To assure fair and equitable access by all to library collections, services and facilities, the Library has in place a number of policies meant to protect its patrons, staff and Board Members.
3D Printing Policy
The Katonah Village Library 3D printer is intended for use by patrons 14 years of age and older. Any patron interested in using the 3D printer is required to have completed a training session at the Library, use the printer only when a trained staff member is scheduled and abide by copyright and patent laws. Users must sign our 3D Printing Policy Form prior to using the printer.
Art Exhibition Policy
The Katonah Village Library provides artists the opportunity to exhibit their works in a beautiful space, which is accessible and free to the general public.
The Library will provide promotion of the art exhibition in the form of a press release, eblasts, and social media. The exhibitor is responsible for providing the Library with digital images and an artist biography or lender statement one month prior to the exhibit.
The exhibitor understands that the Library’s gallery rooms and corridors are open to the public during library hours, but are not attended by library staff . The exhibitor also understands that the meeting rooms will be rented to community organizations while the art exhibits are in place.
The Exhibitor understands that by approving the application, the Katonah Village Library is granting a license to the Exhibitor to exhibit the works—both in the exhibit room space, and/or on the Library grounds (i.e sculptures)—at his/her sole risk and expense. The Library accepts no responsibility for works stolen, defaced, or in any way damaged. The Library will make every attempt to preserve, secure, and protect each piece of art; but neither the staff nor the board of trustees can be held responsible for damage, loss, or theft of the art, nor changes/cancellation of this exhibit due to unforeseen circumstances.
The Exhibitor agrees to hold the Library, its Board of Trustees, its Staff and the Town of Bedford harmless from any claim for losses and/or damages arising out of the display and exhibition by the Exhibitor and shall defend, indemnify and hold the Library, its Board of Trustees, its Staff and the town of Bedford harmless from any claim made by any person arising out of the setting up, exhibit of and dismantling of the exhibit.
It is specifically understood and agreed that all costs and expenses in connection with the exhibit are the responsibility of and will be borne by the exhibitor, and that the Katonah Village Library will be named as an additional insured in any policy or policies of insurance obtained or maintained to cover losses to or in connection with the exhibit.
The Library is a heavily utilized public space and artists understand that photographing or filming of loaned art by visitors may occur.
The Library reserves the right to ask artists not to display images deemed inappropriate for general audiences.
Set Up/Installation/Opening Reception
The exhibit will run for approximately three weeks of the month, allowing for installation and take down. All artwork to be exhibited must be hung from the Walker gallery rods. The gallery rods are provided by the library. The Library does not supply technical or clerical assistance, porter service, pedestals, or storage. Use of nails, tacks, or tape is not permitted. Labels and price lists may not be attached to walls or windows. The library will not be involved in the sale of any artwork beyond providing interested buyers with the artist’s contact information. Artists must deal directly with buyers. The $175 rental fee includes a two-hour reception with kitchen use. The Library provides tables and coffee pot. All food, cloths, paper goods, glasses, etc. are the responsibility of the exhibitor. The exhibitor is responsible for leaving the kitchen clean, and trash bagged. Artists assume responsibility for removing the exhibit at the time and in the manner specifeed when they schedule the exhibit.
Book Donation Policy
The Katonah Village Library accepts book donations from February 1st until late summer for our annual Library Book Sale fundraiser. Please bring donations to the Children’s Room on the lower level during library hours.
We welcome hardcover and paperback books in good condition. We also accept CDs and DVDs. Items may be used to augment the library collection, or they may be sold to benefit the Library. Once donated, books and other items become the property of the Library.
The Library cannot accept: textbooks (college, high school, etc), magazines, LP records, audio or video cassettes (VHS tapes), encyclopedias, Reader’s Digest Condensed Books, or books that have been wet or were stored in basements of garages (no mildew, dirt or spiders). We cannot accept computer, travel or financial books more than two years old.
Please examine the books you want to donate. It is difficult to throw books away, but some volumes or subject matter, are of no value. Please recycle books with your refuse carrier rather than forcing the Library to pay for its removal.
The Library will provide a letter acknowledging receipt of donated items upon request. Determination of quantity and value are the responsibility of the donor alone. If you wish to donate more than a couple of boxes or bags of books, please call first: 914-232-3508.
Conflict of Interest Policy
For purposes of this policy, trustees, directors, officers and employees are required to disclose any relationship or situation that presents a potential conflict of interest. A conflict of interest arises when a trustee, director, officer, or employee may benefit financially from a decision made in the capacity as a trustee, director, officer or employee, including any direct or indirect benefit to family member(s) or closely associated business(es).
