General Library Policy

Gay-Kimball Library



(last updated February 9, 2018)


Mission Statement

The Gay-Kimball Public Library’s mission is to meet the recreational and informational needs of the community in a creative, professional and welcoming manner. The Library will offer diverse resources and provide a community meeting place for people of all ages.




I.       Trustees

The Gay-Kimball Library has three Trustees, each elected for a three-year term staggered in such a manner that one is elected each year. The Board of Trustees meets monthly whenever possible, in the Library at a time mutually convenient to its members and the Librarian, who must be present, except for salary and evaluation discussions. Notice of each meeting will be posted in the Library and another public place at least one week before the meeting date.


If a Trustee fails to attend more than two consecutive meetings, it is at the Board’s discretion whether that member will be allowed to remain on the Board. All resignations should be submitted, if possible, in writing to the Board at least thirty days before the actual resignation date. A new Trustee, recommended by the Board, will be appointed by the Town selectmen to serve until the next election.


The Board will elect a chairman, secretary and treasurer. The chairman will direct the meetings. The secretary will record minutes of meetings and have them available in the Library within 72 hours of the meeting. The treasurer and /or the Librarian will pay all bills and keep the financial records of the Library in order to present them to the Town auditors annually. A written year-end report must be submitted to the selectboard’s office for the Annual Report as soon as possible after the books are closed for the year or when requested. All checks written on the Library’s accounts must have the signatures of two Board members. The treasurer will assist the Librarian in preparing a budget each year to present to the entire Board. All Trustees are expected to read and follow the guidelines in the New Hampshire Library Trustees Handbook which is at the Library and online.



II.      Hours

The Library will be closed for legal holidays falling on a day the Library would be open and at the Librarian’s/Trustees’ discretion. The Trustees and /or the Librarian will determine the hours the Library will be open and any closings due to inclement weather or an emergency.  At least one Trustee should be notified as soon as possible if the Librarian must close the Library for any reason.

III.    Staffing

For security reasons, two staff members (one of whom may be a volunteer or trustee) shall be present at the Library at all times during open hours.  Every effort will be made to schedule advance coverage of vacation time, personal time, or illness.  In cases where suitable coverage cannot be arranged, or if coverage is unavailable, the Library may be closed.



A person who would like to volunteer at the Gay-Kimball Library may complete a volunteer application. If volunteer opportunities exist, the head librarian or his/ her designate will interview appropriate candidates, assign tasks, establish a schedule, train and supervise the volunteer. In the event that a volunteer is unable to adequately perform assigned duties, that volunteer/intern’s supervisor may remove them from service.  Where possible, the library will assist the local courts and other social service agencies to provide community services and/or library work experience for individuals.  At the volunteer’s expense, criminal background checks and federal fingerprint checks will be done on all applicants over the age of 18 who will be working alone with children.  Applicants under the age of 18 will need parent/guardian permission to volunteer at the library.


IV.     Confidentiality

All Library records are confidential. Cooperation and discretion should be used in dealing with any agency asking for information about patrons and their borrowing choices. Requests for such information should be made in writing and use proper legal procedure.  Pursuant to RSA 201-D:11 Library User Records; Confidentiality.


V.      Budget

The yearly budget will be compiled by the treasurer of the Board of Trustees and the Librarian and must be presented to the Board for review and approval. The Town budget committee will notify the Board by letter as to date and time of the budget committee hearing and meeting. The whole Board and the Librarian should attend both meetings to defend the budget during the hearing. They should also be present at Town Meeting in March.


VI.  Collection development policy

A.      Material Selection

Resource development is guided by the Library Bill of Rights and the Freedom to Read statement. The goal of the Gay-Kimball Library is to develop a collection that is used intensely. Material selection should provide a collection that satisfies the needs for recreational and reference reading for Troy people of all ages.


The Librarian is responsible for the selection of materials and may have the help of a selection committee if she/he so desires. Trustees are eligible for this committee. The committee’s power is limited to making suggestions. Only the Librarian will exercise the final choice of acquisitions and is responsible for funds allocated to the materials budget.

Selection is guided by literary value, patrons’ needs, and collection development. Quality should be judged as a whole and not out of context. Standard book selection guides and tools are used.


Limits of the collection will depend on available money and space. New acquisitions are provided as regularly and promptly as possible.


The Library maintains a small collection of materials for young adults. Resources are selected because of their appeal for this age (which is widely interpreted) and are meant to be a bridge to adult material.


