Library Policies

Policy 1 - Library Operation Policy


The library shall serve all residents of the community.  Service will not be denied nor abridged because of religion, racial, gender, social, economic, or political status.

The use of the library or its services may be denied for due cause which may include:
• failure to return materials
• pay fines
• destruction of library property.

Borrowers are required to show identification (driver’s license, etc) and proof of residence in county (personalized bank check, rent or utility receipt, voter registration card, etc) and provide accurate information concerning name, address, and telephone numbers.

Persons residing outside of the geographical area, but owning property in Gallatin County shall be considered residents upon proof of ownership (canceled check, tax bill, etc).

Borrowers are required to report change of name, address or phone number after library card is issued.  Library cards are valid for one year from issue date.

Borrowers under 18 years of age must have parent or legal guardian present or have parents sign a library card application acknowledging the parent/guardian is responsible for all library material checked out by borrowers under 18. If the parent or legal guardian is not present, before a card is issued, the library will contact the parent or legal guardian to obtain verbal consent in addition to the signature on the application.

The Gallatin County Public Library honors borrower cards from the following counties with whom we have reciprocal borrowing agreements (Boone, Campbell, Carroll, Grant, Kenton, Pendleton and Owen).  Borrowers from these counties will be issued a Gallatin County Card upon proof of identification and valid library card from participating county.  If a person is employed in Gallatin County and pays the Gallatin County License Fee for wages in Gallatin County, they may obtain a library card free of charge.

Persons from counties or states outside of the stated areas will be charged a $20.00 fee per year and must present identification.

Replacement of library cards lost, stolen or destroyed under 1 year old will be $3.00.  New borrowers are limited to 3 items for first check out.

Reference service is offered to anyone who chooses to use the Gallatin County Public Library as a resource.  The library staff will make every effort to answer questions using library materials or to provide patrons with sources of information for their own research.  The library staff will assist students in finding sources needed to do school assignments; however, the staff is not responsible for doing the student’s homework.

When the desired information is not available using the Gallatin County Public Library resources, the library staff may contact another agency for assistance.  Although the library staff may be able to assist patrons in reaching web sites to conduct their business, they are not able to complete unemployment claims, employment applications, or items of a similar nature for patrons. Staff members are not free to advise nor consult with library patrons on matters such as medical, legal or tax issues.

Telephone and Internet e-mail inquiries are welcome but patrons present in the library are given priority service priority and other inquiries will be answered as soon as possible.

All published material owned by the library is available to the public; however, information contained in the library membership files is confidential.

Policy 2 -Circulation Policy

Created October 17, 2011

Circulation policies are as follows:

All books, Books on CD, Music CD’s, and non-fiction DVD’s may be borrowed for 21 days with the exception of “New” books which may be borrowed for 7 days.  Fiction DVD’s may be borrowed for 7 days.  No patron may borrow materials on any card other than his or her own card.

The Copyright Revision Act of 1976 governs the rights of reproduction, adaptation, distribution, public performance, and display. When the Gallatin County Public Library (Library) purchases DVD’s, the purchases are made with the agreement that the Library may loan DVD’s to patrons for their personal use only. The Library will not knowingly loan a DVD to individuals or groups for use in public performances. If a patron inquires about a planned performance of a DVD, he or she will be informed that only private uses of it are lawful.

Borrowers under the age of 18 may borrow only materials deemed age-appropriate using the Motion Picture Association of America ratings.

Renewals:  Materials may be renewed only if another patron is not on the reserve list waiting to borrow the materials.
Books – one renewal for 21 days or 7 days if new
Books on CD – one renewal for 21 days
Music CD’s – no renewals
Non-fiction DVD’s – no renewals
Fiction DVD’s – no renewals

Reserves may be placed on any book or book on CD in the library including “New” items.  The library will notify a patron via e-mail or telephone and will hold the item for three days after the notification date.  If the item is not picked up within the three days, it will be returned to the shelf or offered to the next person on the reserve list. Music CD’s and DVD’s may not be reserved.

Limits on borrowing:
Books – 10 per card
Books on CD – 10 per card
Music CD’s – 3 per card
DVD’s – 3 per card

New borrowers are limited to 3 items for first check out.

Policy 3 - Teacher Card Policy

Adopted 1989, Reviewed September 2001 and Revised October, 2011

A teacher employed by the Gallatin County School System may obtain a Gallatin County Public Library card for class use which entitles the borrower to 25 books per card at any one time for 21 days.  Items for personal use may not be borrowed on a teacher card.  To borrow items for personal use, the teacher must have a separate library account.  If a teacher has a personal card, it must be in good standing before he or she can borrow items on the teacher card. 

Teachers may renew books for an additional 21 day period and the teacher is required to notify the library that renewal is needed.  Books in high demand (seasonal, and multi-class projects)  may be limited by the library.  The borrowing period for DVD’s for school use will be 1-week (5 days) class time and DVD’s may be reserved in advance at the library’s discretion.

Teachers are responsible for materials checked out from the public library. 

Books for class projects may be held in reserves at the library for student check out.  A shorter check out period will be enforced to give all students access to materials if subject material is limited. 

If the teacher would like the library to assist him or her in selecting books or other material for school projects, ideally he or she should notify the Library two weeks in advance by phone, fax, letter, or e-mail. Although advanced notice is preferred, the library will assist in selecting items with a shorter notification given if time permits.

The Library encourages visits during school hours and advance notice will enable the library staff to research materials available. The library will notify teachers will be notified of special programming in the library for students.

The library welcomes suggestions for book titles and will purchase items requested when possible.

