Library Policies

The Chappaqua Central School District Public Library (Library) welcomes children to use its facilities, resources and services.

Children of 10 years of age or older may visit the Library unattended.

For children under 10 years of age, a responsible parent, adult guardian or caregiver that is at least 14 years of age must:

●      accompany any child under 10 years of age who is using the Library.

●      always be in the same vicinity of any child under 8 years of age.

●      stay with any child under 6 years of age at all times.

Adopted by the Library Board of Trustees: April 20, 2021. Updated July 17, 2023.

The Chappaqua Library specifically recognizes its circulation records and other records identifying the names of library users to be confidential in nature.

Such records shall not be made available to any agency of state, federal or local government except pursuant to such process, order or subpoena as may be authorized under the authority of federal, state or local law which relates to civil, criminal or administrative discovery procedures or legislative investigatory power.

Upon receipt of such process, order or subpoena, the library’s officers will consult with their legal counsel to determine if such process, order or subpoena is in proper form and if there is a showing of good cause for its issuance. If the process, order or subpoena is not in proper form or if good cause has not been shown, they will insist that such defects be cured.

Ref: New York State Civil Practice Laws and Rules, Section 4509

Adopted January 31, 1985

Materials that no longer fit the stated mission and service priorities of the library will be withdrawn from the collection. This may include materials that are damaged, that include obsolete information, or that have not been used within a reasonable period of time.

Decisions will be based on accepted professional practice, such as those described in The CREW Method (continuous review, evaluation and weeding), and the professional judgment of the library director or designated staff. When necessary, local specialists will be consulted to determine the continued relevance and reliability of materials.

Items withdrawn from the collection will be disposed of in accordance with local law, which permits discarding worn, dirty, or dangerously outdated material into the trash, recycling, or transfer to the Friends of the Chappaqua Library for sale. No withdrawn items may be sold or given directly to individuals or groups; however, items that do not sell in the Friends sale may be transferred to other nonprofit organizations or placed in a “free books” area for anyone to take. Discarded magazines and newspapers may be given to other area libraries or social service agencies or recycled at the discretion of the library director.

Adopted by the Library Board of Trustees: October 19, 2010

The library has three display cases, two (2) large multi-shelve units, and one (1) flat case unit.

The materials displayed in the library display cases shall reflect its role as an educational and cultural institution. The displays will be free and open to the public. All displays must be reviewed and approved by the library curator.

Responsibility: The use of the display cases of the Chappaqua Library is scheduled at the discretion of the curator. All display material must be delivered to the library by the exhibitor or representative in display-ready condition at the convenience of the curator.
All displays will be shown for four to six weeks.
The location and overall appearance of the display cases is the sole responsibility of the curator.
Use of the display cases for Chappaqua Library programs and library exhibits takes precedence over use by outside groups and individuals.

Eligibility: Any person, group or organization is subject to the applicable Chappaqua Library Board of Trustees policies which may prohibit or limit the use of the facilities by commercial organizations and to applicable New York State Education Law (section 414) that may, among other things, prohibit or limit the use of facilities by: a) partisan political groups for political purposes and b) religious groups for religious purposes.

Liability and Financial Responsibility: The Library does not accept any responsibility or liability for the preservation, protection, loss of or damage to any part of a display at any time. All items brought to and placed in the Library are done so at the owner’s risk. The owner of the displayed materials shall indemnify and hold the Library harmless from any loss, damage, liability, costs and/or expense, including but not limited to attorney fees, that may arise during or to be caused in any way by the owner’s use of the Library display cases and compensate the Library for any damages to the Library’s Display Cases, or other property of the Library caused by or resulting from the use of the Display Cases.

Applications: Applications must be submitted in writing to the curator on the application form provided by the library.

Extended loans or fine free borrowing may be requested from the head of circulation. Requests must be made and approved prior to checkout. Note that such requests are an exception to our regular borrowing policies. Consideration will be given based on the amount of time needed, as well as the number and popularity of items requested. 

Items kept longer than 12 weeks will automatically be considered lost and the borrower will be billed for the replacement charge.

Adopted by the Library Board of Trustees: April 20, 2021.

POLICIES AND RULES GOVERNING USE OF THE CHAPPAQUA LIBRARY CHILDREN’S PROGRAM ROOM AND OTHER SPACES AS DEEMED APPROPRIATE BY THE DIRECTOR

Theses Policies and Rules Governing Use of the Chappaqua Library Children’s Program Room and Other Spaces as Deemed Appropriate by the Director supplement the Policies and Rules Governing Use of the Chappaqua Library Facilities Generally (“General Policies”) and supersede the General Policies to the extent, if any, specifically set herein as they relate to the Children’s Program Room and other spaces deemed appropriate by the Director. Terms which are capitalized but not defined in these Policies and Rules have the same meaning in theses Policies and Rules as they are given in the General Policies. All users must be familiar with and abide by all applicable policies and rules.

1. Administration: No change from the General Policies.
2. Eligible Sponsors: No change from the General Policies.
3. Eligible Activities: No change from the General Policies.
4. Reservations: No change from the General Policies.
5. Priority of Use: No change from the General Policies.
6. Cancellation of Reservations: No change from the General Policies.
7. Sponsor’s Responsibilities: No change from the General Policies.
8. Liability and Financial Responsibility: No change from the General Policies.
9. Certificate of Insurance: Superseding the General Policies, the Library Director may waive or reduce the amount of insurance coverage otherwise required for use of the Children’s Program Room or another room after consultation with the Library’s insurance broker or another risk manager based upon the nature of the activity and level of attendance expected.
10. Admission Charges and Donations: No change from the General Policies.
11. Publicity: No change from the General Policies.
12. Rental Fees: No change from the General Policies.
13. Smoking and Alcoholic Beverages: No change from the General Policies.
14. Use of Library Equipment: Supplementing the General Policies, the Director may allow use of the Staff Kitchen for meetings, but any use of the Staff Kitchen equipment by a Sponsoring Organization is prohibited.
15. Kitchen Use: No change from the General Policies.
16. Amendments and Changes: No change from the General Policies.

Adopted by the Chappaqua Library Board of Trustees on October 20, 2009

I have read and agree to the above Children’s Program Room and Other Spaces policy.

______________________________________ _______________________________________________
Name of Organization Signature of Chappaqua resident in charge of program

_________________________________
Date

POLICIES AND RULES GOVERNING USE OF THE CHAPPAQUA LIBRARY FACILITIES GENERALLY

Theses Policies and Rules Governing Use of the Chappaqua Library Facilities Generally are applicable to third-parties’ reservation and use of Library facilities as a general matter. Use of specific facilities such as the Theater or the Children’s Program Room may be subject to additional Policies and Rules which supplement or may in specific cases supersede these Policies and Rules. Any user must be familiar with and abide by all applicable policies and rules.

1. Administration: The Library Director is responsible for the administration and scheduling of theater, meeting rooms, and all other facilities in the Library (“Facilities”). Scheduled activities must not interfere with the normal operation of the Library during business hours.
2. Eligible Sponsors: Facilities may be reserved and used for programs, events, and exhibits by Friends of the Chappaqua Library and other educational, cultural, and civic organizations based in the Chappaqua Central School District (“Sponsoring Organization”), or in a neighboring community whose library has no similar facility available when the program, event or exhibit must occur.
3. Eligible Activities: Facilities may not be used for private parties or for programs or events involving the sale, advertising, solicitation, or promotion of commercial products or services immediately or at a future time. All events must be open to the public.
4. Reservations: Reservation for use of a Facility must be made on an official application form and will be scheduled on a first-come, first-served basis. To be valid, a reservation must be confirmed in writing by the Library Director or a staff member designated by the Director. The Sponsoring Organization may hold a maximum of 12 programs, events, or exhibits during a 1- year period.
5. Priority of Use: Priority for use of Facilities shall be given in the following order: 1) the Library; 2) Friends of the Chappaqua Library; 3) other educational, cultural, and civic organizations based in the Chappaqua Central School District.
6. Cancellation of Reservations: A reservation may be canceled by the Sponsoring Organization, but if it is not cancelled at least 24 hours in advance, then fees already paid will be forfeited. If the Library closes and all scheduled activities are canceled due to unforeseen or emergency circumstances, then fees already paid will be refunded or the reservation rescheduled. The library reserves the right to cancel a reservation, refunding fees already paid, with at least one week’s notice, in the event of a critical need of the space from something of higher priority, as defined above.”
7. Sponsor’s Responsibilities: The Sponsoring Organization must identify an adult member of the Sponsoring Organization who will be present in the case of a program or event and who will be responsible for compliance with the rules of the Library (“Responsible Person”). The Sponsoring Organization shall be responsible for the preservation of order and for restoring the Facility to its original condition immediately upon completion of the scheduled activity, which may include cleaning the Facility, putting away or rearranging chairs, tables, and other equipment, disposing of trash, and otherwise making the Facility ready for the next user. Any Sponsoring Organization violating this rule may forfeit the right to any future use of any Facility and will be liable for any additional costs incurred by the Library in cleaning and restoring the Facility. The Responsible Person or another representative of the Sponsoring Organization must notify the Library custodian when the scheduled activity is over, so that together they can examine the Facility that was used to make certain that the Facility has been properly restored to the Library custodian’s satisfaction.
8. Liability and Financial Responsibility: The Library does not accept any responsibility for the personal safety of any person, either inside or outside the Library, before, during, or after the use of any Facility. The Library is not responsible for damage, loss, or theft of personal property. The Sponsoring Organization and all users shall indemnify and hold the Library harmless from any loss, damage, liability, costs and/or expense, including but not limited to attorney fees, that may arise during or to be caused in any way by the Sponsoring Organization’s use of the Facility and compensate the Library for any damages to the Facility, or other property of the Library caused by or resulting from the use of the Facility.
9. Certificate of Insurance: The Sponsoring Organization must provide a Certificate of Insurance form showing minimum limits of liability coverage of $1,000,000 per occurrence ($2,000,000 if alcohol is served) and $2,000,000 aggregate, which names the “Chappaqua CSD Public Library” as an additional insured, and providing contractual liability for the hold harmless and indemnification provisions of this policy. The Certificate of Insurance must be produced prior to the use of the Facility. Superseding the General Policies, the Library Director may waive or reduce the amount of insurance coverage otherwise required for use of the Children’s Program Room or another room after consultation with the Library’s insurance broker or another risk manager based upon the nature of the activity and level of attendance expected.
10. Admission Charges and Donations: Admission to events, programs, and exhibits must be free and open to the public, but Sponsoring Organizations may collect donations.
11. Publicity: All publicity and promotional material for a Sponsoring Organization’s program, event, or exhibit must include a statement that the activity is open to the public and a disclaimer stating the fact that the activity is not sponsored by the Library and that the Library does not have any relationship to the Sponsoring Organization or the activity.
12. Rental Fees: Fees for the use of the Facilities are listed on the application form and must be paid upon confirmation of the reservation/by the date of the activity. Tipping of Library personnel is not permitted.
13. Smoking and Alcoholic Beverages: No smoking is allowed inside the Library. Permission to serve or consume alcoholic beverages must be requested in writing (see line 3 on application form) and received from the Library Director at the time of confirmation of the reservation.
14. Use of Library Equipment: If Library’s equipment is to be used, that must be noted on the application for the reservation, and the Library will supply basic instruction in the use of the equipment.
15. Kitchen Use: The use of the kitchen located in the rear custodial area is limited to the preparation of simple refreshments. The Library does not provide tablecloths, paper plates, napkins, towels, etc. When such items are used, they must be properly disposed of in containers provided. Equipment must be cleaned and put away, and users must leave the kitchen clean and orderly.
16. Amendments and Changes: The Library may amend, revoke, or replace any of the forgoing Policies and Rules at any time and for any reason, subject only to the discretion of the Library’s Board of Directors and applicable law.

Adopted by the Chappaqua Library Board of Trustees on October 20, 2009.

I have read and agree to the above facilities policy.

______________________________________ _______________________________________________
Name of Organization Signature of Chappaqua resident in charge of program

_________________________________
Date

The Library has private study rooms for patron use.

Priority will be given to residents of the Chappaqua Central School District and Chappaqua Library cardholders.

Only residents of the Chappaqua Central School District and Chappaqua Library cardholders may reserve a study room.

Individuals who are not residents of the Chappaqua Central School District or Chappaqua Library cardholders may not reserve a study room. If a study room is available the non-resident may be given access to a study room to use for a two hour time period.

Rules for reservations by residents of the Chappaqua Central School District or Chappaqua Library cardholders:

•  The room reservations are made on a first come first serve basis.
•  Rooms are reserved for a maximum of two-hours (2 hours). Rooms are held for 15 minutes after reservation begins and may be forfeited after that time.
•  Room reservations may be booked up to two weeks in advance.
•  Room assignment is at the discretion of Library staff.
•  The room must be used by the patron who booked the room. A Chappaqua library card or other identification must be presented before being admitted to the room.

