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Trustees debate Hubbardston borrowing policy: library cards, replacement fees, CWMARS access, museum passes and fine-free approach
Summary
Trustees discussed details of a draft borrowing policy including application requirements for library cards, replacement-card practice (historical $1 fee), how Hubbardston cards relate to CWMARS membership, loan periods and renewal rules, museum-pass return rules, a fine-free policy for local materials, and interlibrary loan limits and fees.
Trustees of the Hubbardston Public Library spent the meeting reviewing the draft borrowing policy and proposed wording on who may get library cards, how to apply, replacement-card practice, museum-pass handling, lending limits and loan periods, digital content, fine-free rules, and out-of-system interlibrary loan procedures.
The draft states that adults, teens and school-age children who are residents of Hubbardston are invited to apply for a library card and that parents or guardians of applicants under 18 must sign the application if the minor is obtaining a card for the first time. The trustees discussed clarifying how children without standard ID (for example, underage applicants) complete the application in practice and whether a separate "who can apply" heading would help readers.
On proof-of-address: the draft lists an ID with photo (driver s license, college ID, passport) plus additional documentation when the ID does not list a current local address (rental agreement, bill, mail showing name and address or a postcard mailed from the library). Trustees asked staff to refine the phrasing so it is clear to applicants.
Card validity and network access were discussed at length. The draft currently draws language from Central/Western Massachusetts Automated Resource Sharing (CW MARS). Trustees agreed to add a bridging sentence that clarifies a Hubbardston Public Library card counts as a CW MARS card while the library maintains an annual contract with CW MARS. The draft defines a valid CW MARS card as one that has not expired, has less than $10 in fines or fees, no lost/billed charges, and fewer than 50 items currently checked out; trustees discussed whether that list should appear in this policy or be linked to CW MARS FAQ pages.
Replacement-card practice: staff said a $1 replacement fee has been charged historically for barcoded cards. Trustees discussed alternatives and agreed on a compromise to state that patrons are eligible for one replacement card at no cost and additional replacements cost $1 each.
On access for people without a permanent address, trustees discussed ALA guidance. One participant summarized the ALA position: "the ALA advocates for library policies that ensure access to all, including those experience homelessness," and trustees debated whether to add a discretionary staff-handling statement (case-by-case accommodations) to avoid excluding people without traditional proof of residency.
Loan periods, limits and renewals: trustees reviewed borrowing rules in the draft. Key points discussed included that adult and children's books and audiobooks would loan for 21 days; magazines and most DVD films for 7 days; DVD television series for 21 days. A maximum of 50 items may be checked out per library card. Library materials may generally be returned at any CWMARS member library, with exceptions (museum passes and specialized "library of things" items such as a telescope must be returned to the original lending library during open hours). Automatic renewals were described for items with no holds. Several trustees requested clearer wording for e-content (digital materials) because lending periods for ebooks/audiobooks through Libby/CW MARS vary by source; trustees noted that some digital loans default to 14 days but that libraries or lenders sometimes offer 7, 14 or 21 days.
Museum-pass policy: trustees asked that the text distinguish passes that are coupons (vendor keeps coupon) from physical passes that must be returned. They agreed passes with barcodes must be returned to the library during open hours and staff asked that patrons not use the book drop for passes; where patrons use the book drop they requested passes be placed in an envelope so staff can see them.
Fine-free policy and interlibrary loans: the draft states Hubbardston does not charge overdue fines for Hubbardston-owned materials, referencing a separate fine-free policy. Trustees agreed to consolidate or clearly cross-reference the fine-free/overdue wording so users can find the policy without duplication. For out-of-system interlibrary loan, the draft limits requests (legacy language reads "limit your request to 4 items") and states the service is free within the state but copying or postage charges may apply for items from outside Massachusetts; interlibrary loan is available only to patrons without lost or overdue items on their cards.
Next steps: trustees asked library staff (including Chris Barbera and Anne) to verify CW MARS and Libby lending rules and to propose streamlined wording and links to external FAQs. The trustees will take edited drafts away for individual review and will discuss final wording at the next subpolicy meeting.