Policy 4 - Fine Policy

REVISED October 2011

The Library charges fines for each day library materials are returned after the due date.   The fines are as follows:

Adult Books – ten (10) cents per day per book.  Maximum fine $10.00

Easy Readers and Juvenile Books – five (5) cents per day per book.  Maximum fine $5.00

Books on CD - ten (10) cents per day per book.  Maximum fine $10.00

DVD’s - thirty (30) cents per day per DVD.  Maximum fine $10.00

Music CD’s - thirty (30) cents per day per DVD.  Maximum fine $10.00

When a patron does not return any of the materials above, he/she shall be responsible for reimbursing the library for the cost of the materials not returned plus a $3.00 service fee in lieu of a fine. If patrons do not comply with the policies of the library, their borrowing privileges may be revoked.

The library will attempt to notify patrons regarding overdue materials two times via e-mail, U.S. mail or telephone.

Any materials overdue 90 days will give rise to presumption of intent to deprive the library of its property and is subject to prosecution under KRS 514.030.

Policy 5 - Facsimile Policy


The Gallatin County Public Library has a fax machine available for patron use, administered by library staff.  Faxes may be sent and /or received for library users. The sender must complete a cover sheet to send a fax from the library.

Patrons are prohibited from sending or receiving faxes which

  • are for illegal or criminal purposes
  • are deliberately maliciously offensive, or slanderous
  • are multiple “spam” messages
  • are in violation of copyright law
  • represent the sender as another person for purposes of fraud or other illegal activity.

The library assumes no liability for anything sent through the fax service. Charges for sending faxes are $1.00 and for receiving faxes are .25 for the first page with a maximum of $1.00.  Faxes being transmitted out of the country will be charged an additional $1.00.  Employees and board members may send or receive faxes free of charge.

Policy 6 - Copier & Print Policy


There is a charge of 10 cents per copy/printed page for black and white copies and 50 cents per page for color copies.  This includes any copies whether made from public or staff computers or from the microfilm printer. To retrieve prints from the public computers, patrons must consult the front desk staff and pay for prints.

The Library will provide no discounts to organizations, nor for the use of personal paper. The Library will provide reimbursements only if the unusable copy is the fault of machine.

Students will be able to print homework materials in black and white free of charge, and may print color copies for .25 per page.  The maximum number of free/reduced fee prints for students is 50 per day.

Policy 7 - Memorial & Gift Policy



Memorials are welcomed and encouraged by the library. Books donated to commemorate an individual or group shall be designated with a memorial plate inside of book. These books will be integrated into the collection and the Library will send an acknowledgement for memorials and gifts.

Donors may give to the Memorial Fund for a specific book if the amount covers the cost of the book and the book complies with the regular book selection policy of the Library or the donor may give any amount to be used at the discretion of the Board or Director.

Gifts of money shall be accepted by the Gallatin County Public Library with the understanding that all such monies will be deposited in the library's general account to be used at the discretion of the Library Board of Trustees or Director.

Persons or organizations who wish to purchase materials for contribution to any section of the library' s collection or make other gifts to the library may submit a description of the proposed gift to the Director prior to purchase for a determination as to whether the material will be accepted. 

Although magazine subscriptions are acceptable, outdated magazine donations are not acceptable, as they out date quickly and shelving is limited. The library does not appraise gifts for the purpose of tax deductions; however if requested, a statement of donation will be given. All gifts to the library may be disposed of by the Board of Directors if they should deem the item no longer of value to the library.

Gallatin County Public Library Donation Form
209 West Market P.O. Box 848 Warsaw, KY 41095 Phone: (859) 567-2786
DATE                             ________________________
DONOR'S NAME           ___________________________________________________________________
ADDRESS                     ____________________________________________________________________   
GIFTS                             ____________________________________________________________________            
The library does not appraise gifts for the purpose of tax deductions. This statement of donation may be used for proof of donation.  I agree that the library may use the gift(s) in manner which it feels best serves the purpose of the library.
DONOR’S SIGNATURE      ________________________________________________________________
LIBRARIAN’S SIGNATURE _______________________________________________________

Policy 8 - Interlibrary Loan Policy


Interlibrary loan (ILL) is a primary service that supports the mission of the library by providing enhanced access to library materials and information. The purpose of interlibrary loan is to obtain materials not available in the library.  The Gallatin County Public Library (GCPL) endorses the principles relating to interlibrary loan included in the ALA Interlibrary Loan Code, the U.S. Copyright Law and U.S. Commission on New Technological Uses of Copyrighted Works (CONTU) Guidelines, and federal and state laws governing confidentiality of records.

Patrons must have a valid Gallatin County Library card and be in good standing (new) to use the Interlibrary Loan Service.  Patrons may request up to 15 items at one time which must be returned before they can request additional items.  The library will make every effort to fill patron requests promptly.  After being notified by the Library, patrons will have 3 days to pick up materials before they are returned to lending library. Patrons may not request best sellers, popular fiction nor recent novels made into miniseries.

The check-out duration for interlibrary loan materials is at the discretion of the lending library and when that item is due back to them. For this reason, ILL materials may have shorter check-out periods than traditional library materials or may be checked out for longer periods of time.

Failure to return interlibrary loan materials on time and to follow interlibrary guidelines can result in the loss of interlibrary loan borrowing privileges for the Library customer, as well as the loss of borrowing ability for the Gallatin County Public Library.  For this reason, materials borrowed through interlibrary loan require special attention on the part of both the Library customer and the Library staff. Customer abuse of interlibrary loan due dates, accepted conditions on loans or damage to ILL materials may result in the suspension of a customer’s interlibrary loan privileges.

