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 Library Policies

Circulation Policy

Policies for the Hubbard Free Library.All residents of the communities from which Hubbard Free Library receives partial funding – currently Hallowell – are entitled to a free library card. Residents of other communities may obtain a card with a payment of $40 a year. Persons who reside outside the above communities, but have tax-paying businesses in them, may also have a free card. Note that Farmingdale patrons can be reimbursed for the fee by their Town Hall, limit one reimbursement per family.

Summer residents must pay the full $40, but if all items are returned at the end of the summer, one-half of the fee ($20) will be returned.

To obtain a card, we ask for some proof of residence – e.g., driver’s license, a bill or letter sent to your home address. Children under 16 must have a parent or guardian sign their application card. Library cards do not expire (as long as the library is receiving funding from the town of residence), but an annual expiration date in our automated system will enable us to check that all contact information is current, when it comes up.

All materials go out for two weeks. Books, Audio Books, Music CDS and Cassettes, and Magazines may be renewed twice, unless the item has been requested by someone else. Videos and DVDs may be renewed once. Renewals can be done in person, over the phone, via email, or through this web site. After two renewals materials must be returned to the library, but may be checked back out again, if no one has requested them.

There is a check-out limit of 25 items, total; for children under 16 the limit is 12.

Overdue Fines:

  • **Videos/DVDs – ** .50 a day, $10 maximum.
  • Books, Audio Books, Music CDs and Cassettes, Periodicals – 5 cents a day, $10 maximum

Only days we are open will be counted, in calculating overdue fines.

If items are not returned at all, the cost of replacement will be added to the patron’s record, and borrowing privileges will be suspended until payment is made. Note that in the case of minors, parents will be held responsible (as indicated on the card application which they sign), and a hold may also be put against their records.

Collection Management Policy

Purpose of Collection Management Policy

This policy is established by the Board of Trustees to guide the library staff in the management of the collection, and to inform the public of the principles upon which the library makes decisions regarding the selecton, maintenance and use of the collection.

  1. Philosophy and Goals

    The mission of the Hubbard Free Library (the Library) is to “provide materials and services to all citizens of its communities from pre-school through maturity. The Library shall collect, preserve, and make available a varied collection of media and programs to serve and be responsive to the personal, educational, cultural, and professional needs of the communities it serves.” All Collection Management policies and procedures shall support the above-stated mission, within the limitations imposed by funding, and bearing in mind the proximity of the Maine State Library, which can offer much greater resources for serious research. The Library subscribes to the principles of intellectual freedom as stated in the “Library Bill of Rights” (see Appendix), a document issued by the American Library Association. These principles include the stand that “Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed from libraries because of partisan or doctrinal disapproval.”

  2. Responsibility for Collection Management

    The Board of Trustees delegates to the Library Director the authority and responsibility for selection and management of all print, non-print and electronic materials, within the framework of this policy. Actual selection and management activities may be shared among trained library staff, who shall also adhere to this policy in making their choices.

  3. General Selection Criteria

    Selection decisions will take into consideration one or more of the following criteria. More specific guidelines for particular categories will follow these general criteria.

    1. Existing or likely public demand
    2. Practical usefulness
    3. Artistic, literary, historic and/or scientific merit
    4. Existence and currency of other resources on the same subject within the Library
    5. Availability of same or similar resources at the Maine State Library, which may be used by all Maine residents
    6. Authority and competence of author
    7. Availability of shelf space
    8. Price, in relation to total budget
  4. Childrens Books

    Children’s books shall be selected for all age groups from pre-school through middle school. Some items may be included that might not be considered appropriate by all adults for all children. While some books are too mature for one child, other children may be ready for them. Only each child and his or her parents can decide what material is suitable for that child to read. There are special goals connected with selecting books for children, which should further influence selection. These goals include:

    • Fostering a delight in reading
    • Aiding in the development of reading tastes
    • Encouraging further exploration in subjects introduced in school
    • Stimulating personal interests and hobbies

    No attempt will be made to purchase children’s textbooks for curriculum support, although a good-faith attempt will be made to assist those who homeschool with materials that can be used in home instruction, and to provide some basic materials for students seeking to complete their classroom assignments outside school hours.