Article I – Purpose
- The purpose of this conflict of interest policy is to protect the Katonah Village Library (KVL) interests 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.
- This policy is intended to supplement, but not replace, any applicable state and federal laws governing conflicts of interest applicable to nonprofit and charitable organizations.
Article II — Definitions
- Covered Person: any member of the KVL Board of Trustees, and any KVL employee.
- Interested person: any member of the KVL Board of Trustees, and any KVL employee who has a direct or indirect financial interest, as defined in Article II, Section 3.
- Financial interest: a covered person has a financial interest if the person has, directly or indirectly through business, investment, or family:
- An ownership or investment interest in any entity with which KVL has a transaction or arrangement;
- A compensation arrangement with KVL or with any entity or individual with which KVL has a transaction or arrangement: i. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial
- A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which KVL is negotiating a transaction or arrangement.
Article III – Procedures
- 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 KVL Board of Trustees
- Recusal of Self: Any covered person may recuse 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.
- Determining Whether a Conflict of Interest Exists: After disclosure of the financial interest and all material facts, and after any discussion with the KVL Board of Trustees, the covered person shall leave the Board of Trustees 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.
- Procedures for Addressing the Conflict of Interest:
- An interested person may make a presentation at a KVL Board of Trustees 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.
- The KVL Board President shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
- After exercising due diligence, the KVL Board of Trustees shall determine whether KVL 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.
- If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the KVL Board of Trustees shall determine by a majority vote of the disinterested board members whether the transaction or arrangement is in KVL’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.
- Violations of the Conflicts of Interest Policy
- If the KVL Board of Trustees 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.
- If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the KVL Board of Trustees 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 (a) 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: (b) the nature of the financial interest; (c) any action taken to determine whether a conflict of interest was present; (d) the Board’s or Committee’s decision as to whether a conflict of interest in fact existed; (e) the names of the persons who were present for discussions and votes relating to the transaction or arrangement; (f) the content of the discussion, including any alternatives to the proposed transaction or arrangement; and (g) a record of any votes taken in connection with the proceedings.
Scope: This Financial Policy covers all KVL banking and investment accounts and all accounting and reporting practices.
Accounting Principles and Standards
The accounting principles of the Katonah Village Library shall be based on Generally Accepted Accounting principles. The Finance Committee, a sub-committee of the Katonah Village Library Board of Trustees (hence, the Board), provides oversight for the accounting process.
System of Recording
KVL will use a combination of recording procedures: (i) QuickBooks Non-Profit or other approved accounting system; (ii) Excel spreadsheet for projects as needed; (iii) Salesforce Donor Management.
Accounting Through Internal and External Controls:
The Board will select a bank which is FDIC insured and authorize at least two (2) Board Officers (including the Co-Treasurers) plus the Director and Bookkeeper to conduct the financial transactions of the Library.
The Board will select an investment management firm per KVL’s investment policy statement and authorize at least two Board Officers to jointly direct and conduct the investment management business of KVL. The signed consent of Board President and a Co-Treasurer is required to transfer of monies to/from the investment accounts.
The Director may authorize purchase goods or services with a value up to $1500 and which are included in the library’s annual budget. Larger purchases can be made with express permission of the Board, and noted in the Board minutes. Other staff members may authorize purchases up to $500 when designated to do so by the Director. Documentation of purchases must include:1.) Original itemized receipt including an itemized description of the purchase, the quantity ordered and the vendor. 2.). When applicable, a copy of the packing list attached, initialed, and dated by the person checking in the shipment. 3.) Hard-copy print-out or forwarded email receipt of items ordered on-line.
The Library’s petty cash box may also be used for incidental expenses. Incidental expenditure shall not exceed $100/day.
Invoices will be paid by check or via the online banking system. Prior to payment each invoice will be reviewed and subject to the approval of both the bookkeeper and Director.
Two authorized signatures are required for all checks. Electronic Bill Pay items must be approved by both the bookkeeper and the Director prior to payment.
Deposits into the operating account will be made by physically presenting checks or cash at the bank branch, or via electronic credit as in the case of PayPal, merchant service provider or other customary electronic payment methods (i.e. ACH receipt or scanned check deposit using the bank’s scanning software).