Library customers may request a renewal on their interlibrary loan material should a longer checkout be required. Renewals must be requested at least one week before the item is due and are only granted at the discretion of the lending library. GCPL is unable to renew ILL materials past their due date without the permission of the lending library.

Policy 9 - Patron Behavior Policy


The Gallatin County Public Library enforces the following Patron Behavior Policy to provide a safe and pleasant environment for its users and staff. The policy is applicable on all Public Library property.
Patrons who do not adhere to this policy may be asked to leave Library property, and further violations may result in temporary or complete loss of Library privileges or prosecution. The Library will contact the police in the event of illegal conduct or at all other times when needed.
• No person shall engage in any conduct that violates federal/state statutes or local ordinances or that creates a safety threat to other people.
• Any behavior or activity which disrupts use of the Library is not appropriate and therefore will not be tolerated.
• Children under the age 10 may not be left unattended in the library. Unattended means that the parent, guardian, or responsible caregiver age 13 or older is not in the building with the child or is not supervising the child's activity. When it is determined that a child under the age of 10 has been left unattended at the library, the staff will attempt to contact the parent or guardian of the child to request that the child be picked up. If the parent or guardian cannot be located, the library staff will contact local police to assist in the return of the child to his or her parent or guardian.
• Children or adults of any age who are disruptive and are not being properly supervised shall be asked by staff to behave. If the person continues to misbehave, he or she shall be asked to leave the library. If a child’s disruptive behavior occurs more than once, the child's parents or guardian shall be notified that the child may no longer visit the library unless accompanied by a responsible adult. Adults who are disruptive shall be notified they may no longer visit the library.
• Noise must be kept to a minimum. Patrons must use headphones at computers or with audio equipment and they must not be heard beyond the immediate vicinity of the user.
• Cell phones must be turned off or to vibrate. All cell phone users will be asked to take or make calls outside.
• Patrons may not annoy, harass, harm, or threaten any other individual or group of individuals on Library property.
• Use of inappropriate language will not be permitted.
• Eating is not permitted in the Library unless provided by the Library during a designated time. Patrons must be responsible when drinking beverages in the Library.
• Use of alcohol or tobacco in any form is not permitted in the Library.
• Patrons obviously under the influence of alcohol or drugs will be asked to leave.
• Patrons with offensive odor due to bad personal hygiene that disturbs other patrons will be asked to leave the Library.
• Public restrooms may not be misused, which includes but is not limited to bathing, shaving, laundering, and graffiti.
• Sleeping is not permitted in the Library.
• Shirt, shoes, pants or skirt are required while visiting the Library.
• Displaying materials of an offensive nature to other patrons or staff is not permitted.
• No pets or animals are permitted in the Library except as required by persons with special needs or during a Library program.
• Bicycles, skateboards, roller blades or any other personal vehicle may not be left in the entrance way or on sidewalks.
• Individuals not engaged in productive activity and/or individuals disturbing other patrons or library property are not permitted in or outside of the library as described as loitering in KRS 525.090.

Policy 10 - Children at the Library


Service to children is an important goal at the Gallatin County Public Library. Children of all ages are welcomed and encouraged to use the library materials, programs and services. The library is a public building open to all, regardless of origin, age, background and views.

The library staff makes every effort to ensure the facility is operated in a safe manner. However, because the building is open to all, the library cannot be considered a safe place for unattended children.  The library is not responsible for the care and safety of unattended children in the library. To protect their child’s safety and because the library staff cannot supervise children, parents, guardians and caregivers may not use the library as a substitute for childcare. Children may not be left unattended on a regular basis, while parents attend work, classes or other regularly scheduled activities.

The responsibility for the safety and behavior of children in the Library rests with the parents, legal guardians, or other responsible adult caregivers. The library staff is not responsible for the care and safety of unattended children. Children or others exhibiting disruptive behavior will be asked to leave the library immediately and may also lose future library privileges.  Disruptive behavior includes, but is not limited to the following:

• Excessive noise, including the use of cell phones, or young children who become restless
• Running through the library
• Pulling library materials from shelves or displays
• Use of inappropriate language
• Not following the requests of library staff
• Any other behavior that interferes with the library business of other patrons and/or staff

To maintain a safe atmosphere where reading and study are encouraged, the following policy has been adopted by the Gallatin County Library Board of Trustees:

• Children under the age of 10 must be accompanied continuously by a parent, legal guardian, or responsible caregiver age 13 or over while in the library. A parent, guardian, or responsible caregiver must assure the child’s behavior is not disruptive to others and is respectful of the staff and materials in the library.

• If a child age under the age of 10 is found to be unaccompanied in the Library, the staff will attempt to locate the parent, legal guardian, or responsible caregiver in the library or by telephone. If a parent, legal guardian, or responsible caregiver cannot be located within 30 minutes, library staff will contact local police to assist in the return of the child to his or her parent or guardian.

• Children age 10 and older may use the Library without a parent or responsible adult caregiver present, but must be able to reach a parent, legal guardian, or responsible adult caregiver immediately, either in person or by phone. All children in the Library must follow the Patron Behavior Policy and are expected to use the Library appropriately. No one between the ages of 10 to 12 may use the library for more than two hours per day. Children who do not follow these rules are subject to the same consequences as other library users, including being required to leave the Library and/or losing library privileges.

• Children thirteen (13) years of age or older may use the library unattended providing they can maintain proper behavior.

In all situations, children of any age with disruptive behavior will be asked to leave the library building and property. Procedures for inappropriate behavior will take effect immediately. If necessary the staff will not hesitate to call police if a situation warrants it. The Gallatin County Public Library assumes no responsibility for children left unattended on library premises, including prior to or following all scheduled events.

