standards of professional ethics. 

1.1 - Access 

The Pikes Peak Library District Board of Trustees (Board of Trustees) respects and affirms the rights of its patrons to access library resources and services. The sole determination of what library resources and services a person will use rests with the individual or their parent/guardian if the individual is a minor. The guiding principles of access to library resources are embodied and expressed in the PPLD Rights and Responsibilities Statement. 

With respect to accessing library facilities, information, materials, and resources, the CEO will: 

  • Prohibit discrimination in access to library buildings or resources
  • Ensure the safety and continuity of historical documents and records
  • Provide resources for parents/guardians to guide their children's use of materials
  • Ensure all patrons can interact with library resources and services for lawful purposes and in accordance with PPLD's policies

1.2 - Financial Stewardship

With respect to financial stewardship, PPLD is expected to responsibly utilize and conserve taxpayer dollars that are paid by residents inside the PPLD service area. 

Accordingly, the CEO will: 

  • Provide a balanced preliminary budget for review and adoption by the Board of Trustees on an annual basis
  • Ensure financial solvency through responsible spending
  • Establish and maintain policies that are in compliance with governmental accounting practices
  • Conduct an annual audit with an outside accounting firm and provide the results to the Board of Trustees for review

1.2.1 - Audit Compliance Policy 

As required by Local Government Audit Law, Colorado Revised Statutes§ 29-1-601 through§ 29-1-608, and C.R.S. § 24-90-109 of the Colorado Library Law, the Board of Trustees shall ensure that an annual audit of the financial statements of PPLD be conducted each fiscal year, and that the results of the audit be distributed as described in these statutes.

The CEO and Chief Finance Officer (CFO) will be responsible for ensuring the audit is completed on a timely basis and without qualification. 

1.2.2 - Budget Policy

Annual budget preparation and adoption by the Board of Trustees shall comply with all statutory requirements of the Colorado Local Budget Law, C.R.S.§ 29-1-101 et seq. The PPLD budget is compiled using recommended Generally Accepted Accounting Principles (GMP) and Governmental Accounting Standards Board (GASB) standards for budget preparation and presentation. The budget is based on the needs of the community and recommendations from PPLD staff, management, and the Board of Trustees on how best to meet those needs.

1.3 - Displays and Exhibits

The CEO is authorized to manage, approve, condition or remove displays on library property in accordance with PPLD's policies, applicable law and constitutional standards, including reasonable time, place, and manner restrictions. 

With respect to displays and exhibits on library property, the CEO will: 

  • Enforce viewpoint-neutral criteria to protect patrons' First Amendment rights
  • Ensure compliance with all PPLD's policies, including codes of conduct, facilities use and non-discrimination policies
  • Ensure compliance with all state and federal guidelines regarding elections
  • Deny, remove or require changes to displays/exhibits that may damage library property; obstruct access, egress or walkways; violate ADA compliance; and/or interfere with library operations or safety
  • Seek out displays/exhibits that provide enriching experiences for our patrons prioritizing culture and history and provide opportunities for patrons and community members to request exhibits be reconsidered 

1.4 - Collection Maintenance

Collection maintenance and weeding of library resources are related to the goals and mission of PPLD. The optimal library collection is one that is reviewed on a consistent basis for subject area gaps, accuracy, usage, format, condition, and number of resources. While weeding is essential to PPLD's collection maintenance, it will not be used as a deselection tool for controversial materials (see PPLD Rights and Responsibilities Statement). 

With respect to collection maintenance and weeding, the CEO will: 

  • Ensure the collection is renewed annually, with no less than 12% of the annual budget going to procure materials 
  • Develop a robust weeding policy to ensure items remaining in the collection are usable and relevant
  • Provide materials in the formats consumed by patrons  • Ensure enough copies to keep average wait times in a reasonable range 
  • Provide optional parent/guardian controls for preventing minor patrons from accessing,  reserving, and checking-out non-age-appropriate materials 
  • Ensure materials are categorized and shelves by age-appropriateness 
  • Provide materials that encourage patrons to learn, create, and discover, highlight the history and culture of the Pikes Peak region, and are responsive to community needs
  • Follow all statutory requirements regarding collection curation and reconsideration 

1.5 - Privacy and Interactions

With respect to patron privacy and interactions within the community, PPLD will ensure all patrons' dignity and privacy are respected in their interactions with PPLD, other patrons, and at community events. 

Accordingly, the CEO will: 

  • Establish policies that respect the confidentiality and dignity of all patrons, both physically and digitally
  • Ensure staff are respectful during interactions with all patrons
  • Have security staff available to monitor facilities to ensure safe, respectful interactions across PPLD
  • Restrict filming and photography on library property, in accordance with applicable law, to protect the privacy of patrons
  • Follow all applicable laws regarding the privacy of library user records

1.6 - Donations & Gifting 

With respect to charitable giving, the Board of Trustees appreciates community support and the desire of community members to aid in the ongoing operations of PPLD. 

