Library Hours

Mon: 10 - 5
Tues: 10 - 5
Wed: 10 - 5
Thurs: 10 - 8
Fri: 10 - 5
Sat: 10 - 4
Sun: 1 - 4

9091 Route 22
Hillsdale, NY 12529
518-325-4101
Fax - 518-325-4105



174 Country Cookbooks

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Gold Business Partners

Silver Business Partners

Bronze Business Partners

Alderwood Properties . Baldwin & Bloomstein Attorneys at Law LLC . Berkshire Pottery . Chad’s Hair Studio . Copake Lake Realty . Peter A. Gale Real Estate, LLC . Hill Landscaping . Hillsdale Country Realty . Holiday House Motel . Interiors by Timi II . Mettabee Farm . MRP Electric . Pattison, Koskey, Howe & Bucci . Poster Portfolio Ltd . The Right Angle Knife Sharpening Service . Joel A. Roberts, CPA . Francis Roche Attorney . Valley Energy.

Copper Business Partners

Adagio Spa . At the Kitchen Table Cooking School . Clean Sweep Chimney Service . CMS Cabinetry . Copake Auction Inc . Copake KOA . Juliette Crill, Attorney at Law . Scott Decker Construction LLC . Domaney’s Liquor . Four Brothers Pizza . Harry Garrett Tree Work . Gina’s K-9 Bed & Breakfast . Health in Motion . Hillsdale Barn Antiques . Hillsdale Healthcare . G. Leibovitz Restoration . MG Property Services LLC . Mirror Mirror Clothing Inc . Painting Plus . The Playyard . Poochini’s Pet Salon . Grace A Post Realty Inc. . Problem Wildlife – Exclusion/Removal . Sunset/Sunrise The Bed & Breakfast with a View . Taconic Valley Lawn & Garden . Van Alphen & Sons Auto Body.

Library Policies

 

Medical Injuries and Emergencies Guidelines
ADA Statement/Services to the Disabled Annual Report to the Community Challenge of Library Materials & Reconsideration Form
Confidentiality of Library Records Collection Development Policy Computer & Internet Policy
Disaster Plan Exhibit/Posting Policy Friends Group
Fundraising/Gift Policy Incident/Accident Report Meeting Rooms
Investment Policy Law Enforcement Policy Lending Rules
Patron Code of Conduct Personnel Policy Purchasing Policy
Records Retention Unattended Children Policy Volunteer Policy
Whistleblower Wireless Policy Workplace Violence

Medical Injuries and Emergencies Guidelines
Medical Injuries and Emergencies Guidelines

Roeliff Jansen Community Library
MEDICAL INJURIES AND EMERGENCIES GUIDELINES

Library Staff will respond in an appropriate and considerate manner to provide assistance in the event of a accident or medical emergency. In all such instances Library Staff will adhere to the following guidelines, complete an Accident/Incident Report form and notify the Library Director and Board President as soon as possible.

Minor Injury

  • First aid kits are kept in the office and are available if needed. Bandaids, antiseptic, gauze, etc. may be offered to those who have cuts, bruises, scrapes, etc.
  • If under age 18 and a responsible adult is present he/she should perform any treatment needed (as applying the bandage to the wound). Staff members should provide assistance as needed.
  • If no responsible adult is present, the parent/guardian will be called to 1) explain injury or illness, 2) report what actions have been taken by the staff member, and 3) ask the parent or guardian what further action the Library should take including whether the minor should be held for pick-up or if they will provide consent to release the minor.
  • If possible, two staff members should be present at the scene of the injury. One to tend to the injured person, the other to call parent/guardian, fill out the Accident/Incident Report Form, take cell phone photos of the injury and cause/location, and inform the Library Director/Board President.
  • If 18 years of age or older, the person should be given the option to receive first aid, call a parent , guardian, spouse or doctor, or otherwise address their medical needs.
  • If a person in the building identifies himself/herself as a medical professional and offers assistance, staff should neither encourage or discourage treatment of the injured person.

Major Injuries and Medical Emergencies

9-1-1 will be called immediately and the responding paramedics will be directed through the main library entrance to the location of the injured individual(s). A member of the library staff will stay with the victim until help arrives. Family will be notified as appropriate and when possible.
Accident Reports

An Accident Report will always be prepared for all injury or emergency incidents and kept for the Library records. A copy of this form is appended..

Approved by Board of Directors December 8, 2016

Accident/Medical Incident Report Form
ROELIFF JANSEN COMMUNITY LIBRARY

Date of Incident____________________ Time of Incident____________________

Name(s) of person(s) injured or involved. Please provide phone number(s) if available:

Name _______________________________________________________________

Phone_______________________________

Under 18 _yes/no

Name of persons (including Staff) at the accident/incident site:

___________________________________________

___________________________________________

___________________________________________

Location in the Library where accident/incident occurred:

______________________________________________________________________________

Describe accident/incident (Basic facts and circumstances)):

Action taken by Staff:

Name of staff person who completed this form: ___________________________

Signature ________________________________

Date ________________________

Name and Signature of other staff or library volunteer who were present:

Name____________________________________________

Signature____________________________________________

Signature of Director acknowledging receipt of form ______________________

Date_______________________

ADA Statement/Services to the Disabled

Americans with Disabilities Act
Compliance Policy

The Roeliff Jansen Community Library affirms its support of equal access for persons with disabilities and the Americans with Disabilities Act.  Our library building, built in 1913, is currently not completely handicapped accessible.   The Library seeks to make its services, facilities, and programs as accessible as possible to the public, including those who have disabilities.  To accommodate those with disabilities, the following services are offered:

  • We act as facilitator between the patron and Services to the Blind and Physically Handicapped
  • We offer home delivery to patrons with disabilities which prevent them from coming
  • to the library
  • We welcome service animals in the library

The following procedures have been developed in order to assist the Library in addressing concerns about accessibility.

