CIRCULATION POLICY

Borrowers may only check out items on their own card.
In situations where one patron (e.g. a spouse) would like to be authorized to collect requested items held by another, both patrons must first confirm this in person and in writing with a Library staff member. A note stating the name of the person who will pick up holds on your behalf will then be placed on the records of both patrons. This applies only to active hold requests, not additional checkouts on the card.

Loan periods

• Books, audiobooks, magazines, technology devices, and unique materials (games, kits, etc.) are loaned for a period of fourteen (14) days.  
• Videos are loaned for seven (7) days. 

Renewals
Books, audiobooks, DVDs and magazines may be renewed (2) two times. Technology devices and unique materials (games, kits, etc.) may be renewed once. Items may be renewed in person, by phone, or on-line at www.hawkinslibraries.org. Items may not be renewed if they are reserved for another patron.

Reserved Materials
Items are reserved on the patron’s library record. Patrons will have 1 week from being notified to check out the material. Items not picked up in 1 week will be passed on to the next patron requesting them.

Materials Access
Borrowers may check out a maximum of 15 items. A maximum of 3 videos may be checked out per borrower. Other materials may also be limited to 3 items by any one author or 3 items by any one subject based on current demand. Parents are wholly responsible for monitoring the appropriateness of materials their children check out. The library will not restrict the circulation of materials based on age with the exception of videos. No one under the age of 18 will be allowed to check out videos unless the parent or legal guardian granted permission on the juvenile’s application card. Permission will be noted on the minor’s computer record. Reference material may be loaned overnight with the approval of the Branch Manager. Reference materials must be returned the next day. Materials located in the Genealogy Collection may only be checked out with special permission of the Branch Manager.

​Inter-Library Loans
Hawkins County Library System participates in the statewide Inter-Library Loan service provided through TennShare. Regular library patrons are eligible to borrow books from hundreds of libraries across the state free of charge. Patrons are limited to three (3) ILL items at a time and must pay for any ILL items they lose or damage based on the lending libraries’ policies. Hawkins County Library System materials may be loaned to other libraries at the discretion of the Branch Manager. Some materials may be photocopied or scanned. Any fees associated with copies or scans will be provided and agreed to before the items are copied/scanned. 



FEES & CHARGES FOR LIBRARY SERVICES

​Computer Printing/Copies:

• Black/White – $ .25 per page
• Color – $1.00 per page
• Legal – $ .25 per page
  

Fax:
$1.00 per page. Max charge – $10.00

Scan to Email/Drive:
$1.00 per page. Max charge – $10.00

Laminating:
2” x 3.5” (Bus. Card) – $ .50 each
Full Page – $1.00 each

Used Books:

• Mass Market Paperback – $ .25
• Trade Paperback – $ .50
• Hard Cover – $1.00
• New Release Hard Cover – $3.00
• Magazines – $ .25
• Religious – Free

Used Audio Books, CDs, DVDs:

• Audio Books on CD – $1.00
• DVDs – $1.00
• DVDs (Season) – $3.00

Replacement Library Card $2.00 per card
Notary Service $5.00 per stamp 12

​FINES
Fines are charged only on days the library is open for business. Fines for overdue books, audiobooks, and magazines is $0.15 per item per day. Videos are $1.00 per day the library is open, per video, not to exceed $10.00 per video. The maximum overdue fine is $2.00 for a mass market paperback book, $2.00 each for periodicals, $5.00 each for regular books. An individual with fines totaling $5.00 or more or a parent who is responsible for children with $5.00 or more may not borrow materials until all fines and costs are paid.

Notice of overdue videos will be given within one day of the due date. Notice of other overdue materials will be given within one week of the due date. Notice may be given by telephone, E-Mail, postcard, or letter at the discretion of the Branch Manager. Materials not returned within one month of the date of the notice will be marked as lost and the patron assessed the cost of the item.

Tennessee Code Annotated (10-3-108) grants the Library Board the power to make and enforce rules providing penalties for loss of or injury to library property. Library users may be charged reasonable fines for late-returned materials and charged fees for special services.

Appropriate legal action may be taken at the discretion of the Hawkins County Library Board.

