1. Purpose
1.1. These regulations govern the borrowing, return, donation and general handling of books held within the Community Phone Box Library.
1.2. Following the transfer of administrative responsibility from Mrs Mary Jackson to the Chapel Committee, it has become necessary to introduce a consistent system for recording the movement of books and ensuring their timely return.
1.3. The library will continue to operate for the benefit of the community. The introduction of these regulations should not be interpreted as a change to that principle.
1.4. All persons using the library are expected to familiarise themselves with these regulations before borrowing any books.
2. Eligibility to Borrow
2.1. Books may be borrowed by residents of Chapel Lane and the surrounding community.
2.2. Borrowers are not required to be members of the Chapel.
2.3. Persons under the age of 16 may borrow books, although responsibility for their return and any associated charges rests with a parent or responsible adult, subject to any applicable laws.
2.4. All borrowers must be registered before taking books from the telephone box.
2.5. Registration requires the full name of the borrower. This information will be used for library administration in accordance with applicable data protection requirements.
2.6. The Committee reserves the right to refuse or suspend borrowing privileges where previous arrangements have not been observed.
3. Borrowing Procedure
3.1. All books must be entered into the Book Register before being removed from the telephone box.
3.2. Borrowers must record the following information:
- Full name
- Book title
- Book reference number
- Date borrowed
- Anticipated date of return
3.3. No more than two books may be borrowed by one person at any time.
3.4. Books must not be removed on behalf of another person unless prior permission has been obtained.
3.5. Borrowers must check that the book reference number corresponds with the entry in the Book Register. Any discrepancy should be reported before the book is removed.
3.6. A book must not be taken simply to make the borrower look cleverer than they actually are.
3.7. Borrowers must ensure that the telephone box door is properly closed upon leaving.
3.8. Failure to complete the required borrowing procedure may result in an administrative penalty, regardless of whether the book is subsequently returned.
4. Loan Periods
4.1. The standard borrowing period shall be 21 calendar days.
4.2. Books may be retained for a further 14 days provided that an extension has been approved and recorded in the Book Register before the original loan period expires.
4.3. Only one extension is permitted per loan.
4.4. Extensions will not be granted where another borrower has expressed an interest in the book concerned.
4.5. Borrowers who have finished reading a book before the due date are encouraged to return it promptly. There is no requirement to retain a book for the full 21 days.
4.6. Books may not be borrowed indefinitely, even where there is no apparent demand for them.
4.7. Public holidays and adverse weather do not automatically extend the borrowing period.
5. Returns
5.1. Books must be returned to the phone box as soon as is practicably possible.
5.2. The date of return must be entered in the Book Register.
5.3. Returned books should be placed upright on the appropriate shelf, with the spine facing outwards.
5.4. Books must not be left on the floor, outside the telephone box, or on the Chapel steps.
5.5. Where the shelves are full, the borrower should retain the book temporarily and inform the chapel caretaker. The book must not be left balanced on top of existing stock.
5.6. Returning a book without completing the relevant entry in the Book Register does not constitute a proper return.
5.7. Borrowers must not mark a book as returned before physically placing it back in the telephone box.
5.8. The Committee will not accept responsibility for books allegedly returned but subsequently found to be missing where the prescribed return procedure has not been followed.
6. Overdue Books and Financial Penalties
6.1. A book shall be considered overdue from 00:01 on the day following its intended return date.
6.2. Financial penalties will be applied in accordance with the following schedule, subject to the borrower having been informed of and having agreed to the applicable terms.
| Offence | Penalty |
|---|
| Late return, initial charge | £1.50 |
| Each additional day overdue | £0.25 |
| Failure to record a return correctly | £2.00 |
| Returning a book to an incorrect shelf | £0.75 |
| Unauthorised extension of loan period | £3.00 |
| Failure to respond to an overdue notice within 7 days | £5.00 |
| Loss of a book | £10.00 plus replacement cost |
| Unauthorised removal of a book | £15.00 |
6.3. Daily late-return charges will continue to accumulate until the book is returned and its return has been properly recorded. The maximum accumulated daily charge for a single loan shall be £20.00. Other applicable penalties remain payable in addition.
6.4. The value, age or condition of a book shall not ordinarily affect the calculation of overdue penalties. A donated book is subject to the same charging schedule as a book purchased using Chapel funds.
6.5. No distinction will be made between books which have been read and those which have not.
6.6. Borrowers are responsible for knowing when their books are due for return. The Committee is under no obligation to issue reminders.
6.7. Returning a book after a penalty has been incurred does not automatically remove liability for that penalty.
6.8. The Committee may correct a penalty where an administrative error has been established. General dissatisfaction with the amount charged will not constitute an administrative error.
