RUN IF YOU HEAR SHOTS
- If you think you hear gunshots, immediately attempt to exit the building.
- Most people look to others to confirm their assumptions. Do not waste time doing this.
- If you are not sheltered in a secure space, run in the opposite direction of the gunshots.
- Have an escape route and plan in mind.
- Move quickly to an exit – the situation can escalate rapidly.
- Call 911 when you are safe.
Silent alarms connected to the police precinct are located throughout the building.
If they are within reach, use them to notify the police in an active shooter scenario. DO NOT
PULL THE FIRE ALARM. You will be attracting the wrong first responders and putting them in
jeopardy.
HIDE
If evacuation is not possible, find a place to hide where the active shooter is less likely to find
you. Your hiding place should be out of view of the active shooter and provide protection if shots
are fired. It should not be an area that restricts your options for movement.
- Close, lock, and barricade door. Push furniture and equipment in front of the door.
- Stay quiet.
- Turn off lights.
- Silence your cell phone and any other source of noise and light, i.e. radios, monitors.
- Hide behind large items.
- Spread out if there is more than one of you in the same location.
- Call 911 when you are safe.
The shooter generally will not stop until he/she is stopped. Do not exit your safe space until you
are positive the police are in control of the situation.
FIGHT
As a last resort and ONLY if your life is in danger.
Attempt to incapacitate the shooter by acting with aggression and using whatever is available.
If your life is in danger, you must try to take charge!
First Reading and Approval by the Board of Trustees: July 25, 2016
WHAT MAY BE SUBMITTED FOR EXHIBITION OR DISPLAY
Exhibitions can include – but not necessarily be restricted to – the following major categories or artwork: Wall Display: Paintings, drawings, photographs, and other wall hangings Case Display: Sculpture, ceramics, and collections for display in case
ELIGIBILITY & PROCEDURE FOR SUBMISSION OF MATERIAL FOR EXHIBIT
The Pearl River Public Library Arts Advisory Committee, made up of artists, library trustees, staff and volunteers will review art at regularly scheduled meetings, times of which will be publicized in advance. Individual community members, artists, and craftspersons may submit their original work for exhibit at the Pearl River Public Library. Three (3) examples of each person’s work, i.e. original artwork, slides, photographic prints or sculpture will be reviewed by the Pearl River Public Library Arts Advisory Committee at their regularly scheduled meeting before any exhibit may be scheduled. Artists will be notified by mail regarding acceptance status and scheduling. Exhibits will normally run for approximately four (4) weeks, approximately beginning and ending with the calendar month. Groups sponsored by art or craftsmen associations may also submit requests to the Pearl River Public Library Arts Advisory Committee for consideration for exhibition. In this case, the sponsoring group is responsible for selecting the material to be exhibited. The library retains the right to reject any piece or pieces of work which it deems inappropriate to the library setting. Each applicant will be required to fill out an exhibit request form which can be picked up in the library at the Information Desk.
IDENTIFICATION OF WORK
It is the responsibility of the artist to prepare a list of works on display for distribution to the public. The library must be supplied with a complete list of titles and prices for each piece of work to be exhibited. Items which are not for sale must be clearly noted on the list as NFS.
DURATION OF SHOWS
Exhibits will usually be scheduled for approximately four (4) weeks. The art staff of the library will plan the exhibit and hang the artwork.
EXHIBIT SPACE AND DISPLAY SYSTEMS USED
Display Walls for Hanging Exhibits In the large open area of the library just inside the front doors (hub Area) there is a display wall (37 feet long with picture hanging molding 8 feet from the floor). This area provides space for approximately 12 to 13 pieces of about 28 inches in width, hung in a single line or 24 to 26 pieces hung two deep. There is also a 7 foot wall by the community Room door that will hold 2 to 3 pieces in a single row. The Community Room has two wall spaces that may be used. These are 10 feet high. (There is no surveillance from the Circulation Desk of the Community Room.) Paintings, drawings, and other fine art and photographs must be framed for hanging with eyehooks (1 to 3” from the top of the frame). Paintings on stretched canvas that are unframed with the correct hooks on the back will be acceptable. Each piece of artwork is individually suspended from a picture hanging molding by means of metal picture hanging S-hooks and nylon cord. The artist’s name, title of the picture and media should be printed legibly on the back of the picture. Display Cases for Ceramics and Collections The library has one display case (36 inches long) with locking glass doors and six shelves.
REMOVAL OF EXHIBITED ITEMS
All items must remain on exhibit for the duration of the show, and must not be removed prior to the end of the scheduled exhibition dates. All exhibited items must be removed on assigned day to avoid interference with the next exhibit. The library does not have available space to securely store items before or after a scheduled exhibition.
WORK FOR SALE
No works can be offered for sale by the Library. However, the artist can provide a list of work for sale which will be kept at the Circulation Desk, and can note in the exhibit area that interested parties may refer to that list and contact the artist directly.
PUBLICITY AND RECEPTION
After her/his work has been accepted for exhibition, the artist should prepare and present a brief statement of her/his background, education, types of work to be exhibited, etc., to be used for press releases to local news media. The Library will take responsibility for sending the press release providing that the information is received in time to meet publication deadlines (usually four weeks in advance of the publication). The Library cannot provide a reception for the exhibit. Therefore, if a formal reception is desired, all refreshments must be provided by the artist. Beverages must be limited to nonalcoholic drinks. In the event that invitations are to be sent, these are also the responsibility of the artist. Arrangements for any reception must be discussed in advance and approved by the Library Liaison member of the Pearl River Public Library Arts Advisory Committee. Dates for receptions should be cleared as early as possible since the Community Room where the receptions are held is quite often in use. A Sunday afternoon from 3:00-5:00 PM is usually the time set for receptions. Saturday afternoon from 2:00-4:00 PM is also possible. Saturday afternoon and Sunday are not available when summer hours are in effect (mid-June until after Labor Day).
LIABILITY
The library can offer limited insurance coverage on items and artwork accepted for exhibit. Artist/exhibitors are encouraged to determine if their private homeowners insurance provides coverage for items and artwork while on display.
Public Comment is an opportunity for the public to make statements to the Pearl River Public
Library Board of Trustees. In order to ensure that members of the public can ask questions about
and make comments on the operations of the library, each board meeting will have two agenda
items calling for comments from the public; one comment period will be at the beginning of the
meeting and one will be near the end.
When members of the public speak to the Board during a meeting, the comments will be taken
under advisement by the Library Board. Where the question asked is on a matter of fact and/or
information, the Board may choose to provide a response immediately if such responsive
information is readily at hand. Such responses can come from the President, with brief
consultation with other Trustees and follow up as necessary. On other matters (e.g. a statement
of support, complaint or criticism of some aspect of Library functioning), the speaker should be
thanked for his/her comment and assured that the Board will discuss the issue(s) raised.
Members of the public who wish to make comments must provide their names and school district
of residence. In addition, all comments shall be limited to two minutes in length.
Approved by the Board of Trustees of the Pearl River Public Library November 23, 2020
The purpose of the Capital Fund is to provide funding for non-recurring expenditures for repairs
and improvements of the Pearl River Public PRPL’s (PRPL) building, facilities, and grounds. A
qualifying Capital Fund expenditure occurs when there is a purchase or acquisition of an asset
that will benefit the PRPL for an extended period of probable usefulness and meets the minimum
item cost guidelines. Disbursements that add to the value or improve the usefulness of an asset
also qualify as Capital Fund expenditures.
1. Budgeting and Surplus Transfers
In order to ensure adequate capital project funding, the PRPL’s annual budget may include an
allocation for “Reserves for Future Capital Expenses” in fiscal years where there are minimal or
no capital expenses planned. The allocation will be communicated in the promotional materials
for tax levy increases and the annual budget will be made available to the public in accordance
with the PRPL’s Budget Policy. End-of-the-year surplus from the PRPL’s operating funds may
be transferred into the Capital Fund at the discretion of the Board of Trustees. However,
surpluses may not be budgeted in the PRPL’s annual budget and the PRPL must make a good
faith effort to avoid surpluses if possible. The PRPL will report any transfers to the Capital Fund
to taxpayers.
2. Capital Fund Investment
Funds held in the Capital Fund shall be invested according to the policies outlined in the PRPL’s
Investment Policy. All Capital Fund expenditures shall be made in accordance with the PRPL’s
Bidding and Procurement Policy.
3. Capital Fund Expenditure Selection Process
The Director shall make recommendations to the Finance Committee for possible Capital Fund
expenditures. The Finance Committee shall, in turn, make recommendations to the Board of
Trustees. The Finance Committee and Board of Trustees shall select capital expenditures based
on the long-term benefit of the expenditure and the amount of available Capital Funds. The
Board of Trustees must approve all expenditures from this fund. In the event that guidance or a
decision is required in the management of these funds before the Board of Trustees or Finance
Committee can meet, the Director will consult the President, Vice-President, Treasurer, and the
Finance Committee to determine what guidance is to be provided for a decision reached.4. Maximum Fund Balance
The balance of funds in the Capital Fund at the end of the PRPL’s fiscal year may not exceed the
sum of $600,000 and any capital expenses itemized either in the following year’s budget or in a
solicited contractor or architect’s estimates for future capital projects, as approved by the Board
of Trustees.
Adopted by the Board of Trustees: February 24, 2020
See:
Reference Investment Policy
Reference Procurement Policy
1. REGISTRATION FOR CHILDREN’S PROGRAMS
(a) For programs that have a limited number of spaces and require registration, priority will
be given to Pearl River residents. Usually, registration for a program opens two weeks
before the event. The first week will be open to Pearl River residents only. If any
spaces remain open after the first week, children outside of the school district will be
allowed to register.
(b) Parents or legal guardians will be allowed to register their children for programs. We
cannot accept registration of children by other people (for example, if a person is
registering their child as well as the friend of that child). However, if a child is part of a
daycare group that visits the library, we can provide a permission form for the parent to
fill out that allows the daycare provider to register the child.