Lost or Damaged Materials
The Branch Director determines the condition of all materials.  If library material is lost or damaged to the point it is unusable, the customer will be expected to pay the full price and may keep the damaged/lost material.  If material is damaged and is still usable, a reasonable charge will be made by the patron and the material will continue to be circulated.  If material is not returned or paid for, and its value is $5.00 or greater, the patron will not be allowed to check out any material.


REFERENCE POLICY

Resources

The Hawkins County Library System offers proctoring for students taking exams, subject to staffing limitations. The TWRA Boating Safety Exam study materials are available at the libraries and patrons may use library computers to take this exam. H.B. Stamps Library’s Juno Altom Genealogy Room has Microfilm Readers and more than 500 rolls of microfilm of newspapers, court records and other information of interest to researchers, as well as many books and genealogies of local families. Guests are directed to the Hawkins County Genealogical and Historical Society also. The Church Hill and Surgoinsville libraries also have small collections of genealogical material. 

​BY-LAWS OF 
HAWKINS COUNTY LIBRARY SYSTEM 
***** ​

ARTICLE I- GENERAL PURPOSE 
​
1.   The purposes for which Hawkins County Library System (the "Corporation") is formed are; to operate exclusively for charitable, educational, and other purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, by raising funds to provide support for the free access to resources and services to meet changing educational, recreational, and informational needs and interests. Furthermore, the purpose of the Corporation is generally to engage in any other lawful endeavor or activity in furtherance of any of the foregoing purposes. 
No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to, its Directors, Officers or other private individuals or persons, except that the Corporation shall be authorized and empowered to pay reasonable compensation for good and services rendered and to make payments in furtherance of the purposes set forth in the preceding paragraph. 
Notwithstanding any provisions of the Charter of the Corporation, the Corporation shall not carry on any endeavors or activities not permitted to be carried on by a Corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal revenue Code of 1986, or corresponding section of any future federal tax code. 

2.   The Corporation shall have the power to borrow money to be used in payment of property bought by and for erecting buildings, making improvements, and for other purposes germane to the objects of its creation and to secure the repayment of the money borrowed by mortgage, pledge or deed of trust, upon such property, real, personal or mixed that may be owned by it; and may in like manner secure by mortgage, pledge, or deed of trust on existing indebtedness which it may have lawfully contracted; and may acquire real and personal property by purchase, gift, devise or bequest; and to issue bonds or notes and to secure same by mortgage of deed of trust on corporate assets; all of which purposes are to be carried out without profit and without shares of stock, but simply to promote the moral, social, and educational welfare of those persons whom is serves, and, the Corporation shall have the power to do everything necessary, suitable and property for the accomplishment or furtherance of the purposes, objects or powers set forth herein and in general, to carry on any business or activity in connection therewith as to have and exercise all powers permitted under applicable law and generally, to do the things that are incident and necessary thereto. 

3.  The organization is a non-profit organization and does not pay dividends or interest but functions for the purposes set forth above. 

ARTICLE II - OFFICES 
1.    The principal office shall be in Rogersville, Tennessee. 
The Corporation may also have offices in such other places as the Board of Directors may from time to time appoint, or the business of the Corporation may require. 

ARTICLE III - DIRECTORS 
1.   The business and affairs of the Corporation shall be managed by a Board of Directors (herein referred to as "Board of Directors", "Board", "Directors" or individually as "Director"), which originally shall consist of not less than seven (7) persons. The number of Directors may be changed from time to time. 

2. The composition of the Board shall be comprised of two (2) Directors representing the Town of Rogersville, City of Church Hill, and Hawkins County (at large), and one (1) Director representing the Town of Surgoinsville, and all Directors shall be residents of Hawkins County and its respective communities as listed.
 
3. Each Director shall serve the term of three (3) years or until his or her successor shall have been duly elected and qualified. No Director shall serve on the Board of Directors for more than two (2) consecutive terms of three (3) years. There must be a three (3) year break between terms. 

4. The Board of Directors may hold its meetings at the office of the Corporation in Rogersville, Tennessee, or at such other place or places, either in the state of Tennessee or elsewhere, as the Board of Directors may from time to time determine. 

5. A majority of the Board of Directors at a meeting duly assembled shall be necessary to constitute a quorum for the transaction of business, and the vote of a majority of the directors present at a meeting at which a quorum is present shall be the act of the Board of Directors, unless the vote of a greater number is required by law, by the Charter, or these By- Laws. 