7. Payment and Recovery of Outstanding Charges
7.1. All fines must be paid within 14 calendar days of the date of the penalty notice.
7.2. Payment should be made to the chapel accountant, who will issue a receipt and update the Library Fines Register.
7.3. Payment must be made in full unless a formal repayment plan has been approved by the Committee.
7.4. Borrowers must not leave money inside the telephone box. Money left in the telephone box will not be treated as payment being received.
7.5. Any enforceable debt remaining unpaid 30 calendar days after the date of the penalty notice will be referred to an external debt recovery company.
7.6. The original penalty notice will set out the payment deadline and the consequences of non-payment. No additional reminder is guaranteed before referral.
7.7. Any additional recovery costs will only be sought where permitted by law.
7.8. Once a matter has been referred, correspondence concerning payment should be directed to the appointed recovery company in accordance with the instructions provided.
7.9. The fact that a debt relates to a community library rather than a commercial service does not, in itself, constitute grounds for waiving a valid amount owed.
7.10. A borrower with an outstanding balance shall be prohibited from borrowing further books until the matter has been resolved.
7.11. Disputed charges may be referred to the Committee for review. No disputed sum will be passed for external recovery until that review has been completed.
7.12. Geoff will maintain a record of all payments, outstanding balances and recovery referrals. Personal information will only be shared with a recovery company where there is a lawful basis to do so.
8. Damage, Loss and Replacement
8.1. Borrowers shall be responsible for reasonable replacement costs arising from books lost or damaged while in their possession.
8.2. Where a book is damaged beyond reasonable use, the borrower may be charged the cost of replacing it with an equivalent edition, together with a reasonable administration charge where contractually and legally recoverable.
8.3. Replacement copies purchased independently by borrowers will not automatically be accepted in settlement. Approval should be obtained in advance.
8.4. Where an identical edition is unavailable, the Committee shall determine a suitable replacement. The borrower's opinion regarding the suitability of that replacement may be considered.
8.5. A book shall be presumed lost when it remains unreturned 42 days after its original due date, unless the Committee has agreed otherwise.
8.6. Payment of a lost-book charge does not automatically transfer ownership of the original book to the borrower.
8.7. If a book is subsequently recovered, any refund will be considered in light of the actual loss and costs incurred.
8.8. Borrowers must not attempt to repair damaged books using adhesive tape, glue or other materials without approval.
8.9. Normal wear arising from ordinary reading will not be treated as damage. The Committee will determine what constitutes normal wear where there is disagreement.
9. Borrowing Restrictions and Enforcement
9.1. Borrowing privileges may be suspended where a borrower:
- Has an unpaid fine.
- Has two or more overdue books.
- Has repeatedly failed to complete the Book Register.
- Has provided inaccurate or misleading borrowing information.
- Has removed books during a period of suspension.
- Has interfered with the library stock or administrative records.
9.2. A first suspension shall ordinarily last 28 days from the date on which all outstanding matters have been resolved.
9.3. A second suspension within a 12-month period shall last 90 days.
9.4. A third suspension may result in permanent exclusion from the library, subject to Committee review.
9.5. Borrowers subject to suspension must not arrange for another person to borrow books on their behalf.
9.6. Where there is reasonable evidence of such an arrangement, the borrowing privileges of both parties may be reviewed.
9.7. Borrowers may appeal a suspension in writing to Geoff within seven days of receiving notice. Appeals will be considered at the next available Committee meeting.
9.8. The submission of an appeal does not automatically restore borrowing privileges.
9.9. Borrowers who have been permanently excluded may apply for reinstatement after 12 months. There is no obligation on the Committee to approve such applications.
10. Donations
10.1. Donations of suitable books remain welcome.
10.2. Donated books must be clean, complete and in a reasonable condition.
10.3. The library will continue to give preference to fiction, local history, cookery, practical guides and other material considered suitable for general community reading.
10.4. Children's books, obsolete road atlases and books from the For Dummies series will not normally be accepted, in accordance with the original library arrangements.
10.5. Books must not be deposited without first being approved for inclusion in the library stock.
10.6. The Committee reserves the right to reject books which are unsuitable, excessively worn, duplicated or considered unlikely to be borrowed.
10.7. Acceptance of a donated book does not guarantee that it will remain in circulation permanently.
10.8. Once accepted as a gift, donated books become part of the library stock and may not subsequently be reclaimed by the donor.
10.9. Donors are asked not to enquire repeatedly about the subsequent whereabouts or popularity of individual books.
10.10. The Committee will not provide individual acknowledgements for donations of fewer than five books unless specifically requested.
11. Book Register and Administrative Records
11.1. The Book Register is the official record of all books currently held by, borrowed from or returned to the library.
11.2. Geoff shall be responsible for maintaining the Register on behalf of the Chapel Committee.
11.3. Borrowers are responsible for ensuring that their entries are accurate and legible.
11.4. Corrections to existing entries should be referred to Geoff. Entries must not be erased or altered without explanation.
