Circulation Policy

Approved on December 21 2021

New Cardholders

  • Complete a registration form and provide identification. Primary identification to be used in identification with a picture which has current address. If the address information on the picture ID is not current, then another form of identification must be presented which verifies the individual’s current address (i.e. a piece of mail or bill.) Individuals who do not possess a valid picture ID must present two documents that verify current address.
  • Individuals will not be able to sign out any items until a Library card is issued.
  • Children 14 and under must apply with a parent or guardian and that adults signature is required on their registration form.

Overall Policy

  • Users should present Library card to check out materials.
  • There is an overall limit of 30 books and 10  DVDs at one time on a Library card.
  • Library cards must be renewed every year by a staff member.

Loan Periods

  • All fiction, non-fiction, juvenile, easy reader books and magazines are loaned out for two weeks and can be renewed once.
  • All audio books are loaded out for a period of four (4) weeks, and can be renewed
  • All movies are loaned out for two weeks, and can be renewed.
  • Reference materials cannot be checked out.

Renewal Policy

  • All items may be renewed by phone, in person, or online if there is no waiting list for the item.
  •  Renewals are not allowed for new items with requests. All items are considered to be “new” for a minimum of a three (3) month period.

Overdue Materials and Fines

  • As a rule, the Sally Ploof Hunter Memorial Library does not issue fines for overdue items.
  • Borrowing privileges may be suspended if the user has five or more overdue items, and will not be restored until such materials are returned or replaced. 
  • If an item is not returned or replaced, the patron will be required to pay a fee, based on the policy below.

Lost or Damaged Materials

  • Patrons are financially responsible for materials loaned out in their name, or the names of their children under the age of 18. 
  • When an item is reported lost, or is damaged beyond repair, the patron will be expected to compensate the library. 
  • The fee for the item will be based on the price specified in the library’s holdings database. If the item is not listed in the database, the Director will determine the fee to be paid by the patron based on the item’s age, format, and availability. 
  • The patron will also be given the opportunity to buy a replacement item in lieu of cash. If the item is found by the patron after it has been replaced, the patron may keep the found item if desired. 
  • Fees collected cannot be refunded. 


  • Library records that are deemed confidential are covered by New York State Law signed on June 13, 1988. (I CPLR 4509)
  • Those records are related to the circulation of Library materials that contain names or other personally identifying details regarding the users of public, free association, school, college, and university libraries and Library systems of this state, including but not limited to records related to the circulation of Library materials, computer database searches, Interlibrary loan transactions, references queries, requests, or the use of audio-visual equipment. These records shall be confidential and shall not be disclosed except that such records may be disclosed upon the request or consent of the user pursuant to subpoena, court order or where otherwise required by statue. 
  • The Sally Ploof Hunter Memorial Library adheres strictly to all sections of this statue regarding the protection of the confidentiality of its users.

Interlibrary Loan

  • Interlibrary Loan supports the mission of the Library by providing expanded access to Library materials and information. The purpose of Interlibrary loan is to obtain materials not available in the Library. The Library affirms that Interlibrary loan is an adjunct to, not a substitute for the Library’s collection. In meeting patron needs, the Library will exhaust local resources first, before requesting items on Interlibrary loan. 
  • Definition: An Interlibrary loan request is defined as a request of Library materials made on behalf of a Library patron through the local library system (i.e.: NCLS).
  • Patron Status
    • Patrons must have a Library card in good standing to use the Interlibrary loan service.
      • Interlibrary loan requests will not be processed for patrons with overdue Interlibrary loan materials.
  • Borrowing Rules
    • Ten active requests are permitted at any one time per patron. A request is active from the time it is initiated until the item has been returned and checked in at the lending Library and the record has cleared. NCLS Regulations 
    • Materials will be available for pickup for two weeks after they are processed. 
    • Interlibrary loan materials are checked out for fourteen (14) days and can be renewed once, unless specified otherwise by lending Library. 
  • Charges
    • The Library does not charge fees for the Interlibrary loan service. 

The patron is responsible for repair or replacement costs. The Library will make an effort to collect any such charges from the patron who received the materials.