PO Box 837, 10 SOUTH MAIN STREET
TROY, NEW HAMPSHIRE 03465
State of NH Library RSAs
202-A:11 Powers and Duties. – Except in those cities where other provision has been made by general or special act of the legislature, the library trustees of every public library in the state shall:
I. Adopt bylaws, rules and regulations for its own transaction of business and for the government of the library;
II. Prepare an annual budget indicating what support and maintenance of the free public library will be required out of public funds for submission to the appropriate agency of the municipality. A separate budget request shall be submitted for new construction, capital improvements of existing library property;
III. Expend all moneys raised and appropriated by the town or city for library purposes and shall direct that such moneys be paid over by the town or city treasurer pursuant to a payment schedule as agreed to by the library trustees and the selectmen or city council. All money received from fines and payments for lost or damaged books or for the support of a library in another city or town under contract to furnish library service to such town or city, shall be used for general repairs and upgrading, and for the purchase of books, supplies and income-generating equipment, shall be held in a nonlapsing separate fund and shall be in addition to the appropriation;
IV. Expend income from all trust funds for library purposes for the support and maintenance of the public library in said town or city in accordance with the conditions of each donation or bequest accepted by the town or city;
V. Appoint a librarian who shall not be a trustee and, in consultation with the librarian, all other employees of the library and determine their compensation and other terms of employment unless, in the cities, other provision is made in the city charter or ordinances.
Source. 1917, 59:1. 1919, 35:1. PL 10:56. 1927, 82:4. 1933, 60:3. RL 15:59. 1943, 90:2. RSA 202:10. 1963, 46:1. 1983, 272:1, eff. Aug. 17, 1983. 2000, 9:4, eff. April 16, 2000.
Gay-Kimball Library 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. Library Board of Trustees Bylaws
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 the discussion of their evaluation. Notice of each meeting will be posted in the Library and another public place at least one week before the meeting date.
The Trustees, if possible, will recommend to the appointing authority (Select Board) the names of one person who may serve as alternate members on the board when elected members of the board are unable to attend a board meeting. The alternate members shall be appointed to one-year terms.
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 within 5 business days of the meeting. The treasurer pays all bills and working with the librarian keeps the financial records of the Library for the annual audit. A written year-end report will be submitted to the select board’s office for the Annual Report as soon as possible after the books are closed for the year or when requested. All checks written from the Library’s main checking account 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.
The Board will review all non-public sealed minutes at the end of year and decide whether to keep them sealed or release them.
All Trustees are expected to be familiar with the guidelines in the New Hampshire Library Trustees Handbook which can be found at the Library and online and to abide by the New Hampshire Library Trustee Association Code of Ethics.
The Library will be closed for legal holidays falling on a day the Library would normally be open. Any change to the Holiday schedule or the Library’s regular weekly hours is at Trustees’ discretion. The Trustees and/or the Director can determine if the Library should close due to inclement weather or an emergency. The Trustees should be notified as soon as possible if the Director must close the Library for any reason.
Two staff members or a staff member and volunteer/Trustee shall be present at the Library at all times during open hours for safety reasons. In an emergency or for short periods of time the Director may work alone. In cases where suitable coverage cannot be arranged, the Library may be closed.
A person who would like to volunteer at the Gay-Kimball Library should 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. If 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 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. Volunteers who have a current acceptable background check via outside work or volunteering (teacher, etc.) are exempt.
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.
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. 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 deaccessions 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.
2. 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.
3. 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.
4. Petitions are not considered valid protests.
5. 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.
6. 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.
7. 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.)
8. Opinions must be given by each Trustee. A majority decision whether or not to withdraw the item must be made.
9. Closed shelves, or the policy of keeping some items “under the counter” will not be tolerated since this policy leads to indiscriminate censorship.
10. The complainant alone and no other representative shall be heard at the Trustees’ meeting, should he/she desire to be heard.
11. Job security shall not be jeopardized by any single instance of a title challenged for suitability in a collection.
12. The Board shall make its decision based on:
a. Selection standards as outlined in the Policy statement.
b. Entire content, not excerpts from the material.
c. History as outlined in #7 above.
13. 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.
14. 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 might 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 might 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 might 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 the State Library’s current automated system, e-mail, catalog requests, or telephone request. Materials are sent by State Library van.
IX. Reference Policy
The Library attempts 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 or internet search will be conducted. If that fails to provide the needed material, an inquiry will be made directly to the State Library or other applicable organization. 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 will comply with Copyright Law.
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.