Policy 11 - Request for Reconsideration of Library Materials


Title____________________________________ Date published:________________
Patron Name___________________________________________________________
Telephone: _____________________Address: _______________________________
City: ____________________________State: ____________Zip:_________________

To what in the book do you object?   (Please be specific, cite pages)

What do you feel might be the result of reading this book?

Is it suitable for some age groups?

Is there anything good about this book?

Did you read the entire book?

If no, What parts?

Does this book offer any merit despite complaint?

What would you like us to do about this book?

Withdraw it completely?
Withdraw it from display, but lend it on demand?
Make it available to adults only?

In its place, what book would you recommend that would convey similar information, have comparable literary quality or viewpoint?


Policy 12 - Public Computer Policy


Patrons using the computers must have a valid library card.  The library card number will be entered into any available computer to begin a session.  Patrons will be responsible for reading the policy statement located on the computer immediately after logging in.  Users may not use a library card other than their own for computer access. Anyone who lives out of town may sign on as a visitor by approaching the front desk and asking for a guest pass.  Computers for use by age levels are available in the library and no one who is not with a child may use the computers in the Children’s Area.

Computer access is offered on a “first come, first served” basis and will be limited to 120 minutes per day. If all computers are in use, a reservation can be made and the patron can wait until one is available.

Patrons are required to use the computers in the manner for which they are intended.  Nothing can be saved on the library computer’s hard drive.  Patrons may purchase a storage device from the library or bring their own storage device for saving their work.

Patrons must not attempt to remedy any malfunction of the computers and must notify library staff of any problem occurring with the operation of the computers.  The library assumes no responsibility for materials retrieved from any of the computer databases.

The library staff will assist patrons with the computers as time permits.  The library provides a variety of electronic media.  There is no charge for the use of any of these services. 

Patrons may print the results of these services at .10 per page for black and white copies.  No paper will be brought into the library for use in the library’s printers. Wireless users will not be able to use the Library’s printers to print documents.  To print, patrons must save their work to a portable format and either sign in to a network computer or seek assistance from Library staff to print their document.

Laptops are available for use within the Library for anyone 18 years of age with a driver’s license or a government issued picture ID.  The ID will be kept with the completed Laptop Loan Agreement until the patron has returned the laptop to the Circulation Desk.  Laptops cannot be removed from the library and may be used for a maximum of 120 minutes per day.  A user may not exceed 120 minutes per day through use of a network computer and a laptop computer.

Gallatin County Public Library is required to filter all public access computers for anyone under the age of eighteen.  Patrons, 18 years of age and older, can request to have the filters turned off before using the computers.  Filtering on the computers prevents visual depictions of material that would be interpreted as harmful to minors (anyone 17 and under).  

Gallatin County Public Library Laptop Loan Agreement

I, _________________________________, understand that by borrowing a laptop from the Gallatin County Public Library I am responsible for the computer and all its components (hardware and software).  I will reimburse the Library for any damages if the laptop or any software installed thereon is damaged, lost or stolen while checked out to me.  The cost of replacing a laptop is $1,500.
I understand that the laptop is for in-facility use only, cannot be removed from the facility.  I will not leave the laptop or its components unattended in the library.  If, for any reason, I have to leave the equipment while the laptop is checked out to me, I will take the laptop at the Circulation Desk until I am able to continue using the laptop in the library building.
I agree that I will not alter any settings or configurations on the laptop, nor will I save anything to the hard drive of the laptop.  I understand that printing cannot be done from the laptop and that the laptops do not have a floppy disk drive.
I understand that the loan period for borrowing a laptop is two (2) hours.  I also understand that laptops must be returned to library staff at least thirty (30) minutes prior to library closing, even if this does not allow me to use the laptop for the entire 1-hour loan period.  The power must be kept on when returning a laptop, so the components can be checked.
I understand that when the loan period has elapsed I must return the laptop to a staff member at the Circulation Desk, unless permission is granted to continue using.  Until the laptop has been placed in the hands of a library staff member and checked in, it is my responsibility.
I understand that the library will not be held responsible for any damage or loss of data or media due to any cause while using a library computer.
I understand that Library wireless connections are not secure, and I will take appropriate caution with personal information while using library computers.  I also understand that I am expected to abide by the same Internet Use Policy used for the PC workstations.
By signing this document, I verify that I have read and understand the Laptop Loan agreement and the Laptop Loan Policy of the Gallatin County Public Library.
Name _______________________________________ Library Card # ______________
(Please print)

Signature ________________________________________

Policy 13 - Internet Access Policy


The library provides Internet access to enhance innovative education for patrons through unique access to resources; improve learning and teaching through research and dissemination of materials; provide basic services at little or no cost to the public as a whole; provide equal access to materials for all library patrons. All use of the Internet, including wireless access, shall be consistent with the purpose, goals, and mission of the library.

Unacceptable Uses of Computers
Any use of the Internet for illegal, inappropriate, or obscene purposes or in support of such activities is prohibited.  Illegal use shall be defined as a violation of local, state, or federal law.  Inappropriate use shall be defined as a violation of the library’s stated intended purpose for providing Internet access.  Obscene use shall be defined as a violation of generally accepted social standards.

Abuse or misuse of equipment, software or policies will be grounds for revocation of privileges or possible legal action.  The first offence will result in a one-month suspension.  A second offense will result in a six-month suspension.  A third offense will result in a complete suspension of privileges.

