Library Policies

Library Board of Trustee Bylaws

Diversity, Equity, and Inclusion Statement

The Essex Free Library is open to all. The Library welcomes and embraces a diversity of viewpoints, ideas, cultures, and backgrounds through providing a wide range of resources, programs, events, and other community services. The Library is committed to supporting and serving all members of the community regardless of race, socioeconomic status, culture, age, sex, gender identity, and disability. The Library provides an inclusive environment through our staff, library collection, and services, and offers a safe community space where people of all backgrounds can come together and express ideas, opinions, and thoughts.

Adopted and Approved: 05/17/2023

Who May Use the Library

The Essex Free Library is committed to serving the Essex, Vermont community and beyond through offering resources and services both within and outside of the library building.

  1. We invite community members and beyond to visit the library, attend library programs, use computers, and browse the collection. All are welcome.
  2. Residents of the Town of Essex, which includes the Village of Essex Junction, are eligible to apply for Homecards from the Essex Free Library at no cost. A resident must verify their Essex address to become a permanent, unlimited Essex Free Library patron. Proof of residence documents may include IDs, drivers’ licenses, postmarked mail, bills, etc.
  3. The Essex Free Library is part of the Homecard Library System, a cooperative lending program of libraries in Northwestern Vermont. Homecard holders with unrestricted accounts may check out items from the Essex Free Library and all libraries in the Homecard system. 
  4. Essex Free Library patrons have access to Essex Free Library’s digital resources collection.
  5. Individuals who are unable to provide proof of residence may be issued a temporary library account. Temporary patrons may check out up to three items from the Essex Free Library.
  6. Patrons under the age of 16 must be linked to an Essex Free Library adult patron who claims responsibility for any lost or damaged items. Children must be five or older to be issued a card.

Date Approved: 01/19/2022

Patron Confidentiality Policy

The Essex Free Library is committed to protecting the privacy and confidentiality of library patrons and their use of library materials, services, equipment, and technology.

The Essex Free Library supports and adheres to Vermont Statute Title 22 Chapter 4: Library Patron Records.

In addition, the Library supports and adheres to the American Library Association Code of Ethics, which includes the following statement: “We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

No staff member shall, at any time, disclose any personally identifiable patron or library user records including, but not limited to circulation records, patron registration records, patron email, phone number, address, computer records, interlibrary loan requests, or reference requests to any person other than the patron themselves unless:

  1. The patron has given informed consent for the requesting individual to obtain that information.
  2. The patron is under the age of 12 and their legal guarantor or guardian requests access.
  3. An agency of the state, federal, or local government makes the request while in possession of a court order or subpoena as may be authorized pursuant to federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power. In such case, before acting on this request, staff must notify a member of the Library Board of Trustees who will, in turn, consult with Town of Essex legal counsel before complying.

Approved 02/19/2025

Collection Development Policy

In accordance with 22 V.S.A. § 69, the Essex Free Library adopts this collection development policy which includes both a materials selection policy and procedures for the reconsideration and retention of library materials.

  1. Introduction & Purpose

The Essex Free Library (the library) maintains collections of resources to help library users pursue their intellectual interests and educational objectives, including material for leisure time enjoyment and practical problem solving.

The library strives to build a collection representing multiple points of view that reflect the community’s diverse people and history, including a diversity of race, ethnicity, sex, gender identity, sexual orientation, disability status, religion, and political beliefs and a diversity of authors, creators, and media.

The library’s collections reflect a commitment to intellectual freedom. Compliance with the First Amendment to the U.S. Constitution, the Civil Rights Act of 1964, and Vermont laws prohibiting discrimination in places of public accommodation shall underpin the practices and practical processes of maintaining the library’s collections.

The library remains committed to securing professional services, including legal counsel, as necessary to ensure that its collection development activities comply with the above-identified State and federal laws.

