CIRCULATION

Circulation Policy

The East Fishkill Public Library District (Library) 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 MHLS and Directors Association when appropriate. 

Select items that are part of a special collection may only be borrowed by Town of East Fishkill residents. 

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 also 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 suspension may bar the patron’s access to in-house computers, proprietary databases, or digital content 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 and will remain in effect until fees are paid.

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 patrons by logging into their 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 Policy and procedures, which includes fine and fee structures, is on the Library’s web page.  The use of a Collection Agency is disclosed to borrowers of the Library’s materials who request items using the Inter-Library Loan system within MHLS.

Circulation Policy Adopted by EFPLD Board of Trustees 7/25/22

Loans, Renewals, & Fines

PUBLIC SPACE

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, vape, 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 that would constitute disorderly conduct under New York State Penal Law Section 240.20.
• Post or put on display any lewd, indecent, abusive, or offensive, objects, drawings, paintings etc.
• Photographing or videotaping must not interfere with any library operations. Patrons may not photograph, videotape, or record other patrons on Library premises.
• Gamble, solicit funds, and/or distribute literature or promotional material.
• Engage in demonstrable and/or vocal expressions of prayer.
• Use the Library facility for canvassing, selling, soliciting, or engaging in any other commercial activity, with the exception of Tutors, who are limited by the Library’s current Tutoring Policy.
• 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 and will be subject to financial liability for damages.
• Bring pets or animals into the Library other than service animals; service animals in training; guide dogs, or therapeutic animals licensed by the New York State or as or animals that are part of an approved Library program. Service animals must be clearly identified and licensed; licensing documentation must be in possession of the owner or handler while in the Library.
• Sleep in the library.
• Leave personal belonging unattended; if person items are left unattended the police will be call for property removal due to security concerns.

UNATTENDED CHILDREN

The library staff does not act in loco parentis for any minor child.  Children under the age of eleven (11) must be accompanied and supervised by a parent or guardian.  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.

Notwithstanding the above, a minor child thirteen (13) or older may be responsible for a younger minor child without adult supervision provided that the above listed criteria are met.

Code of Conduct Adopted by EFPLD Board of Trustees 6/27/22

Exhibit Space

POLICY STATEMENT

It is the policy of the East Fishkill Public Library District (Library) to use display areas to support the Library’s mission of enhancing the cultural and social vitality of the community.  Display areas are defined by the Library and may be populated by materials owned by the Library or loaned by community members and non-commercial organizations.  Display areas may be changed at any time based on the needs of the Library.

CRITERIA FOR DISPLAY

Library

• The Library uses designated space for the display of any items owned by the Library and Library Employees including library materials (e.g. books) and art. Topics, themes, and displays are chosen by Library staff.
• The Library does not display iconography for any religious holidays.
• Library sets the calendar and will try to accommodate requests from the public.

Community

• Individuals and non-commercial organizations may request the use of designated space to display items of educational, cultural, or social interest.

GENERAL PROCEDURES

• Once requested, approval must be granted by the Library Director or her designee.
• The Library reserves the right to reject any request for exhibit in all or in part or to ask the exhibitor to modify the display.
• The Library cannot be held responsible for reimbursement or replacement of lost, stolen, or damaged items. The Library requires that the exhibitor sign an agreement stating the dates and manner of the exhibit and holding the Library harmless of liability. The Library cannot guarantee security and insurance cannot be provided to the artist.
• The Exhibitor agrees to set up and remove the exhibit while the Library is closed to the general public, with the supervision of a staff member, unless other arrangements are made.
• Displays may not interfere with the Library’s operations.
• If display items are for sale by the Exhibitor, prices may be present, however any transaction is between the Exhibitor and the purchaser. The Library will not collect or store money or items or convey messages.
• Exhibit items must be prepared for display.
• The Library will not provide storage space; exhibit items must be displayed and removed by the Exhibitor on the days that the exhibit is scheduled to start and end.
• Specific procedures and contract are appended to this document (specific procedures not yet written) and may be amended by the Library without Board approval as long as the intent of the policy is unaffected.

Exhibit Space Policy Adopted by  EFPLD Board of Trustees 3/28/22

Meeting Space

POLICY STATEMENT

It is the policy of the East Fishkill Public Library District (“Library”) to permit the use of the Cross Room and Alley Room by non-commercial local community groups, free of charge, for educational, recreational, and civic purposes.