If a person is asked to leave a room because the two hours are up, there is no guarantee that another room will be available.

All personal belongings must be taken when leaving the room. The Library does not accept any responsibility for damage, loss, or theft of personal property.

Patrons will be asked to leave the room if not abiding by the rules.

The Library may amend, revoke, or replace any of the forgoing Policies and Rules at any time and for any reason, subject only to the discretion of the Library’s Board of Directors and applicable law.

Adopted by the Chappaqua Library Board of Trustees – March 2016.

Revised by the Chappaqua Library Board of Trustees – July 2016.

POLICIES AND RULES GOVERNING USE OF THE CHAPPAQUA LIBRARY THEATER

Theses Policies and Rules Governing Use of the Chappaqua Library Theater supplement the Policies and Rules Governing Use of the Chappaqua Library Facilities Generally (“General Policies”) and supersede the General Policies to the extent, if any, specifically set herein as they relate to the Theater. Terms which are capitalized but not defined in these Policies and Rules have the same meaning in theses Policies and Rules as they are given in the General Policies. All users must be familiar with and abide by all applicable policies and rules.

1. Administration: No change from the General Policies.
2. Eligible Sponsors: No change from the General Policies.
3. Eligible Activities: No change from the General Policies.
4. Reservations: No change from the General Policies.
5. Priority of Use: No change from the General Policies.
6. Cancellation of Reservations: No change from the General Policies.
7. Sponsor’s Responsibilities: Supplementing the General Policies, use of the Theater also is subject to Regulations for Productions, rev. 4/97.
8. Liability and Financial Responsibility: No change from the General Policies.
9. Certificate of Insurance: No change from the General Policies.
10. Admission Charges and Donations: No change from the General Policies.
11. Publicity: No change from the General Policies.
12. Rental Fees: No change from the General Policies.
13. Smoking and Alcoholic Beverages: No change from the General Policies.
14. Use of Library Equipment: Supplementing the General Policies, if Library’s projection room equipment is to be used, that must be noted on the application for the reservation, and the Library will supply basic instruction in the use of the equipment.
15. Kitchen Use: No change from the General Policies.
16. Amendments and Changes: No change from the General Policies.

Adopted by the Chappaqua Library Board of Trustees on October 20, 2009

I have read and agree to the above theater policy.

______________________________________ _______________________________________________
Name of Organization Signature of Chappaqua resident in charge of program

_________________________________
Date

8.A Purchasing and Bidding Regulations 

It is the goal of the Library Board of Trustees (“Board of Trustees”) to purchase competitively, without prejudice or favoritism, and to seek the maximum value for every dollar spent. The purchasing policies and procedures of the Chappaqua CSD Public Library (“Library”) shall comply with all applicable laws and regulations of the State of New York.

The following sets forth the Library’s policy for the purchase of goods and services: 

I. The Library Director may purchase goods and services up to the amount of $2,000 per procurement of good or service (the “Director’s Threshold”) for Library purposes without advance approval of the Board of Trustees for goods and services required in the ordinary operation of the Library including without limitation recurring expenses. Every effort will be made to obtain the lowest cost for materials and services purchased by the Library Director. Each such purchase by the Library Director shall be subject to the Claims Audit Policy (as set forth herein) and shall be approved by the Board of Trustees at the next monthly Board of Trustees’ meeting following such purchase.

II. Purchases above the Director’s Threshold shall require advance approval by the Board of Trustees and shall be documented as set forth in this Policy. Purchases shall be approved at a scheduled Board of Trustees’ meeting.

III. For Purchase Contracts and Public Works Contracts above the General Municipal Law (“GML”) monetary threshold, competitive bidding shall be required in accordance with the GML. The General Municipal Law requires that Purchase Contracts for materials, equipment and supplies involving an estimated annual expenditure exceeding $20,000 and Public Work Contracts involving an expenditure of more than $35,000 (respectively “GML Monetary Threshold”) will be awarded only after responsible bids have been received in response to a public advertisement soliciting formal bids (“Competitive Bidding”). General Municipal Law states that a Purchase Contract (“Purchase Contract”) is a contract involving the acquisition of commodities, materials, supplies or equipment and a Public Work Contract (“Public Work Contract”) is a contract involving services, labor or construction.

IV.  The requirements for Competitive Bidding shall be as the follows:IV. The requirements for Competitive Bidding shall be as the follows:

1. The Library will first determine if the proposed procurement is a Purchase Contract or a Public Work Contract.
2. If the procurement is either a Purchase Contract or a Public Work Contract, the Library will then determine whether the amount of the annual procurement is above the applicable GML Monetary Threshold. The Library will maintain proper written documentation which will set forth the method in which it determined whether the procurement is a Purchase Contract or a Public Work Contract.
3. In the event that a contract combines the provision of material purchases and labor and services purchases, the Library, in determining the appropriate monetary threshold criteria to apply to the contract, will determine whether the material purchases or labor and services purchases is the predominant part of the transaction and apply the applicable GML Monetary Threshold based on the predominant part of the transaction. 
4. The Library will also determine whether any exceptions to the Competitive Bidding requirements (as set forth below) exist.
5. If Competitive Bidding is required, the Request for Proposals (“RFPs”) shall be prepared. RFP will contain critical details of the engagement, including the methods which the Library will use in selecting the service.
6. The Library shall receive written responses to the RFP which shall include the date, description of the item or details of service to be provided, price quoted, name of contact. The Library will maintain documentation that will include advertisements, specifications and the awarding resolution.
7. The Library Director shall be authorized to open and record bids in accordance with the GML. 
8. Contracts shall be awarded by the Board of Trustees to the lowest responsible bidder meeting the scope of the procurement (as recommended by the Director), who has furnished the required security after responding to an advertisement for sealed bids. 
9. Proper written documentation will also be required when a contract is not awarded to the vendor submitting the lowest quote, setting forth the reasons therefore. That vendor may be given an opportunity to defend his product and/or reputation before the Board of Trustees. Circumstances under which the contract may not be awarded to the lowest responsible bidder may include, but are not limited to: (1) vendor cannot guarantee delivery of goods or services within the time frame or under the conditions established by the library; (2) vendor's terms of payment are disadvantageous to the library; (3) vendor cannot comply with the full specifications set forth in the bid; (4) vendor's after purchase support services are deemed inadequate; and (5) vendor cannot provide adequate references.

V.  Exceptions to Competitive Bidding Requirements may exist. The Library will not be subject to competitive bidding requirements when the Board of Trustees, in its discretion, determines that one of the following situations exists: 

1. Emergency situations

1. The situation arises out of an accident or unforeseen occurrence or condition or casualty;
2. A building, property, or the life, health, or safety of an individual on library property is affected; or
3. The situation requires immediate action which cannot await competitive bidding.

However, when the Board passes a resolution that an emergency situation exists, the Library will make purchases at the lowest possible costs, seeking competition by informal solicitation of quotes or otherwise, to the extent practicable under the circumstances. In this instance, the Library will maintain records of verbal (or written) quotes. In the case of Emergency Situations, the Board of Trustees may use discretion as to lowest bidder based on the availability of the vendor and time frame of completion of the repairs.

2. Sole Source when there is only one possible source from which to procure goods or services required in the public interest. In this instance, the Library will maintain written documentation of its attempt to procure additional bids and that no other item or service provides substantially equivalent or similar benefits. The benefits received and the cost of the item or service shall be reasonable, when compared to alternative methods. 
3. If reasonable attempts have be made to obtain the required number of quotes and less than the required number of quotes are received because of the lack of interest on the part of vendors, or the number of vendors dealing in the product is limited, the Library Director and Board of Trustees shall have the discretion to award the order based on the best quote from those that have been received.
4. Procurements of professional services, which, because of the confidential nature of the services, do not lend themselves to procurement through solicitation.

VI.  Purchases over the Director Threshold but under the GML Monetary Threshold shall be procured by the Library through a competitive quote process (“Quote”) in a manner to ensure the prudent and economical use of public monies in the best interests of the taxpayers. The requirements for quotes shall be as follows:

1. Multiple Quotes will be secured by written or verbal quotations.
2. Verbal Quotes shall include a telephone log or other record will set forth, at a minimum, the date, item or service desired, price quoted, name of vendor, name of vendor's representative. Written Quotes shall include at a minimum, the date, description of the item or details of service to be provided, price quoted, name of contact. 

VII.  All RFPs and Quotes shall be reviewed and negotiated on a fair and equal basis. The evaluation will consider price plus other factors such as:

1. The special knowledge or expertise of the professional or consultant service;
2. The quality of the service to be provided;
3. The staffing of the service; and
4. The suitability for the Library’s needs.

VIII.  The Library will not be required to competitively bid or secure alternative proposals, or Quotes for those purchases that meet the following criteria:

1. Under a state contract;
2. Under a county contract;
3. From sources other than county or state contract provided that such product(s) are substantially similar in function and are lower in price or available under terms which are more economically efficient;
4. Articles manufactured in state correctional institutions; or
5. From agencies for the blind and severely disabled.

IX.  Procurements from Other than the "Lowest Responsible Dollar Offer" 

The Library will provide justification and documentation of any contract awarded for other than the lowest responsible dollar offer,setting forth the reasons why such award is in the best interests of the Library and otherwise furthers the purposes of Section 104-b of the General Municipal Law. Circumstances under which the contract may not be awarded to the lowest responsible bidder may include but are not limited to: (1) vendor cannot guarantee delivery of goods or services within the time frame or under the conditions established by the library; (2) vendor's terms of payment are disadvantageous to the library; (3) vendor cannot comply with the full specifications set forth in the bid; and (4) vendor's after purchase support services are deemed inadequate.

The unintentional failure to comply fully with the provision of GML Section 104-b shall not be grounds to void action taken or give rise to a cause of action against the Library or Library Director.

Adopted by the Library Board of Trustees – March 16, 2021

8.B Procurement Policy

The Board of Trustees establishes the following policy:

1. Library materials: Books, magazines, AV, and other such materials intended for patron use are generally purchased from vendors offering volume discounts or vendors offering a state contract. Materials available only from the publisher are generally purchased with little or no discount.
2. Capital and One-Time Purchases: The following schedule applies to capital or one-time purchases for items or services where there are sufficient budgeted funds.

Purchase Amount Policy

3. All checks drawn on the library account must have two signatures.  One signature must be that of the Treasurer or, in his or her absence, one officer of the Board.

4. All financial records will be reviewed annually and audited by a certified accounting firm and subject to auditing standards and opinions rendered.

Adopted by the Library Board of Trustees
December 2015

8.C Investment Policy

1. Scope

This investment policy applies to all monies and other financial resources available to the Chappaqua CSD Public Library for investment on its own behalf or on behalf of any other entity or individual.

2. Objectives 

The primary objective of the Chappaqua CSD Public Library’s investment activities are, in order of priority:

• 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 a reasonable rate of return (yield).

3. Delegation of Authority

The Board of Trustees delegates responsibility for oversight of the policy to the Finance Officer, or other officer so designated.  Administration of the program shall be designated to the Library Director 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 records incorporating description and amounts of investments, transaction dates, and other relevant information, and regulate the activities of subordinate employees.

4. Prudence

All participants in the investment process shall seek to act responsibly as custodians of the public trust.  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 speculations, but for investment, considering the safety of the principal as well as the probable income to be derived.

5. Diversification

It is the policy of the Chappaqua CSD Public Library to diversity its deposits and investments by financial institution, by investment instrument, and by maturity scheduling.

8. Internal Controls

It is the policy of the Chappaqua CSD Public Library for all public monies collected by any officer or employee of the Library to transfer those funds to the Director within the time period specified by law.

The Director is responsible for establishing and maintaining an internal control structure to insure that the assets of the Library are protected from loss, theft, or misuse.  The internal control structure shall be designed to provide reasonable assurance that these objectives are met and that transactions are executed in accordance with management’s authorization and recorded properly, and managed in compliance with applicable laws and regulations.

7. Designation of Depositaries

The banks and trust companies authorized for the deposit monies are reviewed and approved by the Board at its July meeting.

