Collection Development Policy

The Farmington Libraries includes the Main Library located at 6 Monteith Drive and the Barney Library located at 71 Main Street.

The purpose of the Farmington Libraries Collection Development Policy is to guide the Libraries’ staff in the selection, development and maintenance of a balanced collection that meets the needs of the community. This policy explains the basis upon which materials are selected and maintained and addresses questions and concerns regarding the presence or absence of certain materials.

The Farmington Libraries partner with the community to provide free access to services, experiences, and resources that offer opportunities to explore, create, and share ideas.

The Farmington Libraries subscribes to the following fundamental rights relating to Intellectual Freedom and the Freedom to Read:
1. The Library Bill of Rights
2. The Intellectual Freedom: An Interpretation of the Library Bill of Rights
3. ALA’s Freedom to Read Statement
4. The Resolution on Challenged Materials
5. The Statement on Labeling
6. The Statement on Restricted Access to Library Materials
7. The Freedom to View Statement
8. The Free Access to Libraries for Minors Statement
9. The Public Library, Democracy’s Resource
10. Access for Children and Young People to Non-print Materials
11. Equity, Diversity, Inclusion

The Farmington Libraries serves Farmington and Unionville residents of all ages, educational backgrounds, and ethnic groups. The Libraries also serve those individuals who work in the Town of Farmington. Through DeliverIT, a statewide cooperative program among Connecticut libraries, the Farmington Libraries serve any Connecticut resident with a valid public library card.

The Farmington Libraries cooperates with local businesses and organizations, public and private schools, community agencies and municipal departments in the Town of Farmington to enhance the services these groups provide.
While the purpose of the Libraries differs from that of school libraries, we work closely with teachers and library staff in the Farmington Public School system to ensure we support the educational and informational needs of students in grades K – 12. We encourage staff within the school library system to alert us of future assignments so that we can better serve the student population.
Textbooks and media will not be purchased to support the school curriculum or specific classes. These materials are considered the responsibility of the schools. We do, however, aim to acquire materials supporting students’ information needs and reading, viewing and listening interests.

The purpose of the materials collection at the Main Library is to make available library materials that meet the educational, informational, recreational and cultural needs of the community. The Barney Library’s collection primarily consists of recreational materials and basic information sources. The children’s materials collections at both libraries serve children from birth to age twelve or older as well as interested adults.

The Libraries' collection currently includes materials in the following formats:
▪ Print: Books, magazines, newspapers, and graphic novels
▪ Books on CD, DVDs
▪ Downloadable e-Books, e-audiobooks, music, movies and television shows.
▪ Databases
▪ Library of Things: a special collection of objects such as games, toys, puzzles,
mobile hotspots, other equipment and technology

Formats of materials may be added or deleted as technology or patron reading, viewing and listening interests and needs change. Items will be purchased within budgetary constraints and based on the availability of materials.

The Libraries do not purchase textbooks or curriculum-related materials for educational institutions or their students.

Digital Resources
Selection of and access to electronic resources are integral to fulfilling the mission of the Farmington Libraries. The Libraries provide a number of web-based resources available via the Libraries’ website, selected using the criteria outlined in the Collection Development Policy. These are considered a part of the Libraries’ collection. However, not all materials and information found via the internet are part of the collection.

Material relating to the history of Farmington will be added, if appropriate, to the Farmington Room collection. A separate policy statement for the Farmington Room collection is available.

The Libraries also maintain a collection of town documents, including town and school budgets, minutes of the Town Council and Board of Education meetings, CDs of town council meetings, annual reports, town ordinances and various special reports.
Materials on loan from the Connecticut Library Consortium and the Connecticut State Library Middletown Service Center other sources may be used to supplement the permanent collection as needed.

The Libraries maintain a limited collection of large print books and magazines. When possible, DVDs purchased will include closed captioning. The Libraries’ collection does not include Braille books, but staff can assist in getting that material delivered from the Connecticut State Library for the Blind and Physically Handicapped and the National Library Service for the Blind and Print Disabled, Library of Congress.

Responsibility and Procedure for Selection
The responsibility for selection of materials is shared by the professional staff. The department heads are responsible for training staff who select and acquire books and materials in order to ensure the selection, development and maintenance of the collection meets the needs of the community. Final responsibility for selection rests with the Libraries’ Executive Director who operates within the framework of policies determined by the Board of Trustees and the budget.

Criteria for Collection
In carrying out the objectives of the collection development policy, the following selection criteria are of importance:
▪ Interests of the community, individuals and groups
▪ Needs of all age groups
▪ Flexibility to meet new and changing community interests and needs
▪ A balanced collection, within and across subject areas
▪ Subject area depth reflecting patron interest
▪ Availability of materials in other libraries through interlibrary loan and DeliverIT
▪ Need to preserve publications of local authors and material on local history
▪ Literary quality
▪ Artistic excellence
▪ Accuracy
▪ Variety of viewpoints
▪ Diversity of format
▪ Existing holdings

The Farmington Libraries are committed to providing an equitable basis for purchasing materials, ensuring that consideration of the needs of historically oppressed, underrepresented, and underserved groups is integral to collection development and management. The Libraries regularly review the current and emergent demographic trends for the Libraries’ constituent populations to inform collection development and management. The Libraries regularly assesses the adequacy of existing collections to ensure they meet the needs of the Libraries’ constituent populations.