RESPONSIBILITIES

• The Library Director or his/her designee is responsible for management of room use requests, scheduling, and communication with user groups.
• The requesting group (“Group”) is responsible for designating one person to represent the Group; that person will provide contact information, sign any agreements required by the Library, provide any documents that the Library requires, and will ensure that the Group adheres to all rules and procedures including the Code of Conduct.
• The reservation must be made by an adult and no one under the age of 18 will be permitted to use the room unless an adult is present at all times.

INSURANCE

• If the Group has insurance, the Library requires Comprehensive General Liability with limits not less than $1M/$2M and the addition of the Library as an additional insured on a primary non-contributory basis.

 HOLD HARMLESS

• The Group shall indemnify and hold harmless the East Fishkill Public Library District and its representatives from all cost, expense, or liability resulting from use of the Library’s property. 
• The Group shall assume all responsibility for any damage to the room or its contents by anyone who runs or attends the Group’s activity.

GENERAL INFORMATION

Timing

• The Group may apply to use a meeting room for times that the room is not already reserved for Library programming.
• Applications are reviewed in the order received.
• Rooms are unavailable during emergency closings.   The Library may not be able to contact the Group and will post unscheduled closings in several places including the Library website. 
• Groups may stay until 11 PM irrespective of when the Library closes; however, the Group must start the meeting during regular Library hours.
• Library events have priority for room use.
• Rooms are available on a repeating schedule, but the use of those rooms may be overridden by library needs. Any required cancellations will be shared with the Group designee at the earliest possible time. All other policies and procedures apply.

Operations

• Use of the meeting rooms by groups may not interfere with normal Library operations.
• Attendance may not exceed occupancy as posted by the fire inspector.
• Maximum attendance may be reduced by the Library for public health concerns.
• Library reserves the right to refuse the use of meeting rooms or cancel or suspend at its discretion any reservation.

Conduct

• No admission fees may be charged by the Group.
• Commercial solicitation is prohibited.
• Rooms are not used for private events such as a child’s birthday party.  The Library can designate open quiet study hours as needed. 
• Groups and their attendees must abide by all Library rules and policies.

Physical Plant

• If attaching working documents to the walls, only non-permanent putty, such as Fun Tack, may be used.
• Open flames are not allowed.
• Group is responsible for disposing of all trash and debris generated by the event and returning the furniture to original locations.
• Furniture in other locations of the Library may not be moved into the meeting rooms unless prior arrangements were approved.
• The Group assumes responsibility for any damage to the rooms or their contents.

General

• The Library does not endorse the viewpoints, policies, or activities of Groups using Library space.
• Groups are prohibited from making statements in their advertising or meeting announcements that indicate or suggest Library sponsorship or endorsement.
• Library reserves the right to limit the number of times a Group may use the Rooms within a given period.
• Room use reservations are not transferable.
• The Library staff may be able to provide limited help with technology as staffing allows.

PROCEDURES

Specific procedures are provided in a separate document. (NOT WRITTEN YET).

Meeting Room Policy Adopted by the EFPLD Board of Trustees 3/28/22

Poster & Informational Print Materials

POLICY STATEMENT

It is the policy of the Library to display informational materials that advance the Library’s mission to enhance the cultural and social vitality of the community. 

CRITERIA

• Allowable Material
  • All materials must be approved by the Director, or the Director’s designee, prior to display.
  • Nonprofit and Not-for-Profit organizations are eligible to submit materials for display.

• Space
  • On the bulletin boards, preference is given to 8 ½ “ by 11” flyers; larger will be accommodated if possible.
  • Multiple copies of free brochures, newspapers, magazines, rack cards, or any other printed material will be displayed as space allows and within designated areas.
• Removal
  • Material that has expired, has become ragged or torn, or has been displayed for a lengthy period of time will be discarded by library staff.

• Nonallowable Material
  • Endorsements of any party, candidate, or belief are ineligible.
  • Materials relating to for-profit entitles are ineligible.
  • Material that is deemed offensive or repugnant by societal standards may be refused.

DISPUTED MATERIAL

Individuals who wish to dispute the eligibility of their material may petition the Library Board for reconsideration.