2. ATTENDANCE AT CHILDREN’S PROGRAMS
Many of our programs fill up along with the waitlists. But oftentimes, we have no
shows at our programs. Because of this, if we have a patron that does not show up to two
programs in a season (without calling to cancel), that patron will automatically be placed
on the waitlist for future programs.
3. COMPUTER USE
(a) Children from birth through 12 years old use the computers in the Children’s Room. At
13 years old, children looking to use a computer will be escorted to the adult reference
desk so that they may use the computers in that section of the library.
(b) This policy is to ensure that the computers in the children room are reserved for the age
group that we serve. Additionally, older children have different needs from younger
children and therefore, the Children’s Room is not an appropriate place for those older
children.
4. THE COLLECTION
(a) The Children’s Collection is open to all patrons. Many parents (without their children
accompanying them), teachers and researchers use the collection, as do older children
and adults with special needs accompanied by their caregivers.
Once materials have been selected we ask that those patrons listed above use the main
library for reading and check-out.
Adopted by the Board 11/27/2017; Revised: 2/26/2018, 4/23/2018
Children under the age of 12 who are not registered to participate in library programs are to be adequately supervised by a parent or responsible caregiver. The parent or caregiver is expected to remain in the Library building at all times. Parents of unattended children under the age of 12 may be called to supervise their child. If parents or guardians cannot be reached the Orangetown Police may be contacted.
If any child should remain at the library after closing time, the Children’s Librarian on duty and one other staff member will remain with that child and will make all attempts to contact parents to ensure that they are coming to pick the child up. After 15 minutes have elapsed after closing time, the Orangetown Police may be called to assist in the situation.
I. Purpose
The Pearl River Public Library is committed to providing a safe and healthy workplace and facility for its staff and the patrons. Safety procedures, equipment and policies are necessary in a health emergency, such as the COVID-19 emergency, but they are also important as a general measure of public health protection. The Library will follow all applicable Local, State and Federal law governing employer responsibilities.
II. Library Responsibilities
a. Health and Safety Supplies Provided
The Library will maintain a supply of Personal Protective Equipment (PPE) that will be made available to staff to provide protection as they perform their job duties. PPE in the form of disposable masks and gloves will be available in each work area for employees to access as needed throughout the day. The Library will provide employees access to personal cleaning supplies such as hand sanitizer and to sanitizing wipes suitable for cleaning work surfaces and technology equipment. The Library will remind staff to wash or sanitize their hands frequently throughout their work shift.
The Library will supply each employee with a Face Shield for use when dealing directly with the public, working in a situation where a six foot social distance cannot be maintained, or when handling materials being returned to the library. The Library will provide employees with smocks or similar coverings to protect clothing. Each employee is responsible for wearing PPE in accordance with its design, and for removing and disposing of it in trash receptacle. Each employee is responsible for sanitizing their face shield and storing it safely by keeping it in their desk, assigned locker or taking it home at the end of their shift.
b. Training
The Library will provide training to staff regarding the proper use and disposal of Personal Protective Equipment and the cleaning and sanitizing of surfaces.
c. Facilities Cleaning Maintenance
The Library facility, furniture and equipment will be cleaned and sanitized in accordance with Center for Disease Control guidelines and using Environmental Protection Agency approved cleaning products and techniques. The Library will maintain cleaning logs on site that document date, time, and scope of cleaning.
d. If Someone Becomes Ill in the Library
The Library will designate a room where anyone, staff or patron, who becomes sick while on library property, can wait for further assistance to safely exit the building. The Library will cordon off the area where the individual worked. The area will be thoroughly cleaned and sanitized before being reopened. The Library will notify staff and others regarding the potential exposure to the individual while maintaining the individual’s confidentiality. The Library will follow all Rockland County Department of Health guidelines.
e. Public Service policies
The Library will modify Code of Conduct and Rules of Behavior policies to address the need for patrons to wear masks covering their mouth and nose and to adhere to social distancing measures while receiving or using library services. In addition, the Library will monitor the number of patrons entering the building for services to ensure that six foot social distance is maintained in seating areas or service lines.
f. Communications
The Library may use various means of communication including signage and other visual cues to instruct and inform staff, vendors, and the public with regard to the need to wear masks, maintain proper hand hygiene, and to maintain social distance.
III. Employee Responsibilities:
Employees will:
a. Use the check in station by the staff entrance to make use of hand sanitizer, thermometer, oximeter, masks, face shield, gowns, as needed.
b. Wear face masks when they enter, leave or move throughout the building so they are protected in case a situation arises when they cannot maintain six foot social distance. Employees will use gloves when they handle materials, or interact with the public. Employees may choose to use their own personal face masks in place of disposable masks.
c. Complete a confidential daily health questionnaire before the start of their work shift per the requirements of New York State while punching in online and reporting for duty. Questionnaire responses will be digitally destroyed on a quarterly basis.
d. Start and end each work shift by using cleaning supplies to wipe down desks, phones, office equipment and other frequently touched surfaces in assigned work areas.
e. Maintain six foot social distance while interacting with the public and with other staff.
f. Wear gloves when handling materials or interacting with the public
g. Wash their hands or use hand sanitizer before and after handling returned materials, or interacting with an individual patron. The Library will provide hand sanitizer in each work area.
h. Self-determine if they need to wear disposable clothing cover to further protect themselves while working with materials or serving patrons in the workplace.
i. Follow good hygiene practices and avoid touching eyes, mouth and nose while on duty.
j. Monitor their general health, and notify their supervisor if they cannot report for their shift due to illness.
k. Notify the Library Director if they are unable to work due to exposure to COVID-19 through personal illness, the illness of household members, or the notification from government contact tracers that they have been exposed to someone diagnosed with the disease. If notification occurs during a work shift, the employee agrees to self-isolate in the designated isolation room until they can leave the premises. All employees in contact with the employee will be notified of the potential exposure and advised to seek further information from their medical doctor. Employees will be expected to comply with quarantine measures as outlined by public health authorities. The work area of the employee will be evacuated and cordoned off for a period of 24 hours after which time it will be deep cleaned.
l. Vaccinated employees will provide proof of vaccination. Employee vaccination information will be stored electronically through the Library’s online secure payroll system. There will be no paper copies of medical information stored in Library records.
m. Unvaccinated employees will be required to submit to weekly COVID PCR testing. They must also wear a mask at all times while in the library. Employees will be compensated for 1 hour for testing.
n. Sign and acknowledgment that they have read and understood the Pearl River Public Library Pandemic Emergency Staff Safety and Health Policy. PRPL policies will continue to evolve to adhere to all local, state and national guidelines and recommendations.
Approved by the Pearl River Public Library Board of Trustees
June 22, 2020, revised October 28, 2021
I. Purpose
The COVID-19 Pandemic Emergency creates unprecedented challenges for the Pearl River Public Library to protect and serve its community and to protect its employees. The Library is acommitted partner in the preservation and advancement of health and safety in our community. To effectively plan and provide for the health and safety of every person who visits or works in the Library, the Board of Trustees will adopt a Services During a Public Health Emergency Policy for a time period limited by the duration of the Pandemic Emergency. Pearl River Public Library staff members have the authority to enforce these measures like any other Library rule. Concerns about this policy should be directed to the Library Director.
II. Scope of Temporary Health and Safety Measures
The Pearl River Public Library operates per relevant law and Executive Orders, including those pertaining to mandatory workforce and building occupancy reductions to facilitate social distancing and reduce the opportunity for the spread of dangerous health conditions. Therefore, the temporary practices in this Policy may be further modified by the Library Director as needed to conform with relevant Orders.
III. Affected Services and Activities
Until the board votes to revoke this temporary policy, the following limits on library services and activities may be put into effect in varying degrees of restriction at the discretion of the Library Director based on meeting health and safety guidelines for public service:
- Curbside pickup of circulating library materials
- Limited public access to stacks and collections
- Limited hours of operation both in the number of days and hours per day
- Limited occupancy of building including staff and public to meet social distance guidelines
- Limited public seating and limited time periods for patrons to use library space for individual or family group reading, study or work
- Limited public computer use including time limits and requirements to be a Pearl River Public
- Library cardholder in good standing
- No Fines or Fees on late materials
- No on-site meeting room use by the public
IV. Safety Practices
Until the board votes to revoke this temporary policy, the library will require all people on the premises to abide by the following safety practices:
- All persons must wear face masks which cover the mouth and nose in public areas.
- All persons must maintain a minimum of six foot social distance on library property.
- Patrons should abide by physical and visual barriers and signage regarding appropriate safe behavior, including service delivery requirements, expectations and methods. For example, only approach public services staff when addressed and directed to come forward.
- In the event any safety requirement is not practicable on the basis of age or disability, please contact the Director to explore a reasonable accommodation.2 of 4
V. Communication
To aid the community in honoring these requirements, the Library will transmit this policy through social media, age-appropriate, multilingual signage to transmit this message in a manner consistent with our mission and our identity as a welcoming and accessible resource to the community.
VI. Enforcement
Adherence to these practices shall be enforced as a requirement until such time as this temporary policy is revoked.
Our policies will continue to evolve to adhere to all local, state and national guidelines and
recommendations.
Approved by the Board of Trustees of the Pearl River Public Library
June 22, 2020
This policy facilitates library purchases and established guidelines for the use of credit cards issued by the library. This policy provides internal controls to ensure that employees comply with all applicable laws.
Credit cards may be provided to employees holding certain positions within the Pearl River Public Library as determined by the Board of Trustees.
Library credit cards shall have spending limits determined by the Director.
Use of Library credit cards shall be strictly limited to proper library purposes. Under no circumstances shall a library credit card be used for, or approved for personal use.
Before being issued a library credit card, employees must complete and sign the acknowledgement form stating that they understand and will comply with the library’s credit card policy.
Credit cards are the property of the library and must be returned to the employee’s supervisor upon termination of employment with the library.
Approved by the Board of Trustees
As a Trustee of the Pearl River Public Library, I am responsible for holding the Library in trust for the community.
This trust is an expression of civic leadership and, as a member of the Board, I am accountable to the community as a whole.