People who wish to request accommodation or make a complaint about accessibility at the Library have access to a three step procedure.

Step One: Requests for accommodation and/or complaints about accessibility can be presented in person, by mail, email, or over the phone.  These should be addressed to the Library Director who then makes every attempt to provide accommodation and/or resolve the issue without further recourse to this procedure.

Step Two: If resolution is not achieved by Step One, a complaint can be presented in writing on an Accessibility Concerns Form.  Assistance in completing this form is provided as needed.  Completed forms are reviewed by the Library Director; a formal response is made to the library user within ten working days of the date of original submission of the form.  The formal response can be a telephone call, followed by a letter confirming the telephone discussion, or directly by letter.  The Library Director will make every attempt to resolve the issue through this means.

Step Three: If resolution is not achieved by Step Two, the concerned individual can request that the complaint be presented to the Library Board.  The Library Director will place the matter on the agenda so that the concerned individual can present his or her concern at the next regularly scheduled Library Board meeting.  The decision of the Library Board is final for the Library.  If resolution still is not achieved, the concerned individual may wish to pursue other courses of action as described in the American with Disabilities Act and related regulations.

Roeliff Jansen Community Library

Accessibility Concerns Form

PLEASE DESCRIBE THE NATURE OF THE PROBLEM YOU HAVE ENCOUNTERED:

PLEASE DESCRIBE WHAT WE COULD DO TO PROVIDE BETTER ACCESS:

NAME ____________________________________________________________
SIGNATURE_______________________________________________________

ADDRESS _________________________________________________________

__________________________________________________________________

PHONE _____________________________DATE_________________________

Please see the attached policy and procedure to find out how we will address your concern.

Send completed form to:
Library Director
Roeliff Jansen Community Library
P. O. Box 669
Hillsdale, NY  12529

Adopted by the Board of Trustees February 10, 2009
reviewed and amended

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Annual Report to the Community
Adopted by the Board of Trustees
reviewed and amended

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Challenge of Library Materials &
Request for Reconsideration Form
The Roeliff Jansen Community Library will support the Library Bill of Rights and the Freedom to Read, view or hear Statements.

Should any patron of the Roeliff Jansen Community Library raise a question about any materials provided by the Library being in any way objectionable, the complainant must file a written complaint with the Library Director on a form provided for this purpose.

The complainant must be properly identified before the request is considered.

No action will be taken before the complaint is brought before the Board of Trustees.

The written complaint will be presented to the Board of Trustees. The Board shall

    • read and examine the challenged material
    • consider the specific objections to the material voiced by the complainant
    • weigh the values and faults of the material as a whole
    • the Board will, where appropriate, solicit advice or opinion from other library Directors, the Mid-Hudson Library System , the American Library Association Office for Intellectual Freedom and the New York State Intellectual Freedom Committee.
    • The Board shall issue a written report within ninety days to the Director containing its recommendations concerning any complaint.

The Director shall review the report of the Board and notify the complainant.

Adopted by the Board of Trustees
reviewed and amended

Roeliff Jansen Community Library

Reconsideration of Library Resources

The Board of Trustees of the Roeliff Jansen Community Library, has delegated the responsibility for selection and evaluation of library resources to the Library Director, and has established reconsideration procedures to address concerns about those resources. Completion of this form is the first step in those procedures. If you wish to request reconsideration of library resources, please return the completed form to Library Director, Roeliff Jansen Community Library, P. O. Box 669, Hillsdale, New York 12529.

Date _____________________________

Name ________________________________________________________________

Address ______________________________________________________________

City ___________________________ State ___________________ Zip __________

Phone _________________________________________________________________

Do you represent self? __________ Organization? (Name) ______________________

Resource on which you are commenting:

_____ Book _____Audio _____Video _____Magazine

_____ Library Program _____ Newspaper _____ Electronic

_____ Other (please specify) _________________________________________

Author _________________________________________________________________

Title ___________________________________________________________________

Publisher/Producer ________________________________________________________

What brought this resource to your attention? ________________________________________________________________________

Is your objection to this material based upon your personal exposure to it, upon reports you have heard, or both?

________________________________________________________________________

Have you examined (read/heard/seen) the material in its entirety? ________________________________________________________________________

What concerns you about the resource? Please cite specific passages, pages, etc. (use other side or additional pages if necessary)

Are there resources you suggest to provide additional information and/or other viewpoints on this topic?

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Confidentiality of Library Records
The New York State Confidentiality Law protects the privacy rights of library users.  This law prohibits the release of any information relating the names of a person and his/her library use without a properly executed subpoena from a court of law.  Under this law, librarians cannot:

· Tell a third party whether a person has a library card.

· Write the name of a borrower on a book card which is placed in the book.

· Tell a parent what his/her child has borrowed, even if it is overdue.

· Send a reserve notice or overdue reminder on a postcard.

· Reveal the nature of someone’s reference question to
another person.

The law makes it quite clear that a person’s library use habits are strictly private, there are no exceptions for children or anyone else.  It applies to every library in the state, without exception.