Children and young adults are not limited to the materials chosen for them. They may use the entire collection to the extent that their interests and capabilities allow. Responsibility for the use of materials by underage patrons rests with the parent/guardian and not with the Librarian.


Materials that have restricted access will be limited to those materials that are of historical value and/or materials that are judged too fragile to leave the premises. Troy histories, Town Reports and School Reports are among the items that remain in the Library.


Audio and video materials will be chosen for values of interest, information and recreation. Selection of a work does not constitute or imply agreement with or approval of the content.


Favorable reviews, patron requests, circulation statistics and local availability are all considerations for selection. The Library participates in the Nubanusit Cooperative rotating media collection in order to increase the diversity of the collection. The responsibility for using video and audio materials by children is the responsibility of their parents. Ratings will not be added to or removed from the manufacturer’s packaging. These materials are purchased from the Library’s materials budget and/or added as the result of gifts.

B.      Collection Maintenance

An updated and currently useful collection is maintained through continuous discarding and replacement. Criteria used in selection also apply to the process of withdrawing material from the collection. In order to maintain a collection that is current, reliable, in good condition, well used, and which relates to the needs and interests of patrons, materials are withdrawn on a systematic and continuing basis. Disposal of withdrawn material is in a manner consistent with its quality and condition.


All deaccesssions should be made in consultation with the Library Director. They are empowered to deaccession materials of modest value.  The Library Board shall be the final authority in deaccessioning materials of larger value (rare books, manuscripts, etc.).  The Library has the right to dispose of materials as necessary, including returning unwanted portions of the gift to the donor, sale or placing materials in another repository.


C.      Reconsideration of Selected Material

Library material will be available to all patrons. No restrictions are placed on what anyone may choose.


The following steps will be followed in the event of a demand for the exclusion of an item from the collection:


  1. Such a demand must come from an adult citizen of the Town.


  1. The Librarian will temporarily remove the cited item from the shelves. If a borrower has the item in his/her possession, he/she is obligated to return it. This step is taken to provide the Board an opportunity to become acquainted with the material in question.


  1. The Librarian must tell the complainant that the objection will be considered by the Board of Trustees at the next regular meeting, provided that there is enough time for each Trustee to review the material in question. Otherwise the objection will be heard at the next regular meeting.


  1. Petitions are not considered valid protests.


  1. A written complaint must be given to the Librarian within two weeks of the original complaint for purposes of keeping records. The use of the form “Citizen’s Request for Reconsideration of Material” (see attached form) is the preferred form of a written complaint.


  1. Complainant will be notified of the time and date of the meeting at which the protest will be heard. He/she may appear or not, but should notify a Trustee of his/her intent.


  1. As soon as the item is temporarily withheld it shall be available only to each Trustee and the Librarian so as to provide an opportunity to completely familiarize each person with the entire content and, if possible, the history of the item in question. (The history includes such factors as the author’s background, reviews, publisher, and whether the item has been found objectionable in other places.)


  1. Opinions must be given by each Trustee. A majority decision whether or not to withdraw the item must be made.


  1. Closed shelves, or the policy of keeping some items “under the counter” will not be tolerated since this policy leads to indiscriminate censorship.


  1. The complainant alone and no other representative shall be heard at the Trustees’ meeting, should he/she desire to be heard.


  1. Job security shall not be jeopardized by any single instance of a title challenged for suitability in a collection.


  1. The Board shall make its decision based on:
  2. Selection standards as outlined in the Policy statement.
  3. Entire content, not excerpts from the material.
  4. History as outlined in #7 above.


  1. Immediately following the decision made by the Board at the meeting, the item shall be withdrawn and duly processed or shall be returned to the shelves.


  1. The complainant is to be notified in writing of the action taken by the Board. A copy of that notification and the original written complaint is to be filed in the Library.


VII.   Gifts and Donations

Gifts of money, real estate and/or stock will be accepted if conditions are acceptable to the Board of Trustees, subject to any applicable law. Personal property, antiques, art objects, portraits and other objects will be accepted only as outright gifts with no restrictions with the prior approval of the Board of Trustees.


The Library will accept gifts of materials with the understanding that they may or may not be added to the Library collection. Gift materials will be judged by the same criteria as material purchased by the Library. Upon request, a receipt will be given for donations but no dollar value will be placed on the gift.  Materials not added to the collection will be disposed of at the Librarian’s discretion.