RIPLEY MEETING ROOM
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 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 regular 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. Meeting room use may continue past Library closing time; if arrangements have been made with the Library Director. If a meeting is scheduled to begin at closing time, at least one attendee must arrive 10 minutes beforehand. In the case of afterhours use, 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.
3. 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.
4. Light refreshments are permitted. Tobacco products and alcoholic beverages are not permitted. Groups must supply their own coffee, cups, utensils, etc and clean the kitchenette if it has been used.
5. Groups will be responsible for setting up the meeting room according to their own needs and returning it to its previous condition. Any special arrangements for technology must be made with the Library Director at least two business days in advance. 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.
6. No parent or guardian attending a meeting or program in the meeting room may leave any child unattended in the Library.
7. 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.
8. 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.
9. No group using the meeting room shall charge an admission fee or sell materials or services.
10. The meeting room is not available for purely social functions designed for the entertainment of friends or associates.
11. 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/or Library Director. The responsible member of the organization will 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 approved agreement.
12. 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.
Residents of the Town of Troy or those who work in Troy may have library cards without charge. Non-residents will pay a yearly fee of $30. The Board of Trustees may waive this fee when the board feels it is appropriate.
New patrons must show photo identification and something bearing their current physical address. This could include a driver’s license, utility bill, car registration, etc.
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
• Eat food inside or beverage containers with unsecured lids in 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)
Books and audio materials will be loaned for three weeks and are renewable for another three weeks. DVD sets will be loaned for three weeks and are renewable for another week. Periodicals, videos, regular DVDs and equipment are loaned for one week only with one renewal of one week. There will be no renewals, if another patron has requested the item.
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 may 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. For the child’s safety and comfort, a responsible adult or sibling should accompany young children while they are using the Library.
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
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 our mission statement. Internet access enhances our existing collection in size and depth and provides users with additional 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. This policy will be available upon request and a summary available at all public internet stations.
Parents should supervise their children’s Internet sessions at the library. The Internet should be treated no differently than TV, movies, books or magazines as far as parental supervision is concerned.
Patrons 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 them. The internet is provided on a walk-in basis only. Library scheduled use of the equipment always takes precedence over individual use.
Access will be provided up to ten minutes before closing.
Users will be personally responsible for any materials ordered via the Internet. The Library is 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 others.
Users agree 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., but instead are asked to use their own external device such as a thumb drive. Users may print pages at the posted cost.
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.
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.
XIV. Social Media
Definition of social media – any website or application which allows users to generate and share content.
The Library welcomes interaction with members of the community on various social networking websites, platforms, and media. The Library invites comments, posts, and messages, while recognizing and respecting differences of opinion and upholding the standards of ethics and conduct delineated for staff and patrons in the Gay-Kimball Library Policy. The Library seeks to provide social media users with environments free from discrimination and obscenities. Therefore, all comments, posts, and messages are subject to review by the Library. The Library reserves the right to remove any comment, post, or message that it deems, at its sole discretion, to be abusive, defamatory, in violation of intellectual property rights, off topic or otherwise inappropriate.
The Library further reserves the right to reproduce public comments, posts, and messages in other public venues, without further permission from subscribers.
The Library is not responsible or liable for the content of postings by third parties on any Library-sponsored social media site, and third party postings do not reflect the opinions or positions of the Library, its employees, or its Board of Trustees.
The Library assumes no liability regarding any content provided by any participant in any Library-sponsored social media service, and it does not endorse or review content outside the content created by library staff.
Interaction (posting, commenting, or messaging) with any Library-sponsored page, the user agrees to indemnify the Library and hold harmless the Library, its employees, affiliates, Board of Trustees, and the Town of Troy from and against any and all liabilities, judgements, damages, and costs incurred by them which arise out of or are related to content the user posts.
Guidelines for Library Staff and Trustees
The Library’s social media posts will be accurate, respectful, reflect the mission of the Library, respect copyright and public records laws.
Staff members who maintain personal social networking sites must clearly delineate between material on their personal site and work-related postings. Any comments about work-related issues must bear a disclaimer that they do not represent the organization.
Library Trustees and Staff are free to express themselves as private citizens on social media sites to the degree that their speech does not impair or impede the performance of duties, impair discipline and harmony among coworkers, or negatively affect the public perception of the library.
SECTION XVIII – REVISION OF GENERAL LIBRARY POLICIES
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.
SECTION XIX – TRUSTEE CERTIFICATION
Jacqueline Sendrowski, Chair
Charleen Hoefsmit, Treasurer
Becky Hackler, Secretary