[Reprinted with thanks to NYSLAB Trustee, October 1993, Vol. IV No. 3]

Adopted by the Board of Trustees January 12, 1999

Procedures for Handling requests for Library Records
After a federal agent or law officer has presented proper identification, he or she must be referred to the Library Director.  Only the Library Director is authorized to accept the court order.  Upon presentation of the court order, the Library Director will contact the Library’s legal counsel for review.  If the Library Director is not available, then the Board President will contact the Library’s legal counsel.

Subpoenas
Counsel will examine the subpoena for any legal defect, including the manner in which it was served on the Library, the breadth of its request, its form, or an insufficient showing of good cause made to the court.  If a defect exists, then counsel will advise on the best method to resist the subpoena.

The Library Director, through legal counsel, should insist that any defect be cured before records are released and that the subpoena is strictly limited to require release of specifically identified records or documents.

The Library Director and legal counsel will review the information that may be produced in response to the subpoena before releasing the information. The Library Director will follow the subpoena strictly and will not provide any information that is not specifically requested in it.

If disclosure is required, then the Library Director will ask the court to enter a protective order (drafted by the Library’s counsel) keeping the information confidential and limiting its use to the particular case.  The Library will ask that access be restricted to those persons working directly on the case.

Search Warrants
A search warrant is executable immediately.  The agent or officer may begin a search of the Library’s records as soon as the Library Director is served with the court’s order.

The Library Director should ask to have the Library’s legal counsel present before the search begins in order to allow legal counsel an opportunity to examine the search warrant to assure that the search conforms to the terms of the search warrant.

The Library will cooperate with the search to ensure that only the records identified in the warrant are produced and that no other users’ records are viewed or scanned.

Search Warrants Issued Under the USA Patriot Act Amendment of the Foreign Intelligence Surveillance Act (FISA):
The recommendations for a regular search warrant still apply.  However, a search warrant issued by a FISA court also contains a “gag order.”  That means that no person or institution served with the warrant can disclose that the warrant has been served or that records have been produced pursuant to the warrant.

The Library and its staff must comply with this order.  No information can be disclosed to any other party, including the patron whose records are the subject of the search warrant.

The “gag order” does not change a Library’s right to legal representation during the search.  The Library can still seek legal advice concerning the warrant and request that the Library’s legal counsel be present during the actual search and execution of the warrant.
Adopted by the Board of Trustees
reviewed and amended

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Collection Development Policy
The Roeliff Jansen Community Library will support the Library Bill of Rights and the Freedom to Read, view or hear Statements.

The Director of the library shall be responsible for selection of books and other materials. Library materials (print and non-print) shall be chosen on the basis of their value of interest, information and enlightenment of all people of the community. No library material shall be excluded because of the origin, background, or views of those contributing to their creation.

Library materials should be of sound factual authority and represent all points of view concerning the problems and issues of our times – international, national and local.

Materials for individuals of varying ages, educational levels and interest should be acquired.

The Board of Trustees shall offer guidance on the quality of books to be selected, the scope, emphasis and limits of the collection.

The Director shall accept or reject the gift of library materials. Gifts shall be accepted only with the stipulation that the library will use them as it sees fit. The Director shall have sole responsibility to issue documentation of library materials gifts for tax purposes.

The collection is maintained by retaining or replacing essential materials and removing, on a systematic and continuous basis, those works that are worn, outdated, or no longer in demand.

Censorship is a purely individual matter. Responsibility for the reading/viewing/listening material of children and adolescents rests with their parent or legal guardian. The library does not stand in loco parentis. No material shall be removed from the collection save under the procedures for Reconsideration of Library Materials adopted by this Board of Trustees.

Adopted by the Board of Trustees
reviewed and amended

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Computer & Internet Policy
All Library users must observe the policies, rules and procedures established by the Library, including the Internet Use Guidelines and, in respect to these guidelines, the Roeliff Jansen Community Library Rules of Conduct, which have been adopted by the Board of Trustees and are available in the Library.  Use of any computer is for legal purposes only.  All computer resources accessible through the Library are provided equally to all Library users.

All computer users must complete a computer registration form, providing name, address, phone number and signature before using library computers.

The Library limits the amount of time an individual user can devote to a single session.

Use of a computer is on a first-come, first-served basis for the next available computer.

Staff will assign a computer and keep track of time used.  Patrons are not allowed to switch computers without staff knowledge and permission.

The library does not offer electronic mail accounts.  You may access your e-mail if you know the Internet address of your private account.

You may not utilize system resources (for example, bandwidth) to the extent that your use affects other people’s ability to use these same resources.

If the computer is equipped with sound and you are utilizing this option, you must use headphones.

The Library reserves the right to limit the number of people at individual computers.

Children age 12 and under require the permission and supervision of a parent or legal guardian while using the library computers.

Youth ages 13-17 are required to have a permission agreement signed by a parent or legal guardian to be kept on file at the library before using Library computers or accessing the Internet.

Printing charge per page – twenty cents $.20 for black and white and $1.00 for color

Users may not:

  • Engage in any activity that is harassing, deliberately offensive or creates an intimidating or hostile environment.
  • Invade the privacy of others.
  • Violate copyright or software licensing agreements.
  • Gain unauthorized access to any computer, information, or communications devices or resources.
  • Damage, alter, or degrade computer equipment, peripherals, software of configurations.
  • Install software applications
  • Use a computer to conduct a business.

Internet Policy and Internet Use Guidelines
The Library is committed to ensuring access to information through technology.  Access to digital information is fundamental for supporting continuous lifelong learning.  Recognizing its role to provide access to electronic information, the Library offers public access to the Internet.