8. Collateralizing of Deposits

In accordance with the provisions of General Municipal Law §10, all deposits of the Chappaqua CSD Public Library, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured by a pledge of “eligible securities” with an aggregate “market value” of 102% of the aggregate amount of deposits from the following categories:

1. Obligations issued, or fully insured or guaranteed as to the payment of principal and interest, by the United States of America, an agency thereof or a United States government sponsored corporation.
2. Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the market value of the obligation that represents the amount of the insurance or guaranty.
3. Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by a municipal corporation, school district or district corporation of such state or obligations of any public benefit corporation which under a specific state statute may be accepted as security for deposit of public monies.
4. Such other instruments of securities as may, from time to time, be legally permissible collateral for deposit of municipal corporation monies.Safekeeping and Collateralization

   In accordance with General Municipal Law §10, all library deposits in excess of those insured by the Federal Deposit Insurance Act shall be secured

9. Safekeeping and Collateralization

In accordance with General Municipal Law §10, all library deposits in excess of those insured by the Federal Deposit Insurance Act shall be secured:

1.  By eligible securities used for collateralizing deposits shall be held by a third party bank or trust company subject to security and custodial agreements.

The security agreement shall provide that eligible securities are being pledged to secure Library deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default.  It shall also provide the conditions under which the securities may be sold, presented for payment, substituted or released and the events which will enable the Library to exercise its rights against the pledged securities.  In the event that the securities are not registered or inscribed in the name of the Library, such securities shall be delivered in a form suitable for transfer or with an assignment in blank to the Chappaqua CSD Public Library or its custodial bank.

The custodial agreement shall provide that securities held by the bank or trust company, or agent of and custodian for, the Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities.  The agreement should also describe that the custodian shall confirm the receipt, substitution or release of securities.  The agreement shall provide for the frequency of revaluation of eligible securities and for the substitutions of securities when a change in the rating of a security may cause ineligibility.  Such agreement shall include all provisions necessary to provide the Library a perfected interest in the securities; or

2.  By a bond executed by an insurance company authorized to do business in New York, the claims-paying ability of which is rated in the highest rating category by at least two nationally recognized statistical rating organizations; or

3.  By an irrevocable letter of credit issued in favor of the local government for a term not to exceed ninety days by a bank (other than the bank with which the money is being deposited or invested) whose commercial paper and other unsecured short-term debt obligations (or, in the case of a bank which is the principal subsidiary of a holding company, whose holding company’s commercial paper and other unsecured short-term debt obligations ) are rated in one of the three highest rating categories (based on the credit bank or holding company) by at least one nationally recognized statistical rating organization or by a bank (other than the bank with which the money is being deposited or invested) that is in compliance with applicable federal minimum risk-based capital requirements.

10. Permitted Investments

As authorized by General Municipal Law § 11, the Chappaqua CSD Public Library authorizes the Finance Officer and one other Board member to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments:

• Special time deposit accounts authorized to do business in New York State;
• Certificates of deposit;
• Obligations backed by the full faith and credit of the United States of America;
• Obligations guaranteed by agencies of the United States of America where payment or principal and interest are guaranteed by the United States of America;
• Obligations backed by the full faith and credit of the State of New York;
• Obligations issued pursuant to LFL §24.00 or 25.00 (with approval of the State Comptroller) by any municipality, school district or district corporation other than the Chappaqua CSD Public Library.
• Obligations of public authorities, public housing authorities, urban renewal agencies and industrial development agencies where the general State statutes governing such entities or whose specific enabling legislations authorizes such investments,

All investment obligations shall be payable or redeemable at the option of the Chappaqua CSD Public Library within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided. 

11. Authorized Financial Institutions 

The Chappaqua CSD Public Library shall maintain a list of financial institutions approved for investment purposes and establish appropriate limits to the amount of investments which can be made with each financial institution.  This listing will be evaluated annually.  All financial institutions with which the Library conducts business must be credit worthy.  Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the Chappaqua CSD Public Library.  The Treasurer and one Board member are responsible for evaluating the financial position and maintaining a listing of proposed depositories and custodians.  

12. Purchase of Investments

The Director, or other designee, is authorized to contract for the purchase of investments:

1. Directly, including through a repurchase agreement, from an authorized trading partner.

2. By participation in cooperative investment program with another authorized governmental entity pursuant to Article 5G of the General Municipal Law where such program meets all the requirement set forth in the Office of the State Comptroller Opinion No. 88-46, and the specific program has been authorized by the governing board.

3. By utilizing an ongoing investment program with an authorized trading partner pursuant to a contract authorized by the Chappaqua CSD Public Library Board of Trustees.

All purchased obligations, unless registered or inscribed in the name of the Chappaqua CSD Public Library, shall be purchased through, delivered to and held in the custody of a bank or trust company.  Such obligations shall be purchased, sold or presented for redemption or payment by such bank, or trust company only in accordance with prior written authorization from the persons authorized to make the investment.  All such transactions shall be confirmed in writing to the Chappaqua CSD Public Library by the bank or trust company.  Any obligation held in the custody of a bank or trusts company shall be held pursuant to a written custodial agreement as described in General Municipal Law §10.

The custodial agreement shall provide that securities held by the bank or trust company, as agent of and custodian for, the Chappaqua CSD Public Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposits or other liabilities.  The agreement shall describe how the custodian shall confirm the receipt and release of securities.  Such agreement shall include all provisions necessary to provide the Chappaqua CSD Public Library a perfected interest in the securities.

13. Review of Adopted Policy

In accordance with General Municipal Law §39, this policy shall be reviewed at least annually.  It should be reviewed more frequently as circumstances and/or laws change, and amended as appropriate by resolution of the Board of Trustees.

Adopted by the Library Board of Trustees - December  2015

Revised (to include General Municipal Law guidelines on additional securities) and approved by the Library Board of Trustees - February 26, 2019

8.D Fund Balance Policy

Purpose:

The Board recognizes that the maintenance of a fund balance is essential to the preservation of the financial integrity of the Library and is fiscally advantageous for both the Library and the taxpayer.  Fund balance provides a degree of stability and the resources to weather fluctuations in revenues and expenditures without severely impacting real property tax rates.  Fund balance also serves as a cushion to enable the operation of the Library without interruption in the event of an emergency.

Definitions:

Fund balance is a measurement of available financial resources and is the difference between total assets and total liabilities in each fund.

The Governmental Accounting Standards Board (GASB) issued GASB Statement Number 54, Fund Balance Reporting and Governmental Fund Type Definitions. Statement 54 abandons the reserved and unreserved classifications of fund balance and replaces them with five new classifications for Governmental Funds based on the strength of the constraints that control the purposes for which specified amounts can be spent.  Beginning with the most restrictive constraints, fund balance amounts will be reported in the following categories:

• Nonspendable fund balance – amounts that are not in a spendable form (e.g. inventory) or are legally or contractually required to be maintained intact (e.g. principal of a permanent fund);

• Restricted fund balance– amounts that can be spent only for a specific purpose stipulated by external parties or legislation (e.g.. grants or donations);

• Committed fund balance– amounts that can be used only for the specific purposes determined by a formal action of the Library Board of Trustees.  Commitments may be changed or lifted only by referring to the formal action that imposed the constraint originally (e.g., parking expansion and children’s room construction).

• Assigned fund balance– amounts intended for a particular purpose (e.g. health, pension) expressed by the Library Board of Trustees or by a designee to whom the governing board delegates the authority;

• Unassigned fund balance – includes all funds not contained in other classifications or not restricted in any manner.  Unassigned amounts are available for any legal purpose.

The Library Director is in charge of the policy at the discretion of the Library Board of Trustees.  The responsibility for designating funds to a specific classification shall be as follows:

• Committed fund balance – The Library Board of Trustees must take formal action in the form of a resolution approved by the Board to establish, modify, or rescind a fund balance commitment.

• Assigned fund balance – The Library Board of Trustees authorizes the Director to assign a fund balance to a specific purpose as approved by this fund balance policy.

Established by the Library Board of Trustees under advice of the Library’s auditor to comply with GASB Statement 54 – February 26, 2019.

8. E Credit Card Policy

The Board of Trustees establishes the following policy:

A Bank Credit Card is established in the name of the Chappaqua CSD Public Library and the specific name of the Library Director.

All monthly bank statements and correspondence will be sent to the Chappaqua CSD Public Library.

The Bank Credit Card is only to be used for work related travel expenses, for time sensitive utility bills, anti-virus software, and pre-payment of materials when required by a vendor.

The Bank Credit Card will be kept in a locked and secure location.

Credit card expenditures will be paid by check after approval by the Board.

Expenses may be incurred under the following conditions:

1. Prior approval of the expenditure has been given by the Library Director or Assistant Director in their absence.
2. Expenditures must be within the guidelines of the particular activity of the approved budget.
3. The card is not to be used for personal expenses.
4. Proper documentation to support the expenditure must be submitted prior to the receipt of the monthly statement.

The library credit card is considered a method of payment for convenience purposes; expenditures paid for on the library credit card under the Credit Card Policy are considered separate claims for purposes of determining required approval.

Adopted by the Library Board of Trustees– March 16, 2021

8.F Gifts Policy

The Chappaqua Library welcomes gifts of new and used books, audio recordings, and DVDs, and similarmaterials. Items will be added to the collection in accordance with the selection policy of the library. Once donated,items become the property of the Chappaqua Library, and may be discarded if they are not added to thecollection. The donor may place no conditions on the donation. Donated items will not be returned to the donor, and the library will not accept any item that is not an outright gift.

The library will acknowledge receipt of donated items, but is unable to set fair- market or appraisal values. Itis recommended that the donor make a list of  items donated. If items are being donated to obtain a tax benefit, it is thedonor’s responsibility to establish fair-market value or obtain expert assistance in establishing any value. Once adonated item has been added to the library collection, it is subject to all other library policies and may bediscarded according to the policy on withdrawal and disposition of library materials.

Monetary gifts, bequests, and memorial or honorary contributions are particularly welcome. Funds donated willbe used to purchase items in accordance with the selection policy of the library.

Books and other materials purchased with bequests and memorial or honorary contributions will beidentified with special donor plates whenever possible. If requested at the time the donation is made, notification ofmemorial or honorary contributions will be sent to the family of the person being recognized. Suggestions forsubject areas or other areas of interest are welcome and will be followed to the extent that such items meet the library’s selection policy and collection needs.

Acceptance of donations of equipment, real estate, stock, artifacts, works of art, collections, etc., will bedetermined by the library board based on their suitability to the purposes and needs of the library, laws andregulations that govern the ownership of the gift, and the library’s ability to cover insurance and maintenance costsassociated with the donation.

Adopted by the Library Board of Trustees: October 19, 2010 

8. G Treasurer 

The Library Board of Trustees shall appoint a Treasurer. 

The Treasurer may be a volunteer or paid position and shall not be either an employee of the Library or a member of the Board of Trustees. The Treasurer shall not be an employee of the accounting firm hired to maintain the financial records of the Library. 

Responsibilities of the Treasurer include maintaining bank accounts, advising on investments, reviewing checks prior to release for accuracy and requisite documentation and approvals, signing checks, and reviewing bank statements. 

All investments shall be made in accordance with the GML or as otherwise approved by  the State Comptroller. Investments types include time deposit accounts or certificates of deposit in commercial banks and trust companies located and authorized to do business in New York State; obligations made by the United States of America or guaranteed by the United States of America; and in limited circumstances, obligations of municipalities and other municipal corporations.

If the Treasurer deems it advisable to partner with regional community foundations to allow the foundation to accept donations on behalf of the Library and to invest them in a diversified manner, such proposed relationship must be approved by the Board of Trustees and is subject to review and comment by the Library’s legal and financial advisors.

The Treasurer shall provide a monthly financial report to the Board of Trustees showing receipts, expenditures and a comparison with the budget.

Adopted by the Library Board of Trustees – March 16, 2021

8.H. Payroll Approval Policy

Individuals shall not be added to payroll unless a vacant civil service position exists. New positions shall be created at the recommendation of the Library Director and only after the approval by majority vote of the Board of Trustees for the creation of the position at a scheduled Board of Trustees meeting. All positions shall be approved by the Board of Trustees establishing the title and salary. The Board of Trustees shall appoint the individual to the position upon the recommendation of the Library Director.

Adopted by the Library Board of Trustees – March 16, 2021

8.I CLAIMS AUDIT POLICY

1. Each claim represents a legitimate Library expenditure;
2. Board-adopted policies have been complied with in the procurement of goods and services;
3. Each claim is for an appropriate business purpose;
4. Each claim is properly supported and charged to the correct fiscal year; and
5. Each claim falls within applicable spending limits.

Before payment is rendered, all checks must be accompanied with an invoice or other appropriate documentation indicating the vendor and the item purchased or service provided. Invoices shall be coded by the Library Director to note if advance Board of Trustee’s approval is required or if such expenditure was made in advance of such approval, such as in connection with expenditures from petty cash, for recurring utilities and subscriptions and for Library Director’s expenditures under the Director Threshold. Invoice for Purchase Contracts and Public Work Contracts that require Board of Trustee approval must indicate when approval was given by the Board of Trustees. 