Therefore, I will:
- receive no compensation as Trustee;
- support adopted Board positions in public settings, regardless of my personal opinion;
- attend Trustee meetings and participate fully in the deliberations, commit to attaining and maintaining a level of competency appropriate to a library trustee;
- treat my fellow Trustees with respect;
- respect the confidential nature of library business while being aware of and in compliance with applicable laws governing the freedom of information;
- avoid situations in which personal interests are in conflict with the role of Trustee, disclose any such situations, and disqualify myself immediately whenever the appearance of such conflict arises; and
- comply with the Open Meetings Law.
I understand that the function of the Board is to set broad policy direction, monitor adherence to policy and not interfere with the day-to-day operations of the Library.
Adopted by the Board of Trustees: September 28, 2015
Fire can occur in a library at any time from a variety of causes. From the moment a fire starts there is a potential for a major disaster in a very short time. To prepare staff for such a catastrophe fire drills will be conducted at least twice a year.
The aim of these drills is to ensure the smooth evacuation of patrons and staff from the library in the event of a real fire.
During these drills emphasis will be placed on education, training and attitude.
A Library Evacuation Procedure has been developed and is attached to this policy.
First Reading and Approval by the Board of Trustees: July 25, 2016
New York State Law and regulations require fire drills for individuals in educational facilities. All occupants of the library, at the time of the drill, must participate in the fire drill, vacate the building in an orderly fashion when the fire alarm signal is given, and not return until the “ALL CLEAR” signal is given by the Fire Marshall.
The object of the drill is to prepare library staff and patrons for exiting the library during a fire or related building emergency.
Do not panic, but do not underestimate the potential danger to patrons or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building.
The drills are conducted by the Library Director and no prior notification is given to any staff as to a specific date or time.
How to Report a Fire
If you discover a fire in the library, do the following:
- Pull the fire alarm and call 911.
- a. Remember to dial “9″ to obtain an outside line if necessary: 9-911.
- b. Fire alarm pull stations are indicated on the floor plan attached to this document.
- Do not attempt to fight the fire with portable fire extinguishers or fire hoses unless the fire is small and you have been trained in their proper use. DO NOT PUT YOUR LIFE IN DANGER WHILE ATTEMPTING TO CONTROL A FIRE. When in doubt, evacuate.
- Remain calm while talking to the operator. Be prepared to answer several questions as to location, size of fire, your name, number of persons in the building (if known) and any injuries. Remain on the line until the operator is finished.
- Meet fire or police personnel when they arrive at the building. Stand by to answer any questions they may have concerning the fire. Once out of the building DO NOT REENTER THE BUILDING FOR ANY REASON, unless emergency personnel have given the “ALL CLEAR” signal.
Fire Exit Procedure
Below are the steps to follow when establishing and participating in fire drills or emergencies:
- The fire exit plan shall include everybody in the library. This includes ALL staff and patrons. There are no excuses for not participating. Everyone must leave the library during a drill period.
Responsibilities:- All Staff Members – Verbally notify patrons and staff in each area. Direct patrons to exits. Stay calm- tell people not to retrieve belongings, leave by nearest exit.
- Circulation Staff – Direct patrons to exits. Quickly check Community Room and Rest Rooms. Leave building.
- Technical Services Staff – Leave by nearest safe exit. Check Rest Rooms before leaving.
- Reference Staff – Direct patrons to exits (including the emergency fire exit by the theReference Desk). Check quiet study area, Learning Lab and Pearl River Room.
- Children’s Staff – Direct patrons to exits. Check all areas including Story Time Room, book stacks and Arts & Crafts Room.
- Custodial Staff – Make quick check of building including the Mechanical Room. Do not go alone- use the Buddy System.
- Senior staff member in each department will confirm their assigned area is empty. Remember to close all doors in area after evacuation, leave the building and report to the fire official in charge.
- Outside the library, across Franklin Avenue has been designated as the Rally Point meeting place outdoors which is away from the building and clear of entrances. Instruct patrons to fallback there.
- Locate a method of calling 911 near the designated meeting place that does not involve re- entering the library.
- Establish a method to account for those known to be in the library at the time the alarm is sounded. In case of actual fire conditions, information regarding persons believed to be in the library should be made available to responding emergency crews. (Do not return inside. Only trained search and rescue personnel should reenter an evacuated area.)
Tips to Remember
Predetermine two means of egress from your normal workplace. (See Floor Plan) Learn the location of the nearest fire alarm pull station and portable fire extinguisher. Learn how to use portable fire extinguishers. Remember the acronym PASS
P Pull the pin.
A Aim at the base of the fire.
S Squeeze the trigger.
S Sweep the nozzle from side to side.
If the fire is INSIDE a room you are in:
- Leave the room and close the door.
If the fire is not in the room you are in:
- With your hands, test the door for heat before opening.
- If the door is HOT, look for an exit window. If one is not available:
- Stay in the room you are in.
- If you can, phone for help.
- Stay calm.
- If possible seal cracks with towels.
- Wait for help
If the door is COOL
- Open the door slowly.
- Walk to the nearest exit and leave the building.
- If the exit is unsafe, return to the room and remain there.
- If a passage way is smoky, stay low or crawl out on your hands and knees.
First Reading and Approval by Board of Trustees: July26, 2016
I. Scope
This investment policy applies to all moneys and other financial resources available for investment on its own behalf or on behalf of any other entity or individual.
II. Objectives
The primary objectives of the Pearl River Public Library’s investment activities are, in priority
order:
- To conform with all applicable federal, state and other legal requirements (legal);
- To adequately safeguard principal (safety);
- To provide sufficient liquidity to meet all operating requirements (liquidity); and
- To obtain the best possible rate of return (yield).
III. Delegation of Authority
The Pearl River Public Library’s responsibility for administration of the investment program is delegated to the Treasurer, or other officer having custody of money, who shall establish written procedures for the operation of the investment program consistent with these investment guidelines. Such procedures shall include an adequate internal control structure to provide a satisfactory level of accountability based on a data base or records incorporating description and
amounts of investments, transaction dates and other relevant information and regulate the activities of subordinate employees.
IV. Prudence
All participants in the investment process shall seek to act responsibly as custodians of the public trust and shall avoid any transaction that might impair public confidence in the Pearl River Public Library to govern effectively. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in
the management of their own affairs, not for speculation, but for investment, considering the safety of the principal as well as the probable income to be derived. All participants involved inthe investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions.
V. Authorized and Suitable Investments
The following are examples of investments deemed to be suitable in the Library’s investment program.
- U.S. Treasury Bills and Notes for which the full faith and credit of the U.S. Government is pledged for the repayment of principal and interest. Bills are short term (one year or less) obligations issued and sold at a discount. Notes have fixed coupon rates with original maturities of between one and five years.
- Demand deposit accounts (ie: checking accounts) established with local financial institutions.
- Certificates of Deposit (CDs) issued by local financial institutions with a maturity date less than three years.
VI. Maturity of Investments
No investment shall have a maturity date of more than five years from its date of purchase by the Library. To the extent possible and prudent, the Library will attempt to match its investment maturities with anticipated cash flow requirements.
VII. Reporting
The Treasurer shall provide to the Library’s Board of Trustees monthly investment reports which clearly provide the following information regarding the investment portfolio: types of investment, depository institutions, principal balances, rates of return and maturities.
First Reading and Approval by the Board of Trustees: July 27, 2015
The Pearl River Public Library supports the efforts of our country to preserve and protect the security of our nation. The Library, however, recognizes its position of special trust with members of the public. As the choice of books and other library materials, along with the use of the information resources of the Library is essentially a private endeavor on the part of each Individual patron, the Library has the responsibility of protecting the rights and privacy of our patrons in accordance with NYS Law 4509.
Civil Practice Laws and Rules Section 4509 Library Records, (signed into law June 13, 1988) states “Library records, which contain names of other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films of records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user of pursuant to subpoena, court order or where otherwise required by statute.”.
The Library Director has been designated as the person responsible for handling law enforcement requests. All library staff should understand that it is lawful to refer the agent or officer to an administrator in charge of the library, and that they do not need to respond immediately to any request. A librarian acting as Head of Building should try first to call the Director, Librarian in charge, Supervisor, or the Board President if appropriate.
During a visit:
- If anyone approaches a staff member alleging to be a law enforcement official requesting information, DO NOT DISCLOSE ANY INFORMATION.
- Ask for identification and then immediately refer the agent or officer to the library Director or other designated staff. Photocopy identification or take business card.
- Director or other officer will meet with the agent with the library counsel or another colleague in attendance.
- Ask to see the court order(s) (for example, search warrant, subpoena, National Security Letter) authorizing law enforcement.
- If the agent or officer does not have a court order compelling the production of records, the Director or officer should explain the library’s confidentiality policy and/or the state’s confidentiality law (NYS 4509) and inform the agent or officer that users’ records are not available except when a proper court order in good form has been presented to the library.
- If there is no court order presented the FBI and /or local law enforcement has no authority to compel cooperation with an investigation or require answers to questions (other than the name and address of the person speaking to him/her). If the agent or officer makes an2 appeal to patriotism, the Director will explain that, as good citizens, the library staff will not respond to informal requests for confidential information, in conformity with professional ethics. First Amendment freedoms and state law.
- If the agent or officer does present a court order the Director should immediately refer the court order to the library’s legal counsel for review.
If the court order is in the form of a subpoena:
- Counsel will examine the subpoena for any legal defect including the manner in which it was served on the library, the breadth of its request, its form, or an Insufficient showing of good cause made to a court. If a defect exists, counsel will advise on the best method to resist the subpoena.
- Through legal counsel the Director will insist that any defect be cured before records are released and that the subpoena is strictly limited to require release of specifically identified records or documents.
- The Attorney or Director will require that the agent, officer, or party requesting the information submit a new subpoena in good form and without defects.
- The Attorney and Director will review the information that may be produced in response to the subpoena before releasing the information. They will follow the subpoena strictly and will not provide any information that is not specifically requested in it.
- If disclosure is required the Library’s Attorney will draft a request to the court to enter a protective order keeping the information confidential and limiting its use to the particular case. The document will ask that access be restricted to those persons working directly on the case.
