Collection Development Policy
Equal Employment Policy
Maintenance of Public Order
Library Officer and Employee Code of Ethics and Conflict of Interest Policy
Open Meetings Law
Phone Usage Policy
Meeting Room Policy
Security Camera Policy
Unattended Child Policy
In keeping with the tradition of the American library, the Bryant Library Board of Trustees affirms that an informed community values its intellectual freedoms and respects and tolerates diverse ideas and opinions.
The mission of the Bryant Library shall be to provide our community with access to ideas and to promote lifelong reading for pleasure and for knowledge by providing classic and popular literature in a variety of formats. The library is committed to providing materials and services sufficient to meet the personal, educational, and professional needs of community residents of all ages.
The Board of Trustees further recognizes the community's desire to maintain the special character of the Bryant Library. At the same time we seek to provide a setting suitable for the efficient use of the materials and services offered.
Philosophy and Scope of the Collection
The Bryant Library collects materials, in a variety of popular formats, which support its function as an information hub and community center. The collection also serves the popular and recreational needs of the Roslyn community, and reflects the racial, ethnic and cultural diversity of the community.
Customer use is the most powerful influence on the Library’s collection. Circulation, customer purchase requests and hold levels are all closely monitored, triggering the purchase of new items and additional copies of high demand items. In addition to customer demand, selections are made to provide depth and diversity of viewpoints to the existing collection and to maintain what is currently the largest local history collection in Nassau County.
Inherent in the collection development philosophy is an appreciation for each customer of The Bryant Library. The Library provides materials to support each individual’s journey, and does not place a value on one customer’s needs or preferences over another’s. The Library upholds the right of the individual to access information, even though the content may be controversial, unorthodox or unacceptable to others.
Materials for children and teenagers are intended to broaden their vision, support recreational reading, encourage and facilitate reading skills, supplement their educational needs, stimulate and widen their interests, lead to recognition and appreciation of literature and reflect the diversity of the community. The reading and viewing activity of children is ultimately the responsibility of parents, who guide and oversee their own children's development. The Bryant Library does not intrude on that relationship.
Purpose of Collection Development Policy
The Collection Development Policy is one of the Library’s fundamental policy documents. It outlines the philosophies that create and shape this Library’s unique collection, the practices that maintain it over time and the guidelines that help the collection respond to community needs while protecting the collection from societal and political pressures. The Collection Development Policy ensures that over time, The Bryant Library’s collection will remain on course, reflecting the needs of the Roslyn community, while creating unique experiences of meaning and inspiration for the individual customer.
Collection development staff use their training, knowledge and expertise along with the following general criteria to select materials for the collection:
• Relevance to interests and needs of the community
• Extent of publicity, critical review and current or anticipated demand
• Current or historical significance of the author or subject
• Local significance of the author or subject
• Relevance to the existing collection’s strengths and weaknesses
• Reputation and qualifications of the author, publisher or producer, with preference generally given to titles vetted in the editing and publishing industry
• Suitability of format to Library circulation and use, especially if available online (databases and eBook collection)
• Date of publication
• Price, availability and Library materials budget
Customers may request items the Library does not own. Each request is reviewed for inclusion in the collection or for loan through Interlibrary Loan. The Director/Assistant Director can determine the best method for delivery of materials using the selection criteria.
Requests for Reconsideration
The Bryant Library selects material using established criteria and full consideration of the varying age groups and backgrounds of customers.
Philosophy of Collection Management
The Library’s collection is a living, changing entity. As items are added, others are reviewed for their ongoing value and sometimes withdrawn from the collection. Great care is taken to retain or replace items that have enduring value to the community. Decisions are influenced by patterns of use, the capacity of each location and the holdings of other libraries that may specialize in a given subject matter. Staff review the collection regularly to maintain its vitality and usefulness to the community.