Accordingly, the CEO will: 

  • Establish policies around gift acceptance
  • Ensure strong, ongoing relationships with partner organizations for donations and assistance
  • Develop opportunities for volunteers of all ages to assist PPLD

1.6.2 - Partner Organizations

At minimum, the CEO will foster relationships with both the PPLD Foundation and the Friends of the Pikes Peak Library District as fundraising partners. The CEO will also work with these partner organizations to broaden the reach of charitable efforts and community partnerships. 

1.6.3 - Volunteer Opportunities

The CEO will follow all labor laws when developing volunteer opportunities and policies for PPLD. 

1.7 - PPLD Programming

With respect to programming, the Board of Trustees desires to ensure opportunities are accessible and age-appropriate for patrons across PPLD. 

Accordingly, the CEO will: 

  • Ensure age-appropriate programming for children and teens separately
  • Encourage all activities to have an educational or literacy-focused outcome defined for all attendees
  • Create programming consistent with the mission and purpose of PPLD

1. 7.1 - Age-Appropriate Programming

The CEO will ensure safe areas that are welcoming to minor patrons of specific age groups and their parents/guardians. Age-appropriate programming should focus on literacy and education, and will include, but is not limited to: 

  • Rooms/Spaces, including toys
  • Resources
  • Services
  • Literacy-focused programs/sessions

1.8 - Facilities 

With respect to PPLD Facilities, the CEO is expected to maintain facilities to serve the needs of the community.

Accordingly, the CEO will: 

  • Strive to ensure all spaces remain viewpoint-neutral environments in an effort to create welcoming spaces for all patrons in the community
  • Establish policies to protect and maintain library properties
  • Make sure all programming and studio spaces are available to patrons and equipmenUspace is supervised while in use
  • Maintain procedures and policies to increase access to the community through hybrid branch models
  • Ensure any new buildings are named in accordance with PPLD's policies and make recommendations to the Board of Trustees for final approval

1.8.2 - Internal and External Property

All internal and external property includes, but is not limited to:

  • Meeting rooms
  • Lobbies
  • Community spaces
  • Staff areas
  • Children and teen rooms
  • Physical collection items
  • Building facades
  • Parking lots
  • Roofs
  • Outdoor areas

1.9 - Request of Records

With regards of official public records, the CEO will:

  • Designate a custodian of public records
  • Provide a transparent process for responding to official requests
  • Maintain compliance with all applicable laws as it relates to open records requests

1.10 - Safety and Security

With regards to safety and security, PPLD strives to create safe and secure environments where all patrons may participate freely. 

Accordingly, the CEO will: 

  • Ensure a stable security team is available to respond to both active and passive threats
  • Establish policies regarding the security of patrons
  • Ensure logs of misconduct are tracked and evaluated for repeat offenses
  • Prohibit violators of PPLD's security policies to continue to utilize library resources

1.11 - Policy Expectations

With regards to policy, it is the expectation of the Board of Trustees that the CEO will maintain a set of policies that reflect the values of PPLD and enable the self-determination of patrons to the greatest extent possible. 

Accordingly, the CEO will: 

  • Develop a policy committee to develop and maintain operational policies
  • Ensure all policies are reviewed on a regular basis
  • Ensure no policies or practices violate state or federal laws in any way

2.0 - Board and CEO Relationship

A strong, effective and trusting relationship between the Board of Trustees and the CEO drives the successful governance of PPLD. The Board of Trustees will direct the operational organization exclusively through the CEO, in his/her function as the Chief Executive Officer. At the CEO's discretion, other PPLD staff members may be designated as points of contact for the Board of Trustees. 

2.1 - Unity of Control

Only official decisions of the Board of Trustees acting as an entity are binding on the CEO. Decisions or instructions of individual Trustees, officers, and committees are not binding on the CEO except in rare instances when the Board of Trustees has specifically delegated such exercise of authority. In the case of Trustees or committees requesting information or assistance which, in the CEO's opinion, requires an amount of staff time or that is unreasonable or disruptive, the CEO may refuse such requests. The committee or the Trustee may subsequently refer such requests to the full Board of Trustees for consideration. Nothing in this policy is intended to limit any Trustee's right to request and access information in a timely manner. 

2.2 - Accountability and Performance Monitoring

The CEO is the Board of Trustees' official link to PPLD operations. The CEO has full authority over and accountability for library management and staff. The Board of Trustees will monitor CEO performance systematically against established goals, progress toward organizational outcomes), and operation within Board-established boundaries (Executive Limitations policies). 