If the court order is in the form of a search warrant:
- Search warrants are executable immediately. However, ask to have library counsel present before the search begins to allow counsel to examine the warrant and assure that the search conforms to the terms of the warrant. This request may not be granted.
- Gather records identified in the warrant and present them rather than allowing non-library personnel to go through the Library’s databases or records.
If the court order is a search warrant issued under the Foreign Intelligence Surveillance Act (FISA) (USA PATRIOT ACT amendment):
- The recommendations for a regular search warrant still apply. However, a search warrant issued by a FISA court also contains a “gag order.” That means that no person or institution served with the warrant can disclose that the warrant has been served or that records have been produced pursuant to the warrant
- The library and its staff must comply with this order. No information can be disclosed to any other party including the Director if not present at the time warrant is served and the patron whose records are the subject of the search warrant.
- The gag order does not change a library’s right to legal representation during the search. The library can still seek legal advice concerning the warrant and request that the library’s legal counsel be present during the actual search and execution of the warrant.
If the court order is a National Security Letter:
The procedure is the same as for a search warrant. However, a gag order applies. The Director will contact Library counsel. If the Director is not available, contact the Assistant Director or Librarian in charge. S/he may request that the Library’s legal counsel be present during the search and that the search be delayed until counsel examines the court document. If law enforcement chooses to proceed, the Library must comply.
The Board recognizes that it is only through continued public confidence in the fact that these guidelines are being upheld that the public can maintain its confidence in the public library.
First Reading and Approval by the Board of Trustees: July 27, 2015
Patrons must present their own valid library card for all transactions.
Please note: Items patrons request may be loaned from other libraries. Loan periods and overdue fines are determined by the library of ownership and may be different from PRPL policies.
Adult Materials
| Express/Fast Books | 2 week loan |
| Books | 4 week loan |
| Audiobooks | 4 week loan (Limit 3) |
| Music CDs | 2 week loan |
| New Music CDs | 2 week loan (limit 5) |
| Great Courses Lecture DVDs/CDs | 4 week loan (Limit 3) |
| Magazines | 2 week loan |
Adult PRPL cardholders only
| Museum Passes | 3 day loan (Limit 1) |
Children’s Materials
| Books | 4 week loan |
| Holiday Books | 2 week loan |
| Audiobooks | 4 week loan |
| Music CDs | 2 week loan |
| Magazines | 2 week loan |
Video Materials
| New DVDs | 3 day loan (Limit 3 per category) |
| DVDs | 7 day loan (Limit 5 TOTAL, not by category) |
| New TV Series/Select Info DVDs | 7 day loan (Limit 3) |
| TV Series/Select Info | 14 day loan (Limit 3) |
No Renewals
- Children’s Audiobooks
- Children’s Holiday Book
- New Music CDs
- Magazines
- New DVDs
- Museum Passes
- New Video Games
Lost Materials Fees
| Books | Replacement cost |
| Audio-visual Materials | Replacement costs plus $5.00 processing fee |
| Library cards | $3.00 replacement fee |
| Museum Pass | $50.00 |
The Pearl River Public Library accepts no responsibility for possible damage to your equipment.
The Pearl River Public Library is a School District Public Library chartered by the State of New York to serve all residents of the Pearl River School District. As a member of the Ramapo-Catskill Library System, it also provides services to a larger community.
The Pearl River Public Library will strive to select and maintain, without bias or
limitation on the right to know, a comprehensive collection of print, non-print, and electronically accessed materials to meet the informational, educational, recreational, and cultural needs of the Pearl River community. Further, the Library will develop wide- ranging collections to meet the various ages, interests, educational, reading levels, and cultural backgrounds of its citizens.
The Board of Trustees believes that while anyone is free to reject for themselves
materials of which they do not approve, this cannot be exercised to restrict freedom of others to read or inquire.
The Pearl River Public Library supports the American Library Association’s Library Bill of Rights, the Freedom to Read, and the Freedom to View statements, all of which are included as a part of this policy statement.
Responsibility for Materials Selection
Selection of library materials is and shall be vested in the Director of the Pearl River Public Library and members of the staff designated by the Director who are qualified by reason of education, training, and experience.
Selection Guidelines
Materials for the library collection, including periodicals, are chosen for a wide variety of reasons such as information, self-education, and the recreational pursuits of library users. The decision to add an item to the collection by purchase is usually the result of selection based on demand or need.
Selection based on demand: Patrons are invited to request the purchase of specific items by the Library. The final decision rests with the Director, who must consider the special need of one individual or group against the needs of the whole community.
Selection based on need: Library materials are added to the collection for the purpose of updating and further developing certain subject areas. Materials are selected from reviews, availability lists, vendor catalogs, bibliographies, and local experts.
The Library does not exclude books that are biased, partisan, or anti-social, or which may offend the tastes of some citizens for reasons of frankness of vocabulary or description, unless these books are below our accepted standards of selection. A balanced collection strives to represent all points of view on a subject, even those that might be considered extreme. The purchase of any item by the Library does not constitute endorsement of the views expressed.
The decision to include or exclude a particular item in the library’s collection is based on a number of considerations, although they may not all be applicable to each item:
- Timeliness
- Effective expression and artistic excellence
- Evaluations in professionally recognized critical guides
- Significance of subject
- Educational and informational value
- Representation of various points of view
- Availability of material elsewhere
- Funds and space
- Interests and needs of individuals in the community
- Permanent value as source material
- Vitality and originality of thought
- Entertaining presentation
- Relation to other materials and existing areas of coverage in order to maintain a well- balanced collection
- Author’s reputation or significance, however no attempt is made to purchase all the works of any single author
- Accuracy and authoritativeness of content
Classic and Contemporary Materials
In purchasing new materials, the Library makes a distinction between those 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 as objectionable by current standards.
Professional and special materials
Professional and special materials, such as legal, medical, and religious works, are purchased only if they are of general interest.
Textbooks
The Library does not support educational curriculums through the purchase of textbooks. Textbooks may be added to the collection if they provide the best or only source of information on a subject, or to complement an existing area with another perspective.
Audiovisual material
Audiovisual material is added to the Library’s collection with consideration to patron demand and budget constraints. The Library acquires this material primarily in the most popular format.
Local history
Local history materials are not confined to the printed word, but the Library does not attempt to include artifacts as part of the collection. Books by local authors and books on local matters may be purchased even though they may not meet the standards set forth for the general collection.
Gifts
The Library accepts gifts of library materials, but reserves the right to evaluate and to dispose of such gifts in accordance with the criteria applied to purchased materials.
Children’s Materials
Children’s materials are purchased by the same general principles that govern selection of adult materials. Responsibility for the choice of reading material for minors rests with their parents or guardians. Selection of materials for the library collection is not restricted by the possibility that minors may obtain materials their parents consider inappropriate, nor are children limited to the children’s collection.
Reconsideration of Library Materials
Whenever any patron objects to the presence or absence of any library material, the complainant will be given a fair hearing. All complaints that cannot be readily resolved by staff members will be referred immediately to the Director, who will discuss the matter with the complainant. Materials subject to complaint shall not be removed from use pending final action.
If the patron wishes, he or she may submit the form “Request for Withdrawal of Material” or “Request for the Addition of Material.”
If it is a request for the withdrawal:
- the Director will examine the item
- check reviews of the item
- determine if it conforms to the standards of the materials selection policy
If it is a request for the addition of an item:
- the Director will check reviews of the item
- determine if it conforms to the standards of the materials selection policy
- determine if there are any budget restraints
The Director will decide whether to add, withdraw, or restrict the material in question and will write to the complainant, giving the reasons for the decision. The Board of Trustees will also be notified of the complaint and of the Director’s decision. If the complainant wishes to contest the decision, he or she may present the complaint to the Board of Trustees. This may be done by letter or by attending a Board meeting. The Board will consider the complaint and the Director’s recommendation. The written decision of the Board shall be final and shall be reported to the
complainant.
Material Withdrawal Policy
The Library continually withdraws items from the collection, basing its policy on:
- the elimination of outdated or erroneous materials
- availability of newer or more valid materials
- materials no longer of community interest or in demand
- unneeded duplicates
- worn or mutilated material
- availability of newer or more valid materials
Some materials may be exceptions including some items dealing with local history, special editions, and award-winning children’s books.
First Reading by the Board of Trustees February 27, 2017.
The Library makes its meeting rooms available to non-profit community groups for informational, educational, and cultural meetings. The Library does not advocate or endorse the viewpoints of meeting room users.
The Library’s meeting rooms and related facilities have been planned primarily to be used for Library sponsored and co-sponsored programs and activities. As a public institution, the Library also attempts to share these facilities with local non-profit community groups and organizations for educational, recreational, cultural and informational meetings and programs. Rooms are not available for religious services or for purely social occasions.
- Use of the community rooms shall be granted without respect to religion, color, or sex, to educational, social, civic and/or recreational groups that benefit the overall welfare of the community. All meetings and programs, whether Library sponsored or held by outside groups are free and open to the public. (In some instances, a supply fee or registration fee may be requested.)
- Repetitive use applications shall be issued for a period of up to 12 months and shall be valid only for the dates and times specified. The Library reserves the right to cancel such scheduling if the group fails to comply with regulations. Such cancellation will be communicated to the group concerned. Groups submitting new applications may be limited to one meeting room use per month.
- The Library reserves the right to require bookings to be made at least three weeks in advance.
- The Library Director must approve each outside group or organization before they reserve a room. In all cases, regular library activities followed by Pearl River based groups shall precede outside requests. The library retains first priority use of all meeting rooms at all times, even if previously scheduled by an outside group, and upon notice, the Library reserves the right to withdraw permission for meeting room use to accommodate scheduling of library programs. The Library will provide as much advance notice as possible if a cancellation is required.
- The individual signing the application for use of the room on behalf of an organization must be 18 years of age or older, be a resident of the Pearl River School district and/or Town of Orangetown, and be in attendance during the time that the room is in use. Any exceptions must have the express approval of the Director.