The library’s Internet access is intended as an information resource. Not all information provided through internet sources is accurate, complete, or current information, and may be offensive or dangerous.  The library assumes no responsibility for the content or accuracy of information obtained through internet sources.  It should be understood that use in a public environment prevents any guarantee of privacy.  Patrons using their own computers may not view depictions of materials deemed obscene or child pornography, or any material deemed harmful to minors.

All resources are provided equally to all library users.  Except as outlined above, parents or guardians, not the library or its staff, are responsible for the information selected by their children.  Parents, and only parents, may restrict their children, and only their children, from Internet resources available at the library.  Parents who are concerned about their children’s use of the Internet should provide guidance to their children. Among the uses that are considered unacceptable and which constitute a violation of this policy are the following:

1. Uses that violate the law or encourage others to violate the law. Transmitting of offensive or harassing messages; offering for sale or use any substance the possession or use of which is prohibited by law; viewing, transmitting or downloading pornographic materials or materials that encourage others to violate the law; downloading or transmitting confidential, trade secret information, or copyrighted materials. Even if materials on the networks are not marked with the copyright symbol, users should assume that all materials are protected unless there is explicit permission on the materials to use them.

2. Uses that cause harm to others or damage to their property. Engaging in defamation (harming another's reputation by lies); uploading a worm, virus, "trojan horse," "time bomb" or other harmful form of programming or vandalism; participating in "hacking" activities or any form of unauthorized access to other computers, networks, or information systems.

3. Uses that jeopardize the security of access of the computer network or other networks on the Internet. Disclosing or sharing the user's password with others; impersonating another user; using one's own software programs on the library's computers; altering the Library's computer settings; damaging or modifying computer equipment or software.

4. Uses that compromise the safety and security of minors when using e-mail, chat rooms and other forms of direct electronic communications: Minors, age 17 and under: Giving others private information about one's self or others, including credit card numbers and social security numbers; arranging a face-to-face meeting with someone one has "met" on the computer network or Internet without a parent's permission.

5. Uses that Violate Confidentiality of Information: as affirmed in several Kentucky Attorney General Opinions, Kentucky law recognizes the confidentiality of library records. Personally identifiable information about users, including minors, will not be disclosed or used in any way, except to law enforcement authorities as provided in the law. Users should be aware, however, that due to the technical difficulties involved in providing absolute security, transactions and files could become public.

Policy 14 - Placeholder

Policy 15 - Materials Selection and Collection Development Policy

A. Objectives
The purpose of the Gallatin County Public Library is to provide all individuals in the community with carefully selected books and other materials to aid them in the pursuit of education, information, research, pleasure, and the creative use of leisure time. The materials selection/collection development policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection. The Library Bill of Rights and The Freedom to Read Statement have been endorsed by the Gallatin County Public Library Board of Trustees and are integral parts of the policy. 

B. Responsibility for Selection
The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the Gallatin County Public Library Board of Trustees. This responsibility may be shared with other members of the library staff; however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.

C. Criteria for Selection
The Library will select materials based on positive reviews in professional journals or actual examination and evaluation of materials.  Items and authors purchased every year may be placed on a standing order list to ensure timely delivery.
The main points considered in the selection of materials are as follows:

1.       Individual merit of each item                                                 2.       Popular appeal/demand
3.       Suitability of material for the residents of Gallatin County    4.       Existing library holdings  
5.       Budget                                                                                   6.       Format 
7.       Reviews
a.  Reviews are a major source of information about new materials.               
    The primary sources of reviews are
              The Library Journal                             Booklist
              Publisher’s Weekly                             Best Seller lists
              Guide to Reference Books                 Publisher's and jobbers catalogs        
              Patron requests                                  Newspapers, radio, TV, or other media publicity
              Internet sources                                  Standard lists
        b.  The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title that is in demand.

Consideration is, therefore, given to requests from library patrons and material discussed on public media. Materials are judged on the basis of the work as a whole, not on a part taken out of context.

D. Maintenance and Evaluation (Weeding and Inventory)
The collection is maintained through judicious weeding which is an essential component of the collection development process.  Five percent (5%) of the collection will be weeded annually, and the Library’s goal is to have fifty percent (50%) of the non-fiction copyrighted within the last five (5) years.  Books will be discarded according to these general weeding criteria:

Books will be discarded if they:
Have yellow and brittle pages                                      Are badly worn or have loose pages
Are no longer considered accurate or factual             Have not been used in 3-5 years
Have been superseded by new edition                       Have very fine print

Specific criteria will follow a modified version of the Continuous Review, Evaluation and Weeding (CREW) Method.  The Library will sell discarded books unless their content is so outdated that the nature of the information makes them harmful to the public.  After a reasonable sales period the library will donate the books or destroy them through a recycling operation if possible.

The procedure for weeding materials from the collection shall be as follows:

1.   If the item is the only copy of the title and is not being replaced, the cataloger will delete the record from the TLC database.
2.   If the item is to be discarded, mark “withdrawn” over all ownership marks.
3.   Keep accurate records of items withdrawn.
4.   Dispose of the weeded material as determined by the Director.