Responsibility for Collection Management
The final authority for the Library collection rests with the Library’s Assistant Director under the supervision of the Library Director. Implementation of collection development policy and management of the collection is assigned to Library staff. The Bryant Library disposes of materials that have been withdrawn according to the criteria for weeding and withdrawal outlined below.
Criteria for Weeding and Withdrawal
The following criteria are used in selecting materials for withdrawal:
• Damage or poor condition
• Number of copies in the collection
• Relevance to the needs and interest of the community
• Current demand and frequency of use
• Accuracy and timeliness
• Local interest
• Relevance to The Bryant Library’s research collections
• Availability elsewhere including other libraries and online (databases and eBook collection)
• Deemed to be of an enduring nature
In addition, staff use the following guidelines for the withdrawal and sale of items from special collections:
• Curatorial or environmental requirements exceed the resources of the Library
• Legal restrictions, possession of valid title and the donor’s intent
• Relevance to the scope of the special collections
Sale of withdrawn items will be carried out in the manner most advantageous to the Library.
Adopted by the Bryant Library Board of Trustees on 11/14/2016
The Bryant Library, a free association library, adopts the following procurement procedures and controls with the intention of insuring prudent and economical use of public monies in purchasing goods and services of maximum quality and reliability at the lowest possible cost:
CAPITAL IMPROVEMENTS, BUILDING REPAIRS AND BUILDING EQUIPMENT
Except in the case of an Emergency as hereafter defined, all Capital improvements, Building Repairs and Building Equipment (e.g., a new phone system, alarm system or water filtration system), costing more than $2,500.00 require three written estimates and the approval by the Board of Trustees. All Vendors must supply the Library with proof of insurance. Notwithstanding the foregoing, three written estimates will not be required if the Library Director cannot obtain three written estimates after making a good faith effort to obtain same.
All Operating Expenses, including but not limited to service contracts, utilities, and insurance, are to be reviewed annually and where practicable, three written estimates obtained by the Library Director.
MATERIALS, SUPPLIES AND EQUIPMENT
Materials, supplies and equipment necessary for the day-to-day functioning of the library are purchased at the discretion of the Library Director within budget categories approved by the Board of Trustees.
Major equipment items costing $5,000.00 or more will be identified at the time of budget preparation. Once the budget is approved, it is not necessary to bring the item before the Board again prior to purchase. Nevertheless, where feasible, the Library Director should obtain three estimates for the purchase of any major equipment costing $5,000.00 or more. Any major equipment purchases not included in the Budget requires Board approval.
Fees and contracts for professional services are allocated by the budget. Additional fees or expenses require Board approval. Any change in a provider of professional services or their fees shall require the approval of the Board of Trustees.
EMERGENCY REPAIR POLICY
Emergency is defined an unexpected occurrence requiring immediate action and expenditures, which by the very nature of the emergency cannot wait for approval until the next board meeting, to either (a) protect the library buildings and property from immediate damage or (b) protect the life, safety or health of the library’s patrons and employees or (c) restore essential library services. An emergency may be declared by the Library Director or in the event the Library’s Director is not available, by the Library’s Assistant Director. Upon declaration of an Emergency, the Library Director shall have the authority to purchase such goods or services necessary to remedy or mitigate the Emergency upon written authorization of three (3) members of the Board of Trustees by email, preferably including the President and a member of the Board of Trustees sitting on the Building Committee. The Board of Trustees may vote to ratify the purchase at the following Meeting of the Board of Trustees.
CONFLICT OF INTEREST
No purchase of goods or services shall be made from any vendor in which any member of the Board of Trustees or the library administration, or members of their family, holds any interest in or receives any, direct or indirect, compensation from of any kind whatsoever. A Trustee must disclose any personal, business or financial relationship with a vendor whenever such vendor submits a bid for goods and/or services and should offer to recuse himself.
This Procurement Policy supersedes any previous policies and shall be reviewed periodically.