Choosing and Evaluating Sources
The Internet is a series of communication linkages leading to a highly diverse array of information. The Internet offers access to many valuable local, national and international sources of information.  The content of the Internet is not managed or governed by any entity, therefore users may encounter materials that may be inaccurate, incomplete, dated, or offensive to some individuals.  Library users are encouraged to exercise critical judgment when accessing Internet sites.

Filtering
The Library does not monitor or control information accessible through the Internet and is not responsible for its content. The Library cannot guarantee that information found using the Internet is accurate, authoritative, or factual.  No filtering software is in use on library computers, and the library does not assume responsibility for protecting Internet users from material they might find obscene, offensive or objectionable.

Access by Minors
Parents or legal guardians, not Library staff, must assume responsibility for deciding which Library resources are appropriate for their own children.  Parents or legal guardians should guide their children in use of the Internet and inform them about materials they should not use. The Library has created home pages for children and young adults which provide content and links to other Web sites that parents or legal guardians may find appropriate for their children.

Children age 12 and under require the permission and supervision of a parent or legal guardian while using the library computers.

Youth ages 13-17 are required to have a permission agreement signed by a parent or legal guardian to be kept on file at the library.

To address the issue of the safety and security of minors using all forms of direct electronic communication, the Library urges minors to keep in mind the following safety guidelines:

  • Never give out identifying information such as home address, school name, or telephone number.
  • Let parents or guardians decide whether personal information such as age, marital status, or financial information should be revealed.
  • Never arrange a face-to-face meeting with someone via the computer without parents’ or guardians’ approval.
  • Never respond to messages that are suggestive, obscene, threatening, or make one uncomfortable.
  • Have parents or guardians report an incident to the National Center for Missing and Exploited Children at 1-800-843-5678 if  one becomes aware of the transmission of child pornography.
  • Remember that people online may not be who they say they are.
  • Remember that everything one reads may not be true.

Rules Governing Use
The public must comply with all applicable federal, state and local laws, including laws governing the transmission and dissemination of information while accessing the Internet, and with all Library policies and procedures.

Users may not:

  • View, print, display, send, or receive images, text or graphics of obscene materials or material that violates laws relating to child pornography.
  • Distribute unsolicited advertising.
  • Engage in any activity that is harassing, deliberately offensive or creates an intimidating or hostile environment.
  • Invade the privacy of others.
  • Violate copyright or software licensing agreements.
  • Gain unauthorized access to any computing, information, or communications devices or resources.
  • Damage, alter, or degrade computer equipment, peripherals, software of configurations.
  • Install software applications

Public Users’ Security
Users should be aware that the Internet is not a secure medium and that third parties may be able to obtain information regarding users’ activities.  However, the Library will not release information on the use of specific Internet resources by members of the public except as required by law or necessary for the proper operation of the Library.

Compliance
Those failing to comply with the Internet rules will be given a copy of the Internet Use Guidelines and asked to comply immediately.  Those failing to comply will be asked to leave the library facility, which may lead to revocation of library and/or Internet privileges for a period of 1-6 months.  If violators do not leave, the police will be called and the library will file trespassing charges.

Appeal Process
Persons banned from the library and/or the Internet may appeal this ban by sending a written request to the Library Director explaining the circumstances and requesting a review of the ban.  The Library Director shall respond within ten days of such a request with a written decision.

Guidelines on Access to Information
The Library is guided by the following American Library Association statements on access to information:

  • The Library Bill of Rights
  • Freedom to Read Statement


Adopted by the Board of Trustees  June 12, 2001
reviewed and amended  December 9, 2008

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Disaster Plan
Fire
Do not panic, but do not under-estimate the potential danger to customers or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building. The time to think about fires is before they happen. Familiarize yourself with the type, location, and application of the fire extinguishers in the building. Orient all staff and volunteers to this information. If you share a building with another agency and it occasionally initiates fire drills, library staff should respect those training exercises and respond as they would in the case of a real fire.
Health emergencies
Staff members should exercise caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member. Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from needless disturbance until medical help can be obtained. Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable. 911,the Rescue Squad or the Police should be called immediately in the event of any serious problem. No medication, including aspirin, should ever be dispensed to the public.
Bomb threats
Keep the caller on the line as long as possible. Ask the caller to repeat the message and try to write down every word spoken by the person. If the caller does not indicate the location of the bomb or the time of possible detonation, ASK FOR THIS INFORMATION. Pay particular attention to peculiar background noises such as motors running, background music and any other sounds which may indicate the location from which the call originates. Listen closely to the voice (male, female), voice quality (calm, excited), accents and speech impediments. Immediately after the caller hangs up, call the police. Clear the building. The police will handle the actual bomb search.
Emergency Closings (snow storms, power outage, loss of heat or water)
Closing will be at the discretion of the Library Director.
Disaster Contacts
Physical address:  2609 Route 23, Hillsdale 12529

Title Name
Director Carol Briggs
Library Technician Teri Traver
President, Board of Trustees Howard Van Lenten
Trustee in charge of building & grounds Susan Scheck

Priorities for Salvaging Material

In the case of a disaster, materials in the historical collection should be salvaged first.
These include:
Genealogical Collection
Local History Collection
Harbinger, Herald, Inquirer and Independent newspapers on microfilm

Emergency Services Fire, Police, Rescue Squad 911
Sheriff Columbia County 828-0601
NY State Police Claverack 851-3111

Emergency Exits

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Exhibit/Posting Policy
Adopted by the Board of Trustees
reviewed and amended

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Friends Group
Adopted by the Board of Trustees
reviewed and amended

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Fundraising/Gift Policy
The Roeliff Jansen Community Library accepts gifts (including financial securities) at the discretion of the Library Director and/or the Board of Trustees under the following conditions:

Unrestricted monetary gifts will be used at the discretion of the Library Board of Trustees in accordance with this gift policy and/or the Library’s Materials Selection Policy. Restricted monetary gifts will be accepted on the condition that the specific use requested is consistent with the goals and objectives of the Library.