6. No salary shall be paid the Directors or Officers of the Corporation. 
From time to time, the Directors may appoint any committee or committees for any purpose or purposes to the extent allowed by the laws and statutes of the State of Tennessee and such committees shall have such powers as shall be specified in their appointment. 
 
ARTICLE V - POWERS OF DIRECTORS 
1.    The Board of Directors shall have, in addition to such powers as are hereinafter expressly conferred on it and all such powers as may be conferred on it by law, all such powers as may be exercised by the Corporation, subject to the provisions of the law, the Charter, and these By-Laws. 

2. In the event a member of the Board of Directors ceases for any reason to be a member of the Board of Directors, then and in that event the President of the Board of Directors shall call a special meeting for the purpose of replacing that member within ninety (90) days from the date the member ceases to be a member of the Board of Directors, or at the next regular meeting, whichever shall come first. 

3. The Directors shall have the general management and control of the business and affairs of the organization and shall exercise all the powers that may be exercised or performed by the organization under the statutes of the State of Tennessee, the Charter, and the By-Laws. 

4. The Board shall have and exercise the powers and duties provided for library boards by Tennessee Code Annotated §10-3-104. 

ARTICLE VI - MEETINGS OF DIRECTORS 
1.   After each annual election of Directors, the newly elected Directors may meet for the purpose of organization, the election of the Chairman of the Board of Directors, election of Officers, and the transaction of other business, at such place, day, and hour as shall be fixed by the President or the Directors, and, if a majority of the Directors be present at such place, day, and hour, no prior notice of such meeting shall be required to be given to the Directors. The Chairman of the Board of Directors shall preside at all meetings of the Board of Directors. 

2. The Directors will meet a minimum of 6 times each year. The regular meeting will typically be held on the first Monday of the month at 6:00 PM. at the discretion of the Board. Notice of each regular meeting will be made to all Directors. 
Special meetings of the Directors may be called by the President or Chairman of the Board of Directors on five (5) days' notice if in writing or on one (1) days' notice if delivered by facsimile transmission or electronic transmission (“E-mail") to each Director if confirmation of delivery of said notice by said electronic means is received by the person or persons calling such special meeting. The notice shall state the purpose or purposes for which the meeting is called and the place, day, and hour where it is to be held. Matters not specified in the notice shall not be taken up at the meeting without approval of all Directors present. 

3. Special meetings of the Directors may be held at any time on written waiver of notice or by consent of all the Directors. 

4. A majority of the Directors shall constitute a quorum, but a smaller number may 
adjourn from time to time, without further notice, until a quorum is secured. 

5. All board meetings will be held in compliance with Tennessee's Open Meetings Law (TCA 8-44-101 through 8-44-108). Public notice of all Board meeting shall be provided. 

6. Members of the Board of Directors may participate in a meeting of the Board of Directors by means of conference telephone or similar communications equipment by means of which all persons participating in the meeting can simultaneously hear each other during the meeting, and the participation in a meeting pursuant to this provision shall constitute presence in person at such meeting.
 
7. A Member failing to attend at least fifty (50) percent of the meetings in any fiscal year without valid explanations may be asked to vacate his/her membership. If so, the appointing body shall appoint a new member to fill the unexpired term. 

ARTICLE VII - OFFICERS 
1.  The Officers of the Corporation shall be chosen by the Directors for a term of one (1) year and shall serve until their successors are elected and qualified. The Officers of the Corporation shall consist of a President (also known as Chairperson or Chair) and a Secretary, and such number of Vice Presidents (also known as Vice Chairs) as the Board may, from time to time, determines and appoints. 
The Directors may also employ an Executive Director and employ an Administrative Assistant to assist the Executive Director in his or her duties.
 
2. Any Officer elected or appointed by the Board shall be subject to removal at any time, with or without cause, by the affirmative vote of a majority of the Board of Directors. 

ARTICLE VIII - THE PRESIDENT 
Presides at the board meetings and maintains order. Expedites business compatible with the rights of those present. Summarizes the discussion to clarify what has been said and to keep things moving toward closure. Calls for motions at appropriate times. Signs documents as necessary. Appoints appropriate committees as needed. Serves on the Executive Committee. With the Director, prepares the agenda for the board meeting. 