To ensure timely, complete and accurate analysis, the review of material and/or significant general ledger accounts on a regular basis, the Bookkeeper shall complete reconciliations of all library bank accounts once a month and present a monthly finance report to the Finance Committee for further review and analysis. Monthly Finance Committee reports will be discussed at the Board meetings.
Library Operating Fund:
All money collected from town government, fees, fines, and other revenues shall be deposited into the Library Operating Fund, and must be budgeted and expended in the manner required by law. All monetary or in-kind donations received by the Library will be recorded and acknowledged.
Financial Oversight Documentation:
Records associated with library accounts, budgets, income/expenses and all other accounting/bookkeeping procedures will be available as needed for the Finance Committee, the Co-Treasurers and the Board.
Segregation of Fiscal Duties and Internal Controls:
No single person shall be authorized with the sole power to control the movement of KVL funds, approve budgets, make payments, direct investments or approve budgets. Segregation of duties and dual control are the cornerstone of KVL’s financial policy and practice; this is needed to detect errors in a timely manner and deter improper activities. Internal controls instituted by the Library will assist the Board in maintaining adequate fiscal oversight of the expenditure of funds.
Investment Policy Statement:
The KVL Board will approve a comprehensive Investment Policy Statement. The Board President and a Co-Treasurer, acting jointly, and in consultation with the Finance Committee, shall implement the investment program and establish investment procedures consistent with our Investment Policy in consultation with the Finance Committee.
Co-Treasurer: The KVL Board shall appoint two Board members to act as Co-Treasurers.
Internet Use Policy
The Katonah Village Library provides free access to the Internet in accordance with its mission to provide information of all types in a wide range of formats. This Internet-Use-Policy affirms the principles of intellectual freedom, equity of access, and confidentiality of information about users and their use of library resources. The Internet is a vast and unregulated information network. The Library does not monitor and has no control over information on the Internet. Not all the information is accurate, current or complete. Users are encouraged to exercise critical judgment in evaluating accessed information. The Library cannot protect users from information and images that they may find offensive or disturbing. The Library assumes responsibility only for the information provided on its home page.
Since the Library Internet terminals are located in public areas throughout the building that are shared by persons of all ages, backgrounds and sensibilities, individuals are asked to consider this when accessing potentially controversial information and images. The Library reserves the right to require individuals to discontinue the display of information and images that cause a disruption.
Parents or legal guardians must assume responsibility for deciding which Library resources are appropriate for their children. Internet access in the Children’s Room is limited to children under 12 years of age and their accompanying parents or caregivers. Children who use the Internet unsupervised may be exposed to inappropriate and disturbing information and images. We encourage parents to learn about the Internet so that they can teach their children how to use technology properly and to make wise choices.
Internet access in the Young Adult Room is limited to teenagers (ages 12-18) after 3 pm until closing time, Monday through Friday. Sign-up is required to use the computers.
Library users are cautioned that the Internet is not a secure medium and all transactions, files and communications are vulnerable to unauthorized access and, therefore, should be considered public. The Library will not release information on the use of electronic resources by members of the public except as required by law.
Acceptable Use Guidelines
All individuals are expected to use the Library’s Internet terminals (computer equipment, network connections, hardware, software and data) in a responsible and courteous way, consistent with the educational, informational and recreational purposes for which all Library resources are provided. Use of the Internet for activities that violate local, state or federal laws is prohibited. This includes activities such as viewing child pornography, committing fraud, hacking, libeling or threatening.
The following rules, regulations and procedures have been established for acceptable use standards:
- The number of Internet terminals is limited and will be available on a first-come, first-served basis.
- The Library reserves the right to limit the amount of time an individual may use library equipment.
- Rules for use are posted on or near terminals and include information on time limitations and printing costs.
- Individuals may not alter or damage hardware, software or data or in any way interfere with, disrupt or degrade the network. Addings, deletions or modification of the installed hardware or software by any means are not permitted except as authorized by the library. For example, downloads of computer applications/programs are not permitted without prior consent of the library staff. Users may use flash drives, digital cameras and similar devices to store or retrieve their own data provided that the devices are connected only through external interfaces (such as USB ports) provided by the library and the data is removed from the system when the user leaves the Internet terminal. Any use of such devices is at the users own risk and the library will not be responsible for damage to the devices or the data contained on them. Users should make backup copies of their data before connecting any such devices to the Internet terminals. Documents save on the computers will not be retained.