11.5. Borrowers must not amend, remove or obscure entries made by another person.
11.6. The Committee may undertake periodic stock reconciliations without prior notice.
11.7. Where a book is found to be missing and no corresponding borrowing entry exists, the matter will be recorded as an unexplained stock discrepancy pending investigation.
11.8. Geoff shall maintain a separate Library Fines Register recording penalties issued, payments received, outstanding balances and referrals for debt recovery.
11.9. The Committee recognises that the Book Register may initially contain inaccuracies arising from arrangements in place before the transfer of responsibility. These will be addressed as they are identified.
11.10. The fact that the library operates from a telephone box does not lessen the requirement for accurate accounts.
12. Inspection and Compliance
12.1. The Committee may inspect the library, its contents and its records at any reasonable time.
12.2. Borrowers may be asked to confirm possession of books currently recorded against their name.
12.3. Requests for such confirmation must be answered within seven calendar days.
12.4. Failure to cooperate with a reasonable stock reconciliation may result in temporary suspension of borrowing privileges.
12.5. The Committee reserves the right to close the library temporarily to conduct stocktaking, maintenance or administrative reviews.
12.6. No books may be borrowed during a notified closure, even where the telephone box remains physically accessible.
12.7. Any books removed during a notified closure will be treated as unauthorised removals.
12.8. Borrowers shall not interfere with shelf labels, book reference numbers, notices or other administrative materials.
12.9. The Committee may introduce additional recordkeeping measures where existing arrangements prove insufficient.
13. General Conduct
13.1. The telephone box is provided for the storage and exchange of books. It is not intended as a general meeting place.
13.2. Borrowers should avoid remaining inside the telephone box for longer than is reasonably necessary to select or return a book.
13.3. The library must not be used for the storage of personal belongings or the disposal of unwanted household items.
13.4. Notices, advertisements and other printed material must not be affixed to the interior or exterior of the telephone box without permission.
13.5. Food and drink must not be consumed within the telephone box.
13.6. Borrowers must not rearrange the shelves according to personal preference.
13.7. Books must not be reserved by placing personal items, notes or other objects upon them.
13.8. Discussions concerning the relative merits of particular books should take place outside the telephone box where other borrowers require access.
13.9. The former telephone equipment is no longer operational. Enquiries concerning telephone services should be directed elsewhere.
14. Complaints and Appeals
14.1. Complaints concerning the operation of the library must be submitted to Geoff in writing.
14.2. Complaints should identify the relevant book, transaction or incident and explain the grounds on which the complaint is made.
14.3. The Committee will endeavour to consider complaints at its next scheduled meeting.
14.4. Complaints concerning individual fines will be considered against the Book Register and any other available records.
14.5. A borrower who disagrees with a Committee decision may request one further review. Repeated submissions containing no new information will not normally be considered.
14.6. Complaints made verbally inside the telephone box will not be regarded as formally submitted.
14.7. The Committee is not required to provide a written response to complaints which relate solely to the literary quality of books currently held in stock.
15. Administration and Review
15.1. These regulations have been issued by the Chapel Committee and shall remain in force until amended or withdrawn.
15.2. Geoff will report on the operation of the library at appropriate intervals, including:
- Total books held in stock.
- Number of books currently on loan.
- Number of overdue loans.
- Fines issued and collected.
- Outstanding debts and recovery referrals.
- Donations received and rejected.
- Significant administrative difficulties.
15.3. The Committee reserves the right to amend the schedule of charges following a review of operating costs, subject to applicable legal requirements.
15.4. Amendments will be communicated by a notice displayed inside the telephone box and, where appropriate, through the Chapel noticeboard.
15.5. The Committee may introduce additional forms or procedures without replacing these regulations in their entirety.
15.6. Mrs Jackson's contribution to the establishment and operation of the library is formally acknowledged. Her continued involvement will be welcome, although responsibility for its administration now rests with the Chapel.
15.7. No retrospective fines will be imposed for borrowing activity undertaken before the adoption of these regulations, provided that all outstanding books are declared within 14 days.
15.8. These regulations apply equally to all borrowers, including Chapel Committee members, their relatives and persons who have previously donated books.
15.9. Any matters not expressly covered by these regulations shall be referred to Geoff in the first instance. Where necessary, the Committee will issue a determination.
Issued on behalf of the Chapel Committee
Geoff
Chapel Caretaker and Committee Secretary
The Committee appreciates that these arrangements represent a more formal approach than that previously adopted by Mrs Jackson. However, it is anticipated that the majority of borrowers will be unaffected, provided that books are returned on time and the correct procedures are followed.
The library remains a free community facility in the sense that no charge is made for borrowing a book.
There should therefore be no reason for anyone using it to have any dealings with an external debt recovery company.
