Gates Public Library Fines and Fees Waiver Policy

   Accumulated fines and fees on library patron records may not be waived or otherwise modified by any library employee without specific authorization to do so by one of the following:

1.      Library Director

2.      Assistant Library Director

3.      Librarian in charge in the absence of Director or Assistant Director in consultation with Circulation Services clerks

The conditions under which such records may be modified include:

1.      Correction of erroneous fines or fees

2.      Negotiation of a payment schedule designed to return a ‘delinquent’ borrower to ‘good’ status, provided such patron does not have a documented history of abusing library borrowing policies. If a collection agency is involved, please adhere to established library practices covering accounts for that particular collection agency.

3.      Extenuating circumstances that, in the judgment of the above mentioned authorized individuals, were beyond the control of the patron and which would otherwise result in financial hardship for the library patron. If there is the possibility of insurance coverage to offset the cost of lost or ruined materials, the patron can be provided with an itemized bill to assist them with insurance reimbursement.

4.      Extenuating circumstances where, in the judgment of the above mentioned authorized individuals, it would be in the best interest of the library to waive or modify fines and fees. Sometimes it is appropriate to offer to halve library fines and fees in order to bring closure to a difficult situation. Authorized personnel should then add a note to the patron’s record explaining fine or fee modification with note being removed when all modified fines and fees have been paid.

5.      Utilization of the tracer method to ensure that supposedly missing items are truly missing is strongly encouraged by all parties.

Information on any and all fines or fees waived under this policy, including the amounts and the corresponding patron information, shall be forwarded to Circulation Services who will monitor such fine waiver activity and report to the Library Director any inconsistencies in the application of this policy. This policy shall pertain to all library patron categories, including staff.