If books or DVDs are donated and added to the collection, a book plate acknowledging the donation may be placed inside the front cover of the book or on the front or back of a DVD case.  If items with a value exceeding $1,000 are donated and kept in the library for use by staff or patrons, a small plate may be placed on the item acknowledging the gift. Cash gifts exceeding $5,000 require a public hearing.  If, after the public hearing, the trustees vote to accept the gift, a small plaque acknowledging the gift may be placed on the wall of the library in a location to be determined by the director and approved by the board of trustees.

VIII.  Interlibrary Loans

Books and most other materials may be borrowed for 6 weeks by any Library. Exceptions to this rule are Town histories, new items and reference materials which may be borrowed only with special permission. The Gay-Kimball Library participates in the New Hampshire Automated  Information System (NHAIS) and borrows and lends using e-mail, NHAIS, or telephone request. Materials are sent by State Library van.

IX.    Reference Policy

The Library will attempt to provide patrons with up-to-date and accurate information in answer to their reference questions. If the needed information is not available on the premises, an interlibrary loan search on the New Hampshire Automated Information System (NHAIS) or on the Internet will be made. If that fails to provide the needed material, an inquiry will be made directly to the State Library. Patrons may also be directed to agencies or other types of libraries which might be better able to provide information quickly. No charge will be made for interlibrary loans unless the lending library charges the Gay-Kimball Library. Patrons will be informed of any fees before the loan is made. All transactions should comply with the Copyright Compliance Law and Guidelines and patron confidentiality will be respected.


X.      Building Use

Smoking is not permitted anywhere in the Library building.


Library facilities may not be used for the solicitation of any type of goods, services, or monetary contributions except for those that benefit the Library.  With prior approval from the Librarian and/or Board of Trustees, artists and performers participating in a Library-sponsored program may sell program-related books or musical recordings during or immediately after the program.
Fliers and notices for local events may be posted on the bulletin board by the main entrance.  The bulletin board is not to be used for advertising or for commercial notices.  All signs should contain the name of the sponsoring group and the date(s) of the event.  Signs may be removed when they are no longer timely or when space is required for more timely items.  The Library is not responsible for the return of posted materials.  The Library does not necessarily endorse the viewpoints of organizations that post notices.


No political advertising of any kind may be placed on library property.  This  includes bulletin boards and lawn signs.



Gay-Kimball Library offers the Ripley Room for use by individuals and groups.  The purpose of this meeting room policy is to ensure equal access and orderly scheduling.  Library functions and programs shall have first priority for use of the meeting room.  If not in use for Library functions, the Ripley Room may be used with the following qualifications:


  1. The Library’s meeting room is open to Troy groups engaged in civic, educational, cultural, intellectual, or charitable activities. All groups must register by signing a meeting room registration form prior to their initial meeting.  Upon approval by the Library Director and/or Board of Trustees, users may schedule meeting times.  Groups must re-register annually.  The person or organization responsible for the meeting is responsible for any damages incurred.
  2. The Ripley Room is available during hours the Library is open to the public. If a meeting is scheduled to begin at closing time, at least one attendee must arrive 10 minutes beforehand.  Meeting room use may continue past Library closing time; such arrangements must be made with the Library Director one open day in advance.  In that case, the main entrance will be locked upon Library closing; the meeting sponsor is responsible for seeing that all persons attending the meeting exit the building, that all lights are turned off, and that the main door closes properly.


  1. Non-town government organizations may reserve the meeting room up to three months in advance. Town-government organizations may reserve the meeting room more than three months in advance.  Once the room has been reserved, it stays reserved unless the reserving organization cancels the reservation.  Non-governmental organizations that have been using the meeting room regularly for more than one year may reserve the meeting room more than three months in advance with the approval of the Board of Trustees.


  1. Light refreshments are permitted. Tobacco products and alcoholic beverages are not  Groups must supply their own coffee, cups, utensils, etc.  The group is responsible for disposing of leftover food in the trashcan; clean the kitchenette if it has been used.
  2. Groups will be responsible for setting up the meeting room according to their own needs. Chairs, tables, and a television with VCR are available.  Any special arrangements for technology must be made with the Library Director two open days in advance.  The group must restore the room to neat order.  If the heat has been on, return the thermostat to 60 degrees; close and lock open windows.  Any necessary set-up and take-down should be included in the time being reserved.
  3. No parent or guardian attending a meeting or program in the meeting room may leave any child under age seven unattended in the Library.
  4. With approval by Library staff, the Ripley Room is available for walk-in use by tutor teams, study groups, and Library patrons. Gifts and donations to the Library shall have no bearing on availability of the meeting room.
  5. The Library reserves the right to change or cancel reservations. Any group that fails to comply with policy may be denied further use of the meeting room.
  6. No group using the meeting room shall charge an admission fee or sell materials or services.


