TABLE OF CONTENTS

INTRODUCTION

LEGAL RESPONSIBILITIES

Bylaws

Ethics

OPERATIONS OF THE BOARD OF TRUSTEES

Number of Trustees

Meetings

Conduct of Meetings

Responsibilities of Trustees

Board Officers, Election and Responsibilities

Trustee Continuing Education and Community Meetings

Responsibilities of the Library Director

FINANCIAL SUPPORT OF THE LIBRARY

Investment Policy

Reserve Funds

Director's checking account

Payment of Expenditures

Budget

Procurement policy

GENERAL OPERATIONS

Mission Statement

Confidentiality of Records

Rules and Regulations for Use of the Library

Maintenance of Public Order Policy

Hours of Operation

Holidays

Unattended Child Policy

Emergency Closing

Gifts

Americans with Disabilities Act Compliance Policy

COLLECTION OF MATERIALS

Selection Policies

Public Access Computer Use

Internet Use Policy...... 29

Censorship

Freedom to Read/Freedom to View/Free Access to Libraries for Minors

Library Bill of Rights

Challenges to books and other library materials...... 39

Library Cards

Loan Periods and Limitations

Fines

Fees

Programs

Relations with other agencies

INTRODUCTION

Purpose and use of the Sea Cliff Village Library’s Board of Trustees Policy Manual

The “Board of Trustees” is herein defined as the Sea Cliff Village Library Board of Trustees.

This Policy Manual has been compiled so that all those policies affecting the operations of the Sea Cliff Village Library which must receive the approval of the Board of Trustees are available in codified form to Board members, staff, and the public.

The rules and regulations contained in this official Policy Manual have been formally adopted by the Board of Trustees and are binding upon all Board and staff members. Any violations of these rules and regulations must be brought to the attention of the Board of Trustees at a regular business meeting of the Board. Exceptional circumstances may occasionally warrant an exception to these rules. It is the responsibility of the Library Director to advise the Board of Trustees of any significant deviations from these rules and regulations.

The policies contained herein shall be reviewed and revised as necessary at least every two years. Changes in this Policy Manual can be made only by the adoption of a motion to make such changes by the Board of Trustees. Any motions passed by the Board of Trustees which change any policies or regulations in the Policy Manual must be incorporated into the Manual within one month by the Library Director’s Office.

Adopted June 12, 2007; amended November 14, 2007.

100:LEGAL RESPONSIBILITIES

Legal responsibility is vested in the Library Board of Trustees, which is the policy-making body of the Library. Subject to existing statutes and ordinances, Trustees are responsible for all matters and activities which relate to the library: its mission statement, goals, policies, personnel, function, services and budget. In addition, the Library Board of Trustees shall promote public and official understanding of the library’s mission within the community it serves. The Board of Trustees shall also hire the Library Director.

Members of the Board of Trustees shall in no event be less than five or more than nine in number and are appointed for a five year term by the Mayor, with the advice and consent of the Board of Trustees of the Incorporated Village of Sea Cliff. (Amended 7/9/07)

All appointees shall be residents of the Village. Library trustees receive no remuneration for their time and services.

Amended 4/14/15

100-10:Bylaws

BY-LAWS OF THE SEA CLIFF VILLAGE LIBRARY

BOARD OF TRUSTEES (the “Board”)

ARTICLE I

NAME

The name of this organization is the Sea Cliff Village Library (the “Library”).

ARTICLE II

MEMBERS

Section 1. The number of Trustees shall be fixed from time to time by resolution of a majority of the voting Trustees then in office; provided, however, that the number of voting Trustees shall in no event be less than fiveor more than nine.

Section 2. Trustees shall be residents of the Village of Sea Cliff and appointed by the Mayor, upon nomination by this Board, with the advice and consent of the Board of Trustees of the Village of Sea Cliff.

Section 3. Trustees shall be appointed for a term of five years.

Section 4. If any trustee shall fail to attend three (3) consecutive meetings without excuse accepted as satisfactory by the Trustees, he shall be deemed to have resigned, and the vacancy shall be filled.

Section 5. Any vacancy shall be filled by special election, following public notice of such vacancy, by the remaining members of the Board for the remainder of the term of that particular person. Such election shall take place within four months of the vacancy.

