Library board adopts clearer interlibrary-loan rules, policy changes take effect

The Flagstaff City Coconino County Library Board voted to adopt revisions to its interlibrary loan (ILL) policy during its remote meeting. Board members recorded their votes after staff summarized edits intended to simplify language and close procedural gaps.

Amelia, a staff member who presented the changes, said the policy now defines repeated behavior that can trigger service suspension and clarifies borrowing limits for newly acquired materials. “If the item is less than 6 months old and we already own it, it can't be checked out through ILL,” Amelia said, explaining why staff will route some requests as purchase requests instead of interlibrary loans.

The revisions also add a definition for continuous behavior (three occurrences) and keep the practice that staff will contact borrowers if a lending library charges a fee for a loan, allowing patrons to decide whether to pay. The presenter said the changes aim to reduce confusion and shorten the policy text by using bullets and clearer terms.

Board members moved to adopt the revised policy; a motion, a second and aye votes were recorded and the chair declared the motion carried. The board also approved routine procedural items earlier in the meeting, including adoption of the prior meeting minutes.

The board did not specify an effective date for the new ILL policy at the meeting. Staff said they will circulate the final text and will implement the clarified processing rules for requests and chargeable loans going forward.