Policy 16 - Library Equipment Use Policy


It is the policy of the Gallatin County Free Public Library that the equipment listed below may be used without charge by established non-profit groups, community groups, units of government, the schools, and businesses of Gallatin County for programs or activities held in the library.  The equipment may only be used off- site with approval of the Library Director.  When considering a request for off-site use, the director shall weigh the benefits to the borrower against the Library’s risks in allowing the off-site use.
Equipment available for lending consists of the following:
• Laptop computer and carrying case,
• Data projector and carrying case,
• Projection screen and carrying case,
• Digital camera and carrying case,
• Boom box with cassette and CD Player capabilities
• Camcorder and carrying case.
It is not necessary to check out all components of the system at any one time.
Instructions for the use and linking of different parts of the system are found inside each carrying case. 
The equipment must be reserved in advance for specific occasions. Scheduling is on a first come, first serve basis with the exception that library programs take priority. The system may not be reserved by any group - except the library - for regular use in one of their on-going programs (i.e. every Thursday from 12 to 2 all year). However, it may be reserved for a series of dates for programs with definite starting and ending times. Scheduling for this type of event is at the library’s discretion.
Equipment Borrower Responsibilities

Equipment borrowers must:
• Complete an equipment loan form in which the borrower acknowledges responsibility for the equipment and peripherals received.
• Provide a valid Gallatin County Public Library card and photo identification.
Equipment borrowers are responsible for:
• Reporting malfunction of the equipment or peripherals to the library immediately.
• Making sure the equipment is in good working condition before use.
• If the equipment is used off-site, returning the equipment in good working order within the checkout periods set forth below.
• Not servicing, repairing, or changing the set-up of equipment without the approval of the library.
• Never leaving the equipment unattended while it is in their possession.
• Full repair cost as charged by the library’s selected repair service if the equipment or any peripherals are damaged.
• Full replacement cost if the equipment or peripherals are damaged beyond repair, lost or stolen.

Repair or replacement cost shall be paid to the library within one week of borrower’s receipt of a notice of the amount due.
Failure to return the equipment within the check-out periods set forth below will constitute theft of government property and the appropriate action will be taken.


In the event the library director authorizes off-site use of the equipment, the library will may collect a deposit which shall be refunded if all components of the system are returned undamaged and in working order within the checkout periods set forth below.  If all the borrowed components of the system are not timely returned in undamaged and working order, the library may apply the deposit to the costs of repair or replacement and/or payment of a late fee of $25.00 a day.
Deposit amounts are as follows:
•   $10  Boom Box with Cassette/CD Player Capabilities
•   $50  Screen 
•   $50  Digital Camera 
• $100  Data Projector 
• $100  Laptop computer
• $100 Camcorder
Check-out period for off-site use - In the event the library director authorizes off-site use of the equipment, the equipment (with exceptions noted below) may be picked up the evening of the day before the scheduled use and must be returned the morning of the day after the scheduled use with the exception of the cassette/CD player and digital camera, which may checked out for 7 days.  No renewals are available. If other loan periods are requested, the library director may, but is not required, to grant such requests. 
Whether using the equipment in the library or off-site, at least one individual from the reserving group needs to sign for the pieces of the system to be used. Upon completion of use, the library will check the equipment with the individual returning the equipment to see that all parts have been returned in working order.
In addition to presenting a valid Library Card, borrowers will also be required to provide a photocopy of their driver’s license or other picture identification card.  The library requires a deposit in the form of cash, or a check to be held in escrow until the equipment is returned in good working order. 
All borrowers (both those using the equipment in-house at the library and those using the equipment off-site) are required to execute the Equipment Use Agreement form.  Only those using the equipment off-site are required may be asked to provide a deposit for the equipment. 

Date of final approval by Library Board:   February 26, 2007
Revisited      October 17,  2011

Policy 17 - Conflict of Interest Policy


The Gallatin County Public Library is committed to keeping its bidding process ethical, fair and above reproach.

Due to the small size of Gallatin County and the limited amount of contractors available to do project work, there is a possibility that contractors may be relatives of or have relationships with those directly involved in the operation of the Library. Excluding these contractors could potentially put the Library at a great disadvantage.

A Library employee or a Trustee is expected to disclose any potential conflicts of interest to the Board as soon as it is known or reasonably should be known. Potential conflicts of interest include the following:

• Being an immediate family member (closer in degree than a second cousin) of an owner or a manager of a contracting firm.

• Having a relationship with the owner or a manager of a contracting firm in which the Library employee or Trustee may be perceived to receive financial gain.

Any Library employee or Trustee deemed to have such a conflict of interest will not participate in the contractor selection process and/or the project acceptance process.

The bidding process will adhere to the Library’s Contractor Selection Policy.

Additionally, no Library employee or Trustee shall be permitted to accept from contractors or suppliers anything that could be construed as a bribe, favor, kickback or its equivalent in connection with their Library position. However, normal business promotional gratuities such as calendars, pens, etc. can be accepted up to a maximum value of $25.

Policy 18 - Procurement & Contractor Selection Policy


In an effort to maintain high standards in regards to the procurement of goods and services and the selection of contractors, the Library shall adhere to the following policy.
The Library Director shall be responsible for administering the procurement function of the Library. The Director of the Gallatin County Public Library may delegate to appropriate individuals such authority as may be needed to perform the purchasing function.
Guidelines to be adhered to include the following:
• Whenever practical, at least three price quotes for goods and services shall be obtained. Such price quotes may be either written or verbal.
• All purchases in excess of $2,500.00 shall be negotiated by the Director with Board approval. The Director shall present to the Board for consideration and approval prices and conditions of such negotiation.
• All contracts and purchases of $2,500.00 or less may be negotiated by the Director without Board approval if such expenditures are provided for and funds are available in the current budget. The Board will be informed of expenditures through receipt of the monthly finance report.
• Under normal circumstances, contracts shall be awarded to the lowest responsible bidder. Circumstances under which the contract may not be awarded to the lowest responsible bidder may include, but are not limited to:
1. Vendor cannot guarantee delivery of goods or services within the time frame or under the
conditions established by the Library;
2. Vendor's terms of payment are disadvantageous to the Library, e.g., full payment before
commencement of work or delivery of goods;
3. Vendor cannot comply with the full specification of goods and services as set forth by the
4. Vendor's warranty of goods or services is deemed inadequate by the Library;
5. Vendor's after purchase support services are deemed inadequate by the Library.
If the Library Director or any Library Board Member has a conflict of interest with a proposed procurement or contractor selection, the individual will disclose this conflict of interest to the Board.
Revised April 18, 2011



In an effort to keep the Library running smoothly and without interruption, the Library will pre-negotiate contracts for routine maintenance to be conducted at the Library. The pre-negotiated contract arrangement will allow the Library Director to call upon the approved contractor at any time work is deemed necessary, without a competitive bid process.

