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A. Registration 

All borrowers must be registered and must have a valid system patron card to borrow library materials. 

Patrons must fill out an application form to register for a new library card.  

Identification is required. A driver’s license or student ID is preferred, however, any other official ID or recent nonpersonal piece of mail may be acceptable. 

Applicants under 13 years of age must have a parent or guardian give their consent on the application form before a new card can be issued. This parental signature is not required for children who are renewing cards. 

Materials cannot be checked out until a library card is issued. 

All library cards expire after one year. In order to renew a library card, patrons must produce identification and must clear all outstanding fines and bills.

B. Lost or forgotten cards 

If a patron loses his/her library card, he should notify the library as soon as possible and request a replacement. Library cards will be replaced at a cost of $1.00.

All patrons, adult and juvenile, are expected to bring their library cards with them if they intend to check out items.  

C. Loan periods 

  1. 2 weeks for books, magazines, audiobooks, puzzles, and toys. 
  2. Generally, reference books do not circulate. Upon request, some reference materials may be checked out overnight. 
  3. Interlibrary loans are due the date indicated by the lending library. 
  4. Materials may be renewed once, online by the patron, if there is not a hold for the title. Additional renewals granted by library staff.
  5. One week for DVD’s.  Limit 5.

The director may establish the loan period for special collections, materials which are temporarily in great demand, such as for student projects, or materials added to the collection which are new. There is no limit on the number of items a patron can borrow at one time with the exception of DVD’s.

D. Reserves (Holds)

Reserves may be placed by patrons online by accessing the Chautauqua-Cattaraugus System catalog. There is no charge for these reserves.

E. Fines and charges 

Overdue print material and audio format will be charged five (5) cents per day per item. A maximum fine per item is $5.00. DVD’s will be charged (50) cents per day per item with a maximum fine of $5.00 per item. Once a patron has accrued $10.00 in fines, their account will be blocked and no further material may be borrowed until their account is brought under the $10.00 amount and the overdue material returned. Patron’s giving the library an email address will be notified 3 days in advance of the due date to return or renew material. If the material is still unreturned, a bill will be sent for the material with the cost of replacement and a service charge of $1.95 for processing, cataloging and postage.  

F. Damaged materials 

If materials are damaged so as to be judged by the library as being unsuitable for the collection, the patron must pay the replacement cost. A notice of these charges will be sent to the borrower; a sample of the notice follows. Material, once paid for, will be returned to the patron for their own use if they so desire.  

Dear____________________________ At the time a library patron borrows materials from the public library collection, the patron assumes the responsibility for the care and timely return of the materials. Recently materials checked out on your library card were returned to the library damaged beyond the point of being usable in the Library’s collection. The titles and costs of these materials are listed below: 

———————————- $——— 

Your assistance in clearing this matter promptly will be appreciated and will be necessary in order to retain your borrowing privileges. 

Thank you in advance for your prompt response to this matter. 


G. Confidentiality 

As specified in New York State Confidentiality Law CPLR 4509:

“Records related to the circulation of library materials which contain names or other personally identifying details regarding the users public, free association, school, college, or university libraries and library systems in this state shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user of pursuant to subpoena, court order, or where otherwise required by statute.

The Ashville Free Library adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.

Revised by the Ashville Free Library Board of Trustees 5/24/2022