- If any patron knowingly abuses or misuses the Internet terminals, or engages in a use of the Internet terminals not authorized by the library, or deliberately introduces a computer virus or other malware, the patron will be prohibited from using this service, and may be subject to loss of library privileges and criminal prosecution.
- The Internet terminals may not be used to transmit threatening, harassing or abusive language and images.
- Individuals may not invade the privacy of others by ‘hovering’ over them while they use the terminals. No more than two people may use a terminal at the same time.
- The Internet terminals may not be used to perform any illegal activity, including the deliberate propagation of computer viruses and other malware. Individuals may not misrepresent themselves as another user or attempt to modify, gain access or reveal passwords or personally identifiable information belonging to others.
- The Library’s Internet terminals may not be used to conduct a business, to advertise or for any other commercial purpose. The purchase of consumer goods and services for private use or consumption is not considered a commercial purpose.
- U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of fair use. The Library expressly disclaims any liability or responsibility resulting from copyright infringement or any violation of local, state or federal laws in the use of terminals.
Failure to abide by these guidelines may result in the suspension or loss of Internet terminal and other Library privileges.
This policy establishes investment objectives, policies, guidelines and eligible securities related to all assets held by the Katonah Village Library (“KVL”), and/or any of our subsidiary corporations, primarily for investment purposes. In doing so, the policy:
- clarifies the delegation of duties and responsibilities concerning the management of institutional funds.
- identifies the criteria against which the investment performance of the organization’s investments will be measured.
- communicates the objectives to the KVL Board of Trustees (“Board”), staff, investment managers, brokers, donors and funding sources that may have involvement.
- confirms policies and procedures relative to the expenditure of institutional funds.
- serves as a review document to guide the ongoing oversight of the management of the organizations’ investments.
Delegation of Responsibilities
The Board has a direct oversight role regarding all decisions that impact KVL’s institutional funds. The Board has delegated supervisory responsibility for the management of our institutional funds to the Finance Committee. Specific responsibilities of the various bodies and individuals responsible for the management of our institutional funds are set forth below:
Responsibilities of the Board
The Board shall ensure that its fiduciary responsibilities concerning the proper management of KVL’s institutional funds are fulfilled through appropriate investment structure, internal and external management, and portfolio performance consistent with all policies and procedures. Based on the advice and recommendations of the Finance Committee, the Board shall:
- approve investment policies and objectives that reflect the long-term investment-risk orientation of the book and endowment funds.
Responsibilities of the Finance Committee
Members of the Finance Committee are not held accountable for less than desirable outcomes, rather for adherence to procedural prudence, or the process by which decisions are made in respect to endowment assets. In consideration of the foregoing, the Finance Committee is responsible for the development, recommendation, implementation and maintenance of all policies relative to KVL’s institutional funds an shall:
- develop and/or propose policy recommendations to the Board with regard to the management of all institutional funds.
- recommend long-term and short-term investment policies and objectives for our institutional funds, including the study and selection of asset classes, determining asset allocation ranges, and setting performance objectives.
- determine that institutional funds are prudently and effectively managed with the assistance of management and any necessary investment consultants and/or other outside professionals, if any.
- monitor and evaluate the performance of all those responsible for the management of institutional funds.
- recommend the retention and/or dismissal of investment consultants and/or other outside professionals.
- receive and review reports from management, investment consultants and/or other outside professionals, if any.
- periodically meet with management, investment consultants and/or other outside professional management, investment consultants and/or other outside professionals.
- convene regularly to evaluate whether this policy, investment activities, risk management controls and processes continue to be consistent with meeting the goals and objectives set for the management of institutional funds.
- ensure that the service providers adhere to the terms and conditions of their contracts; have no material conflicts of interests with the interests of KVL; and, performance monitoring systems are sufficient to provide the Board with timely, accurate and useful information.
- regularly meet with any outside service providers to evaluate and assess compliance with investment guidelines, performance, outlook and investment strategies; monitor asset allocation and rebalance assets, as directed by the Finance Committee and in accordance with approved asset allocation policies, among asset classes and investment styles; and, tend to all other matters deemed to be consistent with due diligence with respect to prudent management of institutional funds.