The Board will decide which of the Library’s routine maintenance work will fall under this arrangement. Examples include but are not limited to: cleaning, electrical, information systems, plumbing, snow removal and yard maintenance. If the Library Director sees a need to add to this list, the Library Director will seek approval to do so from the board.

All pre-negotiated maintenance contracts will involve the full Board of Trustees as well as the Library Director. The Library Director will act as the Project Coordinator unless the Board deems there is a conflict of interest. If the Library Director is deemed to have a conflict of interest, a member of the Board will be designated to act as the Project Coordinator.

If a maintenance contract is already in effect, if the contractor’s price does not change and if the contractor’s work continues to be satisfactory, the contractor will remain the same. If at any time the contractor increases his or her prices or the contractor’s work is deemed unsatisfactory, the Library will advertise and accept bids in order to select a new contract arrangement.

If no maintenance contract is in effect, the Library will advertise and accept bids in accordance with the Library’s Bidding Procedure in an effort to select a contract arrangement. To be considered, a bidder must submit proof of insurance, license and worker’s compensation, along with a list of at least three work references. In submitting a bid, a contractor may choose to submit an itemized price list, an hourly rate, or cost of materials plus markup. A primary contractor will be selected; however, a backup contractor will be selected in the event that the primary contractor cannot be reached in a timely manner. Upon being awarded a contract, a contractor will be asked to give the Library 30 days notice if he or she wishes to increase his or her prices or, after one year, cancel his or her contract. The maintenance contract will remain in affect until the contractor increases his or her prices or the contractor’s work is deemed unsatisfactory.

If a contractor’s work in deemed unsatisfactory, the contractor will be given a 30-day written notice canceling the contract.

If no bids are submitted for a specific area of maintenance, the Library Director has the authority to call on an authorized contractor of choice to do the work as deemed necessary. This process will continue for one year. At the close of one year, the Library will once again advertise for new bids.


All construction projects will involve the full Board of Trustees as well as the Library Director. The Library Director will act as the Project Coordinator unless the Board deems there is a conflict of interest. If the Library Director is deemed to have a conflict of interest, a member of the Board will be designated to act as the Project Coordinator. The Project Coordinator will regularly report to the Board on the progress of the project.

The Library will advertise and accept bids in accordance with the Library’s Bidding Procedure for all capital improvement projects.


Construction projects valued at $20,000 and up must follow the guidelines as established by the state of Kentucky.  Additional guidelines to be adhered to include the following:

• The Kentucky Department of Libraries and Archives Construction Consultant will be involved to assure compliance with state standards and assist in the full process.

• Typically all projects of this magnitude will require a licensed architect for planning and construction coordination. Their responsibilities include design and specifications, all appropriate state submittals, determination of contractor qualifications, assisting with the bidding process and a pre-bid conference as appropriate.

• Standard contractor qualifications will include but not be limited to license, bonds, insurance, work and bank references, payment of workman’s compensation and prevailing wage, etc.


• Projects of this magnitude typically will not involve or require state review, prevailing wage, or architects.

• Specifications will be prepared by the Trustees and the Director to the best of their ability, using outside counsel as appropriate.

• Bid procedure and selection will be consistent with major projects over $20,000.

• If satisfactory bid response is not received to accomplish the project, the library reserves the right to negotiate individually to hire a contractor to accomplish the work.


The Library will use the following procedure to seek bids for all pre-negotiated maintenance contracts and capital improvement projects.

1. All jobs will be advertised in the newspaper of record with countywide circulation
7 to 21 days prior to closing.  Additionally, the board will actively encourage known qualified contractors to participate.

2. Advertisements will include the following information:
• A complete description of the work to be completed with specifications written to the best of the Board’s ability.
• A timeframe within the project is expected to be completed.
• A request that a detailed and itemized bid be sent to the Library, along with proof of insurance, proof of license, proof of worker’s compensation and a list of at three work references.
• Bids must be submitted to the Library and include the project name or number to ensure that the bid remains sealed.
• A date by which bids must be submitted to the Library.
• A meeting date at which the Board will open sealed bids.
• The contact name and number of the Project Coordinator will be included to ensure that companies wishing to submit a bid can gain access and information to ensure that its company’s bid is complete.

3. Bids will be received and remained sealed. These bids will be opened at a public meeting, typically a regular Board meeting. Bids will be given an immediate initial review for completeness of required documents and prices will be read with the “apparent low bid” announced. Final determination of the “best and/or lowest” bid will follow at a later time after detailed review of all proposals and acceptance by the Board.

4. If submitted bids need to be clarified, the Project Coordinator will contact the companies bidding on the project to gain a complete understanding of the bid.

5. Once the bids are clearly understood, the Board will select a contractor to do the work. The contractor being awarded the contract will be contacted via the phone and by mail. Contractors not being awarded the bid will be sent a letter signed by the Project Coordinator.