  5. Young Adult Materials

    A Young Adult Collection has been developed for the purpose of meeting the recreational reading and informational needs of the middle school and high school age population. However, the young adult user of the Library has access to the entire collection. Limitations to be placed upon the reading materials of the young adult are left to the discretion of the parents.

  6. Audio/Visual Materials

    Because of the high cost of these materials, only a limited number of new items can be purchased each year. The Library will depend to a large degree on donations to expand the collections in these areas. Per requests in a patron survey taken November-December 2005, purchased items will be concentrated in DVD and CD format. In general, the Library will not attempt to compete with the local video store, but will limit its film purchases to especially noteworthy films, classics, and instructional or informational videos.

  7. Textbooks

    Textbooks will not generally be selected, unless a gap in the collection cannot be filled in any other way. Due to the financial limitations of the Library, patrons are encouraged to utilize the resources at the Maine State Library for these types of materials.

  8. Paperbacks

    For the most part, the Library depends on donations for mass market paperbacks, which are shelved on the paperback rack. These will be weeded on an ongoing basis, based on usage and condition. Because these books frequently change, most will not be catalogued; the exception will be those that are filling out a series we may have in hard cover, but for which a hard cover edition is not available. In general the Library tries to obtain hard cover editions of the books it purchases. When a hard cover version is not available, we may purchase the trade paperback version, which will be catalogued and shelved on the regular shelves. This most often happens with non-fiction titles.

  9. Periodicals

    Magazines selected will be of general interest, and their continued renewal will depend on degree of usage, as determined by circulation and/or staff observation of in-house use. Due to storage limitations magazines, with the exception of National Geographic and Downeast Magazine, will be kept for, at most, one year; newspapers for about six weeks. National Geographic and Downeast will each receive a shelf and a half’s worth of storage space.

  10. Software

    The library will limit its purchase of software to programs most likely to be widely used. Currently on the public access computers word-processing, spreadsheet, and desktop publishing programs are available.

  11. Controversial Materials

    As stated in the Library Bill of Rights:

    “Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Material should not be excluded because of the origin, background, or views of those contributing to their creation.”

    “Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.”

    (See Appendix 1)

  12. Objections to Library Materials

    Any individual who desires may express his or her objections to particular library materials by completing a “Statement of Concern about Library Materials” form. After the form is completed, it will be brought to the attention of the Library Director who will evaluate the original reasons for the purchase of the material. The Library Director will then respond to the person making the objection. Any remaining objections will be addressed by the Board of Library Trustees.

  13. Selection Aids

    The following sources are representative of the many aids used for selection of materials:

    • Reviews and articles in professional journals (e.g., Booklist, Library Journal, New York Times Review of Books, Voice of Youth Advocates),
    • trade magazines (e.g., P.C. World),
    • reviews,
    • authoritative subject bibliographies,
    • publisher catalogs,
    • patron recommendations.
  14. Gifts

    Gifts of books, video and audio cassettes, DVDs, and CDs will be happily accepted with the understanding that they will be evaluated with the same criteria used for purchased materials. If they do not meet these standards they may be turned over to the Friends of Hubbard Free Library for inclusion in one of their books sales, or otherwise disposed of. The Library is glad to provide a Deed of Gift, stating the number and types of materials donated, but cannot supply a monetary valuation.

  15. Discarding and Replacement of Materials

    In order to maintain a vital, current collection which meets the needs of our communities, evaluation of materials is an ongoing process. An item is considered for discard when it is:

    1. Worn beyond use.
    2. Damaged.
    3. Obsolete or outdated.
    4. No longer circulating and/or used for reference purposes.
    5. One of several copies of a formerly popular title.

    A work chosen for discard may be replaced by another copy of the same title, another work on the same subject, or may not be replaced at all, depending on a number of factors, including age of work (it may be out of print and unobtainable), popularity of title or topic, other titles available by same author or on same topic.