- For those cases where scheduling conflicts arise, the Director or in her/his absence, the staff scheduling liaison, shall be the arbiter and her/his decision shall be final. Scheduling conflicts may be deemed to include events that would be scheduled for a time when no other actual event is scheduled, but there would exist a time conflict due to insufficient staff and time available for room setup and breakdown before the next event.
- The Children’s Storytime Room is reserved primarily for the use of the Children’s Department. Small groups (2-12 persons) may meet in this room at the discretion of the Library Director and/or the Head of Children’s Services.
- The rooms may not be used for sale of goods or services, to promote services for which there is a charge, or to solicit donations with the exception of programs or sales conducted by the non-profit Library Friends group, the proceeds of which shall benefit the Library. However, authors conducting book talks and musicians/vocalists performing at this library may offer their books or music CDs for sale to the attendees at their respective programs.
- Food and drinks are absolutely NOT allowed inside the library. (Speakers and performers may have water nearby for their use.) On occasion, limited refreshments may be served if and only if the express approval of the Director is obtained beforehand.
- No alcoholic beverages, no tobacco use and no gambling, are allowed on the premises.
- Persons using the facility may not attach to any surface, decorations, displays, etc., including signs on meeting room doors.
- Attendance to activities conducted in meeting rooms shall be limited to the number prescribed by local fire regulations or to the maximum of available chairs and tables, whichever is the lesser amount.
- All outside groups shall be responsible for their own publicity, and any publicity must clearly indicate that the activity is not sponsored by the Pearl River Public Library.
- Any damage to or loss from the meeting room is the responsibility of the organization and shall be billed accordingly.
- Reserved Room Attendance Card must be completed and returned to the Circulation Desk immediately following the meeting/program. Attendance cards can be obtained from the Circulation Desk.
Adopted prior to 1997; Revised 3/25/1998, 11/2008, 2/2010, 6/2012, 7/2012; 10/2016
The Pearl River Public Library offers Notary services for the benefit of the community. The following guidelines will be observed in the provision of Notary service:
- 1. It is recommended that patrons call the library prior to ensure that a Notary is available when they plan to visit.
- Notary service is on a first-come, first-served basis, at the availability and discretion of staff.
- Notary service is provided free of charge. Please do not offer to pay or tip notaries.
- Valid, current (government-issued) photo identification is required for everyone requesting notary service e.g. Driver’s license, passport.
- Notary service is limited to ten (10) pages per person, per visit.
- Documents in any language other than English cannot be notarized.
- A Notary and the person seeking notarization must be able to communicate directly with each other. Library Notaries are not permitted to make use of a translator in a transaction with a Notary patron.
- In accordance with New York State law, certain public or legal documents cannot be copied and notarized. Examples are United States birth certificates, death certificates, marriage certificates, driver’s license, passport.
- If a witness is required (in addition to notarization), patrons must be accompanied by their own witness.
- Notary service is not available for closings, deeds, or codicils.
- Notaries will not provide service if the patron, document, or circumstances of the request for Notary service raise any issue of authenticity, ambiguity, doubt, or uncertainty for the Library. In the event, Notaries may, at their sole discretion, decline to provide Notary service.
- A list of other Notary options will be available to the public.
Adopted by the Board of Trustees: January 28, 2019
To allow all patrons of the Pearl River Public Library (PRPL) to use its facilities to the fullest extent while open, the Library Board of Trustees has adopted the following Patron Conduct Policy;
Patrons Shall:
- Be engaged in activities associated with the use of a public library;
- Respect the rights, comfort, safety, and property of other patrons and staff;
- Silence all electronic devices;
- Comply with all federal, state, local and education laws;
- Observe PRPL signage, intended usage for all designated areas (Quiet, Children’s, Teens’)
- Comply with requests from PRPL staff and not interfere with PRPL operations.
Any patron not abiding by these rules and regulations may be required to leave the Library premises and may be denied privileges and access to the Library.
Any patron whose privileges have been denied may appeal to have the decision reviewed by the Board of Trustees in accordance with separate procedures established by library policy.
(1/23/1996; revised 4/26/2010, 7/25/2016)
Revised and approved by the Board of Trustees, October 28, 2019
Removal and banning from the Library:
Refusal to comply with the rules and regulations of the Pearl River Public Library may result in expulsion from the library and forfeiture of library privileges. Minor violations of these rules will first result in library staff attempting to educate or inform individuals about the policies before enforcing such policies. If an individual continues to violate these policies, staff may order them to leave for the day. However, any conduct that is perceived to threaten the life or safety of any person or that is damaging to library property, equipment or facilities may result in immediate expulsion from the library premises.
The Library Director has the authority to ban from the library premises for a period of 1 (one) week to 12 (twelve) months any individual whose behavior is a sufficient threat to the ability of the library to operate in a safe manner or whose behavior prevents staff and/or patrons from using the library services, furniture, facilities and materials for their intended purposes, or who repeatedly violates library rules and regulations. A longer ban period may be imposed by the Board of Trustees.
If the ban is longer than one week, written notice of the nature of the violation(s) and the terms of the ban period will be conveyed to the banned patron.
Appeal process:
If the period of the ban extends past the next regularly scheduled Board meeting, and if the individual who has been banned wishes to appeal this decision, the notification must be made in writing to the Library Director within 30 (thirty) days of the date of the exclusion. The appeal will be heard by the Library Board of Trustees as soon as thereafter is practicable. The ban will be in effect until the date the appeal may be reconsidered by the Board. The Trustees will instruct the Library Director to contact the person making such an appeal by letter and inform him/her of the decision of the Board.
Alternative banning procedure option for juvenile patrons:
As an alternative to banning a juvenile aged patron, the Library Director may instead opt to restrict a minor child from independent use of the library for a period between 30 (thirty) and 90 (ninety) days. The juvenile whose library use is restricted may use the library during the specified period only when he or she is accompanied by and adequately supervised by a responsible parent or guardian. The juvenile’s parent or guardian will be notified of the restriction in writing. Failure to abide by the terms of the restriction may lead to the complete banning of the juvenile from all library premises.
Adopted November 26, 2012
Revised and approved by the Board of Trustees, July 25, 2016
- Computer stations may not be available for use during the first and last 30 minutes of the day.
- All Internet users must sign in at the Sign-in Station. Reservations must be made in person. Each Internet terminal must be reserved individually.
- Patrons must use their own library cards for all transactions related to computer work station access and use.
- Children ages 13 through 17 are eligible for a library card designated “Young Adult” or YA. This allows YA card holders to use the computers in the main library. If a parent or guardian does not want his or her child to have a YA card it is up to that parent or guardian to notify the Library Director.
- Guest passes are available for visitors.
- Patrons will abide by all time limits and session length restrictions in place. Time limits may be extended if no one is waiting to use a computer.
- Two users per station is the maximum number permitted at one time.
- Users may not use personal software programs on library computers, alter or attach equipment to the library hardware or alter library software configurations. Patrons may save documents to a personal external memory stick or thumb drive. Patrons may not access the hard drive. Patrons may not turn off computers or tamper with or remove headphones.
- Library staff provides only basic assistance for use of electronic resources and equipment.
- A printing fee of 15¢ per sheet of paper will be charged. Printing must be completed within the allotted time.
- No food or drink is permitted in the vicinity of library computer work stations.
- Users should have no expectation of privacy for any materials residing on the workstation or server.
- Accessing Internet material considered offensive in a public building is not permitted. The Library staff shall determine what materials are considered offensive.
- Users who wish to access e-mail accounts must realize that e-mail is not a private communication.
- Information and resources on the Internet enhance those already held in the Library, but may not be the most appropriate medium for every search. Please ask a librarian for assistance with other library resources.
(Rev. 7/2012; approved 7/23/2012)
Revised and approved by the Board, July 25, 2016
It is the goal of the Board of Trustees to purchase competitively, without prejudice or favoritism, and to seek the maximum value for every dollar spent. Competitive bids or quotations shall be solicited in connection with purchases pursuant to law.
Goods and services which are not required by law to be procured by the library through
competitive bidding will be procured in a manner so as to ensure the prudent and economical use of public monies, in the best interests of the taxpayers, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud and corruption.
The library’s purchasing activity will strive to meet the following objectives:
- To effectively supply all departments in the library with needed materials, supplies, and contracted services;
- To obtain materials, supplies and contracted services at the lowest prices possible consistent with the quality and standards needed as determined by the Director in cooperation with the requisitioning authority;
- To promote efficiency by standardizing, to the extent allowed by law, the purchase of particular types or kinds of equipment, materials or supplies;
- To ensure that all purchases fall within the framework of budgetary limitations and that they are consistent with the goals and programs of the library;
- To maintain an appropriate and comprehensive accounting and reporting system to record and document all purchasing transaction; and
- To ensure, through the use of proper internal controls, that loss and/or diversion of library property is prevented.
Exceptions:
Opportunities shall be provided to all responsible suppliers to do business with the library. Suppliers whose place of business is situated within the library’s chartered service area may be given preferential consideration only when bids or quotations on an item or service are identical as to price, quality and other factors. Purchases will be made through available cooperative BOCES bids, state contracts of the Office of General Services or county contracts whenever such purchases are in the best interests of the library.
The unintentional failure to fully comply with these provisions will not be grounds to void action taken nor give rise to a cause of action against the library or any officer or employee of the library.
General Municipal Law
The General Municipal Law requires that purchase contracts for materials, equipment and supplies involving an estimated annual expenditure exceeding $20,000 from one vendor and public work contracts involving an expenditure of more than $35,000 will be awarded only after responsible bids have been received in response to a public advertisement soliciting formal bids. Similar procurements to be made in a fiscal year will be grouped together for the purpose of determining whether a particular item must be bid.
I. Competitive Bidding Required
A. Method of Determining Whether Procurement is Subject to Competitive Bidding
- The Director will first determine if the proposed procurement is a purchase contract or a contract for public work.
- If the procurement is either a purchase contract or a contract for public work, the library will then determine whether the amount of the procurement is above the applicable monetary threshold as set forth above.