(Amended 11/9/2010)

ARTICLE III

OFFICERS

Section 1. The Trustees shall elect, from among their numbers, a president, vice-president, financial secretary and secretary who shall each have such powers, duties and responsibilities as the Trustees may deem to be advisable and appropriate. Officers shall be elected annually at the last meeting of the fiscal year. If an officer can not complete a term, the Board will endeavor to hold a special election within a month of such notice. (amended 11/8/11)

Section 2. The president shall preside at meetings of the Trustees, appoint all committees, authorize calls for special meetings, shall have responsibility for the general and active management of the business of the Library and shall see to it that all orders, policies and resolutions of the Trustees are carried into effect, and, in connection therewith, shall be authorized to delegate to any vice-president of the Board such of his powers and duties as President and at such times and in such manner as he shall deem advisable. The president shall have such other powers and perform such other duties as the Trustees may from time to time prescribe.

Section 3. The vice-president shall assist the president in the management of the business of the Library and the implementation of orders, policies and resolutions of the Trustees at such times and in such manner as the president may deem to be advisable. In the absence or disability of the president, the vice-president shall exercise the powers and perform the duties of the president and shall have such other powers and perform such other duties as from time to time may be prescribed by the president or by the Trustees.

Section 4. The secretary shall review and sign minutes of the meetings and proceedings evidencing actions of the Trustees and any committees of the Trustees.The secretary ensures that all notices are duly given in accordance with the provisions of these By-Laws or as required by law. Such minutes are taken by a staff member assigned to the task and are kept in the Library. The secretary shall, in general, perform such other duties as from time to time may be assigned by the president or by the Trustees. The secretary shall in the absence or disability of the president and vice-president, exercise the powers and perform the duties of the president. (amended 11/9/2010)

Section 5. The Financial Secretaryshall review all financial reports prepared by the Village of Sea Cliff Treasurer for the Library and recommend payment of all invoices previously approved by the Library Director. The Financial Secretary shall, monthly, present to the Board of Trustees a report on the financial condition of the Library. The Financial Secretary shall, with the Library Director, recommend to the Board of Trustees investment opportunities for gift and other surplus monies. A designated staff member makes all deposits of fines, fees and other income. (amended 11/9/2010, 11/8/11)

ARTICLE IV

MEETINGS

Section 1. Regular meetings of the Board are normally held on the second Tuesday of each month, except for the month of August. Written notice thereof shall be sent to all Trustees by the director of the Library (the “Director”) or the president not less than five nor more than ten days prior to such regular meeting, and a public notice shall be posted on the Library Bulletin Board.

Section 2. Special meetings may be called: (a) at the president’s discretion; (b) at the request of a majority of the Board. At least three days notice shall be given before these meetings.

Section 3. A quorum for the transaction of business shall consist of a majority of the entire Board. Approval by a majority of the Trustees present at a meeting at which a quorum is present shall be deemed action of the Trustees.

Section 4. The Director shall attend all meetings, may participate in the discussion and offer professional advice, but is denied a vote upon any question.

ARTICLE V

DUTIES OF THE BOARD OF TRUSTEES

Section 1. The Board of Trustees shall periodically inspect the physical plant of the Library and report important matters to the Village Board with recommendations for improvements or corrections of any faults found.

Section 2. The Board of Trustees shall have general supervision over the financial affairs of the Library. The Board (along with the Director) shall prepare the Annual Budget for the maintenance and operation of the Library for consideration by the Mayor at the time specified by the Village Board of Trustees.

Section 3. The Board shall hire a qualified Library Director, who shall be the executive and administrative officer of the Library, acting on behalf of the Board and under its review and direction. As such, the Board shall annually evaluate the Director.

Section 4. The Director shall recommend to the Board the appointments, salaries, and specify the duties of all Library employees.

Section 5. The Director shall have interim authority to appoint part-time or temporary employees with prior approval of the Board.

ARTICLE VI

COMMITTEES

Section 1. The Board may authorize as many committees, standing or otherwise, as is deemed necessary and appropriate.

Section 2. All committees shall make periodic reports to the Board and shall report upon the request of the President. No committees shall have other than advisory powers unless the Board has delegated specific power to act upon its behalf pending subsequent meeting of the Board for confirmation.

ARTICLE VII

AMENDMENTS

These By-Laws may be amended at any regular meeting of the Board with a quorum present by a majority vote of all Trustees actively serving, provided the amendment was stated in the meeting notice.

Adopted April 10, 2007; amended July 10, 2007; amended November 14, 2007; amended 12/9/14

100-20:Ethics

Standards of Conduct.