PROCEDURES

Procedures are provided in a separate document and may be changed from time to time without Board approval provided that such change doesn’t alter the stated policy in this document.

Poster & Informational Print Materials Policy adopted by EFPLD 6/28/21

Tutoring Policy

Policy Statement

It is the policy of the East Fishkill Public Library District (Library) to permit tutoring and educational instruction at designated areas and times within the main body of the Library.  Tutors may be private (i.e., commercial), volunteer, or attached to a school district.  For the purposes of this policy, all are referred to as “Tutors” regardless of status.  This policy does not address children who are homeschooled by their parents or through a homeschool organization or cooperative.

The Library recognizes the importance of education and is supportive of students’ needs to be taught outside of traditional classroom settings as conditions dictate.  The Library also recognizes the rights of other patrons using the Library and shall manage resources to provide a reasonable balance among all Library patrons.

Specific procedures are outlined below and may be changed from time to time without Board approval for administrative purposes only and provided that such changes do not materially alter the policy intent or administration.

General Procedures

Tutors shall provide the Library with basic contact information which will be kept on file for the remainder of the calendar year in which the form was submitted.  New forms are required at the start of each new calendar year.

Tutors shall submit signed dated copies of this policy and the Code of Conduct policy signifying their understanding of acceptable behavior while in the Library and on Library grounds and their agreement to comply.

Specific Procedures and Rules

Tutoring may only take place at designated areas and times.

No tutoring shall take place in any other place on the Library grounds, including meeting rooms (Alley Room and Cross Room), the north part of the building near the rotunda, or outside the building on Library grounds.

The Library will, from time to time, use the tables where tutoring takes place for Library programs.  Tutors will be given as much notice as possible so that they may adjust their schedules as needed.

Tutors must reserve a time in advance.  The Library shall provide the Tutor with the procedure at the time the Tutor submits their contact information and signed policies.

Tutors must sign in at the Circulation Desk upon arrival.

Tutors are limited to one (1) student at a time with a limit of two (2) one-hour sessions each day for a total not to exceed six (6) hours per week.

A maximum of two (2) Tutors in the building at one time will be allowed.

Children under the age of 18 who are being tutored in the Library are the responsibility of the Tutor while on Library property, unless the parent/caregiver remains in the building during the entire tutoring session.  The Tutor shall remain with the student at all times.

Tutors and students are subject to all rules and policies of the Library, including the Library’s Code of Conduct and Internet Use Policy.  The tutor shall be responsible for the students’ compliance to Library rules.

Tutors shall not recruit new students at the Library, nor shall Tutors distribute advertising materials that identify the Library as their place of doing business or imply Library sponsorship or endorsement of their professional activities. 

Tutors are responsible for all communication with the student and the student’s family members.  The Library shall not act as intermediary between students and Tutors.

Library staff shall not sign any documents (e.g., timesheets) attesting to the Tutors’ time spent at the Library.

Tutors and students must bring their own supplies. Tutors are responsible for leaving the workspace clear of any objects not owned by the Library and ensuring that the surrounding floor is free of clutter of any type.

Tutoring on Library premises is a privilege, not a right.  Not following Tutor Policy or Code of Conduct may result in the loss of tutoring privileges in the Library.

The Library does not sponsor, recommend, or assume liability or responsibility for the work and/or activities of any Tutors and students who use the Library space.

This policy may be revised or canceled by the Library Board of Trustees at any time.

Tutoring Policy Adopted by EFPLD Board of Trustees 3/28/22

COLLECTION

Collection Development Policy

Policy Statement
It is the policy of the East Fishkill Public Library District to acquire materials for the Collection that support the Library’s Mission, using objective criteria to create a body of material that reflects multiple viewpoints and narratives. 

Guiding Philosophy
The Library is aware that not all choices will please all people.  The selected items are presented without comment or judgement by Library staff with the understanding that the community is comprised of persons holding many different values and viewpoints, some of which are in contradiction to each other.