The Bryant Library is committed to operating in compliance with all applicable laws, rules and regulations, including those concerning the code of ethics policy, accounting and auditing, and prohibits fraudulent practices by any of its board members, officers, employees, or volunteers. This policy outlines a procedure for employees to report actions that an employee reasonably believes violates a law, or regulation or that constitutes fraudulent accounting or other practices. This policy applies to any matter which is related to the Bryant Library’s business and does not relate to private acts of an individual not connected to the business of the Bryant Library.
If a director, trustee, officer, employee or volunteer (hereinafter referred to collectively as “employee”) has a reasonable belief that an employee of the Bryant Library has engaged in any action that violates any applicable law, or regulation, including those concerning accounting and auditing, or constitutes a fraudulent practice, the employee is expected to immediately report such information to the Library Director. If the employee does not feel comfortable reporting the information to the Library Director, he or she is expected to report the information to the Assistant Library Director.
All reports will be followed up promptly, and an investigation conducted. In conducting its investigations, the Bryant Library will strive to keep the identity of the complaining individual as confidential as possible, while conducting an adequate review and investigation.
The Bryant Library will not retaliate against an employee in the terms and conditions of employment because that employee: (a) reports to a supervisor, to the Library Director, the Assistant Library Director, the Board of Trustees or to a federal, state or local agency what the employee believes in good faith to be a violation of the law; or (b) participates in good faith in any resulting investigation or proceeding, or (c) exercises his or her rights under any state or federal law(s) or regulation(s) to pursue a claim or take legal action to protect the employee’s rights.
The Bryant Library may take disciplinary action (up to and including termination) against an employee who in management’s assessment has engaged in retaliatory conduct in violation of this policy.
In addition, the Bryant Library will not, with the intent to retaliate, take any action harmful to any employee who has provided to law enforcement personnel or a court truthful information relating to the commission or possible commission by the Bryant Library or any of its employees of a violation of any applicable law or regulation.
The Library Director will be designated to administer the policy and report to the Board of Trustees at least once annually on compliance activity.
Policy Distribution and Training
A copy of this policy shall be distributed to all trustees, directors, officers, employees and to volunteers who provide substantial services to the library.
Supervisors will be trained on this policy and the prohibition against retaliation in accordance with this policy.
Adopted by the Bryant Library Board of Trustees on 1/3/2015
PHONE USAGE POLICY
1.Library’s phones are for conducting Library business but may be by used by patrons in a stated emergency situation. It is generally preferable for a librarian to place the call for the individual.
2.Disruptive cell phone use is not permitted in the Library. Patrons and Staff should set their phones to silent. Patrons needing to receive or place a cell phone call should move to the Library foyer or step outside.
Thank you for your cooperation.
Over the years the Library has welcomed many gifts. Our services, collections, as well as buildings and grounds, have been greatly enriched by these donations. Acceptance of all gifts is subject to the Board’s approval. The Library will make use of the gift, if possible, but may hold it for later use, place it elsewhere, or otherwise dispose of it.
The donor will be given a completed gift receipt when a gift of books, audiovisual or other library materials is accepted.
Books and Audiovisual Materials:
Gifts of books and audiovisual materials are accepted with the understanding that they will not necessarily be added to the collection.
Donations of back issues of magazines are accepted only when the magazines will extend or fill gaps in the Library’s existing periodicals collection.Back issues of newspapers are not accepted.
Proposed gift subscriptions to magazines and newspapers should be referred to the Coordinator of Reference Services.
If a donor wishes to make a monetary contribution to the Library, the check should be made payable to The Bryant Library. The Director will keep a record of the gift and send the donor a letter of acknowledgment.
Any other proposed gift, including art, furnishings, and/or equipment, will be reviewed by the Director. When such a gift is accepted, the Director will keep a record of the gift and send the donor a letter of acknowledgment.
Bequests and Endowments
The Director handles any offers of bequests and endowments.
Any appraisal of a gift to the Library is the responsibility of the donor.The acceptance of a gift which has been appraised by a third, disinterested party does not in any way imply an endorsement of the appraisal by the library.