- The Director will also determine whether any exceptions to the competitive bidding requirements (as set forth in II. Quotes When Competitive Bidding Not Required) exist.
B. Contract Combining Professional Services and Purchase
In the event that a contract combines the provision of professional services and a purchase, the Director, in determining the appropriate monetary threshold criteria to apply to the contract, will determine whether the professional service or the purchase is the predominant part of the transaction.
C. Methods of Documentation
- Verbal Quotations: the telephone log or other record will set forth, at a minimum, the date, item or service desired, price quoted, name of vendor, and name of vendor’s representative;
- Written Quotations: vendors will provide, at a minimum, the date, description of the item of details of service to be provided, price quoted, and name of contact. For example, with regard to insurance, the library will maintain documentation that will include bid advertisements, specifications and the awarding resolution. Alternatively, written or verbal quotation forms will serve as documentation if formal bidding is not required. “Requests for Proposals” (RFPs), documented in the same manner as described herein, may also be used.
II. Quotes When Competitive Bidding Not Required
Goods and services which are not required by law to be procured by the library through
competitive bidding will be procured in a manner so as to ensure the prudent and economical use of public monies in the best interests of the taxpayers. Alternative proposals or quotations will be secured by requests for proposals, written or verbal quotations or any other appropriate method of procurement, as set forth below.
A. Purchase/Public Work: Methods of Competition;
The library will require the following methods of competition be used and sources of
documentation maintained when soliciting non-bid procurements in the most cost-
effective manner possible.
1. Purchase Contracts up to $20,000
a) Contracts from $1 to $2,000: At the discretion of the Director
b) Contracts in excess of $2,000 up to $5,000: Verbal quotes from at least three separate vendors (if available). Documentation will include notations of verbal quotes.
c) Contracts in excess of $5,000 up to $20,000: Formal written quotes from at least three separate vendors (if available).
d) Contracts in excess of $20,000: Sealed bids in accordance with General Municipal Law, Section 103.
2. Public Work Contracts up to $35,000
a) Contracts from $1 to $7,000: At the discretion of the Director
b) Contracts in excess of $7,000 up to $35,000: Formal written quotes from at least three separate vendors (if available)
c) Contracts in excess of $35,000: Sealed bids in accordance with Municipal Law, Section 103.
B. Purchase/Public Works: Methods of Competition for Procurements Specifically
Exempted from Competitive Bidding Requirements:
Competitive bidding, as set forth in General Municipal Law, section 103, is not required where procurements are made in the following situations. The library will not be required to secure alternative proposals or quotations for these procurements. However, documentation from the vendors supplying said goods/services, as indicated, will be maintained by the library.
1. Emergency situations where:
a) The situation arises out of an accident or unforeseen occurrence or condition;
b) The building, property, or the life, health, or safety of an individual on library property is affected; or
c) The situation requires immediate action which cannot await competitive bidding.The Director will inform the Board President of an emergency situation. The Board President will get a consensus from the Board to move forward on an emergency situation. At the next Board meeting the Board will pass a resolution formally acknowledging the emergency. However, when the Board first agrees that an emergency situation exists, the Director, or the purchasing agent for the library, will make purchases at the lowest possible cost, seeking competition by informal solicitation of quotes or otherwise, to the extent practical under the circumstances.
2. When the library purchases surplus or second-hand supplies, materials or equipment from the federal or state governments or from any other political subdivision or public benefit corporation within the state.
First Reading and Approval by the Board of Trustees: July 27, 2015
Remote Work” is work performed in furtherance of routine duties at places other than the Pearl River Public Library (PRPL)’s business address (excluding business travel and presentations). Remote Work, as a reasonable accommodation, is governed by ADA (American with Disabilities
Act) and New York State Laws.
In establishing telework agreements, it is understood that all other terms and conditions shall continue including but not limited to adherence to applicable County and Library policies and procedures, applicable provisions of the CSEA labor contract, ADA regulations, federal and NYS labor laws and NYS Civil Service law.
PRPL uses three types of Remote Work:
- When determined per ADA regulations to be a reasonable accommodation;
- Remote Work during a System Emergency; and
- Remote Work as part of a routine Remote Work Program.
Section I of this policy sets forth the Guidelines of the System’s Remote Work Program.
Section II of this policy covers Remote Work during an Emergency
SECTION I: REMOTE WORK PROGRAM
Working remotely can be beneficial for employees for a number of reasons:
- It can help employees balance their work/home life if they have long commutes;
- It allows participation in pre- or post-work activities; and
- It can enable employees to work from home when it is of benefit to PRPL.
This program will be most successful for those employees who are self-disciplined and have a
home work environment free from distractions.
Guidelines
- A specific work schedule, including work days and hours, must be agreed upon in advance by employees and the Director. Employees must be on site at the PRPL as necessary to attend meetings, training sessions, or similar events or occurrences;
- Employees will be responsible for ensuring that all their job duties are performed, including checking their voicemail and email, attending meetings (either remotely or in- person), etc.
- Employee will establish an appropriate work environment within their home for work purposes that is free from distractions. Employee shall maintain this workspace in a safe condition, free from hazards and other dangers to the employee and equipment. PRPL will not be responsible for costs associated with the setup of employee’s home office.
- Employees must maintain a normal workload.
- Employees who are unable to work due to illness must use salary continuation (Vacation, Personal, Sick), and must report their absence to their supervisor.
- Employees who wish to be relieved of responsibility for work on a particular day or days must use vacation or personal leave.2 of 4
- Employees are responsible for the safety and security of all PRPL property and proprietary information.
Restrictions
Remote work is not a replacement for appropriate child or dependent care or for otherwise attending to personal needs or obligations. The focus of the arrangement must remain on job duties and performance.
Working remotely is not intended to permit employees to have time to work at other jobs or to run their own businesses. Failure to fulfill normal work requirements, both qualitative and quantitative, on account of other employment, may be cause for disciplinary action or termination of employment.
Leave time must be requested and processed in the same manner as in the workplace. Errands, home maintenance, and all other non-work-related activities are prohibited during the employee’s work hours unless approved by a supervisor, and accounted for appropriately on the employee’s timesheet.
Eligibility
Employees must have a minimum of 6 months in their current role with a satisfactory performance as determined by the Director. The Director must approve each employee’s schedule to ensure continuity and coverage. Some positions will not be able to participate based on business needs and other criteria.
Equipment and Tools
Equipment and services may be provided by and paid for by PRPL at PRPL’s sole discretion. In most cases, employees will be expected to provide their own equipment, such as computers, internet access, etc., if they wish to work remotely. The Library shall provide office supplies in accordance with normal usage.
PRPL will not be responsible for any additional costs associated with the set up or maintenance of the employee’s ability to work remotely (e.g., costs associated with setting up a home office, phone, calls, supplies, etc.). These costs are the sole responsibility of the employee.
Requirements
Employees will be responsible for ensuring that all their job duties are performed, including checking their voicemail and email, attending meetings (either remotely or in-person), etc. Quality of service must be maintained for patrons, library staff and other members of the library community. Employees are expected to work their entire schedule and are required to record all
hours worked and major tasks accomplished on a daily basis on the PRPL timesheet.
Consistent with PRPL’s expectations of information security for employees working at the office, employees working from home will be expected to ensure the protection of PRPL and vendor information accessible from their home office. Steps include use of locked file cabinets and desks, regular password maintenance, and any other steps appropriate for the environment. Computers must have security software.
Accessibility
If the employee is unable to log into computer system or otherwise connect to required software
within 1/2 hour of starting work, or at any time during the schedule work time, the employee must inform their supervisor. If the problem can’t be solved with supervisors help, the employee must return to the office, except in the case of an Emergency as described in Section II of this document. Failure to do so will result in an absence.
Work Environment
The employee will establish an appropriate work environment within their home for work purposes that is free from distractions. Employee shall maintain this workspace in a safe condition, free from hazards and other dangers to the employee and equipment. PRPL will not be responsible for costs associated with the setup of employee’s home office. To the best of the staff member’s ability, during the course of verbal or video communication, best practice will include using the mute button, or using a library issued headset with microphone to limit background noise.
Performance Expectations & Evaluations
Remote work arrangements should be reevaluated periodically to determine their continued efficiency. Each manager should maintain a record of approved schedules/ arrangements. Employees participating in Remote Work Program are to complete all assigned work according to procedures and expectations mutually agreed upon by the employee, the employee’s supervisor and the Director. Employees must perform all of their regular work functions and be reachable during their normal work schedule as if they were in the office.
A decline in performance may be grounds for removal from the Remote Work Program participation, and/or disciplinary action up to and including termination. If the employee’s goals are not met and corrective action is required, suspension of remote work eligibility may be required.
Liability and Worker’s Compensation
Any alternative workspace is considered an extension of PRPL workspace, and, therefore, compensation for any work-related injuries that may occur while an employee is working remotely pursuant to this policy will continue to be subject to the New York Workers’ Compensation Law. PRPL will not be responsible for injury to others incurred in the participant’s designated home workspace.
In the event a job-related injury occurs during working hours at the employees’ home, employees shall notify their supervisor or the Director as soon as possible, and in no event no later than 48 hours after the event occurred. A PRPL Incident Report with appropriate documentation (photo of damage, doctor’s note, etc.) must be submitted to the Library Director at that time. Employees should note that some homeowner policies do not automatically cover injuries arising out of, or relating to, the business use of the home. For the employee’s protection, employees should have their homeowners/tenants liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home.
Income Tax
It will be the employee’s responsibility to determine any tax implications of maintaining a home office area for a not-for-profit employer. PRPL will not provide tax guidance nor will PRPL assume any additional tax liabilities. Employees are encouraged to consult with a qualified tax professional to discuss tax implications.
Program Provisions
PRPL reserves full discretion to amend, terminate, or suspend any and all provisions of the
Remote Work Program in conjunction with applicable County and Library policies and procedures, applicable provisions of the CSEA labor contract, ADA regulations, federal and NYS labor laws and NYS Civil Service law.