Every officer of the Sea Cliff Village Library shall be subject to and shall abide by the following standards of conduct:

A. / Gifts. He shall not, directly or indirectly, solicit any gift; or accept or receive any gift having more than a token value, whether in the form of money, services, loan, travel, entertainment, hospitality, thing or promise, or any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence him, or could reasonably be expected to influence him, in the performance of his official duties or was intended as a reward for any official action on his part.
B. / Confidential information. He shall not disclose confidential information acquired by him in the course of his official duties or use such information to further his personal interest.
C. / Representation before one's own agency. He shall not receive or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before the Sea Cliff Village Library.
D. / Representation before any other agency for a contingent fee. He shall not receive or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before the Sea Cliff Village Library whereby his compensation is to be dependent or contingent upon any action by such agency with respect to such matter, provided that this subsection shall not prohibit the fixing at any time of fees based upon the reasonable value of the services rendered.
E. / Disclosure of interest in legislation. To the extent that he knows thereof, a member of the Board of Trustees who participates in the discussion or gives official opinion to the Board of Trustees on any legislation before the Board shall publicly disclose on the official record the nature and extent of any direct or indirect financial or other private interest he has in such legislation.
F. / Investments in conflict with official duties. He shall not invest or hold any investment, directly or indirectly, in any financial, business, commercial or other private transaction which creates a conflict with his official duties.
G. / Private employment. He shall not engage in, solicit, negotiate for or promise to accept private employment or render services for private interests when such employment or service creates a conflict with or impairs the proper discharge of his official duties.

1

SEA CLIFF VILLAGE LIBRARY

CONFLICT OF INTEREST POLICY

Article I – Purpose

  1. The purpose of this conflict of interest policy (the “Policy”) is to protect the interests of the Sea Cliff Village Library (the “Library”) when it is contemplating entering into a transaction or arrangement that might benefit the private interests of a covered person or might result in a possible excess benefit transaction.
  2. The Policy is intended to supplement, but not replace, any applicable state and federal laws governing conflicts of interest applicable to government, nonprofit and charitable organizations.

Article II – Definitions

  1. A “Covered Person” is any member of the Library Board of Trustees or any Library employee.
  2. An “Interested Person” is any member of the Library Board of Trustees or any Library employee who has a direct or indirect financial interest, as defined in Article II, Section 3.
  3. “Financial Interest”. A Covered Person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
  4. An ownership or investment interest in any entity with which the Library has a transaction or arrangement;
  5. A compensation arrangement with the Library or with any entity or individual with which the Library has a transaction or arrangement;
  6. Compensation includes direct or indirect remuneration as well as gifts or favors that are not insubstantial;
  7. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Library is negotiating a transaction or arrangement.

Article III – Procedures

  1. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the Financial Interest and be given the opportunity to disclose all material facts to the Library Board of Trustees (the “Board”).
  2. Recusal of Self. Any Covered Person may recuse themselves at any time from involvement in any decision or discussion in which the Covered Person believes he or she has or may have a conflict of interest, without going through the process for determining whether a conflict of interest exists.
  3. Determining Whether a Conflict of Interest Exists. After disclosure of the Financial Interest and all material facts, and after any discussion with the Board, the Covered Person shall leave the Board meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board members shall decide if a conflict of interest exists.
  4. Procedures for Addressing the Conflict of Interest.
  5. An Interested Person may make a presentation at a Board meeting, but after the presentation, the Interested Person shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
  6. The Board President shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
  7. After exercising due diligence, the Board shall determine whether the Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
  8. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board shall determine by a majority vote of the disinterested Trustees whether the transaction or arrangement is in the Library’s best interest, for its own benefit, and whether it is fair and reasonable. Pursuant to that determination, the party seeking the determination shall be free to enter into the proposed arrangement or transaction.
  1. Violations of the Conflicts of Interest Policy
  2. If the Board has reasonable cause to believe a Covered Person has failed to disclose actual or possible conflicts of interest, it shall inform the Covered Person of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
  3. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV – Records of Proceedings

The minutes of the Board and all committees with Board delegated powers shall contain:

  1. the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest;
  2. the nature of the financial interest;
  3. any action taken to determine whether a conflict of interest was present;
  4. the Board’s decision as to whether a conflict of interest in fact existed;
  5. the names of the persons who were present for discussions and votes relating to the transaction or arrangement;
  6. the content of the discussion, including any alternatives to the proposed transaction or arrangement; and
  7. a record of any votes taken in connection with the proceedings.

Article V – Compensation

A Covered or Interested Person who receives compensation, directly or indirectly from the Library is precluded from voting on matters pertaining to the compensation.

Article VI – Annual Statements

Each Covered Person shall annually sign a statement which affirms they have received a copy of this policy, has read and understands the Policy, and if at any time during the year the information in the annual statement changes materially, the Covered Person shall disclose such changes and revise the annual disclosure form.