6. All bid records will be kept for 7 years.

Policy 19 - Meeting Room Policy


Purpose and Availability

The Library's meeting rooms are intended primarily for Library sponsored activities and to bring together the resources of the Library and the activities of the community.  When not in use by the Library, they may be used by other organizations on a first-come first-served basis for meetings whose purpose is civic, educational or cultural.  Meeting rooms are not available for the benefit of private individuals nor for profit-making organizations, with the exception of groups whose primary purpose is to educate or inform on wellness or similar issues.

Organizations may not use Library facilities for purely social functions, fundraising nor commercial enterprise.  An organization's use of facilities does not imply that the Library endorses the organization's policies or purposes.  The Library reserves the right to deny the use of Library facilities when such use would disrupt Library routine.  The Library accepts no liability or responsibility for any damage to persons or property arising out of use of Library facilities.

Guidelines for Public Use

1. An application for use of Library facilities must be completed for each date the meeting room is requested.  The application must be approved by the Library Director (or designee) before use.  Requests to reserve the meeting rooms may be made by telephone, but an application form must be completed and returned to the Library prior to the scheduled meeting.
2. The Library shall be notified in case of cancellations/changes.
3. Meeting Room use must not disturb the use of the Library by other patrons or meetings.
4. Requests for audiovisual equipment and kitchen facility use must be made with the application.  Users must furnish all of their own consumables such as paper goods, pens, pencils, markers etc. 
5. Groups using the Meeting Rooms are to handle the set-up for their meeting and return the meeting room to the original configuration unless they have received permission to leave their arrangement due to subsequent use by the Library. Pictures showing how the rooms are to be arranged are attached to the application for use. 
6. Light refreshments may be brought in.  If the kitchen facilities are used, they shall be returned to good condition including the removal of all trash to the garbage cans outside of the Library and wiping down tables, counter tops, etc. 
7. Users are responsible for damage to any of the Library’s equipment or facilities within or outside of the meeting space if caused by the users. 
8. No exhibits, maps, charts, posters, etc. may be hung on the walls unless they are hung on the one wall in Meeting Room B with the cork strip provided for this purpose.
9. Organizations using Library facilities may not charge admission fees nor may a donation be solicited. 
10. The maximum number of persons allowed in the meeting room is determined by the local fire code.  Currently these limits are 76 in Room A, 112 in Room B, and 25 in the Study Room.
11. No open flames, controlled substances, tobacco or alcoholic beverages are permitted.
12. The person completing application for use of Library facilities is responsible for any accidents (spillages, etc.) or damage to Library property.  Such incidents are to be reported to Library personnel immediately.
13. Failure to adhere to regulations may result in denial of future use of Library facilities.
14. All meetings must be within regular operating hours of the Library unless approved by the Director.
15. The Library will not be responsible for storage of any materials or equipment.  Short term exceptions may be made upon request.
16. Individuals booking the meeting room must be at least 21 years of age. If Children’s or Youth Groups use the meeting rooms, they are to be adequately supervised at all times by an adult or adults aged 21 or older.
17. Except as a designation of location, the name of the Library may not be used in any publicity.
18. All rules for appropriate behavior in the Library must be adhered to while using the meeting room.
19. The Library reserves the right to cancel a meeting at any time for operational reasons or if an emergency exists.
20. Users are responsible for recording attendance and completing a short survey provided with the application.

Procedure for Application

1. Applicant should read policy and complete form and be aged 21 or older.
2. A copy of the application is sent or given to the applicant as confirmation.  The original is filed in the Library.
3. An application must be completed for each date the meeting room is requested.
4. An approved application entitles an organization to use the facilities for the period specified.
5. Applicant is responsible for completing the survey and reporting meeting attendance to the Library.

Procedure for Booking

1. Reservations for the meeting rooms are made at the circulation desk.
2. When a reservation is requested, check the meeting room calendar for availability.
3. On the meeting room calendar note the name of the organization, time, expected attendance and special services (audiovisual equipment, kitchen, etc).


Name of Organization:___________________________________________________________________

Is your organization a Profit _____ or Non-Profit _____ organization?

Meeting             Room(s)          Topic or
date & time:  ________________  requested:  _____________ purpose: _________________________

Are press notices planned? _______   Are exhibits planned? ________  Estimated attendance: _________

Name of individual filing application: _______________________________________________________

Address: ___________________________________________________ Phone(day): _______________

Alternate contact person:______________________________________  Phone(day): _______________

Is kitchen needed? _________  Equipment needs (audiovisual, easel, etc): ________________________

I have noted the conditions for use of the room and accept the responsibility for complying with them.

Applicant’s Signature: _________________________________________  Date: ______________

Library employee taking application: ______________________________ Date: ______________

Approved by: ________________________________________________ Date: ______________

Review or Appeal Process

Exceptions to this policy may be made at the discretion of the Library Director or his/her designee.  Individuals or groups who are denied use of a meeting room may appeal to the Director.  Such appeal shall be filed in writing with the Director within 10 days of rejection of the application.

Policy 20 - Reading Room Policy

The Gallatin County Public Library provides a room for quiet reading for ages 18 and older.  It has fresh hot coffee, newspapers and magazines, and chairs and tables for patron use.  The Reading Room is equipped with wireless Internet for use with patron laptop computers.  The space also has a computer to be used primarily for accessing the Law Reader application for legal research purposes.  Additionally, the Reading Room is equipped with a magnification reader for use by those with low vision.  
Since this room is intended for quiet reading and reflection, the following apply in this space:
• No meetings
• No cell phones
• No children under the age of 18
The Reading Room is monitored and library staff has the authority to expel those using the room inappropriately.
Abuse of the Reading Room and rules governing use or damage to it may result in loss of library privileges.