All checks drawn on the Library account must have two signatures.  One signature must be that of the Treasurer or, in his or her absence, one officer of the Board of Trustees.

At least one member of the Library Board of Trustees shall review the signed check and documentation prior to the Board of Trustees approving them for release of payment. The Trustee shall ensure that:

1. Each claim represents a legitimate Library expenditure;
2. Board-adopted policies have been complied with in the procurement of goods and services;
3. Each claim is for an appropriate business purpose;
4. Each claim is properly supported and charged to the correct fiscal year; and
5. Each claim falls within applicable spending limits.

All bills shall be made available at the monthly meeting at which they are approved for review by the Board of Trustees. 

Payments will be made on a timely basis to avoid late fees and interest.

The Board of Trustee’s approval of all claims for payment should be documented in the Board’s minutes.

The Finance Officer shall review the Library’s accounting procedures annually with the Library Director, Treasurer and accountant.

All financial records shall be reviewed annually and audited by a certified accounting firm and subject to auditing standards and opinions rendered.

Adopted by the Library Board of Trustees – March 16, 2021

8.J PETTY CASH POLICY

A petty cash fund shall be established for the Chappaqua CSD Public Library for the purchase of materials, supplies and services under conditions requiring imminent payment. The amount of such funds shall not exceed $150 unless otherwise approved by the Board of Trustees.

The Library Director is responsible for providing appropriate procedures to ensure the safe keeping and accounting of petty cash. Such procedures shall be reviewed and approved by the Board of Trustees.

The Petty Cash Fund shall be replenished following the approval of the monthly disbursements at each regular meeting of the Board of Trustees. A check for the replenish amount will be made out to “[Director’s Name]/Petty Cash” and then cashed by the Library Director in order to replenish the fund.]

Petty cash shall be secured in a locked location at all times except for petty cash at the register.

Petty cash payments shall be supported by associated receipts or evidence documentation.

A record shall be maintained of all petty cash, including date used, purpose used for, and beginning and ending balances on a monthly basis.

Adopted by the Library Board of Trustees – March 16, 2021

8.K CASH REGISTER INCOME POLICY

Cash Register Income shall be treated in a similar manner as petty cash. Cash Register Income deposits shall be made timely.

Adopted by the Library Board of Trustees – March 16, 2021

Chappaqua Central School District Public Library
Policy for Freedom of Information Requests

Section 1. Purpose and scope.

(a) The people’s right to know the process of government decision making and the documents and statistics leading to determinations is basic to our society. Access to such information should not be thwarted by shrouding it with the cloak of secrecy of confidentiality.

(b) These regulations provide information concerning the procedures by which records may be obtained.

(c) Personnel shall furnish to the public the information and records required by the Freedom of Information Law, as well as records otherwise available by law.

Section 2. Designation of records access officer.

(a) The Chappaqua Central School District Public Library is responsible for ensuring compliance with the regulations herein, and designates the following person as records access officer: Library Director.

(b) The records access officer is responsible for ensuring appropriate agency response to public requests for access to records. The designation of the records access officer shall not be construed to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so.

(c) The records access officer shall ensure that agency personnel:

(1) Maintain an up to date subject matter list.

(2) Assist persons seeking records to identify the records sought, if necessary, and when appropriate, indicate the manner in which the records are filed, retrieved or generated to assist persons in reasonably describing records.
(3) Contact persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that personnel may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested.

(4) Upon locating the records, take one of the following actions:

(i) Make records available for inspection, or

(ii) Deny access to the records in whole or in part and explain in writing the reasons therefore.

(5) Upon request for copies of records, make a copy available upon payment or offer to pay established fees in accordance with Section 8.

(6) Upon request, certify that a record is a true copy.

(7) Upon failure to locate records, certify that:

(i) The Library is not the custodian for such records, or

(ii) The records of which the Library is a custodian cannot be found after diligent search.

Section 3. Location.

Records shall be available for public inspection at: Chappaqua Central School District Public Library, 195 South Greeley Avenue, Chappaqua, New York.

Section 4. Hours for public inspection.

Requests for public access to records shall be accepted and records produced during all hours regularly open for business. These hours are:
Sunday 1:00 PM to 5:00 PM (during the school year)
Monday: 9:00 AM to 8:00 PM
Tuesday: 9:00 AM to 8:00 PM
Wednesday: 9:00 AM to 8:00 PM
Thursday: 9:00 AM to 8:00 PM
Friday: 9:00 AM to 6:00 PM
Saturday: 9:00 AM to 5:00 PM
Section 5. Requests for public access to records.

(a) A written request may be required, but oral requests may be accepted when records are readily available.

(b) If records are maintained on the internet, the requester shall be informed that the records are accessible via the internet and in printed form either on paper or other information storage medium.

(c) A response shall be given within five business days of receipt of a request by:

(1) informing a person requesting records that the request or portion of the request does not reasonably describe the records sought, including direction, to the extent possible, that would enable that person to request records reasonably described;

(2) granting or denying access to records in whole or in part;

(3) acknowledging the receipt of a request in writing, including an approximate date when the request will be granted or denied in whole or in part, which shall be reasonable under the circumstances of the request and shall not be more than twenty business days after the date of the acknowledgment, or if it is known that circumstances prevent disclosure within twenty business days from the date of such acknowledgment, providing a statement in writing indicating the reason for inability to grant the request within that time and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part; or

(4) if the receipt of request was acknowledged in writing and included an approximate date when the request would be granted in whole or in part within twenty business days of such acknowledgment, but circumstances prevent disclosure within that time, providing a statement in writing within twenty business days of such acknowledgment specifying the reason for the inability to do so and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part.

(d) In determining a reasonable time for granting or denying a request under the circumstances of a request, personnel shall consider the volume of a request, the ease or difficulty in locating, retrieving or generating records, the complexity of the request, the need to review records to determine the extent to which they must be disclosed, the number of requests received by the agency, and similar factors that bear on the ability to grant access to records promptly and within a reasonable time.

(e) A failure to comply with the time limitations described herein shall constitute a denial of a request that may be appealed. Such failure shall include situations in which an officer or employee:

(1) fails to grant access to the records sought, deny access in writing or acknowledge the receipt of a request within five business days of the receipt of a request;

(2) acknowledges the receipt of a request within five business days but fails to furnish an approximate date when the request will be granted or denied in whole or in part;

(3) furnishes an acknowledgment of the receipt of a request within five business days with an approximate date for granting or denying access in whole or in part that is unreasonable under the circumstances of the request;

(4) fails to respond to a request within a reasonable time after the approximate date given or within twenty business days after the date of the acknowledgment of the receipt of a request;

(5) determines to grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request, but fails to do so, unless the agency provides the reason for its inability to do so in writing and a date certain within which the request will be granted in whole or in part;

(6) does not grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request and fails to provide the reason in writing explaining the inability to do so and a date certain by which the request will be granted in whole or in part; or

(7) responds to a request, stating that more than twenty business days is needed to grant or deny the request in whole or in part and provides a date certain within which that will be accomplished, but such date is unreasonable under the circumstances of the request.

Section 6. Subject matter list.

(a) The records access officer shall maintain a reasonably detailed current list by subject matter of all records in its possession, whether or not records are available pursuant to subdivision two of Section eighty-seven of the Public Officers Law.

(b) The subject matter list shall be sufficiently detailed to permit identification of the category of the record sought.

(c) The subject matter list shall be updated annually. The most recent update shall appear on the first page of the subject matter list.

Section 7. Denial of access to records.

(a) Denial of access to records shall be in writing stating the generic category or categories of record(s) that are denied, a statement of the exemption claimed for each category, the general harm that would be posed by disclosure of these records, and advising the requester of the right to appeal to the individual appointed to determine appeals, who shall be identified by name, title, business address and business phone number.

(b) If requested records are not provided promptly, as required in Section 5 of these regulations, such failure shall also be deemed a denial of access.

(c) The following person shall determine appeals regarding denial of access to records under the Freedom of Information Law: President, Board of Trustees of the Chappaqua Central School District Public Library, who can be reached by regular mail: 195 South Greeley Avenue, Chappaqua, New York 10514, by phone: (914) 238-4779, and via e-mail This email address is being protected from spambots. You need JavaScript enabled to view it..

(d) Any person denied access to records may appeal within thirty days of a denial.

(e) The time for deciding an appeal by the individual designated to determine appeals shall commence upon receipt of a written appeal identifying:

(1) the date and location of requests for records;

(2) a description, to the extent possible, of the records that were denied; and

(3) the name and return address of the person denied access.

(f) A failure to determine an appeal within ten business days of its receipt by granting access to the records sought or fully explaining the reasons for further denial in writing shall constitute a denial of the appeal.

(g) The person designated to determine appeals shall transmit to the Committee on Open Government copies of all appeals upon receipt of appeals. Such copies shall be addressed to:
Committee on Open Government 
Department of State
One Commerce Plaza
99 Washington Avenue, Suite 650
Albany, NY 12231

(h) The person designated to determine appeals shall inform the appellant and the Committee on Open Government of its determination in writing within ten business days of receipt of an appeal. The determination shall be transmitted to the Committee on Open Government in the same manner as set forth subdivision (f) of this section.

Section 8. Fees.

(a) There shall be no fee charged for:

(1) inspection of records;

(2) search for records; or

(3) any certification pursuant to this part.

(b) Copies may be provided without charging a fee.
(c) Fees for copies may be charged, provided that:

(1) the fee for copying records shall be 25 cents per page for photocopies not exceeding 9 by 14 inches;

(2) the fee for photocopies of records in excess of 9 x 14 inches shall not exceed the actual cost of reproduction; or

(3) an agency has the authority to redact portions of a paper record and does so prior to disclosure of the record by making a photocopy from which the proper redactions are made.

(d) The fee an agency may charge for a copy of any other record is based on the actual cost of reproduction and may include only the following:

(1) an amount equal to the hourly salary attributed to the lowest paid employee who has the necessary skill required to prepare a copy of the requested record, but only when more than two hours of the employee’s time is necessary to do so; and

(2) the actual cost of the storage devices or media provided to the person making the request in complying with such request; or

(3) the actual cost to the agency of engaging an outside professional service to prepare a copy of a record, but only when an agency’s information technology equipment is inadequate to prepare a copy, and if such service is used to prepare the copy.

(e) When an agency has the ability to retrieve or extract a record or data maintained in a computer storage system with reasonable effort, or when doing so requires less employee time than engaging in manual retrieval or redactions from non-electronic records, the agency shall be required to retrieve or extract such record or data electronically. In such case, the agency may charge a fee in accordance with paragraph (d) (1) and (2) above.

(f) An agency shall inform a person requesting a record of the estimated cost of preparing a copy of the record if more than two hours of an agency employee’s time is needed, or if it is necessary to retain an outside professional service to prepare a copy of the record.

(g) An agency may require that the fee for copying or reproducing a record be paid in advance of the preparation of such copy.

(h) An agency may waive a fee in whole or in part when making copies of records available.

Section 9. Public notice.

A notice containing the title or name and business address of the records access officers and appeals person and the location where records can be seen or copies shall be posted in a conspicuous location wherever records are kept and/or published in a local newspaper of general circulation.

Section 10. Severability.

If any provision of these regulations or the application thereof to any person or circumstances is adjudged invalid by a court of competent jurisdiction, such judgment shall not affect or impair the validity of the other provisions of these regulations or the application thereof to other persons and circumstances.

Adopted by the Library Board
November 19, 2013

PUBLIC NOTICE
YOU HAVE A RIGHT TO SEE PUBLIC RECORDS

The Freedom of Information Law gives you the right of access to many public records.

Chappaqua Central School District Public has adopted regulations governing when, where, and how you can see public records.

The regulations can be seen at all places where records are kept. According to these regulations, records can be seen and copied at:

Chappaqua Central School District Public Library
195 South Greeley Avenue
Chappaqua, New York 10514

The following officials will help you to exercise your right to access:

1. Agency officials who have in the past been authorized to make records available.

2. Records Access Officer

Library Director
Chappaqua Central School District Public Library
195 South Greeley Avenue
Chappaqua, New York 10514

3. If you are denied access to a record, you may appeal to the following person:

President, Board of Trustees
Chappaqua Central School District Public Library
195 South Greeley Avenue
Chappaqua, New York 10514

1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.
3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.
5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.
6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one, the answer to a "bad" idea is a good one.

Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30,
2004.
Adopted by the Chappaqua Library Board of Trustees on October 20, 2009.
Re-affirmed by the Chappaqua Library Board of Trustees on November 20, 2018.

The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore these principles are affirmed:

1. To provide the broadest possible access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video and other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.