In accordance with KVL’s understanding of the New York Prudent Management of Institutional Funds Act (NYPMIFA), the Finance Committee must consider the purposes of both KVL and our assets in managing and investing institutional funds. All individuals responsible for managing and investing KVL’s institutional funds must do so in good faith and with the care that an ordinarily prudent person in a like position would exercise under similar circumstances. In making any decision relative to the expenditure of institutional funds, each of the following factors must be considered:
- general economic conditions;
- possible effect of inflation or deflation;
- expected tax consequences, if any, of investment decisions or strategies;
- the role that each investment or course of action plays within the overall investment portfolio of the fund;
- expected total return from the income and appreciation of investments;
- other resources of the organization;
- the needs of the organization and the fund to make distributions and preserve capital; and,
- an asset’s special relationship or special value, if any, to the organization’s purposes.
Guidelines for Investing
The investment goal of the total return fund is to achieve a total return (income and appreciation) of 5% after inflation, over a full market cycle (3-5 years). The following guidelines apply to the three main investment asset classes:
Money Market Funds: Allowable range: Minimum 0%; Maximum 70% of total assets
A quality money market fund will be utilized for the liquidity needs of the portfolio whose objective is to seek as high a current income as is consistent with liquidity and stability of principal. The fund will invest in “money market” instruments with remaining maturates of one year or less, that have been rated by at least one nationally recognized rating agency in the highest category for short-term debt securities. If non-rated, the securities must be of comparable quality.
Equities: Allowable Range- Minimum 40%; Maximum 75% of total assets
The equity component of the portfolio will consist of high-quality equity securities traded on the New York, NASDAQ or American Stock exchanges. The securities must be screened for above average financial characteristics such as price-to-earnings, return-on-equity, debt-to-capital ratios, etc.
No more than 15% of the equity portion of the account will be invested in any one issuer. As well, not more than 25% of the equity portion of the account will be invested in stocks contained within the same industry.
It is acceptable to invest in an equity mutual fund(s) adhering to the investment characteristics identified above, as long as it is a no-load fund, without 12(b)(1) charges, which maintains an expense ratio consistent with those other funds of similar investment styles as measured by the Lipper and/or Morningstar rating services.
Prohibited equity investments include: initial public offerings, restricted securities, private placements, derivatives, options, futures and margined transactions.
Exceptions to the prohibited investment policy may be made only when assets are invested in a Mutual Fund(s) that periodically utilizes prohibited strategies to mitigate risk and enhance return.
Fixed Income: Allowable Range- Minimum 10%; Maximum 70% of total assets
Bond investments will consist solely of taxable, fixed income securities that have an investment-grade rating (BBB or higher by Standard & Poor’s and Baa or higher by Moody’s) that possess a liquid secondary market. If the average credit quality rating disagrees among the two rating agencies, then use the lower of the two as a guideline.
No more that 15% of the fixed income portfolio will be invested in corporate bonds of the same issuer. As well, not more than 25% of the fixed income portfolio will be invested in bonds of issuers in the same industry.
Prohibited securities include: private placements, derivatives (other than floating-rate coupon bonds), margined transactions and foreign denominated bonds.
Exceptions to the prohibited investment policy may be made only when assets are invested in a Mutual Fund(s) that periodically utilizes prohibited strategies to mitigate risk and enhance return.
It will be the responsibility of the Finance Committee of the Board to regularly review the performance of the investment account and investment policy guidelines, and report to the Board at least quarterly with updates and recommendations as needed.
The Board and the Finance Committee are responsible for the establishment of a balanced endowment fund spending policy to: (a) ensure that over the medium-to-long term, sufficient investment return shall be retained to preserve and grow its economic value as a first priority; and, (b) to provide funds for the annual operating budget in an amount which is not subject to large fluctuations from year-to-year to the extent possible.
In all instances, donor intent shall be respected when decisions are rendered concerning the investment or expenditure of donor restricted funds. If a donor, in the gift instrument, has directed that appreciation not be spent, KVL shall comply with that directive and consider it when making decisions regarding the management and investment of the fund. Any attempt to lift restrictions on any fund shall be conducted in full compliance with the law.
Endowment Fund Expenditures
Each year, the nonprofit is authorized to withdraw 4% of the total market value of the endowment fund investment account for the organization’s operating purposes. The exact dollar amount and timing of any distribution(s) from the investment account will be left up to the discretion of the Board President and Treasurer.
McDuffie Writer’s Room Usage Policy
The McDuffie Writer’s Room is the home of the McDuffie Writers’ Co-op. It is a dedicated quiet space offering 7 desks for writing and contemplative work. Because this is a communal working space, writers are asked to respect one another, and refrain from cell phone usage and speaking loudly.