  1. Materials Selection Policy

Multiple factors determine what materials are included in the library’s collections: funding, space, staffing, and ongoing maintenance needs. Library staff weigh the following criteria when making collection decisions:

  • Alignment with the library’s mission and strategic plan
  • Review in a standard reviewing source (e.g., Booklist, School Library Journal, Publishers Weekly, Library Journal, Kirkus Reviews) and/or reviews and discussion in national newspapers and magazines, local publications, broadcast media, and reputable online sources.
  • Community interests, demand, and suggestions
  • Representation by and of diverse individuals and groups
  • Significance and relationship to the local community and State of Vermont
  • Authority and qualifications of the creator(s), publisher(s), and/or producer(s)
  • Price and availability
  • Accessibility of format and content
  • Anticipated viability and/or longevity of the format

The library encourages Library Users to recommend items for inclusion in the collection and accepts donated materials. Suggested and/or donated materials will be evaluated by library staff prior to being included in the library’s collection and must meet the library’s selection criteria.

The library may provide access to subscription databases and shared online collections. The library may not have direct control over the inclusion or exclusion of specific titles within those shared collections. 

  1. Materials Retention Policy

Materials that no longer meet the needs of the community and/or no longer support the library’s collection will be withdrawn from the collection. This may include materials that are damaged, that include obsolete information, or that have not been used within a reasonable length of time. Items withdrawn from the collection will be disposed of in accordance with all applicable laws and municipal policies.

  1. Procedures for the Reconsideration and Retention of Materials
  • An individual (Library User) with a concern about the inclusion of an item in the library’s collection is encouraged to discuss their concern with the library director (the Director).
  • If speaking with the Director does not resolve the concern, a Library User may initiate a formal request that an item be removed from the library collection or relocated within the library collection by completing a Request for Reconsideration form and submitting it to the Director.
  • The item in question will remain in circulation; it will not be relocated or removed from the library collection during the review process.
  • The library will review only one request for reconsideration of materials at a time and will do so in the order in which requests are received.
  • The Director will notify the Library User that their Request for Reconsideration form has been received and will inform the Library User when they anticipate processing the form (based on the number of other requests that have been filed).
  • The Director or their delegate will review the Request for Reconsideration form and the material in question. They will read, listen to, or view the item and will read reviews of the item in professional journals when available. They will evaluate the usage of the item by the public (circulation) and evaluate whether the selection of the item conforms with the library’s Materials Selection Policy.
  • The Director will notify the Library User of the library’s decision regarding the request within 15 library business days of receipt of their Request for Reconsideration form, stating the reasons for the decision to the Library User who submitted the request.
  • If the Library User is not satisfied with the library’s decision, they may submit a written appeal to the Board of Trustees (the Board) of the library within 10 library business days of receipt of the decision letter.
  • The Board will notify the Library User if their appeal will be heard by the Board. If the Board plans to address the appeal at a meeting, the Library User will be notified of when and where the next regular meeting of the board will be held.
  • The decision of the Board is final. Once an appeal has been considered by the Board, it will not be reconsidered.

The Essex Free Library (the library) has established a procedure for the reconsideration of an item in the library collection. Requests for reconsideration may be discussed publicly by the library’s Board of Trustees and may be subject to public records requests. Any individual (Library User) with concerns about the inclusion of an item in the library’s collection is encouraged to discuss their concern with the library director (the Director).

If speaking with the Director does not resolve the Library User’s concern, the Library User may initiate a formal request that an item be removed from or relocated within the library collection by completing this form and returning it to the library or mailing it to:

1 Browns River Road

Essex, VT 05452

The library will review only one request for reconsideration of materials at a time and will do so in the order in which requests are received.

Adopted and approved 04/16/2025

 

Reconsideration Form

VSQ7 Reconsideration Form

Circulation Policy

To make materials available to all patrons on an equal basis, the Essex Free Library sets limits on loan periods and on the number of renewals allowed.

  1. Library materials will circulate for three weeks with some select materials having shorter or longer checkout periods. Most materials may be renewed up to three times unless a hold has been placed on an item.
  2. Extended loan periods may be available upon request at the time of checkout.
  3. Patrons may borrow up to three interlibrary loan materials at a time.
  4. Library materials that are overdue are not subject to a late fee, but patrons will be charged for lost or damaged items.

Date Approved: 01/19/2022