Circulation Policy

The East Fishkill Public Library District provides materials of various formats to the community. For those with a valid Mid-Hudson Library System (MHLS) library card, materials may be removed from the library after check-out, free of charge, for certain specified periods of time. Such loan rules are determined by the Director of the Library as the designee of the East Fishkill Public Library District Board of Trustees working in concert with the MHLS and Directors Association when appropriate.

Those items that are returned past the established due date may be subject to overdue fees. The Library expects that, while in the custody of the patron, library materials will be safeguarded against damage. Library materials that are returned with damage may be subject to replacement and handling fees. Library materials returned missing components may be subject to replacement and handling fees.

If a patron account has fines, fees, replacement costs and/or manual fees in excess of a certain dollar amount, the Library reserves the right to use the services of an outside agency to collect the monies owed and/or the materials. In that event, the Library may include an additional fee to the patron account for the cost of hiring the outside agency.

If there are fines or any other charges in excess of a certain dollar amount, the Library reserves the right to suspend the use of the patron’s library card until such fees are satisfied. This may include use of in-house computers and proprietary data bases that are normally available free of charge with a valid MHLS library card. Such suspension will be enforceable by all member libraries of the MHLS.

When a patron checks out materials from the Library, the Library will inform the patron of the date by which the materials should be returned before overdue fines are applied. This information is also available to the patron by logging into his account online. It is the Library’s practice to notify the patron once regarding overdue materials. If the materials are still not returned, a bill will be mailed to the patron’s home. In the event that the Library fails to notify the patron of delinquent materials, the patron is still required to pay all associated fees and fines.

A copy of the Library Circulation Procedures, which includes fine and fee structures, is included in the New Patron Packet which is given to each patron upon receiving a library card. This information is also posted in the Library and is available on the Library’s web page. It is also disseminated to borrowers of East Fishkill Community Library materials who request items using the Inter Library Loan system within MHLS.

Adopted by the East Fishkill Public Library District BOT 1/26/09

Computer & Internet Policy

The East Fishkill Public Library District has computers to assist patrons and to enhance the delivery of library services. The Internet, being a valuable tool, is made available by the Library for the use of its patrons. The Library reserves the right to establish and change usage rules from time to time to accommodate changes in technology and the Library’s physical and staffing environment. The Library assumes no responsibility for the use of the Internet by children. The Library staff assumes that any minor who is unattended in the Library has the consent of his/her parents to use all library resources, including the Internet.

It is impossible for the Library staff to control specific information that people may locate on the Internet. The Library cannot vouch for or endorse the viewpoints of any written material including the Internet. The Internet is not subject to the normal material selection process usual to the operation of the Library.

The Library expects that the use of computers and technology such as the Internet will be legal, responsible, ethical, and consistent with the purposes and mission of the library.
This includes:

  1. Respecting the privacy of others by not misrepresenting oneself as another user; by not attempting to modify or gain access to files, passwords, or data belonging to others; by not seeking unauthorized access to any computer system, or damaging or altering software components of any network or database.
  2. Making only authorized copies of copyrighted or licensed software data.
  3. Not sending, receiving, or displaying text or graphics which may reasonably be construed by library staff as offensive to the public.
  4. Not making unauthorized changes to the setup or configuration of the software or hardware.
  5. Not downloading any files to the system’s hard drive.
  6. Any person observed using a computer for illegal activities is subject to legal recourse and permanent expulsion from the Library premises .

Approved by EFPLD Board of Trustees 2/25/08

Gift Policy

The East Fishkill Community Library welcomes gifts of books and other materials and monetary donations but reserves the right to decline gifts or donations if they do not fall within the guidelines for acceptance as set by the Board of Trustees.

Guidelines for acceptance of gifts

  1. Gifts will be evaluated by the Director for their suitability for inclusion in the permanent collection or if they might serve the Library in some other manner.
  2. Gifts on which the donor places restrictions or special conditions will not be accepted by the Library unless those restrictions or conditions are specifically accepted by the Board of Trustees. Restrictions that pertain to existing library programs can be accepted by the Library Director
  3. Gift items will be formally acknowledged, if the donor wishes. The Library will not appraise or estimate the value of gift donations. The responsibility of such assessment lies with the owner
  4. The Director will be authorized to request the donor to sign a waiver form relinquishing ownership.

Types of Gifts

Books and other materials

1. The Library welcomes gifts of books and other materials with the understanding that they will be evaluated in accordance with the same criteria applied to purchased materials.
2. Such factors as duplication, lack of sufficient community interest, processing costs, or inadequate shelf space may prevent their addition to the collection or permanent retention.
3. Some items such as highly technical materials or those with limited interest may be accepted as gifts if they meet the library’s present needs.
4. Donations of collections in toto, specifically designated for library use, will be subject to approval by the Director and the Board of Trustees. As with other titles, acceptance will be based on usefulness to the collection, potential expense involved, and space available.
5. In addition, materials or equipment added to the collection or accepted for library use become the sole property of the East Fishkill Public Library District, to use or dispose of as it sees fit.