Gift materials will be judged by the same materials selection standards that apply to purchased materials.

Gifts of Library materials (books, magazines, tapes, etc.) may be accepted with the understanding that the Library reserves the right to add them to its collection, distribute them to other libraries, donate them sell them or discard them.

All personal property, art objects, portraits, antiques and other collectibles, if accepted, are accepted only on the condition that they may be sold, kept, given away or discarded at the discretion of the Library Board and/or the Library Director.  However, specific requests for the disposition of an item will be taken under advisement by the Board, and the gift will be returned if the request is not deemed to be suitable to the goals and objectives of the Library.

Gift items will be formally acknowledged if the donor wishes.  The Library will not appraise or estimate the value of gift donations.  The responsibility for such assessment lies with the donor.

Adopted by the Board of Trustees January 12, 1999
reviewed and amended

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Incident/Accident Report

 

Roeliff Jansen Community Library
2609 Route 23
P. O. Box 669
Hillsdale, New York  12529
Phone:  518-325-4101
Fax:  518-325-4105
email:  rjcl2609@roejan.org

Incident and Accident Report

Date ___________   Time  ___________

Library Staff Person in charge:  ____________________________________________

Name of Staff Person Filing Report:  ________________________________________
Staff Witness:  __________________________________________________________

Non-Staff Witnesses:

Name Address Telephone

Individual(s) involved

Name Address Telephone

Description of  incident:

Police/Fire/ 911 called:

Who Called Time of Call Time of Arrival

Action taken by emergency personnel:

Follow-up action:

Adopted by the Board of Trustees
reviewed and amended

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MEETING ROOMS

The Library offers two spaces for use by the community. There is a Conference Room with a capacity of 15, and a Community Room with a capacity of 37.

Meeting Room Policies and Rules of Use

A. Use of the facilities for Library sponsored or cosponsored meetings or programs shall have priority over all other requests.

B. The Library welcomes public use of the Community Room by local community groups for meetings, classes, recitals, workshops, and programs.

C. Use of the Community Room by a group or organization does not in any way constitute an endorsement by the Library of the group or organization, its activities or the ideas and opinions expressed during the course of meetings or programs held at the Library.

D. The Library meeting spaces are not available for religious services or parties or events that are primarily celebratory in nature.

E. The Library cannot guarantee the spaces for regularly scheduled meetings.

F. Any use of the meeting rooms is at the discretion of the Library Board of Trustees. The Library reserves the right to cancel a scheduled use of the Community Room with three weeks notice if the room is needed for Library programming. The Library will make every effort to avoid a cancellation.


Conference Room

– Maximum Capacity 15

A. Scheduled Library functions have priority.

B. Privacy in this room is not guaranteed. Staff access is required at all times.

C. It is not available after library hours to nonlibrary groups.

D. Eating and serving food in the Conference Room is prohibited.


Community Room

– Maximum Capacity 37

FEES

A. There is a fee of $25. per hour for use of the Community Room during library hours for commercial use of the room.

B. For all users, including community groups, if use of the room begins before or ends after regular Library hours there is a $25 per hour charge for all hours of use, a $50 closing fee and a $100 refundable security and janitorial deposit.

D. For groups that need use of the kitchen area there is a $250 refundable security and janitorial deposit..

E. Proof of Liability Insurance must be submitted for any use of the Community Room for events that are not sponsored by the library. Applicants must also sign the provided Indemnification Form.

F. Fees, Deposits, and Proof of Liability Insurance must be submitted three (3) weeks before the event.

POLICY

A. Use of the Community Room by nonLibrary groups must be arranged in advance by application. Making an application does not constitute a reservation. Applications are available from and must be submitted to the office of the Library Director. See section below re: Applications.

B. When in use, the room will be closed off from the children’s area by the sliding divider.

C. The room is equipped with a several folding tables, chairs, a simple sound system, microphone, digital projector and a projector screen. Laptops and office supplies are not provided. The staff is not available for other than regular library assistance.

D. There is a kitchen with a sink, refrigerator and microwave adjacent to the Community Room. The microwave may be used only to warm food. No cooking is allowed.

RULES OF USE

A. If a meeting or an event is to take place wholly or in part outside of regular library hours, arrangements must be made with the Library Director for closing the Library.

B. The Library does not publicize non-Library sponsored events.

C. The placement of signs or banners of any kind on the building or grounds, other than those relating to the Library or its events, is not permitted.

D. The use of the name, address or telephone number of the Roeliff Jansen Community Library as the address or headquarters for any group or organization using the Library for meeting purposes is prohibited.

E. All publicity for nonLibrary events held at the library must be clear as to the organization sponsoring the event. Publicity generated by a group may recite the Library name and address only in terms of the location of the event.

F. The Library reserves the right to close the Library in inclement weather or emergencies. In case of closures initiated by the library, fees will be refunded.