This statement was originally drafted by the Freedom to view Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989. This statement was endorsed by the ALA Council, January 10, 1990.
Adopted by the Chappaqua Library Board of Trustees on October 20, 2009.
Re-affirmed by the Chappaqua Library Board of Trustees on November 20, 2018.

As part of its mission to provide a broad range of information in a variety of formats, the Chappaqua Library provides access to the Internet. Staff will conduct Internet searches on behalf of patrons when warranted as part of the library’s reference and information services. Computers are also available for patrons who wish to conduct their own searches or use other Internet resources. Wireless connectivity is available for those who wish to connect to the Internet using their own devices.

Patrons must use their library barcode or a guest pass to access the Internet using the library’s computers. Each patron will be assigned a 30 minute appointment which can be extended to a maximum of two hours per day. Longer periods may be requested and will be provided at the discretion of the reference librarians. By logging on to the Internet, patrons agree to abide by the library policy on public use of computers.

The library is responsible only for the information provided on its own Web site. Access points and links to information resources on the library’s home page are selected by library staff and are checked regularly to ensure that they remain valid and consistent with the role of the library. The library cannot monitor or control information accessed via the Internet. The library cannot guarantee that information on the Internet is accurate. If requested, staff will assist patrons in conducting searches and offer guidance on evaluating sources and verifying information.

Library staff will assist patrons with searches and suggest search strategies. Those wishing more advanced instruction should sign up for one of the computer instruction sessions provided for by the library.

When it is technically possible to do so, files may be downloaded to portable storage devices or printed to designated printers. Users agree to observe all copyright and licensing laws and will not duplicate any computer programs or documentation unless expressly labeled as being “in the public domain” or “shareware.” No personal software may be loaded on library computer hard drives. No private files may be stored on the library computer(s), and any files left on the computers will be deleted. Users will supply their own portable storage device or purchase such a device from the Circulation Department. A “per page” fee will be charged for all material printed using the library’s printer.

Children have priority use of the Children’s Room Internet terminals. Parents or guardians are advised to take an active interest in their children’s online use. The Library assumes no responsibility for any damages, direct, or indirect, which arise from use of electronic services.

Patrons, including minors, who access the Internet in the library, may not display text or graphics defined by federal or state law as obscenity or pornography. Chappaqua staff have the right to take appropriate actions to enforce the rules of conduct and to prohibit use of computers by individuals who fail to comply.

Deliberate and continued display of some materials that are not obscene or pornographic may still constitute sexual harassment. Actions that violate federal, state, or local laws will be referred to the appropriate law enforcement agencies. Repeated actions that create a disturbance or that may be considered sexual harassment may result in the loss of some or all library privileges.

Users, including minors, are advised not to share personal identification information to unknown or otherwise unverified sources via electronic communication.

Approved by the Library Board of Trustees: October 19, 2010

1. Scope
   This investment policy applies to all monies and other financial resources available to the Chappaqua CSD Public Library for investment on its own behalf or on behalf of any other entity or individual.
2. Objectives
   The primary objective of the Chappaqua CSD Public Library’s investment activities are, in order of priority: in order of priority:
   
   • 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 a reasonable rate of return (yield).
3. Delegation of Authority
   The Board of Trustees delegates responsibility for oversight of the policy to the Finance Officer, or other officer so designated. Administration of the program shall be designated to the Library Director 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 records incorporating description and amounts of investments, transaction dates, and other relevant information, and regulate the activities of subordinate employees.
4. Prudence
   All participants in the investment process shall seek to act responsibly as custodians of the public trust. 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 speculations, but for investment, considering the safety of the principal as well as the probable income to be derived.
   All participants involved in the 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.
5. Diversification
   It is the policy of the Chappaqua CSD Public Library to diversity its deposits and investments by financial institution, by investment instrument, and by maturity scheduling.
6. Internal Controls
   It is the policy of the Chappaqua CSD Public Library for all public monies collected by any officer or employee of the Library to transfer those funds to the Director within the time period specified by law.
   The Director is responsible for establishing and maintaining an internal control structure to insure that the assets of the Library are protected from loss, theft, or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met and that transactions are executed in accordance with management’s authorization and recorded properly, and managed in compliance with applicable laws and regulations.
7. Designation of Depositaries
   The banks and trust companies authorized for the deposit monies are reviewed and approved by the Board at its July meeting.
8. Collateralizing of Deposits
   In accordance with the provisions of General Municipal Law §10, all deposits of the Chappaqua CSD Public Library, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured by a pledge of “eligible securities” with an aggregate “market value” of 102% of the aggregate amount of deposits from the following categories:
   
   1. Obligations issued, or fully insured or guaranteed as to the payment of principal and interest, by the United States of America, an agency thereof or a United States government sponsored corporation.
   2. Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the market value of the obligation that represents the amount of the insurance or guaranty.
   3. Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by a municipal corporation, school district or district corporation of such state or obligations of any public benefit corporation which under a specific state statute may be accepted as security for deposit of public monies
   4. Such other instruments of securities as may, from time to time, be legally permissible collateral for deposit of municipal corporation monies.
9. Safekeeping and Collateralization
   In accordance with General Municipal Law §10, all library deposits in excess of those insured by the Federal Deposit Insurance Act shall be secured:
   
   1. By eligible securities used for collateralizing deposits shall be held by a third party bank or trust company subject to security and custodial agreements.The security agreement shall provide that eligible securities are being pledged to secure Library deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default. It shall also provide the conditions under which the securities may be sold, presented for payment, substituted or released and the events which will enable the Library to exercise its rights against the pledged securities. In the event that the securities are not registered or inscribed in the name of the Library, such securities shall be delivered in a form suitable for transfer or with an assignment in blank to the Chappaqua CSD Public Library or its custodial bank.
      The custodial agreement shall provide that securities held by the bank or trust company, or agent of and custodian for, the Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities. The agreement should also describe that the custodian shall confirm the receipt, substitution or release of securities. The agreement shall provide for the frequency of revaluation of eligible securities and for the substitutions of securities when a change in the rating of a security may cause ineligibility. Such agreement shall include all provisions necessary to provide the Library a perfected interest in the securities; or
   2. By a bond executed by an insurance company authorized to do business in New York, the claims-paying ability of which is rated in the highest rating category by at least two nationally recognized statistical rating organizations; or
   3. By an irrevocable letter of credit issued in favor of the local government for a term not to exceed ninety days by a bank (other than the bank with which the money is being deposited or invested) whose commercial paper and other unsecured short-term debt obligations (or, in the case of a bank which is the principal subsidiary of a holding company, whose holding company’s commercial paper and other unsecured short-term debt obligations ) are rated in one of the three highest rating categories (based on the credit bank or holding company) by at least one nationally recognized statistical rating organization or by a bank (other than the bank with which the money is being deposited or invested) that is in compliance with applicable federal minimum risk-based capital requirements.
10. Permitted Investments
    As authorized by General Municipal Law § 11, the Chappaqua CSD Public Library authorizes the Finance Officer and one other Board member to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments:
    
    • Special time deposit accounts authorized to do business in New York State;
    • Certificates of deposit;
    • Obligations backed by the full faith and credit of the United States of America;
    • Obligations guaranteed by agencies of the United States of America where payment or principal and interest are guaranteed by the United States of America;
    • Obligations backed by the full faith and credit of the State of New York;
    • Obligations issued pursuant to LFL §24.00 or 25.00 (with approval of the State Comptroller) by any municipality, school district or district corporation other than the Chappaqua CSD Public Library.
    • Obligations of public authorities, public housing authorities, urban renewal agencies and industrial development agencies where the general State statutes governing such entities or whose specific enabling legislations authorizes such investments,
    All investment obligations shall be payable or redeemable at the option of the Chappaqua CSD Public Library within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided.
11. Authorized Financial Institutions
    The Chappaqua CSD Public Library shall maintain a list of financial institutions approved for investment purposes and establish appropriate limits to the amount of investments which can be made with each financial institution. This listing will be evaluated annually. All financial institutions with which the Library conducts business must be credit worthy. Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the Chappaqua CSD Public Library. The Treasurer and one Board member are responsible for evaluating the financial position and maintaining a listing of proposed depositories and custodians.
12. Purchase of Investments
    The Director, or other designee, is authorized to contract for the purchase of investments: categories:
    
    1. Directly, including through a repurchase agreement, from an authorized trading partner.
    2. By participation in cooperative investment program with another authorized governmental entity pursuant to Article 5G of the General Municipal Law where such program meets all the requirement set forth in the Office of the State Comptroller Opinion No. 88-46, and the specific program has been authorized by the governing board.
    3. By utilizing an ongoing investment program with an authorized trading partner pursuant to a contract authorized by the Chappaqua CSD Public Library Board of Trustees.
    All purchased obligations, unless registered or inscribed in the name of the Chappaqua CSD Public Library, shall be purchased through, delivered to and held in the custody of a bank or trust company. Such obligations shall be purchased, sold or presented for redemption or payment by such bank, or trust company only in accordance with prior written authorization from the persons authorized to make the investment. All such transactions shall be confirmed in writing to the Chappaqua CSD Public Library by the bank or trust company. Any obligation held in the custody of a bank or trusts company shall be held pursuant to a written custodial agreement as described in General Municipal Law §10.
    The custodial agreement shall provide that securities held by the bank or trust company, as agent of and custodian for, the Chappaqua CSD Public Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposits or other liabilities. The agreement shall describe how the custodian shall confirm the receipt and release of securities. Such agreement shall include all provisions necessary to provide the Chappaqua CSD Public Library a perfected interest in the securities.
13. Review of Adopted Policy
    In accordance with General Municipal Law §39, this policy shall be reviewed at least annually. It should be reviewed more frequently as circumstances and/or laws change, and amended as appropriate by resolution of the Board of Trustees.

Adopted by the Library Board of Trustees - December 2015
Revised (to include General Municipal Law guidelines on additional securities) and approved by the Library Board of Trustees - February 26, 2019

Lactation Policy

The Chappaqua Central School District Public Library (“ Library”) provides unpaid break time during the work day to Library employees who are nursing in order to express breast milk.  An employee is entitled to this unpaid break time for the expression of breast milk for up to two (2) years following the birth of their child (this includes a stillborn child and a child over whom the employee no longer retains custody). 

The Library will make available a location, other than a restroom, where an employee may express breast milk in privacy and will allow reasonable breaks for the purpose of expressing breast milk.  Generally, these breaks shall be 20 to 30 minutes in duration, once every three (3) hours.  An employee may require a different break schedule and, if so, the employee should notify their supervisor who will work with them to accommodate their needs.  The employee may be required to postpone their scheduled unpaid break time for no more than 30 minutes if they cannot be spared from their duties until appropriate coverage arrives.  

Any employee interested in breast milk expression breaks should notify their supervisor or the Library Director, preferably prior to the employee’s return to work of the need for this accommodation. No employee will be subject to discrimination or retaliation for exercising their rights under this policy.

Adopted:March 27, 2023

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person's right to use a library should not be denied or abridged because of origin, age, background or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
7. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 18, 1948
Amended February 2, 1961, June 27, 1967, and January 23, 1980 inclusion of "age" reaffirmed January 23, 1996 by the ALA Council.
Adopted by the Chappaqua Library Board of Trustees on October 20, 2009.
Re-affirmed by the Chappaqua Library Board of Trustees on November 20, 2018.
Amended to include number 7 and adopted by the Library Board of Trustees on September 17, 2019.

• Expands the Library’s role as a community resource
• Introduces patrons and non-users to library resources
• Provides entertainment
• Improves access to information
• Provides opportunities for lifelong learning
• Expands the visibility of the Library

Ultimate responsibility for programming at the Library rests with the Library Director, Department Heads and Cultural Programming Specialist, who are accountable to the Library Board of Trustees.

The Library’s staff use the following criteria in making decisions about program topics, speakers, and
accompanying resources:

• Community needs and interests
• Availability of program space
• Treatment of content for intended audience
• Timeliness of topic
• Relating to existing services
• Alignment with long-range plan of service
• Presentation quality
• Presenter background and qualifications in content area
• Cost versus overall budget and potential audience size
• Historical or educational significance
• Connection to other community programs, exhibitions or events
• Relation to Library collections, resources, exhibits and programs

In addition, the Library draws upon other community resources in developing programs and actively partners with other community agencies, organizations, educational and cultural institutions, or individuals to develop and present co-sponsored public programs. Professional performers and presenters that reflect specialized or unique expertise may be hired for Library programs; performers and presenters will not be excluded from consideration because of their origin, background, or views, or because of possible controversy. Library staff who present programs do so as part of their regular job and are not hired as outside contractors for programming.