Suggestions from users of the Libraries are always welcome and are given serious consideration. Reviewing media, standard lists of recommended titles and information provided by publishers, producers and distributors are used to make material selection decisions.

Selection of materials does not constitute or imply agreement with or approval of the content or viewpoints by the Libraries’ staff.
To facilitate access and satisfy users’ needs, multiple copies of popular titles are purchased. “Popularity” is determined by the number of requests for a particular title.

Damaged or lost materials are replaced if available and deemed relevant to the collection.
While the ongoing development of the collection will focus primarily on the acquisition of materials that are anticipated to be the most popular, the Libraries will selectively acquire items recognized to be of exceptional value, that are intellectually challenging or may introduce new or innovative ideas.

The Libraries will not follow a strict “most popular” approach for selecting and acquiring electronic media such as DVDs, e-books, and e-audio books. It is not practical or affordable for the Libraries to compete in terms of the depth or size of the collection with for-profit retail stores. The Libraries’ collection will be smaller but will also include electronic media beyond the most popular titles.
Evaluation of Collection

The process of collection development requires that the Libraries’ staff be aware of the needs and demographics of the community and that the acquisitions made are consistent with the criteria for the collection defined in this policy.

In order to identify strengths and weaknesses in the collection, the Libraries conduct yearly comprehensive reviews of the existing collection with a focus on completeness, balance and currency. The reviews will include deaccessioning out-of-date and damaged materials as necessary.

Components of the collection that staff deem to have the highest currency requirements will be evaluated more frequently.

In addition to the yearly review, other review methods may include analysis of:
▪ Circulation statistics
▪ Information inquiries
▪ Hold requests and interlibrary loan requests
▪ Surveys, questionnaires and feedback from individuals and focus groups
▪ Bestseller lists
▪ Reviewing media: professional library journals and other industry review sources

The staff will formulate a systematic collection development plan after compiling and analyzing the collected data.

Withdrawals and Replacements
Withdrawals of materials are made so that the Libraries maintain an up-to-date and inviting collection. Lack of demand, obsolete or erroneous information and books and materials in poor condition are the main reasons for withdrawals. Special thought will be given when considering the withdrawal of standard titles of lasting value and materials of special local interest.

The replacement of materials is determined by demand, the number of duplicate copies, and other materials on the same subject in the collection, location of the materials elsewhere in the library system, availability for purchase and availability for interlibrary loan.
Withdrawn materials are marked “discarded” and may be sold to the public at the Friends’ Annual Book Sale or at other times.

All items, regardless of medium, that are not selected for inclusion in the Book Sale and various distribution channels may be disposed of as recycled waste regulations permit.

Recognizing that budget levels will vary and may require a flexible approach to the addition of new materials during each budget year, it is the stated goal of the Libraries to budget at least 10% of the total annual operating budget for the addition of new material to the collection.

The materials budget will generally be divided between the Main Library and the Branch Library in a 2/3 – 1/3 ratio. This division may vary by format and will be reviewed by the professional staff annually.

General allocations of resources will be reviewed by the Libraries Executive Director with the Board annually.

Since the Libraries cannot purchase all materials requested, it will extend its resources through cooperation with other libraries and networks. Access to electronic information may be provided as technology and finances permit. Library staff may suggest available interlibrary loan sources such as FinditCT for items not in the collection and will initiate an interlibrary loan as requested.
Staff of the Libraries will review the collection development policy with the Library Board during the annual review of the Libraries’ policies.

All gifts of library materials are accepted with the understanding that if they cannot use them, the Libraries may dispose of them in any way it deems appropriate. No conditions may be imposed relating to any gift after its acceptance by the Libraries.
The Libraries do not assess the value of donated materials. However, upon a donor’s request, the Libraries will supply a form letter acknowledging a donation of books and materials. An estimated evaluation for tax exemption purposes is the responsibility of the donor.

The Libraries welcome funds to be used for the purchase of materials. The wishes of the donor will be considered in selecting materials. All monetary gifts will be acknowledged. Gift plates, with appropriate information included, are available if the donor so desires.

The Libraries have several restricted funds which are part of their endowment. The income from these funds is to be used to purchase books. The Farmington Village Green and Library Association (FVGLA) Finance Committee allocates a dollar amount for expenditures from each fund each year. The Libraries Executive Director is responsible for the selection of materials to be charged against these funds.

The restricted donor funds maintained by the FVGLA relating to the books and materials collections of the Farmington Libraries are as follows:
1. Palache Fund: To be used to purchase books on history, the social sciences, reference and biography.
2. Smith-Thompson Fund: To be used to purchase books in the arts and Humanities.
3. Feiffer Fund: To be used to purchase books of interest to older adults for both the Barney Library and Main Library.
4. McAullife Fund: This fund is used to purchase books in the arts and music, both for children and adults.
5. Matava-Glanovsky Fund: This fund is used to purchase children’s books.
6. Margaret Townsend Hamilton Fund: This fund is used to purchase American Literature and quality fiction for adults and children.

Approved by the Board of Trustees, April 20, 2022

Last Updated Date
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