G. The Library is not responsible for the security of property owned by an individual or group using meeting rooms.

H. Room Preparation and Decorating

1. Nothing may be attached to the walls, ceilings, doors or furniture without advance approval by the Library Director.

2. The cost to repair any damage caused by the unauthorized placement of such items will be assessed to the organization or group. Deposit will be applied to the cost of repair of any damage to the room.

3. All preparations should be made the day of the event.

4. Those using the Library’s Community Room may not enter other areas of the Library after hours.

I. Cleaning

1. Events and cleanup must be concluded no later than 10pm. The floor must be vacuumed, chairs stacked, tables folded and stored and furniture that was moved restored to its original configuration. All kitchen utensils and supplies must be cleaned and put back in place.

2. All food, garbage, trash and recyclables must be removed from the premises by the organization using the room.

3. All cleaning and removal of decorations shall be done immediately after the event and shall not be done the next day.

4. The security and janitorial deposit shall be held by the Library until the Room has been inspected and found clean and undamaged. Allow 2 weeks for deposit reimbursement.

5. Any repair or cleaning that may be required as a result of the rental shall be deducted from the security deposit. If the Library is not satisfied with the cleaning done by the renter, the cost of cleaning, at the rate of $60 per hour, will be assessed against the deposit.

J. Child Supervision

1. Children attending a program, meeting, or event must be supervised by an adult.

2. Children 11 years old and under must be accompanied by a parent or other adult when attending any meeting, program, or event at the Library. The adult must remain in the Library building for the duration of the meeting or program; and must retrieve their child immediately at the conclusion of the event.

K. Alcoholic Beverages Alcoholic beverages are not allowed at non-Library sponsored events.

L. Music and Noise – music must be lowered in accordance with all State and Local ordinances. Music or noise should not disturb library patrons when the Library is open.

M. Animals – No animals or pets, other than Service Dogs, are allowed, unless it is a Library sponsored program.

Application and Cancellations

A. Application Form and Procedure

1. Reservations can be requested by filling out an application. Applications are available from and must be submitted to the office of the Library Director three (3) weeks prior to the event. Submission of an application does constitute a reservation. The applicant will be contacted by the office of the Library Director if use of the room is approved.

2. Proof of Liability Insurance is required as well as a signed copy of the Indemnification Form which is provided with the application.

3. Fees, security deposits and Proof of Liability Insurance must be submitted three (3) weeks prior to the event.

4. The person signing the application form must be 21 years of age or older and be in attendance when the Community Room or Conference Room is in use. The person signing the application form shall be responsible for the conduct of their group, payment of bills and for protection of library property in connection with the meeting.

5. No group may transfer use of room to another group.

B. Cancellations

1. Applicants who must cancel their reservations should do so at least 3 weeks in advance so as to accommodate other reservations.

2. The Library reserves the right to close the Library in inclement weather or unforeseen emergencies. The Library will close when Taconic Hills Central School closes due to weather. In case of closures initiated by the library, fees will be refunded.

_______________________________________________________

Approved by the Board of Trustees January 8, 2013

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Investment Policy
Adopted by the Board of Trustees
reviewed and amended

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Law Enforcement Policy
Adopted by the Board of Trustees
reviewed and amended

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Lending Rules
Registration
We issue bar-coded library cards to residents of our chartered service area of Ancram, Copake and Hillsdale.  Children up to the age of 18 must have a parent sign the registration card acknowledging responsibility for any lost or damaged items.
Circulation & Fines
All library materials circulate free of charge.  Every effort should be made to return library materials on or before the due date.  You may borrow items only during scheduled library days and hours.  Books will not be circulated after evening meetings or adult programs.
Videos/DVDs
7 day loan period, $1.00 a day fine.
$10 maximum fine.  No renewals.
Short Loan Books
7 day loan period, $.25 a day fine.
$10 maximum fine.  No renewals.
Everything Else
21 days, $.10 a day fine.
$5.00 maximum fine.  One renewal.
All fines should be paid when the material is returned. Fines will be calculated on overdue items left in the book drop and the amount will be added to your patrons accounting record.  Patrons are responsible for the full replacement cost of lost or damaged items.  Borrowing privileges may be suspended at any time if any item is more than two weeks overdue or if a fine greater than $5.00 is due.  Fines and fees may be paid online.
Renewals
Any material (except system holds, videos and reserves) can be renewed once.  Patrons may renew in person or by telephone.
System Holds
Patrons can locate library materials and request them over the Internet.  Patrons will be notified by telephone when a hold becomes available.  Items will be  held for one week for pick-up.
Inter-Library Loan (ILL)
We welcome Inter-Library loan requests and will try to obtain books not available in our system. Inter-library loan books may not be renewed and must be returned promptly when due if you wish to retain your  borrowing privileges.

