Library Operating Policies

The Goshen Public Library and Historical Society, (hereinafter referred to as the “Library”) was first chartered by the State of New York as an association library in 1894.

As a result of a public vote in March 1984, it subsequently received an absolute charter from the Regents of the State of New York as a school district library in June 1990.

The Board of Trustees of the Library (hereinafter referred to as the “Board”) affirms that all libraries are forums for information and ideas and has adopted the following policies to guide its services. All written policies of the Library shall be reviewed annually to determine if they continue to promote the best interests of the community.

The Goshen Public Library and Historical Society promotes the communication of ideas, enlightened citizenship and enrichment for all persons.

Roles

• Role 1: Popular Material Center
  Purpose: To promote the enrichment and enjoyment of the kindergarten through adult population.
• Role 2: Preschool Center
  Purpose: To provide materials and services which will enable parents to assist their preschoolers to develop an interest in reading and other learning processes as well as socialization skills.
• Role 3: Educational Support Center
  Purpose: To support the formal and informal educational activities of the kindergarten through adult population.

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The Sunshine Committee of the Goshen Public Library Board of Trustees shall consist of one member. Twenty-five Dollars per year shall be collected from each board member at the re-organization meeting in May. If there is a surplus in the fund, contributions may be adjusted accordingly. Likewise, if there is a deficit during the year due to great activity, another contribution may be requested.

On behalf of the Board, the Sunshine Committee’s mission is to respond to life events that affect the Board and Library Staff by sending, for example, cards, flowers or balloons, or by donating a gift book as a memorial. After the card or gift is sent, the Board will be notified. It is requested that the Board keep the Committee apprized of events that need to be acknowledged.

The investment of public funds is a sacred trust. It is essential that every possible care be taken to ensure the protection of the monetary assets of the Library. To this end, this written policy shall set forth a series of guidelines to be adhered to in order to properly safeguard the funds of the Library.

The Library may place its funds into any of the following accounts or investments: checking and savings accounts, money market accounts and certificates of deposits (CD’s) insured by an approved commercial bank or trust company depository licensed to do business in the State of New York. Investments of the Library may also be placed in US government obligations, i.e. Treasury Bills, Notes and Bonds, or in any other Federal Agency obligation which is directly backed by the US government. Investments of the Library may also be made in Repurchase Agreements (Repos), provided the transaction entered into complies with the recommended guidelines of the State of New York as issued in 1984, by the State Comptroller”s office, as may be amended from time to time.

The responsibility of the investment of Library funds lies with the Treasurer. It is additionally the responsibility of the Treasurer to provide a regular accounting of all investments and cash operating procedures. The funds of the Library are essentially of two categories: operating and capital or reserve operating funds are used in the day to day operation of the Library and are raised primarily through the levy of local property taxes. Operating funds may be invested in checking accounts, money market accounts, CD’s or any other form of approved investment. Capital or reserve funds are segregated moneys which have been allocated specifically to capital projects or to the acquisition of new equipment. Funds in the Capital Fund category are to be invested exclusively in interest bearing accounts, i.e., money market and CD’s.

As Chief Fiscal Officer of the Board, the Treasurer is also entrusted with the responsibility to ensure that all deposits and investments of the Library are properly secured either by FDIC coverage in a commercial bank or trust company or by the assignment of pledging of direct obligations of the US government or an agency thereof, the State of New York, or any of it political subdivisions to secure the deposits and investments of the Library. It will be required for approved depositories to pledge such securities only if the total of funds on deposit exceed $100.000.00. It will be required that said the Library depositories provide, upon request, a complete detailed listing of all obligations pledged to secure the deposits in excess of $100,000.00.

The officers of the Library authorized to conduct the banking and investment affairs on behalf of the Library are the Treasurer, the President and the Vice President, each being individually capable of signing checks, making withdrawals, opening and closing accounts, and authorizing the purchase/redemption of other investments.

These banking and investment guidelines may be revised at any time upon an appropriate resolution and majority vote by the Board. Such a revision may be proposed due to a change of NYS Law or due to a change in the status of an approved depository, or due to a significant change in the general investment climate.

Submitted by:

J. Donovan Aitcheson
Treasurer, Board of Trustees
Goshen Public Library and Historical Society

Inasmuch as the budget is approved to provide for the day-to-day operations of the Library, with major expenditures for equipment and services taken into consideration, and inasmuch as our major budget concern is that the total expenditure approved shall not be exceeded, and inasmuch as it is the duty of the Director to “develop the library budget, supervise the expenditure of Library funds and the collection of Library revenues, and administer grants.”

It is our policy that the Director has discretion in authorizing expenditure of all funds allocated. Budget line modifications will be made in consultation with the Treasurer, and will be included in the monthly Treasurer’s Report. Expenditures for services and equipment which will exceed the total approved budget allocation (and will require the use of unanticipated revenue or unallocated fund balance) must be presented to the Board for their approval.

Equipment and capital expenditures are subject to the following guidelines:

• Telephone quotes will be obtained for expenditures from $100.00 - $1,000.00.
• Three written estimates will be obtained for expenditures between $1,000.00 - $5,000.00.

A Request for Proposal (RFP) will be submitted to at least three vendors for expenditures between $5,000.00 - $10,000.00.

Formal advertised bidding will be implemented for expenditures over $10,000.00. (State guidelines mandate formal bidding for equipment purchases of $10,000.00 or more and capital expenditures of $20,000.00 or more.) Capital improvements over $20,000 require a formal advertised bidding process. For projects $20,000 and under we will solicit a minimum of three proposals using the following process.

The Physical Resources committee will define the project and will recommend contractors to contact where possible. Recommendations may also be sought from the school district, the village and the town. Priority in requesting proposals will be given to Goshen Central School District residents, whose taxes support the library.

Contractors will be contacted by telephone. A written project description, defining the project as a public works project, will be mailed to interested parties requesting a proposal. Proposals will be reviewed with the use of checklists for contractors and references (See Appendix G).

The Physical Resources Committee will review all proposals, and present them to the Board with the committee’s recommendation.

The Board supports the following plan for communication with the residents of our community.

• “Across the ...desk.’ A weekly column of this name will be written for the Independent Republican to inform the community about new materials, policies, services, etc. The column will be written alternately by the Director, Youth Services staff, Adult Services staff and Program Coordinator. The Community Relations Committee will review all releases relating to Board actions. The Board President will use this column to respond to any inaccuracies about Library business that appear in the Independent Republican.
• “Reference Point.” A quarterly newsletter will be published in January, April, July and October. The newsletter will be edited and largely written by the Director, with a column for Board input. The April newsletter will highlight the budget and the October newsletter will contain the annual report.
• An Internet Website. The Library will maintain an Internet Website on such server as the Board may designate from time to time. The Website will contain basic information about the Library services, a calendar of upcoming events, reference links and FAQs (frequently asked questions). This Website will be updated by Library staff and maintained by a contracted Web Master.
• Telephone campaign. In April, prior to the budget vote, a telephone campaign will be coordinated to encourage library supporters to get out and vote.