SECTION II: REMOTE WORK DURING AN EMERGENCY
Remote Work during an emergency is a temporary way to continue essential PRPL operations and sustained service to patrons of the PRPL. During an emergency, PRPL may require employees to work remotely.
For purposes of this Policy, an “Emergency” is determined solely by PRPL. Some examples of emergencies are major storms, blizzards, pandemics, and blackouts as well as county emergencies, state emergencies and national emergencies
To the greatest extent possible during the emergency, PRPL will use the guidelines in Section I to arrange Remote Work accommodations with employees. However, it will be understood that there may be employees who may not have the ability to work from home. PRPL will work with these employees to ensure their ability to work from home during an emergency. This will include loaning hardware and software so their job may be accomplished. Further, typical eligibility requirements may be waived.
If a technical concern prohibits productive access to working remotely during scheduled work time during an emergency, notify the Department Head or the Director by telephone as soon as possible. If you have been ordered to work remotely, do not report to the PRPL site, even if there are technical concerns, unless directed to do so.
PRPL policies will continue to evolve to adhere to all local, state, and national guidelines and recommendations.
First Reading by the Board of Trustees April 24, 2020;
Second Reading and Adoption April 27, 2020
Revised June 22, 2020
The Pearl River Public Library is committed to providing an environment for its employees and patrons of the library which is free of sexual harassment. Sexual harassment of employees and patrons is illegal and the Library will strive to safeguard the rights of all employees within the Library and to provide an environment that is free from sexual harassment. This policy, which relates to sexual harassment, includes that contemplated by Titles VII and DC of the US Code. Further, nothing in the procedures and provisions of the Library’s policy shall limit or prohibit any employee from taking other actions including, but not limited to, filing a complaint with the appropriate government entity such as the Equal Employment Opportunity Commission (EEOC) and/or the New York State Division of Human Rights (DHR).
The Board recognizes that sexual harassment can originate from a person of either sex against a person of the opposite or same sex, from peers and from supervising personnel.
DEFINITION OF TYPES OF CONDUCT CONSTITUTING SEXUAL HARASSMENT
A. Sexual harassment is defined by the law through statues, decisions and regulations and
consists of unwelcome sexual advances, requests for sexual favors, and other verbal or
Physical conduct of a sexual nature when:
- Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment.
- Submission to or rejection of such conduct by an individual is used as a basis for performance evaluation of employees or other employment decisions affecting an individual.
- Such conduct has a purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment for employees or patrons.
- Such conduct constitutes sexual harassment under federal or state laws.
For purposes of this policy, action or conduct will be considered “unwelcome” if the employee did not request or invite it and regarded the conduct as undesirable or offensive.
B. Forms of sexual harassment may include, but are not limited to:
- Verbal: Sexual innuendo, suggestive comments, jokes of a sexual nature, sexual propositions, threats, request for sexual favors, questions about a person’s sexual practices, sexually explicit jokes, lewd comments, sexual assaults.
- Non-Verbal: Sexual or suggestive objects or pictures, suggestive or sexually insulting sounds, leering, whistling, obscene gestures, crude cartoons.
- Physical: Unwanted physical contact including, but not limited to, touching, pinching, brushing the body, pulling at clothes, coercive sexual intercourse, assault, cornering, kissing or fondling.
First Reading and Approval by the Board of Trustees: July 25, 2016
All employees are responsible for safety. The following applies to all employees while at work:
a. Comply with all established safety rules, regulations, procedures, and instructions which are applicable to your own actions and conduct.
b. Promptly report all accidents, hazards, incidents, and near-miss occurrences to your immediate supervisor, regardless of whether or not injury or property damage was involved.
c. Do not visit or talk to another employee or outside contractor working on the premises who is engaged in a work activity where the possibility of injury exists.
d. Do not participate in horseplay, scuffling, pushing, fighting, throwing things, or practical jokes.
e. Do not run on library premises.
f. Use handrails on steps, elevated platforms, scaffolds, or other elevations.
g. Assist others and ask for assistance in lifting and carrying heavy or awkward objects.
h. Firearms, ammunition, and explosives are prohibited on library premises.
i. Personal stereos with headphones, i.e. iPods, are not permitted to be worn in the workplace
j. Alcohol and drug use and possession on Library property is prohibited.
k. Practice good housekeeping by keeping the work area, aisles, walkways, stairways, roads, or other points of egress clean and clear of all hazards.
l. Store and/or return all materials, tools, and equipment when finished using them.
The Pearl River Public Library realizes the importance of a knowledgeable staff and encourages their growth and development through participation in educational and training programs. Staff members have a goal to continue to develop themselves professionally to enhance their excellence as library staff and to fulfill their roles as members of the professional library community. Attendance at and participation in professional library functions is recognized as beneficial to both the Library organization and to the public it serves.
- Annually the Pearl River Public Library will offer at least one educational training day for all staff, organized around current library needs. This is a mandatory training session.
- Department and all-staff meetings will be scheduled for training purposes and to update staff on library procedures and policy.
- A budget is established at the beginning of each fiscal year to support training and conference expenditures.
- Prior approval must be received before attendance at any training session or conference.
- Staff members may be reimbursed for travel related to attendance at any training session or conference in accordance with the Library’s Travel Reimbursement Policy.
Adopted by the Board of Trustees: January 28, 2019
Staff members may be reimbursed for travel expenses incurred in the fulfilling of their assigned work duties. Travel must be approved by the Director in advance and expenses must be supported by original receipts and mileage forms. All receipts and mileage claim forms must be made as soon as possible. EZ-Pass charges should be presented upon receipt of the statement.
Please note the following guidelines:
- 1. Conferences: Attendance must be approved in advance by the Director. Any early bird discounts should be utilized. If not, employees must reimburse the difference to the library.
- Lodging: Board approval is required in advance for any hotel stay reimbursement. Arrangements should be made to avoid paying sales tax on the room. Lodging will be reimbursed at the current U.S. General Services Administration unless a different rate is approved by the Board of Trustees.
- Meals: Reimbursement will be made for meals associated with overnight travel at the current U.S. General Services Administration. Reimbursement will be made upon presentation of the original itemized receipt. Reimbursement will not include alcohol purchases.
- Mileage, Tolls, and Parking: Mileage will be reimbursed at the current IRS rate. Parking fees and tolls are reimbursed if receipts or an EZ-Pass statement are presented. Staff members are expected to pool rides where possible. Mileage claims must be based on actual mileage, not estimated figures. Use accurate mileage to the tenth of a mile. Complete a mileage form for each trip.
Mileage may be claimed as follows:
a. If the employee travels to the office after the appointment, he/she may claim the total mileage to the appointment and from that location to the office less the one-way travel distance from his/her home to the office.
b. If the employee will go from home to the appointment and back home, he/she may claim the total mileage traveled less the round trip travel distance from his/her home to the office.
c. Employees will not be reimbursed for mileage if the trip is on the way home. However, employees can be reimbursed for tolls and parking fees, if these would not ordinarily be incurred on their trip home.
First Reading by the Board of Trustees: 2/27/2017. Second Reading and adoption, 3/27/ 2017.
The Pearl River Public Library is public non-profit institution supported by the taxpayers of the Pearl River Union Free School District. Its primary function is to house the resources and to provide space for delivering the services offered by the Library.
In light of its educational mission, the Library permits tutoring in accordance with the guidelines provided below.
- There is no designated space in the Library for tutoring, nor may any space be reserved for tutoring.
- Some Library sponsored programs require interaction between the presenter and the participants. This sometimes raises the noise level in areas of the Library where tutors prefer to conduct their tutoring. Library sponsored programs will not be moved or modified to accommodate a tutoring session.
- When available the Community Room may be used as a tutoring space. A weekly calendar will be placed on all of the tables indicating when the Community Room is available.
- Tutors may not publish or distribute advertising or letters identifying the Library as their place of doing business or imply Library sponsorship or endorsement of their professional activities. Pursuant to the Library’s Code of Conduct, tutors may not solicit Library patrons in the Library.
- Any fees that are negotiated for tutoring are between the tutor and the person being tutored. The Library is in no way involved in fees charged, nor does it endorse the charging of fees for tutoring within the Library. All arrangements, monetary or otherwise, must be made between the tutor, student, and parents off Library property.
- The Library does not sponsor, recommend or assume liability or responsibility for the work and/or activities of the tutor and all arrangements must be made between the student/parent and the tutor. The tutor is responsible for establishing communication protocols for his or her students and their parents. The Library staff is not responsible for making or canceling tutoring session nor taking or relaying messages for tutors.
- Tutors may provide instruction for a maximum of two students per tutor, per session. The Library may not be used as a classroom or office space, but as a safe workspace for students and tutors.
- Tutors and students must bring their own supplies.
- Students being tutored are strongly encouraged to obtain a library card.
- Tutors and students are subject to all the Library’s Rules of Conduct and Internet Use Policy. The tutor shall be responsible for the students’ compliance with library rules.
- It is preferred that a parent, guardian or other responsible person remain in the Library while the student is being tutored. The Library assumes no responsibility for children left unattended.
First Reading by the Board of Trustees: 2/27/2017. Second Reading and adoption 3/27/2017.
Any unclaimed or unattended package discovered by staff or a patron should be treated with caution and care.
The following steps should be taken in the event an unattended or unclaimed package is discovered.
- The item should not be touched or moved by anyone.
- Staff member either making the discovery or being informed that such a package exists should immediately inform the Director. If the Director is unavailable the senior librarian in charge must be notified.
- The person notified will make a public announcement in the library using the following language:
“There is (describe item) in the (list area) that needs to be immediately claimed by
the person who left it there. Once you claim the (item) please let the nearest
librarian know you have claimed the item.” - If the item is not claimed within 5 minutes the public announcement will be made again.
- If the item is not claimed within 5 minutes of the second announcement the Library Director or the senior librarian in charge will immediately have the area vacated.
- The Library Director or the senior librarian in charge will then call the police and explain the situation.
- The vacated area will remain vacated until the police determine it is safe to return to the area.