The Roeliff Jansen Community Library is registered with the Board of Regents of the University of the State of New York as an Association Library.  A Board of Trustees administers the operation of the Library, which is governed by board-approved written bylaws and policies.
The Trustees also support The American Library Associations Library Bill of Rights, Code of Ethics, Freedom to Read, Freedom to View and Statement on Labeling.
Adopted by the Board of Trustees
reviewed and amended

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reviewed and amended

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Patron Code of Conduct
In order to insure constructive use of Library facilities, materials, and services, as well as the personal comfort of all patrons, the Board of Trustees has established the following rules for use:

  • Patrons shall be engaged in activities associated with the use of a public library while in the building.
  • Reasonable quiet is expected, especially in the computer area, reference area and designated study areas. No patron may disturb others using the Library.  Using cellular phones, pagers or other electronic devices in a manner that disturbs others is prohibited.
  • Misconduct such as the use of foul or threatening language and gestures, public drunkenness, drug usage, sale or exchange of alcohol or drugs, persistent loud talking and laughing, running, pushing, fighting, staring, stalking, soliciting, loitering, littering, and other behavior deemed offensive by Library staff will result in expulsion from the building and suspension of library privileges.
  • Smoking is prohibited in the library and on library grounds.
  • The Library assumes no responsibility for the care and supervision of children. Parents or caregivers must supervise the behavior of their children. Additionally, children under the age of 8 must be supervised at all times.
  • The Children’s Room of the Library is for the exclusive use of parents and their children.
  • Food and drink are not allowed in the library unless offered by the library as refreshments served at a program.
  • Only service animals, service animal trainees and animals featured in programs sponsored by the library are permitted in the building.
  • Patrons shall not be permitted to enter the building without footwear or without a shirt or other covering of their upper bodies.
  • Library materials must be returned on time and in good condition. Overdue materials deprive others in need of those materials.
  • A library patron who tampers with the hardware or software of any computer, deliberately alters a library computer database or destroys computer equipment will forfeit all library privileges and will be subject to financial liability for damages.
  • A library patron who vandalizes, steals, or destroys any library material, equipment or building components will forfeit all library privileges and will be subject to financial liability for damages.

Patrons are encouraged to report concerns or disruptive individuals to the staff or the Library Director.

Adopted by the Board of Trustees July 12, 2005
Reviewed and Amended December 9, 2008

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Personnel Policy
Adopted by the Board of Trustees
reviewed and amended

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Purchasing Policy
Adopted by the Board of Trustees
reviewed and amended

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Records Retention
Library Records
The records of the Library will be retained and disposed of in accordance with the schedules published in Records Retention and Disposition Schedule MU-1 by the University of the State of New York and The State Education Department.

The Library Director shall serve as the Records Management Officer for the Library in order to insure compliance with the Records Retention and Disposition Schedule MU-1.

The Library Director shall serve as the Records Access Officer for the Library in order to insure compliance with the Freedom of Information Law.

Incorporation, chartering and registration records:
Retention:  Permanent

Directory of Public Library System and member libraries, prepared by public library system (member library’s copy)
Retention:  0 after superseded or obsolete

Borrowing or loaning records, including interlibrary loan:
Retention:  0 after no longer needed

Catalog of holdings
a.  Manuscript or published catalog:
Retention:  Permanent
b.  Continuously updated catalog:
Retention:  0 after superseded or obsolete

Individual title purchase requisition which has been filled or found to be unfillable:
Retention:  1 year

Records documenting selection of books and other library materials:
Retention:  0 after no longer needed

Library material censorship and complaint records, including evaluations by staff, patrons’ complaints and record of final decision:
Retention: 6 years after last entry
Note: Appraise these records for historical significance prior to disposition.  Some library censorship records deal with serious constitutional issues and may have value for future research.

Patron registration for use of rare, valuable or restricted
non-circulating materials:

Retention:  6 years

Confidentiality
Chapter 112, Laws of 1988, provides that any library records that personally identify users of libraries shall be confidential. Any questions regarding access to these records should be directed to the NYS Committee of Open Government

Business Records and Documents
While public libraries currently are not under Sarbanes-Oxley, the law provides guidance on minimum retention requirements that the Mid-Hudson Library System recommends libraries follow. The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored by the Treasurer of the Board of Trustees.

Type of Document Minimum Requirement
Accounts payable ledgers and schedules 7 years
Audit reports Permanently
Bank Reconciliations 2 years
Bank statements 3 years
Checks (for important payments and purchases) Permanently
Contracts, mortgages, notes and leases (expired) 7 years
Contracts, mortgages, notes and leases (still in effect) Permanently
Correspondence (general) 2 years
Correspondence (legal and important matters) Permanently
Correspondence (with customers and vendors) 2 years
Deeds, mortgages, and bills of sale Permanently
Depreciation Schedules Permanently
Duplicate deposit slips 2 years
Employment applications 3 years
Expense Analyses/expense distribution schedules 7 years
Year End Financial Statements Permanently
Insurance Policies (expired) 3 years
Insurance records, current accident reports, claims, policies, etc. Permanently
Internal audit reports 3 years
Inventories of products, materials, and supplies 7 years
Invoices (to customers, from vendors) 7 years
Minute books, bylaws and charter Permanently
Patents and related papers Permanently
Payroll records and summaries 7 years
Personnel files (terminated employees) 7 years
Retirement and pension records Permanently
Tax returns and worksheets Permanently
Timesheets 7 years
Trademark registrations and copyrights Permanently
Withholding tax statements 7 years

Adopted by the Board of Trustees December 9, 2008
reviewed and amended

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Unattended Children Policy
The Roeliff Jansen Community Library encourages children to use its facilities and services.  The Library is a public place.  Anyone may enter and use the facilities.  As in all public places, stranger danger is a real concern. While the library is very concerned for the safety of children in and outside library facilities, library employees cannot function as caregivers or baby sitters.  The Library is not responsible for any consequences of parents forfeiting their responsibilities.

1.  Children seven (7) years of age and younger may not be left unattended in the library.  They must be in direct supervision of a parent or other adult when in the library, which means the adult must remain with the child during the entire library visit.

