Vermont Weavers Guild
Library Policies: Collection Development and Circulation of Materials

The annual Guild budget includes a line item for library expenditures, including purchases for the collection, supplies and materials related to maintaining and promoting the collection. The Guild Librarian prepares an annual budget request, oversees library expenditures and maintains the collection, with the assistance of Library Committee members. Library Committee members are recruited, selected and trained by the Librarian.

I. Collection Development

Library Collection
The library collection will include historical and contemporary resources related to the fiber arts with a strong emphasis on handweaving, including: history of weaving, weaving technique, weave structures, design, color theory, ethnic textiles, international weaving, drafts and drafting, projects, exhibition catalogs and looms and other fiber-related equipment. The collection will also include resources on dyeing and handspinning, but will generally not include materials on knitting or needlework. The library collection has materials in a variety of formats, including (but not limited to) books, unpublished monographs, magazines, subscriptions, audio-visual and digital media and binders of weaving samples. The library also houses the Guild archives and records.

Purchases for the collection will be focused on recently published materials to allow guild members an opportunity to view items that they might want to add to their personal libraries, and to provide access to the latest publications. In the interest of building a collection that addresses the needs of both new and experienced weavers, the Librarian may also seek out older titles, particularly core titles and those which are frequently cited in current publications. Guild members may suggest titles for purchase by contacting the Librarian.

The library collection will include duplicate copies of certain popular, classic and out of print titles. Rare titles or materials that would be costly to replace will not circulate unless there is one or more duplicate copies. The Librarian has the authority to decide which items do not circulate.

Acquisition
The Librarian will keep current on reviews and publication announcements of new fiber resources for possible purchase for the library collection. Collection development will focus on the needs and interests of Guild members, keeping in mind the range of weaving abilities and interests, types of looms used by members, and current Guild-sponsored workshops and study groups.

The Librarian has authority to make all purchase decisions, keeping within the annual budget, but may ask for advice and feedback from Library Committee members and other guild members. The Librarian will also purchase replacement items for lost, damaged or worn resources, as deemed necessary.

The Guild may maintain accounts with online booksellers and used book services, and efforts will be made to purchase high quality materials in very good condition, at the best price available.

Purchasing, whenever possible, should be made with direct use of Guild funds (e.g., bank checks, Guild credit card), as agreed upon with the Treasurer.  All purchases will be made using the Guild’s tax-exempt status. All invoices (paid or to be paid) will be submitted to the Treasurer. The Librarian will keep an account of expenses and provide information/documentation to the
Treasurer each month.

Gifts and Donations
The Guild welcomes gifts and donations of books and other resources related to weaving, handspinning and dyeing. Donations which are duplicates may be added to the collection as additional copies, may replace damaged or degraded materials or allow circulation of rare and valuable resources difficult to replace.

Donated items become property of the Guild; the Librarian and Library Committee have authority to decide which items are to be added to the collection and which items may be offered for sale, donation or discard. Items should be in good repair and suitable for use or sale.

Subjects and materials not accepted:

  • Knitting
  • Macrame
  • Needlework, Embroidery
  • Rug hookin
  • Sewing (other than useful for sewing handwoven fabric)
  • Individual issues of Handwoven Magazine except to replace damaged or missing issues.
  • Video/audio cassette tapes, unless the content is unique, Vermont-based and not available in other easily obtained formats.

Proceeds and deposits from the sale of books will be reported to the Treasurer who tracks and designates these sales in a budget line item determined by the Finance Committee. Decisions regarding the use of book sale funds may require a membership vote. Possible uses of book sale funds: 

  • supplement the library budget, or
  • added to the Guild’s general fund, or
  • directed to savings or some other designated account.

The Guild accepts financial donations designated for the library. Use of these funds is at the discretion of the Librarian and Library Committee and may be used for books, subscriptions, media, supplies and enhancements to the library (e.g., shelving, furniture, promotional materials).  Gift monies need not be spent during the year when funds are received, but may be put into the Guild’s savings or reserve account, designated for the library.

De-Acquisition
Guild library space is limited. Duplicate, damaged, worn or out-of-favor books may be removed from the collection at the discretion of the Librarian, in consultation with members of the Library Committee. Removed materials will be offered for sale to Guild members at a price discounted from the current fair market price.

Items left after being offered for sale to Guild members may be offered for sale at public Guild events, via online outlets or may be donated. Library Committee members will assist the librarian in pricing and selling/donating. Pricing for sales will include any associated costs of packaging and shipping, determined by current postal rates and material costs.

Cataloging
The Guild uses LibraryThing for its online library catalog.

The Librarian maintains an authority file for names and subject headings and catalogs all materials for the collection. Library Committee members may be trained to do cataloging and assist in this process. The Librarian has the authority to decide whether or not library materials may circulate from the collection. The Librarian maintains a process for cataloging library materials, including use of labels, property stamps, etc

Equipment Rentals and Lending Library
The Guild maintains a small collection of weaving equipment, including looms, available for borrowing or rental by Guild members. Looms and other equipment are maintained, and rental agreements managed, by the Equipment Rental Committee.

In general, the Guild does not collect or purchase equipment for loan or rental. If deemed necessary or prudent, the Guild may decide to purchase equipment designated for loan or rental to members. Such purchases may require a special budget request.

Gifts and donations of fiber-related equipment will be accepted at the discretion of the Librarian, in consultation with the Library Committee and the Equipment Rental Committee. Expected demand, maintenance requirements and available storage space will determine acceptance. In some cases, the Guild may accept donated equipment, with the understanding that it is property of the Guild. Gifted equipment may be donated or sold, with proceeds going into the Guild’s general fund.

II. Circulation

Borrowing Library Materials

  • The library is open on Guild meeting days and workshop days for browsing, return of materials and borrowing.
  • The library may be open for research and borrowing on other designated days throughout the year.
  • Borrowing is restricted to Guild members in good standing.
  • In general, members may have no more than 2 items checked out at any one time. During the winter break (between the November and February meetings), members may borrow up to 4 items. Members may borrow up to 5 items during the summer break (May-September).
  • Items checked out on a meeting day between September and May are to be returned at the next scheduled meeting.
  • Guild members are asked to return materials on time. The fee for overdue material is $1.00 for each item, for each meeting month they are overdue. (For example, a book borrowed over the summer is due back in September. If the return is delayed until October, the member will owe $1.00.) Fines are paid on the honor system. The money is used to buy new library material, or may be designated for other uses as approved by the Finance Committee and/or membership.
  • To maximize the availability of library resources, members may not renew items.
    Exception: if a returned item is not checked out by another member at the conclusion of a meeting day (which may include an afternoon program), the member may check out the title again for one more month.
  • Members with overdue material may not borrow more items until all items are returned.
  • Members need to use care when using library materials and return them in the same condition as when checked out. The Librarian may assess additional fees for materials that are lost or damaged.
  • If members find materials in need of repair or replacement, they should contact the Librarian.


Approved by the Vermont Weavers Guild Executive Board, June 7, 2026.