Regarding prejudice, the Library recognizes the distinction between books which depict prejudice as an aspect of real life and those which offer derogatory stereotypes as valid representations.  The latter are not added to the collection.  However, materials which authentically portray a period or way of life are accepted even if stereotyping is included.  Materials which portray the prejudices of real or fictional characters are also considered acceptable.  Materials recognized as classics are acceptable even though they may contain passages widely viewed by objectionable by current standards

Responsibility
Ultimate responsibility for materials and resources chosen rests with the Library Director who operates within the framework of this policy, as approved by the Library Board of Trustees. The Library Director may authorize other staff to apply this policy.

Scope
The East Fishkill Community Library maintains fiction and non-fiction print and multi-media collections in a variety of formats, as well as technological resources, for children, teens and adults.

Objectives
Collections should:

• include resources which inform, educate, entertain, and enrich the community
• include both works of enduring value and timely materials on current interests
• reflect the principles contained in the American Library Association’s Library Bill of Rights and Freedom to Read statements.

Criteria for Selection
Not all listed criteria must be met for selection, but each should be factored in by Library staff when being considered for selection:

• Public appeal
• Price and availability
• Comprehensiveness of breadth and scope
• Relation to existing collection
• Current or historical significance
• Clarity and accuracy
• Presentation
• Literary merit and critical acclaim
• Timeliness
• Format, durability, and ease of use
• Diversity of viewpoint and objectivity
• Part of a series
• Support of local school curriculum with general material, not textbooks
• High demand as measured through holds by local residents and in accordance with the Mid-Hudson Library System Resource Sharing Procedures, as budget allows
• Availability through Mid-Hudson Library System intra-library loan program

Other Considerations
Audiovisual materials will be collected in the most popular format.

Technology, including databases, will be selected with consideration of usefulness, ease of use, cost, and broadness of importance.

Patron suggestions to purchase materials are welcome; each request is reviewed using the above selection criteria.

Gifts/Donations
The Library accepts gifts and donations of books and other materials in small amounts and only if there is available space. The Library maintains the right to accept or reject donated materials and decide their final use, including disposal or placement for sale.

Removal of Materials by Staff (Weeding)
To keep collections relevant the Library regularly evaluates its holdings. The same criteria used to acquire materials are also used in evaluation when determining removal including, but not limited to, physical condition, low circulation, usefulness, and duplication.

Specific weeding procedures for library employees are outlined separately from this policy and may be changed without Library Board approval provided such change doesn’t materially affect this policy.

Removal of Materials Request by Public
Individuals in the community wishing to request the permanent removal of a specific item in the collection are referred to the Request to Remove Materials Policy and Procedures.

Collection Development Policy Adopted by EFPLD Board of Trustees 3/28/22

Request to Remove Material Policy & Procedures

Policy Statement

It is the policy of the East Fishkill Public Library District to fairly and objectively evaluate material in the collection if requested, in writing, by a card-holder of the East Fishkill Community Library to determine if the title in question should be removed.

In addition to this policy and procedures the Library will refer to the Collection Development Policy to determine if the material under review meets policy standards for acquisition.

Procedure

• Patron is to complete and submit Reconsideration Request form to the Library Director.
• Material under review will not be removed from circulation while review is pending.
• The Library Director reviews the complaint and makes a determination if the material is to be permanently removed or kept in circulation.
• The patron may appeal the decision in which case the Director will bring it to an ad hoc committee of the Library Board comprised of two trustees and the director.
• The Committee will review the complaint and present their findings at the next Board meeting.
• The patron is notified in writing of the decision of the Library Board.

Request to Removed Material Policy & Procedures Adopted by EFPLD Board of Trustees 3/28/21

FINANCIAL POLICIES
Budget and Budget Reconciliation

Annual Tax Levy

The East Fishkill Public Library District fiscal year commences on January 1. The proposed tax levy for an upcoming fiscal year is approved by the Board of Trustees at the regularly scheduled meeting of the Board in August. The Board approved tax levy for the upcoming fiscal year is on the ballot at the annual East Fishkill Library District vote which occurs in early October.

Budget Preparation

After the tax levy vote, a proposed annual budget is prepared by the Library Director and reviewed with the Treasurer. The proposed budget shall be presented to the Board of Trustees at the regularly scheduled meeting of the Board occurring in the month of November.

The final version of the budget shall be adopted by the Board of Trustees at the regularly scheduled meeting in the month of December.