Monetary gifts

1. Cash gifts will be accepted and used for general library purposes. When the Library receives a cash gift for memorial or other special purposes, the selection will be made by the Director in consultation with the Board of Trustees as appropriate, with consideration given to the donor’s wishes.
2. Stocks or bonds will be accepted and will be utilized at the discretion of the Board of Trustees.
3. Endowments will be accepted and will be utilized at the discretion of the Board of Trustees.

Other gifts

1. Personal property, art objects, portraits, antiques and collectibles may be accepted at the discretion of the Library Director or the Board of Trustees with the understanding that they may be sold, given away, or otherwise disposed of. Any proceeds derived from such disposal may be used by the Library in a way consistent with the original gift.
2. Real property can only be accepted with consent of the majority of the Board.

Gifts to trustees and employees

1. No trustee or employee may directly or indirectly solicit any gift, or accept or receive any gift having a value of seventy-five dollars ($75) or more whether in the form of money, service, loan, travel, entertainment, hospitality, thing or promise, or in any other form under circumstances in which it could reasonable be inferred that the gift was intended to influence him or her in the performance of his or her official duties.

Approved by the EFPLD Board January 26, 2009

Investment Policy

Because trustees act as custodian of public funds, they are subject to very tight restrictions on eligible investments.  Under General Municipal Law § 11, all funds (including privately raised moneys) under the control of a municipality, school district, or special district library must be invested in the following limited number of financial vehicles:

  • Time deposit accounts or certificates of deposit in commercial banks and trust companies located and authorized to do business in New York State;
  • Obligations made by the United States of America or guaranteed by the United States of America, and obligations of the State of New York;
  • Under very limited circumstances, obligations of New York State local governments.

Except for gifts given to the library as a true trust, even privately donated funds are subject to these investment limitations.  Investments of gifts, grants or bequests in the form of a true trust are subject to the “prudent investor” rules of the New York Estate, Powers and Trusts Law §§11-2.2 and 11-2.3.

It is the policy of the East Fishkill Public Library District to adhere to the guidelines under General Municipal Law.  This policy also requires that the Trustees comply with General Municipal Law as it is amended by statute or through subsequent court rulings.

Approved by the Board of Trustees 1/26/09

Loans, Renewals, & Fines

Item How Long How Many Renewals Fines & Caps
New Book 21 days No limit One 10 ¢ per day | cap at $5.00
Rapid Read 7 days No limit None 25 ¢ | $5.00
Book 21 days No limit One 10¢ | $5.00
New DVD 7 days No limit One $1.00 | $10.00
Older DVD 21 days No limit one 10¢ | $5.00
Great Courses 21 days No limit One 10¢ | $5.00
Music 21 days No limit One 10¢ | $5.00
Book on CD 21 days No limit One 10¢ | $5.00
Playaway 21 days No limit One 10¢ | $5.00
Magazine 7 days No limit One 10¢ | $5.00
Summer Loan Negotiable No limit None 10¢ | $5.00
Hold Not Picked Up N/A N/A N/A $1.00 per item
Collection Agency N/A N/A N/A $10 non-refundable fee



Item How Long How Many Renewals Fines & Caps
Book 21 days No limit One 10 ¢ per day|cap at $5.00
Book on CD 21 days No limit One 10 ¢ | $5.00
Playaway 21 days No limit One 10 ¢ | $5.00
Magazine 7 days No limit One 10 ¢ | $5.00



Item How Long How Many Renewals Fines & Caps
Book 21 days No limit One 10 ¢ per day| cap at $5.00
New DVD 7 days No limit One $1.00 | cap $10.00
Older DVD 21 days No limit One 10¢ | $5.00
Music 21 days No limit One 10¢ | $5.00
Book on CD 21 days No limit One 10¢ | $5.00
Playaway 21 days No limit One 10¢ | $5.00
Kit 21 days No limit One 10¢ | $5.00


Volunteer Policy

It is the policy of the East Fishkill Community Library to encourage
community-minded people to serve as volunteers.

Library volunteers:

  1. Supplement the efforts of the paid library staff.
  2. Serve to encourage citizens to become familiar with their library staff or support fundraising efforts.
  3. Have the opportunity to feel personal satisfaction while performing a valuable service for the community.

A volunteer shall be considered as any individual who assists the staff without remuneration.

Volunteers are recognized by the public as representatives of the library and shall be guided by the same work and behavior codes as employees.

There are 3 categories of volunteers at the East Fishkill Public Library District:

  1. Youth (between 14 and 18 years of age) and adults.
  2. School related: participation in government students and National Honor Society candidates.
  3. Court ordered for non-violent offenders only.

Volunteers who apply to work in the Library are required to fill out a Volunteer Information Sheet which will be kept on file. Candidates will be accepted only after a successful interview with the Coordinator of Volunteers.

Volunteers work under the direction of the Coordinator of Volunteers (COV) in conjunction with the Director. The Director and the COV are authorized to create and amend procedures to support this policy.

Volunteers must have a library card and be in good standing with the Mid-Hudson Library System.