The mission of the Bryant Library shall be to provide our community with access to ideas and to promote lifelong reading for pleasure and for knowledge by providing classic and popular literature in a variety of formats. The Library is committed to providing materials and services sufficient to meet the personal, educational, and professional needs of community residents of all ages.
In keeping with its mission and with advances in information technology, the Bryant Library provides users with access to the Internet. The following policies apply to use of the Library’s public access computers. Such access includes the use of SAM (Smart Access Manager), a computer reservation system.
Rules Governing Use
Access to the Bryant Library’s public access computers extends to all patrons. However, preference will be given to Bryant cardholders.
Bryant Library patrons may pre-register in person or by phone for the “Access for All Computer” or for the “Word Processing Computer” in the Adult Department. Advance reservations will not be accepted for non-residents. Rules and regulations regarding time limits and availability for all library computers are set by the Director. Our librarians can assist in the initial start-up of SAM but staff cannot provide extended instruction. The Library offers classes on using the Internet, email and other computer applications to enhance patrons’ computer skills.
Patrons must be familiar with the software applications that they are using. The public computers may be used to access the Internet, word processing, resume writing, spreadsheets, and other software programs.
State & Federal Laws
The Bryant Library offers the use of Public Access Computers in the Adult and Children’s Departments. Users are subject to all state and federal laws and must comply with all U.S. Copyright regulations. It is illegal in New York State to display pornographic images or obscene materials in the Library, or to disseminate such materials to minors through computer communication systems.
Access by Minors
Parents or legal guardians are responsible for deciding what library resources are suitable for their own children. Parents or legal guardians are expected to guide their children in appropriate use of the Internet.
Children in sixth grade or higher may use computers in the Adult Department independently.
Children in the fifth grade or lower must be accompanied and supervised by an adult in order to use the computers in the Adult Department.
Parental consent is required for children up to and including fifth grade prior to their initial use of computers in the Children's Department. Consent forms are available at the Circulation Desk and must be completed prior to use.
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. The Bryant Library will not release information on the use of specific Internet resources by members of the public except as required by law and/or as necessary for the proper operation of the Library.
Use of the Library’s computer systems does not provide the user with any expectation of privacy. The information on these systems may be monitored at any time and may be disclosed by authorized personnel as required by law and/or as necessary to ensure the proper operation of the Library.
First time users of SAM (Smart Access Manager) must agree to abide by the Bryant Library’s Public Computer/Internet Access Acceptable Use Policy. The Library reserves the right to take appropriate action to insure compliance with this policy. In case of a violation of the policy, the reference librarian will evaluate all reports of inappropriate or illegal use and will submit a report to the Director. The report shall include the patron’s name, date and time of incident, and a description of the offense.
Failure to observe the above guidelines will result in suspension or termination of computer and Internet access privileges, and will subject the user to legal action. The Library also reserves the right to terminate the library privileges of anyone who tampers with or intentionally damages the equipment or software programs.
While the Library endeavors to provide access to information of the highest quality, it does not endorse or sanction the content or point of view of any information or commentary found on the Internet. The Library specifically disclaims any warranties as to the information's accuracy, timeliness, authoritativeness, usefulness or fitness for a particular purpose.
Users who enter a fee-based Internet service are responsible for any charges incurred. The Library assumes no responsibility for any damage which may occur as a result of the use of this system. This may include, but is not limited to, loss of data resulting from delays, non deliveries, or service interruptions, as well as damages resulting from unintended transfers or disclosures of user file information. Use of any information is obtained at the user’s own risk.
Users of the Internet in the library agree to release, indemnify, and hold the library harmless, in advance, from any and all damages, direct or indirect.
Adopted by The Bryant Library Board of Trustees 5/21/07
The Bryant Library’s meeting room is primarily used for Library-sponsored educational programs for adults and children. When the room is not reserved for such Library activities, the Bryant Library Board of Trustees encourages its use by other groups for discussion of topics of current public interest, and for programs of educational and cultural values.