Budget Reviews

The Trustees recognize that not all income and expenses can be accurately predicted. At each regularly scheduled meeting of the board, the Treasurer shall provide a verbal report of the Library’s financial position, noting any material variances to the budget. If necessary, the Board will discuss and approve additional funding or approve reductions in upcoming expenses to mitigate budget variances.

Emergency Repairs

The Library Director is authorized to make repairs on an emergency basis.  The Library Director must notify one (1) officer of the Board of the needed repair, provided such repair will exceed the normal budget.

Adopted by EFPLD Board of Trustees 6/27/22

Conflict of Interest

The purpose of the following policy and procedures is to prevent the personal interest of staff members, and board members from interfering with the performance of their duties to East Fishkill Public Library District, or resulting in personal financial, professional, or political gain on the part of such persons at the expense of East Fishkill Public Library District or its patrons, supporters, and other stakeholders.

Definitions:

“Conflict of Interest” (also Conflict) means a conflict, or the appearance of a conflict, between the private interests and official responsibilities of a person in a position of trust. 

“Interest” means a direct or indirect pecuniary or material benefit accruing to a Library trustee or employee as the result of a contract with the Library which such officer or employee serves. Persons in a position of trust include staff members, officers, and board members of East Fishkill Public Library District. 

“Board” means the Board of Trustees. 

“Officer” means an officer of the Board of Trustees. 

“Volunteer” means a person — other than a board member — who does not receive compensation for services and expertise provided to East Fishkill Public Library District.

“Staff Member” means a person who receives all or part of their income from the payroll of East Fishkill Public Library District. 

“Patron” means a Customer of East Fishkill Public Library District.

“Supporter” means corporations, foundations, individuals, 501 (c) (3) nonprofits, and other nonprofit organizations who contribute to East Fishkill Public Library District.

POLICY AND PRACTICES

1. Full disclosure, by notice in writing, shall be made by the interested parties to the full Board of Trustees in all conflicts of interest, including but not limited to the following:

1. A board trustee is related to another board member or staff member by blood, marriage or domestic partnership.
2. A staff member in a supervisory capacity is related to another staff member whom they supervise.
3. A board member or their organization accrues a direct or indirect pecuniary or material benefit from an East Fishkill Public Library District transaction or staff member of such organization receives payment from East Fishkill Public Library District for any subcontract, goods, or services other than as part of their regular job responsibilities or as reimbursement for reasonable expenses incurred as provided in the bylaws and board policy.
4. A board member’s organization receives grant funding from East Fishkill Public Library District.
5. A board member or staff member is a member of the governing body of a contributor to East Fishkill Public Library District.
6. A volunteer working on behalf of East Fishkill Public Library District who meets any of the situations or criteria listed above.

2. Following full disclosure of a possible conflict of interest or any condition listed above, the Board of Trustees shall determine whether a conflict of interest exists and, if so, the Board shall vote to authorize or reject the transaction or take any other action deemed necessary to address the conflict and protect East Fishkill Public Library District’s best interests. Both votes shall be by a majority vote without counting the vote of any interested director, even if the disinterested directors are less than a quorum provided that at least one consenting director is disinterested.

3. No Board Trustee shall serve as an employee of the East Fishkill Public Library District.

4. An interested Board member, officer, or staff member shall not participate in any discussion or debate of the Board of Trustees, or of any committee or subcommittee thereof in which the subject of discussion is a contract, transaction, or situation in which there may be a perceived or actual conflict of interest. However, they may be present to provide clarifying information in such a discussion or debate unless objected to by any present board or committee member.

5. Anyone in a position to make decisions about spending East Fishkill Public Library District’s resources (i.e., transactions such as purchase contracts) – which may result in a conflict of interest has a duty to disclose that conflict as soon as it arises (or becomes apparent); they should abstain in any final decisions.

6. A copy of this policy shall be given to all Board members, staff members, or other key stakeholders upon commencement of such person’s relationship with East Fishkill Public Library District or at the official adoption of stated policy. Each board member, officer, staff member shall sign and date the policy at the beginning of their term of service or employment and each year thereafter.  Failure to sign does not nullify the policy.

7. This policy and disclosure form must be filed annually by all specified parties.

Fund Balance Policy

The East Fishkill Library District seeks to maintain a minimum fund balance to ensure the Library has access to funds in case of an emergency or severe economic downturn.