The library staff and its volunteers work together for mutual satisfaction and for the benefit of the library and the community.

Volunteers are expected to comply with all policies of the library.

Code Of Conduct

To allow all patrons of the East Fishkill Public Library District to use its facilities to the fullest extent during regularly scheduled hours, the Library Board of Trustees has adopted the following rules and regulations.

Any patron not abiding by these or other rules and regulations of the Library may be required to leave the Library premises and/or be denied the privilege of access to the Library’s materials and resources by the Library’s Board of Trustees, on the recommendation of the Library Director. Library employees may contact the police if deemed advisable.

A patron whose privileges have been denied may have the decision reviewed by the Board of Trustees. Any appeals on policy matters must be submitted to the Board of Trustees in writing. This includes any patron whose privileges have been denied.

Patrons Shall:

  • Respect the rights of other patrons.
  • Comply with the reasonable requests of Library staff.
  • Remove materials from the Library only after check-out on a valid library card.
  • Be responsible for any fines, fees or other charges due in accordance with the Library’s standard schedules.
  • Wear attire appropriate to a public building, including shoes.
  • Maintain a generally acceptable standard of personal hygiene.
  • Cover all beverages.
  • Turn off cell phone ringers and if using a cell phone in the library speak quietly enough not to disturb others.

Patrons Shall Not:

  • Consume food or beverages except in designated areas.
  • Smoke or use tobacco products in the library building.
  • Possess or be under the influence of alcohol or drugs, except that alcohol may be possessed at Library functions for which the serving of alcohol has been approved.
  • Engage in any illegal activity while in the Library building or grounds.
  • Possess firearms, other weapons, or explosives.
  • Interfere with the use of the Library by other patrons, or interfere with Library employees’ performance of their duties.
  • Harass or annoy others through noisy or boisterous activities, with offensive or abusive language, with lewd or indecent behavior, by fighting, provoking a fight or demonstrating threatening or intimidating behavior, by staring at another person with the intent to annoy that person, by following another person about the building with the intent to annoy that person, by playing audio equipment so that others can hear it, by singing or talking loudly to others or in monologues, or by behaving in a manner which can be reasonably expected to disturb others in accordance with New York State Penal Law Section 240.20.
  • Gamble, solicit funds, and/or distribute literature or promotional material.
  • Engage in demonstrable and/or vocal expressions of prayer.
  • Use the Library facility for the purpose of commercial gain.
  • Deface, mar, or destroy Library property including books, magazines, newspapers, recordings or other items in the Library collection, Library furnishings, walls, machines, etc.. Anyone who intentionally defaces or destroys library property may be subject to criminal and /or civil penalties under New York State law.
  • Bring pets or animals into the Library other than guide dogs, or therapeutic animals licensed by the New York State or as part of an approved Library program.

Unattended Children

The library staff does not act in loco parentis for any minor child.   Children 11 years of age or older may use the library without a parent or guardian on premises provided that:

  • the child is able to abide by patron rules
  • parents can be contacted in case the child is in need or during a library emergency
  • parents can be contacted in case of an unscheduled closing


In the event that a child is left unattended and the above listed criteria are not met the local or state police will be called to take custody of the child.

A minor child of the age of 13 may be responsible for a younger minor child without adult supervision provided that the above listed criteria are met.

Public Participation at Board Meetings

The East Fishkill Public Library Board of Trustees encourages public participation on library-related matters at Board meetings, as outlined in this policy.

Presentation should be as brief as possible. No speaker will be permitted to speak for longer than three minutes.

To allow for public participation, a period not to exceed nine (9) minutes shall be set aside during the first part of each Board meeting for public comment on items on the meeting’s agenda.  This period may be extended by a majority vote of the Board.  A period not to exceed nine (9) minutes shall be set aside at the end of each Board meeting for public comment on any other Library related topic.

Persons wishing to address the Board shall advise the Library Director prior to the scheduled starting time of the meeting.  The request shall be made in writing on a form provided by the Library Board of Trustees and shall include the name of the speaker, the address, telephone number, name of organization represented (if any), and a brief description of the topic to be addressed.   Such persons shall sign in upon entering the meeting room. Any group or organization wishing to address the Board must identify a single spokesperson.

The Board will not permit in public session discussion of specific patrons or employees. Persons wishing to discuss matters involving specific patrons should present their comments and/or concerns to the Library Director during regular business hours.

All speakers are to conduct themselves in a civil manner. Obscene language, libelous statements, threats of violence, statements advocating racial, religious, or other forms of prejudice will not be tolerated.

Questions and comments from the public concerning matters which are not on the agenda will be taken under consideration and referred to the Library Director for appropriate action.

The President, Vice-President, if presiding, or other designated officer shall be responsible for the orderly conduct of the meeting and shall rule on such matters as the time to be allowed for public discussion and the appropriateness of the subject being presented, as outlined in this policy and applicable provisions of law and regulation, and subject to the Board’s parliamentary procedure.  The President shall have the right to discontinue any presentation which violates this policy.

Approved by the Board of Trustees 9/25/17