The room is available only to groups whose headquarters are in the Bryant Library district or who provide services to district residents. There is no fee for use of the room for groups of such civic nature during regularly scheduled library hours. Approval will be granted only for a single meeting or for a brief series of meetings. The room may not be used as a group’s regular meeting place.
A Meeting Room Use application form must be completed and submitted to the Library administration. Approved applicants must agree to abide by the following regulations.
Conditions for Use:
All state and local regulations affecting the use of public buildings must be complied with at all times.
Local fire regulations limit occupancy of the Helen Glannon Room to 150. It is the applicant's responsibility to ensure strict enforcement of this limit.
The applicant must assume full financial responsibility for any damage to the premises and equipment. Misuse of the facility is grounds for denial of applications for future use.
Library administration approval is required for meetings extending past regular Library hours. In such case, there is an hourly charge for the period after the Library is closed to the public, in order to cover custodial time.
After Library closing hours, use is restricted to the meeting room and lobby on the upper level of the Library and to the lavatories on the main floor. Group members may leave by the elevator and stairwell to the fire door exit on the main floor which will be opened for them by a custodian.
Organizations, within the Library district, not of the civic nature described above may be permitted to use the meeting room if their applications are approved by the Library administration. These organizations are subject to an hourly fee for the time used and may not stay past normal hours.
Refreshments may be served by organizations using the meeting room provided the organizations bring them in. They may not be prepared on library premises.Alcoholic beverages are not permitted in the Library.
The meeting room may not be used for:
Meetings at which admission is charged except when a fee is necessary for special supplies.
Meetings of a partisan political nature.
Meetings conducted by an individual or corporation for profit.
Meetings which are solely commercial in purpose.
Meetings at which there is a likelihood of physical hazard to participants or audiences.
The Library Board of Trustees is not responsible for accidents, injuries or loss of individual property which may occur while the meeting room is being used by an applicant. The Library Board of Trustees and administration reserves the right to change the rules and regulations of this policy.
Parents and guardians, not Library staff, are responsible for the behavior and supervision of their children while using The Bryant Library. The Bryant Library is a public place. Anyone may enter and use the facilities. Young children left alone in the building can be vulnerable and at risk. Therefore, the Bryant Library Board of Trustees has adopted the following policies:
Children 10 years old or younger, shall at all times be attended and adequately supervised by a responsible person (parent, guardian, other caregiver, or mature adolescent, age 14 or older). Children must be accompanied by that person when in the rest room, the elevator, or the stairwell.
Children over the age of 10 years may use the Library unattended for a reasonable period of time provided they are able to maintain proper Library behavior. Children must have the telephone numbers of their parent, guardian, or other designated adult so that a responsible person may be contacted to come and pick up the child in case of ahealth emergency, or other special circumstance such as:
Unexpected library closing, or a child unaccompanied at closing time. Every reasonable effort will be made by the staff to assist the child in contacting an appropriate adult. If no responsible adult is reached, or the child is not picked up within 30 minutes of Library closing, Library personnel may notify the police to assume custody of the child. Two staff members will wait with the child until the parent/guardian/other designated adult, or the police pick her/him up.
Disruptive behavior. If an unattended child behaves in a disruptive manner, the child will be asked to correct her/his behavior. If the behavior persists, Library staff may, at their discretion, contact the parent/guardian/designated adult, or direct that the child leave the Library. In addition, the Library reserves the right to summon the police in order to preserve the Library's operations and/or protect the interests of the child.
We ask each parent/guardian/designated adult to be familiar with the Library's hours; to make advance arrangements to pick up or otherwise transport their children; and to inform their children what action they are to take in the event of an unexpected closure of The Bryant Library.
VIOLATION OF THE UNATTENDED CHILD POLICY CONSTITUTES GROUNDS FOR SUSPENSION OF LIBRARY PRIVILEGES FOR THE FAMILY.