All Library programs are open to the public. The Library’s philosophy of open access to information and ideas extends to Library programming, and the Library does not knowingly discriminate through its programming. Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by participants, and program topics, speakers and resources are not excluded from programs because of possible controversy.

Passes are available to Chappaqua Library card holders (18+) in good standing. Passes may be reserved no more than one month in advance. Patrons/households/families may not take out more than one museum pass at a time or more than one per 30 days.*
The loan period is 4 days (3 nights); pass must be returned by library closing on the 4th day and cannot be renewed.
Passes must be checked out – and returned – at the reference desk. They may not be returned in the book/AV drops or to another library.
A fine of $10.00 will be imposed for each day the pass is late. No exceptions.
A fine of $50.00 will be imposed if it is returned in the book drop.
The entire cost of the pass will be charged if it is lost.

Adopted 2010. Updated 3/1/23.

Purpose of the Policy

In the event of a pandemic or infectious disease outbreak, the Chappaqua Central School District Library (hereinafter also referred to as the “Library”) must plan for the safety of the patrons and the staff, as well as continuity of operations in a manner that is safe, mission-driven, and responsive to the community as well as to the situation. The Library’s response to the pandemic must be flexible and informed by governmental directives and regulations, know best practices established by library authorities, and guidance from the health department or health authorities. It is ultimately up to the discretion of the Library Director (hereinafter referred to as “Director”) or designated successor and the Chappaqua Central School District Library Board of Trustees (hereinafter referred to as “Board of Trustees”) when and how to respond to the pandemic while complying with the laws and regulations of federal, state, county, and local government agencies and public health authorities.

A Pandemic Team will be formed and will consist of the Library Director, Assistant Director, Department Heads and any other staff as necessary and appropriate.

The Library Director in consultation and with approval from the Board of Trustees will develop and write and routinely re-assess the safety plan which will be updated no less than weekly or as needed. A Safety Plan includes detailed instructions for each phase of re-opening.

The health and safety of staff and patrons is our top priority. There will be no retaliation against employees who express concerns about safety.

The Board of Trustees may change or amend or suspend policies as necessary. There will be no discrimination in the implementation of any of these protocols.

Contents of Safety Plan

The Safety Plan includes detailed instructions for all aspects of the library operations and each phase of re-opening.

The safety plan will go into effect and remain in effect at the Director’s discretion based on direction from official entities and direction from the Board of Trustees. The plan will be reviewed and revised by the Pandemic Team as defined herein. The Pandemic Team shall undertake a review no less than once each calendar year. Once activated, unless otherwise specified by the team, the plan will be reviewed and revised weekly. Additionally, the Director can call for an immediate review of the Safety Plan at their discretion.

The plan will include, but not be limited to, the following categories.

• Library Closure
• Reduction of Library Services
• Cleaning and Safety Protocols
• Maintaining Essential Operations
  
  • Building maintenance
  • Administration
• Communications with the Public
• Communications with Staff
• Maintaining Service to the Public
• Employee Attendance and Activities
  • Working from home
• Phased Reopening

Adopted November 17, 2020

Policy Statement & Purpose

Adopted: May 19, 1998
Revised: Feb. 28, 2007, Oct. 18, 2011, June 19, 2012, August 20, 2019, October 20, 2020, December 21, 2021, January 2023

Related Policies:
Anti-Bullying & Harassment
Child Safety
Internet and Use of Library Computers

The American Library Association defines privacy in a library setting as the right to open inquiry without having the subject of one’s interest examined or scrutinized by others. Confidentiality exists when a library is in possession of personally identifiable information about users and keeps that information private on their behalf.

The Chappaqua Public Library seeks to protect the privacy and confidentiality of all who use the library. In keeping with this, the library collects and retains personal information for the purposes of providing library services only. The confidentiality of this information, mandated by New York Civil Practice Laws and Rules section 4509, extends, but is not limited to, the circulation of library materials, database searches, interlibrary loan transactions and reference requests.

Some types of personal information needed for the functioning of the library are as follows: name, address, telephone number, e-mail address, library barcode number, and lists of materials currently checked out, requested or overdue, and information related to fines.

To protect confidentiality, such records shall not be made available to any agency of state, federal or local government except pursuant to such process, order or subpoena as may be authorized under authority of federal, state or local law which relates to civil, criminal or administrative discovery procedures or legislative investigatory power.

Upon receipt of such process, order or subpoena, the library’s officers will consult with their legal counsel to determine if such process, order or subpoena is in proper form and if there is a showing of good cause for its issuance. If the process, order or subpoena is not in proper form or if good cause has not been show, they will insist that such defects be cured.

Steps Taken to Protect Patron Information

• As of November 2012, patrons may choose to retain a record of their borrowing history via the online catalog. Once this feature is turned on by the patron the county-wide system will log all borrowing transactions for an indeterminate amount of time. [Prior to this date, the borrowing history for the patron was not retained]. Staff have been instructed not to engage in practices that would compromise the confidentiality of patron records and, therefore, are not permitted to access/enable this information. [This may NOT be true for staff members at the other 37 libraries in Westchester County]
• All records of Internet use on the library’s public computers are removed on a daily basis. Links to Other Internet Sites

Our Website contains links to other sites, which are not maintained by the library. We cannot be responsible for the privacy practices of any other sites you may visit. We encourage you to become familiar with their privacy practices and be mindful of your privacy when you disclose personal information.

The following sets forth the procedures for the procurement of goods and services by the library:

1. Definitions
   Purchase Contract: a contract involving the acquisition of commodities, materials, supplies or equipment
   Public Work Contract: a contract involving services, labor or construction
2. General Municipal Law
   The General Municipal Law requires that purchase contracts for materials, equipment and supplies involving an estimated annual expenditure exceeding $20,000 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.
   
   1. Method of Determining Whether Procurement is Subject to Competitive Bidding
      
      1. The library will first determine if the proposed procurement is a purchase contract or a contract for public work.
      2. If the procurement is either a purchase contract or a contract for public work, the library will then determine whether the amount of the annual procurement is above the applicable monetary threshold as set forth above.
      3. The library will also determine whether any exceptions to the competitive bidding requirements (as set forth below) exist.
   2. Contract Combining Professional Services and Purchase
      In the event that a contract combines the provision of professional services and a purchase, the library, 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.
   3. Opening and Recording Bids; Awarding Contracts
      The Library Director will be authorized to open and record bids. Contracts will be awarded by the Board of Trustees to the lowest responsible bidder (as recommended by the Director), who has furnished the required security after responding to an advertisement for sealed bids.
   4. Documentation of Competitive Bids
      The library will maintain proper written documentation which will set forth the method in which it determined whether the procurement is a purchase or a public work contract.
      Proper written documentation will also be required when a contract is not awarded to the vendor submitting the lowest quote, setting forth the reasons therefore. That vendor may be given an opportunity to defend his product and/or reputation before the Board of Trustees.
3. Exceptions to Competitive Bidding Requirements
   The library will not be subject to competitive bidding requirements when the Board of Trustees, in its discretion, determines that one of the following situations exists:
   
   1. Emergency situations where:
      
      1. The situation arises out of an accident or unforeseen occurrence or condition;
      2. A building, property, or the life, health, or safety of an individual on library property is affected; or
      3. The situation requires immediate action which cannot await competitive bidding.

      However, when the Board passes a resolution that an emergency situation exists, the library will make purchases at the lowest possible costs, seeking competition by informal solicitation of quotes or otherwise, to the extent practicable under the circumstances.
      Documentation: The library will maintain records of verbal (or written) quotes;

   2. When there is only one possible source from which to procure goods or services required in the public interest.
      Documentation: The library will maintain written documentation of the unique benefits of the item or service purchased as compared to other items or services available in the marketplace; that no other item or service provides substantially equivalent or similar benefits; and that, considering the benefits received, the cost of the item or service is reasonable, when compared to conventional methods. In addition, the documentation will provide that there is no possibility of competition for the procurement of the goods.
4. 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
5. Methods of Documentation
   
   1. 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, name of vendor's representative;
   2. Written Quotations: vendors will provide, at a minimum, the date, description of the item or details of service to be provided, price quoted, name of contact. The library will maintain documentation consistent with Exhibit E.1 that will include advertisements, specifications and the awarding resolution. Alternatively, written or verbal quotation forms will serve as documentation, if formal bidding is not required;
   3. Requests for Proposals: the library will contact a number of professionals (e.g., architects, engineers, accountants, lawyers, underwriters, fiscal consultants, etc.) and request that they submit written proposals. The RFPs may include negotiations on a fair and equal basis. The RFPs and evaluation of such proposals will consider price plus other factors such as:
      
      1. the special knowledge or expertise of the professional or consultant service;
      2. the quality of the service to be provided;
      3. the staffing of the service; and
      4. the suitability for the library’s needs.
         The library will first locate prospective qualified firms by:
      5. asking inquiries of other libraries or other appropriate sources advertising in trade journals;
      6. checking listings of professionals.
      The library will then prepare a well-planned RFP which will contain critical details of the engagement, including the methods which it will use in selecting the service.
      
      
6. Purchases/Public Work: Methods of Competition to be Used for Non-Bid Procurements; Documentation to be Maintained
   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
      
      1. Under $2,000: Three verbal quotes - selection of vendor is at the discretion of Library Director.
      2. Contracts from $2,000 to $20,000: Three written quotes. Documentation will include notations of verbal quotes.
   2. Public Work Contracts up to $35,000 as:
      
      1. Under $2,000: Three verbal quotes - selection of vendor is at the discretion of Library Director
      2. Contracts from $2,000 to $34,999 - Three written quotes. Documentation will include notations of verbal quotes.
   3. Reasonable attempts should be made to obtain the required number of quotes. In cases where less than the required number of quotes are received because of the lack of interest on the part of vendors, or the number of vendors dealing in the product is limited, the Library Director and Board of Trustees shall have the discretion to award the order based on the best quote from those that have been received.
   4. Emergencies: Verbal quotes - Documentation will include notations of verbal quotes.
   5. Professional Services: RFP - Documentation will include written proposals.
   6. Sole Source: Written or verbal quotes Documentation will include, among other things, the unique benefits of the patented item as compared to other items available in the marketplace; that no other item provides substantially equivalent or similar benefits; and that considering the benefits received, the cost of the item is reasonable, when compared to conventional methods.

      Notations of verbal quotes will be maintained by the library. In addition, the library will document that there is no possibility of competition for the procurement of the goods.

7. Quotes Not Required When Competitive Bidding Not Required
   The library will not be required to secure alternative proposals or quotations for those procurements:
   
   1. Under a state contract;
   2. Under a county contract;
   3. From sources other than county or state contract provided that such product(s) are substantially similar in function and are lower in price or available under terms which are more economically efficient;
   4. Of articles manufactured in state correctional institutions; or
   5. From agencies for the blind and severely disabled.
      In addition, the library will not be required to secure such alternative proposals or quotations for:
   6. Emergencies where time is a crucial factor;
   7. Procurements for which there is no possibility of competition (sole source items);
   8. Procurements of professional services, which, because of the confidential nature of the services, do not lend themselves to procurement through solicitation; or
   9. Very small procurements when solicitations of competition would not be cost-effective.
8. Procurements from Other than the "Lowest Responsible Dollar Offer"
   The library will provide justification and documentation of any contract awarded to an offer or other than the lowest responsible dollar offer or, setting forth the reasons why such award is in the best interests of the library and otherwise furthers the purposes of Section 104-b of the General Municipal Law.

   Adopted by the Library Board of Trustees – February 26, 2019

General Procedures:

The purchasing procedures of the Library shall comply with all applicable laws and regulations of the State and Commissioner of Education. The procedures will be specifically defined in the Purchasing and Bidding regulation which accompanies this policy.

No Board member, officer, or employee of this Library shall be interested financially in any contract entered into by the Library.

All checks drawn on the library’s bank accounts must have two signatures. One signature must be that of the Treasurer or, in their absence, one officer of the Board.

All financial records will be reviewed annually and audited by a certified accounting firm and subject to auditing standards and opinions rendered.

Bidding Procedures:

All purchase contracts for materials, equipment and/or supplies involving an annual expenditure of over $20,000 and all public works contracts involving over $35,000 shall be awarded on the basis of public advertising and competitive bidding.

However, the Board authorizes the award of purchase contracts on the basis of value. "Best value" means optimizing quality, cost and efficiency. The basis for best value shall reflect, whenever possible, objective and quantifiable analysis and may also take into consideration small businesses or certified minority-owned or women-owned businesses.

All contracts which require public advertising and competitive bidding shall be awarded by resolution of the Board. Recommendations for the award of all such contracts shall be submitted to the Board by the Library Director.