  16. Historical Material

    The library currently has many original historical documents in the form of books, newspapers, letters, photographs, etc. Some of these are cataloged; most are not, which can make locating particular items difficult. All are available for public perusal in the library. A separate Historical Collections Policy will address future selection, maintenance and use of the items in this very important collection. The Library welcomes suggestions for the purchase of materials. Suggestions will be subject to the same standards of selection as other considered materials.Due to the varied demands made upon the Library’s resources, duplicate copies of titles will rarely be purchased.

Revised 3/21/2008

APPENDIX: Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

  1. Books and other library resources should be provided for the interest, information,and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed from libraries because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide public information and enlightenment.
  4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
  5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
  6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948. Amended February 2, 1961, and June 27, 1967, and January 23, 1980, by the ALA Council.

Computer Use Policy

In support of the American ideal of free public access to information, the Hubbard Free Library (the Library) provides free use of its desktop and laptop computers to all members of the public. Internet access, word processing, spreadsheet and desktop publishing programs are all available. The only charge is for printing (currently 20 cents a copy). However, certain rules and standards apply to all users.

  1. All users must sign a Computer Use Agreement, acknowledging that they have read and understood this Computer Use Policy, and agree to abide by its guidelines. Children under 16 years of age must have signed parental or guardian consent to use the Internet (see Children’s Use, below). Agreements and consent forms will be kept on file behind the front desk (and eventually patrons won’t be asked if they’ve signed, when the librarians have all become familiar with those who have).
  2. All users must sign in at the front desk before sitting down at a computer. Failure to sign in, or to include the start time, may result in a shortened period of time on the computer. There is a separate sign-in sheet for each computer.
  3. In order to insure computer access for everyone, the Library reserves the right to restrict time on computers, as well as certain functions/ applications. Currently time is limited to one half hour if others are waiting. Everyone, including children, are entitled to their half hour. If someone is waiting and no one’s half hour is yet up, the person waiting may put her/his name in a queue on the sign-in sheet. Because of our limited number of computers, and the fact that people spend varied amounts of time on them, we cannot take reservations for computer use over the phone.
  4. Unacceptable Uses Of Computers Include But Are Not Limited To:
    • Reconfiguration or disruption of computer systems here or elsewhere.
    • Violation of computer security.
    • Damage to equipment or furniture.
    • Engaging in illegal activity.
    • Invading the privacy of, harassing, libeling or slandering others.
    • Displaying graphics that other patrons are likely to find offensive or inappropriate. This is especially necessary given the general lack of privacy at our computers, and the number of children who frequent the library.
    • Unauthorized copying of copyright-protected materials (this includes music).
    • Unauthorized monitoring or disruption of electronic communications.

Children’s Use

Patrons under the age of 16 must have signed parental permission to use the Internet. The Library cannot individually supervise minors using the Internet. Parents or guardians, not the Library, are responsible for the sites visited, information selected (or given out), by their children. To help parents with this task, we urge them to read the Cybersafety Tips for Children sheet that accompanies the Parental Consent Form, and to discuss it with their children. Copies of the sheet are also available in the computer sign-in notebook.


Violations of the guidelines described above may result in suspension of Internet (and possibly library) privileges. The librarian on duty has the right to make this determination, although a user may appeal to the Library Director if s/he takes issue with the suspension. If the Director has made the determination, a user may have recourse to the Board of Trustees.

Illegal acts involving library computers may also be subject to prosecution by local, state or federal authorities.

Staff Assistance

Library staff is happy to assist users with electronic resources, but may not be familiar with every application or web site a patron might wish to use. We will do our best to help, within a reasonable amount of time.


The Internet is a resource that enables the Library to provide information beyond the limitations of its own collection. However, as an unregulated publishing network, the Internet contains both useful and enriching materials, and subject matter that is inaccurate, outdated or offensive. The Library does not monitor, has no control over, and is not responsible for information found on the Internet. The staff is always happy to assist patrons with searches, in an effort to retrieve information from reliable and reputable sources.

Revised 3/21/08