  1. The meeting room is not available for purely social functions designed for the entertainment of friends or associates.


  1. Organizations using the meeting room may use the room on days the library is closed providing they have been issued a key to the building.  Issuance of keys must be approved by the Board of Trustees and a responsible member of the organization must sign a receipt for the key and an agreement to use the key in accordance with library policy.  The written agreement will state that the key may be used only by the person to whom it is issued and only for purposes stated in the agreement and approved by the Board of Trustees.


  1. The fact that a group is permitted to meet at the Library does not constitute an endorsement of the group’s policies or beliefs, and any publicity surrounding the event must not imply Library sponsorship.


  1. Patrons

Residents of the Town of Troy may have library cards without charge upon entering kindergarten.  Non-residents will pay a yearly fee of  $30.  The Board of Trustees may waive this fee when the board feels it is appropriate.


Teachers at Troy Elementary School may be issued a “Teachers Card” without charge allowing them full use of the library.


Nonresidents who work in Troy may be issued a library card without charge.


New patrons must show photo identification and something bearing their current physical address.  This could include a driver’s license, utility bill, printed personal check, or car registration.


XII.   Patron Behavior Policy

The Gay-Kimball Library is open to the public for the purpose of fulfilling our mission statement. In order to provide a safe and comfortable environment for the staff and all patrons, the Trustees of the Library have established the following rules.


While in the Library or on Library property, no individual shall:

  • Behave in a manner that is disruptive to other patrons or staff members
  • Block the entrances, exits, or walkways to the library in any way
  • Bring animals into the library, except service dogs  or animals which are a part of a Library program
  • Display physical affection or contact in a manner that embarrasses others
  • Eat food inside or bring open beverage containers into the library.
  • Not be completely dressed including footwear
  • Use offensive, obscene or profane language
  • Violate any local, state or federal law.



Library patrons who ignore staff requests to comply with these rules may be asked to leave the library property.  Patrons who violate this policy may have library privileges suspended for a time specified by the Library Director in a letter mailed to the patron (if underage, the patron’s parent or guardian). Patrons whose privileges have been denied may appeal the decision in writing to the Trustees of the Library for final judgment at the next regular Trustee meeting.


In extreme situations, the library will request help from the police in removing persons from the premises and pursue criminal prosecution if the conduct constitutes a violation of federal, state, or local law.


XIII.  Food and Beverages

Eating is not permitted in the library unless part of an approved program or function.  Beverages are not permitted unless in a plastic container with a secured cover (e.g. water or soda bottles)

XIV.  Borrowing

Books and audio materials will be loaned for three weeks and are renewable for another three weeks provided that another borrower has not requested the item.  Periodicals, videos, DVDs and equipment are loaned for one week only with one renewal.

XV.    Overdue Materials and Fines

Fines are assessed on overdue library items at a rate approved by the Trustees and posted in the Library and on its website.  When a patron’s fine reaches five dollars or more, additional items are not allowed to be checked out until the fine is under $5.


At least one overdue notice will be sent via postal mail before the final overdue notice/bill which will be sent via certified mail.  Patrons receiving a certified letter will reimburse the Library for postage.  Patrons with materials totaling $25 or more that have not been returned after being sent a certified letter will be referred to the Police Department for retrieval of materials.

XVI.  Unattended Children Policy

The Gay-Kimball Library welcomes use by children.  The staff is happy to assist them in use of Library materials or services. A responsible adult or sibling should accompany young children while they are using the Library, for the child’s safety and comfort.

Library staff will notify the parent or guardian of unattended children when:


  • It is possible that the Library will be closing earlier than usual (due to inclement weather, a power outage, etc.)
  • The child’s behavior disturbs other users of the Library
  • There is cause to believe that the child’s health or safety is in danger
  • The Library staff are unable, and should not be expected, to provide the necessary degree of supervision that is desirable for young children


Children who have not been picked up by closing time, and whose parent or guardian cannot be contacted, will be placed in the care of the Troy Police Department.

XVII. Internet Access

The Gay-Kimball Library offers direct access to the Internet as a part of its commitment to the role of the public library in the Information Age. Internet access enhances our existing collection in size and depth and provides users with exciting resources.