The Board of Trustees shall not give directions or instructions to persons who report directly or indirectly to the CEO, except PPLD's legal counsel. The Board of Trustees may consult with legal counsel as it deems necessary. 

The CEO may direct requests for information made by Trustees to members of the CEO's leadership team or other appropriate staff. Such staff may respond directly to Trustees, with the CEO copied or otherwise notified of all such responses. 

The CEO's performance will be monitored against established goals, reasonable progress toward achievement of the Board of Trustees' policies and successful operation within the Board of Trustees' Executive Limitations policies. 

Monitoring may be conducted through: 

  • Internal reports from the CEO
  • External assessments by third parties selected by the Board of Trustees
  • Direct inspection by the Board of Trustees or Board committee

The performance standard shall be whether the CEO reasonably interpreted Board of Trustees' policies and made reasonable progress toward achieving Board of Trustees' goals. The CEO's annual evaluation will be overseen by the Governance Committee: 

  • Annual goals shall be established by the end of March each year.
  • Annual evaluation of the CEO shall assess performance on established goals and other competencies observed throughout the year, including leadership and professional conduct.
  • The Board of Trustees will prepare a written evaluation document to be reviewed with the CEO.

2.3 - Delegation to the CEO

The Board of Trustees delegates authority to the CEO through written policies that define organizational outcomes to be achieved and boundaries that should not be crossed, allowing the CEO to exercise reasonable judgment within those parameters. The Board of Trustees will establish policies directing the CEO to achieve specific results for library patrons and the community. These policies define what services and outcomes the library will provide, for whom, and at what priority or cost. 

The Board of Trustees will establish policies that set limits on how the CEO may operate, called "Executive Limitations." These policies define what must be avoided (e.g. financial risk, legal violations, or ethical concerns) rather than prescribing specific methods. The Board of Trustees will not tell the CEO how to accomplish goals: only what boundaries must be respected. 

Within the Board of Trustees' stated goals and limitations, the CEO has full authority to establish operational policies, make decisions, and take actions using any reasonable interpretation of Board of Trustees' policies. The Board of Trustees may revise its policies at any time, which shifts the scope of authority given to the CEO. Such changes apply only going forward, not retroactively. 

3.0 Governance Process 

The Board of Trustees recognizes the need to work together in a professional manner to serve the patrons in the Pikes Peak region. The process for how the Board of Trustees will work together and the applicable norms are outlined in the Bylaws, which are reviewed on a regular basis. 

4.0 Statutory Obligations

The Board of Trustees recognizes its obligation to comply with the statutory requirements imposed by the state legislature. To that end, the following policies are hereby ratified: 

  • Reconsideration of Library Resources and Use of Library Facilities Policy

Pikes Peak Library District ("PPLD" or "Library") ensures freedom of expression for all by providing free access to Library materials, resources, programs, displays, and exhibits through which ideas and information may be explored. The freedom to access, see, hear, and read all points of view without restriction is protected by the First Amendment to the U.S. Constitution. As such, PPLD abides by and complies with the following standards under C.R.S. § 24-90-122(2) in the reconsideration of its resources and use of its facilities (collectively, the "Standards for Reconsideration"): 

  • (a) A public library serves as a center for voluntary inquiry and the dissemination of information and ideas; 
  • (b) The public has the right to access a range of social, political, aesthetic, moral, and other ideas and experiences through a public library; 
  • (c) Each library resource is provided for the interest, information, and enlightenment of the community and should present diverse points of view in the collection as a whole; 
  • (d) A public library shall not exclude a library resource because of the ethnic origin, ethnic background, or gender identity of those contributing to the creation of the library resource or because of the topic addressed by the library resource or the opinions expressed in the library resource; 
  • (e) A public library shall not proscribe or prohibit the circulation or procurement of a library resource because of partisan or doctrinal disapproval of the library resource; 
  • (f) It is the responsibility of a public library to challenge censorship in the fulfillment of its responsibility to provide information and enlightenment; 
  • (g) A public library shall consider the perspectives of marginalized groups, including those identified in C.R.S. § 22-1-104(1)(a); 
  • (h) For a public library that provides facilities to the public, the library shall make the facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use; and 
  • (i) A public library shall prohibit discrimination based on age, background, political or religious views, origin, disability, race, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, or ancestry in the selection, retention, display, use or reconsideration of library resources and public meeting spaces.

Pursuant to C.R.S. § 24-90-122, PPLD provides a process where Library District residents may express concerns about Library resources or about the use of the Library facilities. The Reconsideration of Library Resources or Use of Library Facilities Policy process is intended to provide a forum for important feedback about the services and resources the Library provides. 

Pikes Peak Library District Board of Trustees January 21, 2026 
Updated on January 22, 2026

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