First Reading and Approval by Board of Trustees: July 25, 2016
Wireless Internet Use Policy
The Pearl River Public Library is pleased to provide information resources to the public by providing free wireless Internet access for the use of our patrons. Wireless access is provided for use by the library patron’s personal computing equipment and is subject to the conditions outlined below. To learn how to access our wireless internet click here.
- Patrons must accept the library’s basic Internet Use Policy.
- Patrons are responsible for setting up his/her laptop and software to permit wireless access through the library’s network. Library Staff are not permitted to configure a person’s laptop or provide assistance with the installation of hardware or software.
- WiFi users assume all risks and responsibilities to provide anti-virus protection and appropriate security settings on their laptops. The library’s wireless connection is not secure.
- The library assumes NO responsibility for the safety of equipment or for laptop configurations, security, costs, claims, loss of data, service interruptions or damages arising from the use of electronic information resources and wireless access.
- Use of the Library’s wireless Internet connection is intended for private, non-commercial activities, and does not permit unauthorized sales, purchases and marketing.
- It is strongly advised that wireless communication not be used for the transmission of sensitive or personal information. The library cannot vouch for the success of any online transactions. The library disclaims all liability for loss of confidential information or damages resulting from that loss.
- Printers are NOT available to wireless users in the library. You may save documents to an email account and print them using one of the Library’s Internet computers. Printouts are 15 cents (per page bw) and 35 cents (per page color).
- The wireless Internet access may not be used to harass, disrupt, or embarrass other users, library staff or the public.
- Accessing Internet material considered offensive in a public building is not permitted. The Library Staff shall determine what materials are considered offensive.
- As with other library materials, parents or legal guardians must assume responsibility for deciding what library resources are appropriate for their own children.
- The Library’s wireless network may require periodic maintenance and the library cannot be held responsible for unforeseen down time.
Use of electronic resources not consistent with the Library’s policies and procedures will result in the loss of privileges. All copyright and licensing agreements must be respected. Any violation of local, state, federal or international laws will be handled with appropriate action.
Internet Use Policy
In response to the advances in technology and the changing needs of the community, the Pearl River Public Library endeavors to develop electronic collections, resources and services that continue to meet cultural, informational, recreational and educational needs. To access information about using our in-house computers click here.
- The Library does not monitor or control electronic information and cannot be held responsible for its content.
- Library staff cannot control access points that often change rapidly and unpredictably or be responsible for service interruptions.
- The Library makes no warranty, expressed or implied, for the timeliness, accuracy or usefulness of information accessed via the Internet.
- The Internet stations may not be used to harass, disrupt, or embarrass other users, library staff, or the public.
- The Library assumes no responsibility for costs, liabilities, claims, loss of data, service interruptions or damages arising from the use of electronic information resources.
- As with other library materials, parents or legal guardians must assume responsibility for deciding what library resources are appropriate for their own children.
The Pearl River Public Library provides access to a broad range of electronic resources. Use of these resources not consistent with the Library’s policies and procedures will result in the loss of privileges. All copyright and licensing agreements must be respected. Any violation of local, state, federal or international laws will be handled with appropriate legal action.
USER RULES AND PROCEDURES FOR ALL ELECTRONIC RESOURCES
- Computer stations may not be available for use during the first and last 30 minutes of the day.
- All Internet users must sign in at the sign-in station. Reservations must be made in person. Each Internet terminal must be reserved individually.
- Patrons must use their own library cards for all transactions related to computer workstation access and use.
- Limited guest passes are available for visitors.
- Patrons will abide by all time limits and session length restrictions in place.
- Two users per station is the maximum number permitted at one time.
- Patrons may not use personal software programs on library computers, alter or attach equipment to the library hardware or alter library software configurations. Patrons may save documents to a personal external memory stick or thumb drive. Patrons may not access the hard drive. Patrons may not turn off computers or tamper with or remove headphones.
- Library staff provides only basic assistance for use of electronic resources and equipment.
- A printing fee of 15 cents (bw) and 35 cents (color) per sheet of paper will be charged. Printing must be completed within the allotted time.
- No food or drink is permitted in the vicinity of library computer workstations.
ADDITIONAL RULES AND PROCEDURES FOR INTERNET USE
- Users should have no expectation of privacy for any materials residing on the workstation or server.
- Accessing Internet material considered offensive in a public building is not permitted. The Library staff shall determine what materials are considered offensive.
- Users who wish to access e-mail accounts must realize that e-mail is not a private communication.
- Use of the Pearl River Public Library Internet connection is intended for private, non-commercial activities.
- Information and resources on the Internet enhance those already held in the Library, but may not be the most appropriate medium for every search. Please ask a librarian for assistance with other library resources.
The Library makes its meeting rooms available to non-profit community groups for informational, educational, and cultural meetings. The Library does not advocate or endorse the viewpoints of meeting room users.
The Library’s meeting rooms and related facilities have been planned primarily to be used for Library sponsored and co-sponsored programs and activities. As a public institution, the Library also attempts to share these facilities with local non-profit community groups and organizations for educational, recreational, cultural and informational meetings and programs. Rooms are not available for religious services or for purely social occasions.
- Use of the community rooms shall be granted without respect to religion, color, or sex, to educational, social, civic and/or recreational groups that benefit the overall welfare of the community. All meetings and programs, whether Library sponsored or held by outside groups are free and open to the public. (In some instances, a supply fee or registration fee may be requested.)
- Repetitive use applications shall be issued for a period of up to 12 months and shall be valid only for the dates and times specified. The Library reserves the right to cancel such scheduling if the group fails to comply with regulations. Such cancellation will be communicated to the group concerned. Groups submitting new applications may be limited to one meeting room use per month.
- The Library reserves the right to require booking be made at least three weeks advance.
- The Library Director must approve each outside group or organization before they reserve a room. In all cases, regular library activities followed by Pearl River based groups shall precede outside requests. The library retains first priority use of all meeting rooms at all times, even if previously scheduled by an outside group, and upon notice, the Library reserves the right to withdraw permission for meeting room use to accommodate scheduling of library programs. The Library will provide as much advance notice as possible if a cancellation is required.
- The individual signing the application for use of the room on behalf of an organization must be 18 years of age or older, be a resident of the Pearl River School district and/or Town of Orangetown, and be in attendance during the time that the room is in use. Any exceptions must have the express approval of the Director.
- For those cases where scheduling conflicts arise, the Director or in her/his absence, the staff scheduling liaison, shall be the arbiter and her/his decision shall be final. Scheduling conflicts may be deemed to include events that would be scheduled for a time when no actual event is scheduled, but there would exist a time conflict due to insufficient staff and time available for room set up and breakdown before the next event.
- The Children’s Storytime Room is reserved primarily for the use of the Children’s Department. Small groups (2-12 persons) may meet in this room at the discretion of the Library Director and/or the Head of Children’s Services.
- The rooms may not be used for sale of goods or services, to promote services for which there is a charge, or to solicit donations with the exception of programs or sales conducted by the non-profit Library Friends group, the proceeds of which shall benefit the Library.
- Food and drinks are absolutely NOT allowed inside the library. (Speakers and performers may have water nearby for their use.) On occasion, limited refreshments may be served if and only if the express approval of the Director is obtained beforehand.
- No alcoholic beverages, no tobacco use and no gambling, are allowed on the premises.
- Persons using the facility may not attach to any surface, decorations, displays, etc., including signs on meeting room doors.
- Attendance to activities conducted in meeting rooms shall be limited to the number prescribed by local fire regulations or to the maximum of available chairs and tables, whichever is the lesser amount.
- All outside groups shall be responsible for their own publicity, and any publicity must clearly indicate that the activity is not sponsored by the Pearl River Public Library.
- Any damage or loss to the meeting room is the responsibility of the organization and shall be billed accordingly.
- Reserved Room Attendance Card must be completed and returned to the Circulation Desk immediately following the meeting/program. Attendance cards can be obtained from the Circulation Desk.
EMPLOYEE PROTECTION (WHISTLEBLOWER) POLICY
It is the intent of the Pearl River Public Library to be in full legal compliance with all laws and regulations governing the library. The library acknowledges that achieving such compliance requires the support of all library employees.
Any employee, who reasonably believes that some policy, practice, or activity of the Pearl River Public Library or any employee who reasonably believes that a staff employee or Board member either individually or collectively is in violation of law or state library regulations, may file a written complaint with the Board President. Such written complaint shall be considered privileged communication and shall be shared only with persons charged with investigating the complaint.
The Pearl River Public Library will not retaliate against any employee or employees who file such a written complaint. Such protection against retaliation shall be extended to any employee or employees who file a written complaint with any regulatory or law enforcement agency.
My signature below indicates my receipt and understanding of this Policy. I also verify that I have been provided with an opportunity to ask questions about the Policy.
Nothing is more important to Pearl River Public Library than the safety and security of our employees. Threats, threatening behavior, or acts of violence against employees, visitors, guests, or other individuals by anyone on Pearl River Public Library property will not be tolerated.
Any person who makes threats, exhibits threatening behavior, or engages in violent acts on Pearl River Public Library property will be removed from premises as quickly as safety permits and shall remain off Pearl River Public Library premises pending the outcome of an investigation.
Pearl River Public Library’s response to incidents of violence may include suspension and/or termination of any business relationship, reassignment of job duties, suspension or termination of employment, and criminal prosecution of those involved.
All Pearl River Public Library’s personnel are responsible for notifying the contact person designated below and the Security department who will in turn notify Administration of any threats they have witnessed, received, or have been told that another person has witnessed or received. Personnel should also report behavior they regard as threatening or violent if that behavior is job-related or might be carried out on a company-controlled site.
An employee who applies for or obtains a protective or restraining order that lists company locations as protected areas must provide a copy of the petition and declarations used to seek the order and a copy of any temporary or permanent protective or restraining order that was granted. Pearl River Public Library has confidentiality procedures that recognize and respect the privacy of the reporting employee(s).
Designated Contact Person:
Name: Eugenia Schatoff
Title: Director
Phone: 845-735-4084 x 118
Location: Pearl River Public Library
First Reading and Approval by the Board of Trustees: July 27, 2015