2.  Children ages 8-12 may use the library unattended for a reasonable period of time provided they are able to maintain proper Library behavior.

3.  Parents are responsible for the conduct of minor children (under 18 years of age) in the library or on library grounds, regardless of whether they are accompanying their child or not.

4.  Children must have the telephone numbers of their parent, guardian, or other caretaker so that a responsible person may be contacted to come and pick up the child in case of a health emergency, behavior problem, inclement weather, a power outage, or other special circumstances.

5.  Unattended minors who do not abide by library rules and polices, or who exhibit unacceptable behavior, will be asked to leave, and/or call their parents for a ride.

6.   If the library is closing and an unattended child is left at the library without transportation home, Library staff will allow the child to call home to remind their parents to pick them up.  If child is unable to contact their parents, Library staff will remain no longer than 15 minutes after closing.  At that time, local law authorities will be contacted and the child will be placed in their care.

7.     Under no circumstances shall a staff member take responsibility for the care of any age child or drive a child home.

8.  Violation of the unattended child policy constitutes grounds for suspension of Library privileges.

Adopted by the Board of Trustees
reviewed and amended

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Volunteer Policy
Volunteers are a valuable resource for the library.  Their energy and talents help the Library meet its commitment to providing quality service to the public.  Volunteers enhance, rather than replace, adequate staffing.  Their services aid the Library in making the best use of its fiscal resources and help connect the Library to other community groups and organizations.  Volunteers can also be valuable advocates for the Library in the community.  The Library and its volunteers must work together to ensure a successful relationship.

A volunteer shall be considered as any individual, 16 years or older, who assists with work done at the Roe-Jan Library, without remuneration.

Junior volunteers under the age of 16 required to perform service as part of an authorized school program to earn academic credit, or scouts working on advanced awards are accepted on a short-term basis.  Parents of junior volunteers must sign consent forms for their children to perform service hours at the Library.

The Library does not accept court ordered community service volunteers.

The Library will not provide any medical, health, accident or worker’s compensation benefits for any volunteer.  Volunteers working in the Library have liability coverage for property damage and/or bodily injury to others which results from the performance of their volunteer duties, and to themselves, if the Library is negligent.

Volunteers are bound by rules contained in all Library policies and guidelines as applicable, especially as they relate to patron privacy and confidentiality.

Prior to engaging in any volunteer activity, each potential volunteer must complete a Volunteer Application and speak with the volunteer coordinator.   The volunteer may then be scheduled for training and work assignments.  Volunteer talents, experience, availability and interests will be considered in placement and job assignments.

Volunteers may be asked to work on projects that are supportive of staff efforts.  Examples include working at the circulation desk, shelving books, storytelling, helping to prepare for programs, assisting with maintenance of the vertical files, maintenance of periodicals, helping with book sales, et. al.

Volunteers are expected to arrive at the library in time to begin work as scheduled or call the coordinator if they will be absent.  All volunteer work must be completed within normal library hours.  Exceptions may be made by the Library Director.

Volunteers are asked to record their hours of service in the Volunteer Log Book located behind the Circulation Desk.  These statistics are reported annually to the Board of Trustees.

Recognition is an important component of a volunteer program and is often the only way in which the Library can say “thank you” to a volunteer.  Although individual, informal recognition of volunteers should be ongoing, it is important that volunteers be recognized formally as a group annually.  Recognition may include a listing of volunteer names in a newspaper release, a certificate of appreciation, a luncheon, or the addition of a book to the collection in each volunteer’s name.

Adopted by the Board of Trustees December 9, 2008
reviewed and amended

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Whistleblower
Adopted by the Board of Trustees
reviewed and amended

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Wireless Policy
The Library provides free wireless Internet access for users with portable computers capable of receiving wireless signals. These access points will allow users to access the Internet from their laptop computers when sitting within range of the access points.

This Internet access option is open to patrons of all ages; parents or guardians are responsible for supervising their child’s proper and safe use of the Internet.  No registration or sign-up is required.

As with most public wireless “hot spots,” the library’s wireless connection is not secure. Any information being sent or received could potentially be intercepted by another wireless user. Wireless users should not transmit their credit card information, passwords and any other sensitive personal information while using any wireless “hot spot.”

Users assume all associated risks and agree to hold harmless the Library and its employees for any personal information (e.g. credit card) that is compromised, or for any damage caused to users’ hardware or software due to electric surges, security issues or consequences caused by viruses or hacking.

All wireless access users should have up-to-date virus protection on their personal laptop computers or wireless devices.

Library staff are not responsible for any changes users make to their computer settings and cannot guarantee that a user’s hardware will work with the library’s wireless connection.

Users are responsible for configuring their own equipment to access the wireless service.  If a user has problems accessing the Internet over these connections, staff cannot assist in making changes to the user’s network settings or perform any troubleshooting on the user’s own computer. Users should refer to their owner’s manuals or other support services offered by their device manufacturer.

All users are expected to use the library’s wireless access in a legal and responsible manner, consistent with the educational and informational purposes for which it is provided. Users should not violate federal, New York or local laws, including the transmission or receiving of child pornography or harmful material, fraud, or downloading copyrighted material.

Printers are not available via the wireless connection at this time. If users need to print, they should save their work to a portable storage device or wait to print a document on a home printer. An alternative is to email files to themselves, then log in to a wired library workstation and send documents to the public printer.

Adopted by the Board of Trustees
reviewed and amended

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Workplace Violence
Adopted by the Board of Trustees
reviewed and amended

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