Library employees are authorized to take prompt and appropriate actions to enforce Gay-Kimball Library Policy for Public Internet Access, and/or to prohibit use by persons who fail to comply with the Gay-Kimball Library Policy for Public Internet Access as stated or implied herein.



Internet access is provided to any member of the public.  Before anyone may use the Internet they must read the policy provided online and consent to it by clicking the “Access Internet” button.  A print version of the policy will be available upon request.


Parents should supervise their children’s Internet sessions at the library and discuss with their children about their family’s standards.  The Internet should be treated no differently than TV, movies, books or magazines as far as parental supervision is concerned.


Patrons will sign in at the circulation desk before each session. Sessions may be limited from thirty minutes to one hour per patron, if other patrons are waiting. Use is not prioritized by information need because everyone’s information is important to him or her. The internet is provided on a walk-in basis only.  Library scheduled use of the equipment takes precedence over individual use at all times.


Access will be provided up to ten minutes before closing.  Access will not be provided when the Library is closed to the public.


Users will be personally responsible for any materials ordered via the Internet. They will need to pay for these items with a credit card. The Library will not be responsible for these costs.


The library seeks to protect the First Amendment rights of its patrons and their individual right to privacy. However, Internet users must be sensitive to the fact that computers are in public areas and, therefore, images on the screen and at the printer are subject to view by a wide audience.


Users will agree, by clicking the “Access Internet” button, to obey all applicable federal, state and local laws governing copyright, licensing and content restrictions. Patrons using the Internet are asked to refrain from viewing sexually explicit or violent sites on library computers. The library reserves the right to terminate or restrict the user’s Internet privileges for abuse of these conditions.


Users may not download material onto the computer’s hard drive. They may download material onto their personal 3.5” floppy disk, CD-Rom or jump drive. Users may print pages to a printer at a cost of ten cents per page for black-and-white or twenty-five cents per page for color (if available).


The library does not limit the number of individuals using a single computer because we recognize that group work can be a valuable learning experience.  However, such a group must not be a disturbance to others in the library.


Any damage to the computer or its peripheral devices is the responsibility of the user. Abuse of the equipment or the service will result in the user being denied further access to the service. Malicious damage may result in prosecution. Damage deliberately done to other computers, networks or products accessed through the Library’s Internet connection will be traced and the perpetrator will be prosecuted to the full extent of the law.



The Gay-Kimball Library and its trustees and staff do not control the Internet. The Internet is a global entity. There are many sites that contain information resources which one may consider controversial or inappropriate. The library will not censor access to material nor protect patrons from information they find offensive.  Not all sites on the global Internet provide accurate, complete, or current information. The patron needs to be a good information consumer, questioning the validity of the information found.


There are many reasons why some sites on the Internet may not be accessible including:

  • There are too many Internet visitors and the host computer has closed or limited access from the “outside world.”
  • The database or resource is licensed to a particular institution and visitors need to be affiliated with that institution in order to get access.
  • The host computer has changed its address or has closed down.


B.  Wireless Access Policy

Users are responsible for configuring their own equipment. The library does not provide technical support for establishing or maintaining a connection nor equipment configurations. The library is not responsible for any changes made to a computer’s settings and does not guarantee that a user’s hardware will work with the library’s wireless connection.

The Gay-Kimball Library has no control over the information accessed and cannot be held responsible for the content, accuracy or quality of the information retrieved on the Internet. Unlike other library resources, the Internet is not organized, catalogued or indexed.

The library’s wireless network is not secure.  Information sent to and from your laptop or wireless device may be viewed by anyone else with a wireless device and the appropriate software.

The Gay-Kimball Library is not responsible for any personal information (e.g., credit card, social security number) that is stolen, or for any damage caused to hardware or software due to power surges, security issues or problems caused by viruses or hacking. All wireless access users are individually responsible for maintaining up-to-date virus and spyware protection on personal laptop computers or wireless devices.

Printing service via the wireless network is not possible at this time.  To print at the library, you must save your work to a disk or email it to your email account and then access the document through the library’s public access computer and send it to the public printer.












The trustees reserve the right to revise the General Library Policies Manual governing the library whenever such revision is necessary.  All revisions of the General Library Policies Manual will become effective immediately upon the vote of the trustees.



This General Library Policies Manual becomes effective on February 9, 2018


___________________________________Allan Bailey, Chair


___________________________________Charleen Hoefsmit, Treasurer


____________________________________Jacqueline Sendrowski, Secretary