Purchasing from State, Federal and Other Political Subdivision Contracts:

Purchases shall be made through available contracts let by the United States or any agency thereof, any state or any political subdivision or district therein in accordance with General Municipal Law Section 103 when it is determined to be in the best interest of the Library.

Professional Services and Consultants:

The Board of Trustees shall utilize Requests for Proposal (RFPs) for the procurement of professional services whenever the cost of such services exceeds an annual expenditure of $40,000. Contracts shall be awarded to the professional service provider deemed by the Board to be best able to provide the specialized skill, expertise, and professional judgment required, at a fiscally prudent and reasonable price.

The Board recognizes that there may be some professional services in excess of $40,000 that are so unique that no other service provider offers substantially equivalent or similar services. In such case, the Board shall consider the recommendation of the Director, based upon documentation provided by the requesting party that sets forth the unique benefit of such service, including the reasonableness of the cost. The Board may approve such service by resolution, reflecting that this exception applies.

Contractual agreements with providers of professional services shall be approved by the Board at regular public meetings upon the recommendation of the Director.

Adopted by the Library Board of Trustees – February 26, 2019

Trustees are expected and strongly encouraged to be physically present at all in person regular Board meetings.  

If videoconferencing or online technology is used to conduct a meeting, pursuant to New York State Open Meetings Law § 103-a, the public notice for the meeting shall inform the public that videoconferencing will be used, identify all the locations for the meeting, and state that the public has the right to attend the meeting at any of the locations. Voting may be done through videoconferencing, provided that members can be both seen and heard voting and participating from remote locations. The minutes of the meeting must reflect which members participated by video conference. Any technology used by the Board of Trustees for video conferencing must be compliant with the Americans with Disabilities Act. Should a Trustee be granted a request to participate virtually, members of the public shall be granted the same courtesy at that meeting and a virtual platform shall be provided so that such members of the public may participate to the same extent afforded to those who attend in person. 

The Board of Trustees may use video conferencing without allowing for in-person attend ance at the location of the Trustee by video conference under the following conditions:

• There must be at least one physical location where members of the public can attend in-person; 
• A quorum of the Board must be physically present at the physical location(s);
• The Trustee participating by videoconference must be physically unable to be present due to an extraordinary circumstance, which may include but is not limited to: disabil ity, illness, caregiving responsibilities, personal or business travel and/or any other sig nificant or unexpected factor or event which precludes physical attendance, as defined in the “Hybrid Meeting Procedures” located on the Library’s website; and
• Any Trustee participating through video conference must be able to be heard, seen, and identified at all times (except during Executive Sessions).

Any in-person requirements under Section 103-a of the Public Officers Law shall not apply during any national, State, or locally declared state of emergency, if the Board determines that the circumstances necessitating the emergency declaration would affect or impair the ability of the public body to hold an in-person meeting.

Any Trustee who intends to participate remotely should give prior notice to the President (or VP if the President is unable to attend) as soon as practicable. The Secretary shall note any remote participation at the beginning of the meeting and reflect it in the minutes. A Trustee’s request for remote participation must be approved by the President or with the permission of two other Trustees. 

Adopted: January 23, 2023

The Chappaqua Library welcomes comments and suggestions regarding the continued appropriateness of materials in the collection, especially with regard to outdated materials. Suggestions and recommendations will be considered and used by the library in the ongoing process of collection development.

Individuals may take issue with library materials that do not support their own views or values on a subject or that is not compatible with their beliefs. Staff is available to discuss concerns and to identify alternate materials that may be available. If a patron’s concern is not satisfied through discussion with staff, a formal, written request for reconsideration of materials may be submitted to the library director. Copies of this form are available at the reference desk or from the director’s office.

For a request for reconsideration to be considered, the form must be completed in full. The patron submitting the request must be a resident of the Chappaqua Central School District and hold a valid borrower’s card. The library staff and the director consider each request in terms of the criteria outlined in the library’s materials selection policy and the principles of the ALA Library Bill Of Rights and related statements, printed reviews, and other appropriate sources.

The director will respond, in writing within 30 days of receipt, to the patron’s request for reconsideration. The response will indicate the action to be taken and reasons for or against the request. An item will be evaluated for reconsideration only once in a 12-month period.

The Chappaqua Library is not a judicial body. Laws governing obscenity, subversive materials, and other questionable matters are subject to interpretation by the courts. Therefore, no challenged material will be removed solely based on a complaint of obscenity or any other category covered by law until a local court of competent jurisdiction has ruled against the material. No material will be knowingly added to the library collection that has been previously determined to be in noncompliance with laws.

Adopted by the Library Board of Trustees: November 2010

The Chappaqua Library provides materials and services to support the informational and educational needs of the citizens of the Chappaqua Central School District. The mission statement of the library is as follows:

• To be a welcoming community center for human interaction, intellectual stimulation and cultural enrichment for people of all ages;
• To provide, through books and other informational, educational and cultural materials, including non-print resources, events, and programs, a place where the experience of the past can meet the needs of the present and future;
• To provide access to its own materials and to sources beyond its collections for people on-site and in other locations; and
• To work with institutions, organizations and individuals within the community in the pursuit of these goals.

Our mission statement shapes the development of the collection and how our resources and funds are allocated.

Selection and purchase of library materials rests with the professional librarians in each department. Staff will adhere to accepted professional practices when making selection decisions. The recreational, educational, and informational needs of the community will be considered in selecting materials.

Prior to the beginning of each budget year, the director will determine how budgeted funds will be allocated among the major collection subdivisions, e.g., adult nonfiction, fiction, youth collection, reference, periodicals, and non-print. Circulation statistics and counts of in-house use of materials will be maintained to assist in decision making. Average cost per item, as determined by the previous year’s purchases and reports in library and publishing journals, will also be considered in allocating funds.

Materials will be selected based on positive reviews in professional journals or actual examination and evaluation of materials. Popular demand, school bibliographies, or local interests may also be used as the criterion for selection of materials. Items that must be updated every year may be placed on a standing order list to ensure timely delivery. Suggestions from the community for items to be considered for purchase are strongly encouraged, but materials must meet selection criteria.

The Chappaqua Library does not attempt to acquire textbooks that specifically support local curricula, but it may acquire textbooks for general use by the public. Multiple copies of popular books, e.g., bestsellers may be purchased to meet short-term demand. Paperback books will be purchased when available to meet short-term demand. The library will attempt to have information available in a variety of formats, such as book, non-book, magazines, etc., when available and practical. Generally, only one copy of materials in other formats—DVD, compact disc, computer programs, etc.—will be purchased unless long-term high demand is anticipated. Film and audio recordings will be selected for potential long-term use that meets general interests. Regardless of an item’s popularity, the library may choose not to select it if the available format is not durable enough to withstand reasonable library use or if it would require excessive staff time to maintain. Objections to items in the collection should be made in writing to the library director. (See also the “Request for Reconsideration of Materials” policy.) Materials that no longer meet the needs of the community and no longer support the library’s collection will be withdrawn and disposed of in accordance with the library’s “De-selection of Materials” policy. Adopted by the Library Board of Trustees: October 19, 2010

SEXUAL HARASSMENT POLICY

Introduction

The Chappaqua CSD Public Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. The Chappaqua CSD Public Library has a zero-tolerance policy for any form of sexual harassment, and all employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of the Chappaqua CSD Public Library commitment to a discrimination-free work environment.

Sexual harassment is against the law. All employees have a legal right to a workplace free from sexual harassment, and employees can enforce this right by filing a complaint internally with The Chappaqua CSD Public Library, or with a government agency or in court under federal, state or local antidiscrimination laws.

Policy:

1. The Chappaqua CSD Public Library Policy applies to all employees, applicants for employment, volunteers, whether paid or unpaid, contractors and persons conducting business with the Chappaqua CSD Public Library.
2. Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination.
3. Retaliation Prohibition: No person covered by this Policy shall be subject to adverse employment action including being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. The Chappaqua CSD Public Library has a zero-tolerance policy for such retaliation against anyone who, in good faith complains or provides information about suspected sexual harassment. Any employee of the Chappaqua CSD Public Library who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. Any employee, volunteer, or non-employee1 working in the workplace who believes they have been subject to such retaliation should inform a supervisor, manager, Library Director, or member of the Library Board. Any employee, volunteer or non-employee who believes they have been a victim of such retaliation may also seek compensation in other available forums, as explained below in the section on Legal Protections. 
4. Sexual harassment is offensive, is a violation of our policies, is unlawful, and subjects the Chappaqua CSD Public Library to liability for harm to victims of sexual harassment. Harassers may also be individually subject to liability. Employees of every level, who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who knowingly allow such behavior to continue, will be penalized for such misconduct.
5. The Chappaqua CSD Public Library will conduct a prompt, thorough and confidential investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Effective corrective action will be taken whenever sexual harassment is found to have occurred. All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.
6. All employees are encouraged to report any harassment or behaviors that violate this policy. The Chappaqua CSD Public Library will provide all employees a complaint form for employees to report harassment and file complaints.
7. Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe to the Library Director or member of the Library Board.
8. This policy applies to all employees, volunteers, and non-employees and all must follow and uphold this policy. This policy must be posted prominently in all work locations and be provided to employees upon hiring.

What Is “Sexual Harassment”?

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender.

Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:

• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
• Such conduct is made either explicitly or implicitly a term or condition of employment; or
Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.

A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.

Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.

Any employee who feels harassed should complain so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

Examples of sexual harassment

The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:

• Physical assaults of a sexual nature, such as:
  • Touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employees’ body;
  • Rape, sexual battery, molestation or attempts to commit these assaults.
• Unwanted sexual advances or propositions, such as:
  • Requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;
  • Subtle or obvious pressure for unwelcome sexual activities.
• Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
• Sexual or discriminatory displays or publications anywhere in the workplace, such as:
  • Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
• Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
  • Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
  • Sabotaging an individual’s work;
  • Bullying, yelling, name-calling.

Who can be a target of sexual harassment?

Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or volunteers, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. A perpetrator of sexual harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.

Where can sexual harassment occur?

Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises or not during work hours.

What is “Retaliation”?

Unlawful retaliation can be any action that would keep a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation.

Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.”

Protected activity occurs when a person has:

• filed a complaint of sexual harassment, either internally or with any anti-discrimination agency;
• testified or assisted in a proceeding involving sexual harassment under the Human Rights Law or other anti-discrimination law;
• opposed sexual harassment by making a verbal or informal complaint to management, or by simply informing a supervisor or manager of harassment;
• complained that another employee has been sexually harassed; or
• encouraged a fellow employee to report harassment.

Reporting Sexual Harassment

Preventing sexual harassment is everyone’s responsibility. The Chappaqua CSD Public Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee, volunteer or non-employee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager, Library Director, or member of the Library Board. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager, Library Director or member of the Library Board.

Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf.

Employees, volunteers or non-employees who believe they have been a victim of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.

Supervisory Responsibilities

All supervisors and managers who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to the Library Director or a member of the Library Board.

In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.

Supervisors and managers will also be subject to discipline for engaging in any retaliation.

Complaint And Investigation Of Sexual Harassment

All complaints or information about suspected sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.

An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, and should be completed within 30 days. The investigation will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators will be accorded due process to protect their rights to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. Employees who participate in any investigation will not be retaliated against.

Investigations will be done in accordance with the following steps:

• Upon receipt of complaint, the Director (or Library Board if the complaint is lodged against the Director) will conduct an immediate review of the allegations, and take any interim actions, as appropriate. If complaint is oral, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the oral reporting.
• If documents, emails or phone records are relevant to the allegations, take steps to obtain and preserve them.
• Interview all parties involved, including any relevant witnesses;
• Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:
  • A list of all documents reviewed, along with a detailed summary of relevant documents;
  • A list of names of those interviewed, along with a detailed summary of their statements;
  • A timeline of events;
  • A summary of prior relevant incidents, reported or unreported; and
  • The final resolution of the complaint, together with any corrective actions action(s).
• Keep the written documentation and associated documents in the employer’s records.
• Promptly notify the individual who complained and the individual(s) who responded of the final determination and implement any corrective actions identified in the written document.
• Inform the individual who complained of their right to file a complaint or charge externally as outlined below.

Legal Protections And External Remedies

Sexual harassment is not only prohibited by the Chappaqua CSD Public Library but is also prohibited by state, federal, and, where applicable, local law.

Aside from the internal process at the Chappaqua CSD Public Library, employees may also choose to pursue legal remedies with the following governmental entities at any time.

New York State Division of Human Rights (DHR)

The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State with regard to sexual harassment, and protects employees, paid or volunteers and non-employees regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court.

Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged discrimination. An individual may not file with DHR if they have already filed a HRL complaint in state court.

Complaining internally to the Chappaqua CSD Public Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.

You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR.