ARTICLE IX - VICE PRESIDENTS 
The Vice Presidents shall exercise the powers of the President in the absence of the President and shall perform such of the duties and exercise such of the powers as the Board of Directors shall prescribe. Serves on the Executive Committee. 

ARTICLE X - SECRETARY 
The Secretary shall attend all sessions of the Board and record all votes and the minutes of all proceedings in a book to be kept for that purpose. The Secretary shall give or cause to be given notice of all meetings of the Board of Directors and shall perform such other duties as are incident to the office or as may be prescribed by the Board of Directors or the President, under whose supervision the Secretary shall be. Serves on the Executive Committee. 

ARTICLE XI - DUTIES AS TO THE FUNDS OF THE CORPORATION 
1.  The Executive Director (if appointed) or Treasurer (if designated) shall have the custody of the funds and securities of the Corporation and shall keep full and accurate accounts of receipts and disbursements in books belonging to the Corporation and shall deposit all monies and other valuable effects in the name and to the credit of the Corporation in such depositories as may be designated by the Board of Directors. 

2. The Executive Director or Treasurer shall disburse the funds of the Corporation as may be ordered by the Board or by the President, taking proper vouchers for such disbursements, and shall render to the Board or the President, whenever they may require it, an amount of all transactions as Treasurer and of the financial condition of the Corporation, and at the regular annual meeting of the Board, a like for the preceding year. 

ARTICLE XII - FISCAL YEAR 
The fiscal year of the Corporation shall be July 1st through June 30th. The Board of Directors of the Corporation shall have authority from time to time to determine whether the Corporation shall operate upon a calendar year basis or upon a fiscal year basis; and if the latter, said Board shall have power to determine when the said fiscal year shall begin and end. 

ARTICLE XII - NOTICES 
1.  Whenever under the provisions of these By-Laws notice is required to be given to any Director or Officer, it may be given in writing by depositing the same in the United States Mail, addressed to such Director or Officer at such address as appears on the books of the Corporation; and such notice shall be deemed to be given at the time when the same shall be thus deposited. Notice may also be given by overnight courier to the address as it appears in the records of the Corporation and by facsimile transmission or electronic transmission (“E-mail”) to  each Director or Officer if confirmation of delivery of said notice by said electronic means is received by the person or persons required to send such notice. 
2.  Any Director or Officer may waive any notice of any meeting required to be 
given under these By-Laws before, at, or after the meeting. 

ARTICLE XIV - AMENDMENTS 
1.   Any of the By-Laws may be amended by the majority vote of the Directors at any annual or regular meeting or at any special meeting called for that purpose. 
2.  The Board of Directors may adopt additional By-Laws in harmony herewith.
 
ARTICLE XV - INDEMNIFICATION 
To the extent allowed by the laws of the State of Tennessee, no Director, Officer, or former Director, Officer, or employee of the Corporation (or his or her estate, heirs, and personal representatives) shall be liable to the Corporation for monetary damages for breach of fiduciary duty as a Director of Officer of the Corporation. Any liability of a Director (or his or her estate, heirs, and personal representatives) shall be further eliminated or limited to the fullest extent allowed by the Charter of the Corporation and by the laws of the State of Tennessee, as may hereafter be adopted or amended. 
With respect to claims or liabilities arising out of service as a Director or Officer of the Corporation, the Corporation shall indemnify and advance expenses to each Director or Officer (and his or her estate, heirs, and personal representatives) to the fullest extent allowed by the Charter of the Corporation and by the laws of the State of Tennessee, both as now in effect and as hereafter adopted or amended. 

ARTICLE XVI - DISSOLUTION 
Upon dissolution of the Corporation and the winding up of its affairs, the assets of the Corporation shall be applied and distributed first to all liabilities and obligations of the Corporation, and the remaining assets shall be distributed only to the United States, a state, or one or more organizations which are exempt under Section 501(c)(3) of the Internal Revenue Code of 1986, or any successor section, pursuant to a plan of distribution adopted by the vote of a majority of the directors of the corporation. Provided further, any such assets not so disposed of shall be disposed of by a court of competent jurisdiction exclusively for the purposes of the Corporation, or to such organizations as the court shall determine, which are organized and operated exclusively for purposes similar to the purposes of the Corporation. 

Approved by meeting of the Directors this 6 day of December, 2021. 
​
(ACTING SECRETARY)