The Board of Trustees of the Library shall require a minimum reserve be the larger of 10% of the annual operating budget or $100,000. These funds shall be maintained in a separate interest-bearing account that meets the requirements as set forth in the Investment Policy.

Any excess funds shall be maintained in a separate Capital Improvement fund and used to fund needed improvements or strategic initiatives as approved by the Board of Trustees.

In the event the fund balance falls below the minimum due to emergency use, the Board of Trustees shall be required to approve a plan to restore the minimum fund balance within a reasonable and practical time period.

Fund Balance Policy adopted by EFPLD Board of Trustees 3/28/22

General Accounting Policy

Fiscal Year

The East Fishkill Public Library District’s fiscal year shall be January 1st to December 31st.

Accounting Method

Internal statements that the Library staff and trustees utilize to monitor financial performance shall follow the cash basis for recording expenses and the accrual basis for recording income revenue.  Internal statements shall be prepared monthly and reviewed at each meeting of the Board of Trustees and made available to the public, if requested.

Annual audited financial statements shall use the accrual accounting method.  The Certified Public Accounting Firm retained by the East Fishkill Public Library District shall reclassify revenue and expenses accordingly to conform with the accrual accounting method.

Classification of Assets and Expenses

The East Fishkill Public Library District considers acquisitions exceeding $5,000 to be assets.  The exception is the “library collection”, excluding periodicals, which shall be considered an asset regardless of cost.  The classification of acquisitions greater than $5,000 as assets shall be done on an annual basis as part of the Annual Audit.

Annual Audit

The East Fishkill Public Library District’s files and finances will be audited annually by a qualified Certified Public Accounting) Firm (Accounting Firm)  

At the close of each fiscal year, the Accounting Firm will perform the annual audit in accordance with Generally Accepted Government Accounting Principles and in compliance with the New York State Comptroller’s Office. Upon completion of the audit the Accounting Firm shall provide a written report and opinion letter to the Treasurer for review and then to the Board of Trustees at a regularly scheduled meeting.

Any findings that require corrective action will be discussed and remediated in a timely fashion.

After receipt and approval by the Board, the report will be made available to the public.

Each January the Board of Trustees shall discuss the performance of the Accounting Firm and determine if the firm should be retained or if the Library Director should begin the process of selecting a new firm.

Authorized Signers

The following are authorized to sign checks and transact business on behalf of the East Fishkill Public Library District:

• President
• Vice President
• Treasurer
• Library Director

General Accounting Policy adopted by EFPLD Board of Trustees 6/27/22

Gift Policy

It is the policy of the East Fishkill Public Library District to accept gifts of books, other materials, and monetary donations reserving the right to decline such gifts or donations if they do not fall within the guidelines for acceptance as set by the Board of Trustees in this Policy.

Guidelines for Acceptance of Gifts

Gifts of physical items, including personal property, art, antiques and collectables will be evaluated by the Director for their suitability for ownership by the Library.  Consideration for acceptance includes, but is not limited to, size, use, and cost to maintain.  Once accepted, such items are the sole property of the Library to use or dispose of as it sees fit.

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.  Any restricted gift below $1,000 that doesn’t pertain to an existing program or is of an unusual nature will be rejected. Any restricted gift over $1,000 will be referred to the Board of Trustees for consideration.

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.  The donor may be asked to sign the waiver found on p. 3 of this policy relinquishing ownership.

Types of Gifts

 Books and other materials for the collection:

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. Book donations may be added to the collection, discarded, or used as book sale stock.

Donations of collections in toto will be subject to approval by the Director and the Board of Trustees and will be based on the application of parameters as stated in the policy relating to collection development.  If accepted, it is assumed that the donor will box and deliver the collection to the Library at a mutually agreed time unless other arrangements are made prior to acceptance of the collection.

Monetary Gifts

 Unrestricted gifts of any amount, (including cash, stocks, bonds and endowments)      will be accepted and used for general library purposes.  When the Library receives a       gift for memorial or other special purposes (such as the purchase of books for the collection) of $5,000 or less, the selection will be made by the Director in consultation with professional library staff with consideration given to the donor’s wishes. Gifts in this category of over $5,000 will be referred to the Board of Trustees.

Real property can only be accepted with consent of the majority of the Board.