DHR will investigate your complaint and determine whether there is probable cause to believe that discrimination has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If discrimination is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, attorney’s fees and civil fines.

DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400, www.dhr.ny.gov
Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.

United States Equal Employment Opportunity Commission (EEOC)

The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint, and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.

The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred.

If an employee believes that he/she has been discriminated against at work, he/she can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (1-800-669-6820 (TTY), visiting their website at www.eeoc.gov or via email at This email address is being protected from spambots. You need JavaScript enabled to view it.

If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.

Local Protections
Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml

Contact the Local Police Department
If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department (914) 238-4422

Adoption of this policy does not constitute a conclusive defense to charges of unwanted sexual harassment. Each claim of sexual harassments will be determined in accordance with existing legal standards, with due consideration of the particular facts and circumstances of the claim, including but not limited to the existence of an effective anti-harassment policy and procedure.
Adopted by the Library Board of Trustees Oct. 16, 2018.

Social Media Policy

The Chappaqua Library is committed to providing an online environment where all members of the community may come to read, share opinions, discuss, and exchange ideas presented in the library’s digital space. In order to maintain a safe, respectful and welcoming online environment for all participants, the Library has created this social media policy which states the Library’s purpose in using social media and establishes parameters of the service and for public use.

Definition

Social media is defined as any website or application that allows people to share information in a virtual environment. Examples include, but are not limited to the Library’s website, Facebook, Twitter, YouTube, Instagram and the library blog. This policy supplements and does not replace other Library policies.

Safety

Social media participants of all ages should be aware of recommended practices for personal safety in the virtual world. As with all other resources provided by the Library, parents or guardians are responsible for use by their children. The Library does not act in place of a parent or guardian and is not responsible for enforcing any restrictions upon minors that a parent or guardian has placed.

User comments, posts and messages are welcome on the Library’s social media accounts and services. The Library reserves the right to monitor content posted on its social media web applications, websites and web accounts, and to modify or remove any content that it deems, in its sole discretion, to be abusive, offensive, defamatory, commercial or spam, in violation of copyright, trademark right or other intellectual property right of any third party, or otherwise inappropriate for the service. In addition, the Library reserves the right to edit or modify postings for space, while attempting to retain the intent of the original post; and, to reproduce comments, posts and messages in other public venues (removing identifying information other than first name unless prior approval has been granted for full attribution).

Please safeguard personal information and do not post any email address, home address, phone number or other personal information. The Library does not collect, maintain or otherwise use personal information stored on any third party social media site. Users may add or remove themselves from the Library’s “friend” or “fan” lists at their discretion, according to the capabilities offered by such third party sites. Users should be aware that third party sites have their own privacy policies and proceed accordingly. Social media applications used by the library include the option to opt out from further contact.

By participating in the Library’s social media services, each user agrees to abide by the library’s policies and all applicable federal, state and local laws. By participating in these services, each user agrees to indemnify the Library and its officers and employees from and against all liabilities, judgments, damages, and costs (including attorney’s fees) that arise out of or are related to the content posted by said user.

The Library is not responsible for and does not endorse content other than the “pages” and “posts” created by Library staff on its social media services. Any views expressed by a user of the library’s social media services are those of the individual author and do not represent the official views of the Library. A disclaimer referencing this and all library policies will be posted on every social network site and service associated with the Library.

Adopted: February 2023

Next Review Date: February 2025

The Chappaqua Central School District Public Library (the “Library”) is committed to upholding the highest standards of ethical, moral and legal business conduct, and transparency through open communication. Furthermore, the Library and all of its trustees, officers, employees, independent contractors and volunteers (“Covered Persons”) are required to comply with applicable federal, state and local statutes, including New York Not-For-Profit Corporation Law Section 715-b, New York State Labor Law Section 740, ordinances, executive orders, rules, regulations, judicial or administrative decisions, rulings or orders, and must faithfully implement and adhere to the Library’s own policies and procedures in conducting their duties and responsibilities.

This policy provides an avenue for all trustees, officers, current and former employees and independent contractors, employees of independent contractors, and volunteers to report any suspected or actual conduct contrary to these requirements and standards (“Covered Conduct”) without the fear of intimidation, harassment, discrimination, or retaliation.

In most cases, employee, independent contractor, consultant, and volunteer concerns can be addressed by Library’s management in accordance with the applicable corporate policies and procedures. As such, this Whistleblower Policy is not intended and may not be used for general complaints, employment grievances, etc. Such concerns should be pursued in accordance with the applicable policies and procedures articulated in employee handbooks and manuals or as otherwise promulgated by the Library from time to time.

ARTICLE I - General Policy

Section 1.1. Whistleblower Protection. No individual, including current and former employees and independent contractors, employees of independent contractors, trustees, officers, and volunteers, shall suffer intimidation, harassment, discrimination, retaliation, or adverse employment consequences for making a report of Covered Conduct reasonably or otherwise in good faith (whether pursuant to this policy or otherwise in a manner which is protected under Section 740 of the New York State Labor Law) or for their participation in any internal or governmental investigation of a report of Covered Conduct. Retaliation against any person on one or both of these bases is a violation of this policy, and anyone who so retaliates is subject to disciplinary action, up to and including termination of employment.

Section 1.2. Duty to Report. Each Covered Person who has engaged in, or who reasonably suspects any other Covered Person of engaging in Covered Conduct has an obligation to report such activity in accordance with the procedures set forth in Article III as soon as possible.

Section 1.3. Distribution of Policy. This policy shall be posted on the Library’s website and/or at the Library’s offices in a conspicuous location accessible to trustees, officers, employees, independent contractors, and volunteers. Notification regarding the rights provided under Section 740 of the New York State Labor Law (effective January 26, 2022), which is annexed hereto as Appendix “A” (“Labor Law Section 740”), shall be included with such posting, and shall also be posted conspicuously in easily accessible and well-lighted places customarily frequented by employees and applicants for employment at the Library. In the event Labor Law Section 740 is amended, supplemented, or replaced at any time or from time to time, this policy shall automatically be deemed amended to refer to such amendments, supplements, or replacements without any need for an amendment to this policy, and such amendments, supplements, or replacements shall be annexed hereto as Appendix “A” in place of the statutory provisions which are so amended, supplemented, or replaced.

Section 1.4. Discipline for Retaliatory Conduct. Retaliation should be reported immediately to the Compliance Officer. Depending on the nature and seriousness of the offense, the Library will impose appropriate discipline against any Covered Person found to have engaged in any form of retaliatory conduct against an individual reporting actual or suspected Covered Conduct in accordance with this policy, up to and including dismissal or termination. Volunteers that engage in any such conduct will not be permitted to volunteer in Library activities.

Section 1.5 Good Faith Reporting. Any individual who files a report concerning actual or suspected Covered Conduct must do so in good faith and have reasonable grounds for believing the information in the report indicates a violation under this policy. The Library will impose appropriate discipline against any Covered Person found to have knowingly made a report in bad faith, up to and including dismissal or termination. This includes, but is not limited to, giving false information. Volunteers that engage in any such conduct will not be permitted to volunteer in Library activities.

ARTICLE II - Oversight

Section 2.1. Oversight. The Board of Trustees shall oversee the adoption of, implementation of, and compliance with this Whistleblower Policy in accordance with the procedures contained herein. Alternatively, the Board may assign this oversight responsibility to a Committee of the Board, provided that no trustee who is an employee of the Library may deliberate or vote on matters relating to the administration of this Whistleblower Policy.

Section 2.2. Compliance Officer. The Compliance Officer shall be the President of the Board of Trustees. Should the Compliance Officer be the subject of the report, then the Board of Trustees shall appoint another member thereof to perform the Compliance Officer’s role regarding the allegations. The Compliance Officer shall be responsible for administering this Whistleblower Policy and reporting to the Board of Trustees. The Compliance Officer shall report to the Board at least annually on compliance activity.

Section 2.3. Library Employees Excluded from Oversight. Trustees who are employees of the Library may not participate in any Board deliberations or voting relating to the administration of this Whistleblower Policy.

ARTICLE III - Reporting Procedures

Section 3.1. Reporting Violations or Suspected Violations.

A. Manner of Reporting. A report of actual or suspected Covered Conduct shall, except as otherwise provided in Labor Law Section 740, be reported using one of the following methods, as applicable:

i. With respect to any employee, by speaking or writing to the employee’s supervisor.

ii. By speaking or writing to the Library’s Compliance Officer.

iii. Any report related to conduct of the Library’s Compliance Officer, or which might for any other reason not appropriately be made to the Compliance Officer, should be directed to the Library Treasurer: Darin Iacobelli, CPA, Senior Partner, Nawrocki Smith, LLP.

The person receiving a report under this Policy shall be referred to as the “Recipient.” Contact information for the persons listed in ii. through iii. above is set forth in Section 3.6 below.

B. Form of Report. A report may be provided in person, in writing, or by electronic mail. Written reports by mail or electronic mail shall be made on the Whistleblower Disclosure Statement attached as Appendix “B”. For reports made in person, the Recipient shall record the information reported on a Whistleblower Disclosure Statement. With the exception of a person’s report of his or her own violation, the reporter shall not be required to provide his or her name on said form. However, anonymous reports must include sufficient information, including but not limited to, the name of the person against whom the report is being made, the date of the incident, the names of any potential witnesses, and a description of the incident, in order that an investigation can be conducted, or other appropriate action can be taken.

Section 3.2. Handling Reports. If the identity of the person making the report is known, the Recipient shall provide the reporter timely acknowledgement of receipt of the report, whether submitted in person, electronically, or otherwise. The report shall be reviewed by the Recipient with appropriate members of the Library’s management, the Compliance Officer, and/or the Board of Trustees (the “Reviewing Authorities”) and legal counsel, as appropriate. Generally, the composition of the Reviewing Authorities shall be determined in light of the nature of the reported Covered Conduct and the individuals involved. The Reviewing Authorities shall undertake or cause to be undertaken such investigation as they deem appropriate, taking into consideration all relevant facts and circumstances.

The subject(s) of the report may be notified of the investigation, if the Reviewing Authorities deem it appropriate, unless prohibited by law.

The Library expects full cooperation by all individuals in the investigation of a report. An employee’s failure to participate or otherwise cooperate in an investigation may result in disciplinary action, up to and including termination of employment.

Section 3.3. Results of Investigation. When the investigation is concluded, the Reviewing Authorities will determine if any disciplinary actions, up to and including termination of employment, and/or other corrective measures are required or otherwise warranted, which may include reporting the findings of the investigation to appropriate law enforcement or governmental authorities. Any person who is the subject of a report under this policy shall not be present at or participate in any deliberation, voting or other decision-making on any matter relating to such report, provided that nothing shall prohibit the Reviewing Authorities from requesting that the person who is the subject of the report present information as background or answer questions prior to such decision-making.

If, when the investigation is concluded, it is not established that Covered Conduct has occurred, the investigation will be closed. Any reports of Covered Conduct that are made in bad faith may result in disciplinary action, up to and including termination of employment and/or other appropriate corrective measures.

If the identity of the person making the report is known, the Reviewing Authorities may inform him or her of the resolution, if the Reviewing Authorities determine that it is appropriate. If the Reviewing Authorities deem it appropriate and/or the circumstances so require, the subject(s) of the report may be notified of the resolution.

Section 3.4. Documentation. The Reviewing Authorities shall document any investigation or other action carried out under this policy, including the rationale for any recommended resolution and/or corrective action. All documentation relating to the investigation, including the Whistleblower Disclosure Statement, and the resolution and/or corrective action taken shall be kept in the Library’s records for at least five years.

Section 3.5. Confidentiality. All reports of actual or suspected Covered Conduct may be submitted on a confidential or anonymous basis. Reports will be kept confidential to the extent possible, consistent with applicable laws and the need to conduct an adequate investigation and prevent or correct actual or suspected Covered Conduct. Information relating to a report shall be provided only to those with a need to know so that effective investigation or other action can be taken. In appropriate cases, and without limitation, the investigation documents will be shared with law enforcement personnel. Disclosure of reports to individuals not involved in the investigation shall be viewed as a serious disciplinary offense and may result in discipline, up to and including dismissal, termination, or civil lawsuits.

Section 3.6 Contact Information.

Compliance Officer: Jennifer Fahey, President Chappaqua Library Board of Trustees
95 South Greeley Avenue, Chappaqua, NY 10514
M: 914.552.5388
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Library Treasurer: Darin Iacobelli, CPA, Senior Partner, Nawrocki Smith LLP
100 Motor Parkway, Suite 580, Hauppauge, New York 11788
O: 631.756.9839
M: 631.834.2103
F: 631.716.6941
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Adopted by the Library Board of Trustees April 2015
Revised December 2015; Re-affirmed November 20, 2018; Revised July 2023