Gifts to Trustees/Employees

No trustee or employee may directly or indirectly solicit any gift, or accept or

receive any gift of any value 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 reasonably be inferred that the gift was intended to influence him or her in the performance of his or her official duties.  Any such gift will be returned in accordance with library policy.

Trustees and employees may accept unsolicited small non-cash gifts such as food or flowers if valued at less than $25. 

Gift Policy Adopted by EFPLD Board of Trustees 6/27/22

Investment Policy

The Board of Trustees acts as custodian of public funds, and, as such, is subject to very tight restrictions on eligible investments.  Under General Municipal Law § 11, all funds (including privately raised moneys) under the control of a special district library must be invested in the following limited number of financial vehicles:

• Special 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.

Investment Policy adopted by EFPLD Board of Trustees 3/28/22

Trustee Education Policy

Purpose

The purpose of the Trustee Education Policy is to comply with New York State Education Law Section 260-D which requires members of library boards of trustees, beginning January 1, 2023, to complete a minimum of two hours of trustee education annually from a provider approved by the Commissioner of Education that addresses the financial oversight, accountability, fiduciary responsibilities and the general powers and duties of library trustees.

Each member of the Library Board must demonstrate compliance with this policy by filing evidence with the Board President annually.

Administration

Each year Trustees are required to complete two hours of continuing education during their term on the Library Board.

According to Section 260-D, each Trustee shall demonstrate compliance with the requirements by filing with the President of the Board of Trustees evidence of completion of Trustee Education from an approved provider. Such evidence shall include one of the following:

1. certificates of completion issued by one or more approved providers; or
2. a signed self-assurance of completion (included at the end of this policy).
   1. Such assurance shall identify the approved trustee education providers, a description of the format and content of the completed instruction activities, the date and time such member began and completed each instruction activity and an explanation of why a certificate of completion was not available from such approved providers.

Evidence of completion shall be submitted to the Board President by December 31 of each year.

Should a Trustee fail to submit evidence of completion by the above date, the Trustee will be suspended from duty until evidence of completion is filed. Should a Trustee in suspension fail to provide evidence of completion within 90 days, they will be assumed to have resigned from the board.

Compliance will be tracked through the Library’s Annual Report to the State.

Approved Providers

At the state level, trustee education providers and activities (topics and formats) are approved by the New York State Library acting on behalf of the Commissioner of Education.

In addition to pre-approving public library systems as trustee education providers, the State Library has delegated authority to public library systems to approve additional trustee education providers and activities (topics and formats) for their member libraries.

Pre-approved providers:

• New York State Library/Division of Library Development
• Public Library Systems
• WebJunction
• New York Library Association (including the Library Trustees Section and other Sections/Roundtables)
• Reference and Research Library Resources Councils
• Empire State Library Network (formerly New York 3Rs Association)
• PULISDO (Public Library System Directors Organization)
• ALA (American Library Association) including United for Libraries and other Divisions

Allowable Formats:

Trustee education may be delivered online or in person. The format of this education may include any of the following:

• Lectures
• Workshops
• Webinars
• Online courses
• State or national library association conferences

Costs of Continuing Education

Modest and reasonable costs incurred by a Trustee in complying with the trustee education requirements may be reimbursed by the Library in accordance with the Conference and Travel Policy.  All continuing education requesting reimbursement must be pre-approved by the Library Board.

EAST FISHKILL PUBLIC LIBRARY DISTRICT

Self-Assurance Form

SELF-ASSURANCE of Trustee Education Activity Completion

Beginning January 1, 2023, each library trustee, elected or appointed, of a board of trustees is required to complete a minimum of two hours of trustee education annually. (Education Law 260-d as added by Chapter 468 of the Laws of 2021)

Use this self-assurance form if a certificate of completion is not available from the approved education activity provider. Submit this form to the library board president for review and signature. Trustees should retain a copy of the signed form.

I give the following assurance:

I attended the following trustee education activity:

Trustee Name:                                                                                                           

Approved Provider:                                                                                                    

Title of Activity:                                                                                                          

Topic/Content:                                                                                                           

Format (e.g. workshop, webinar, online course):                                                             

Date of Activity:                                            

Contact Hours:                                             

Trustee Signature/Date

Adopted by EFPLD Board of Trustees December 19, 2022