All users of the Writer’s Room must sign a McDuffie Room Policy Form each time they want to use the room indicating that they will abide by its usage guidelines. Once the form is signed, they will be given the access code to the door.
- Individuals under 18 years of age are not allowed in the room unless accompanied by an adult.
- A desk can be reserved for one, two, or three hour time slots. Reservations can be made 24 hours in advance or the day of by calling the library’s front desk (914-232-3508).
- Library sponsored and co-sponsored programs have priority over all other room reservations.
- Commercial usage by of this room by individuals or groups is not allowed.
- Upon leaving, the last person using the room is responsible for turning off the heat and/or air conditioning, closing the windows, and turning off the lights. The door will automatically lock when shut.
- For security reasons, please do not leave any personal belongings unattended in the writer’s room. The library is not responsible for any forgotten, lost or unattended property.
Meeting Rooms Policy
The Library Board of Trustees reserves the right to pass upon all applications for the use of the rooms, and may impose such added restrictions as it may judge appropriate for a particular program of use. The Board may cancel any permit when it is deemed to be in the interest of the Library to do so. No organization which has discriminatory policies and/or practices in regard to sex, race, ethnicity, or creed, shall be allowed to use the Library meeting rooms. Failure to observe regulations governing the use of the meeting room may results in the denial of use in the future. Permission to use the meeting rooms does not constitute Library endorsement of the policies, beliefs or goals of the program sponsor, nor shall any advertisement or publicity indicate or give the impression of endorsement or sponsorship by the Library without approval of the Board of Directors. The Library reserves the right to close in the event of inclement weather or other unexpected emergency. Renters can access closing information by visiting our website or calling the Library.
APPLICATION FOR USE
Application must be made in writing on form attached, singed by an adult representative of the applicant organization, and submitted to the Library not earlier than one year nor later than two weeks prior to the meeting. Certificates of insurance naming KVL as an additional insured may be required at the discretion of the Board of Trustees.
In an effort to keep the meeting rooms and kitchen free of carpet stains, broken equipment, etc., a refundable deposit of $200.00 must be submitted by all meeting room users. The condition of the room will be determined on the day after the program/meeting. Upon finding the room in good condition, the deposit will be returned to the user within one week after the program/meeting.
Any publicity shall be at the discretion of the Director and/or the Board of Trustees. The material for this publicity must be received at least five weeks prior to the event. Payment for Use: all payments for use of facilities shall be made by check, payable to Katonah Village Library and brought to or sent to: Katonah Village Library 26 Bedford Road Katonah, NY 10536, Event Planning.
CONDUCT AND COMPLIANCE
- Organizations will be responsible for any damage incurred in the meeting rooms during their designated time slot.
- Organizations sponsoring events at the Library shall not indicate or infer endorsement, sponsorship, or affiliation by the Library.
- Promotional banners and signage are not permitted unless pre-approved by the director.
- Organizations providing food must use their own dishes and cutlery.
- Smoking is prohibited on Library property.
- Use of illegal or controlled substances, disorderly conduct, and willful destruction of property are forbidden. Violators will be prosecuted in accordance with the law. Failure on the part of any group to enforce these regulations shall be considered sufficient cause by the Library to refuse further use of the facilities.
Custodial services will include unlocking and locking the building, operation of lights, setting up seating and room arrangements, and normal clean-up. It is not the duty of the custodian to supervise groups or to maintain order or to setup, remove or transport personal equipment and supplies or provide audio visual assistance. (If technology services are needed, a media and audio-visual technology staff member will be assigned to fulfill tasks required for the event.)
SERVING OF ALCOHOL
Liquor liability insurance is required for all events at which alcohol is served. The following must be received by Katonah Village Library two weeks prior to the rental event:
A Certificate of Liability Insurance with host liquor liability in an amount of no less than $1,000,000, and with Katonah Village Library named as the “additionally insured;” and, a receipt from the insurance company confirming the premium has been paid on that liability policy. Some homeowner’s or renter’s insurance policies include host liquor liability, so you should contact your insurance agent to confirm whether you have existing coverage; if so, your agent can provide you with the “Certificate of Liability Insurance.” Alternatively, you may purchase what’s referred to as an “event insurance” policy to provide the required host liquor liability for your specific event. Prices vary based on the number of guests and duration of your event (one recent KVL room-renter paid about $200 for her event policy), and policies can be purchased online and with short lead-times. Here are two such insurance companies:
Private Event Insurance
K and K Insurance
Katonah Library Patron Expectations
The Katonah Village Library wants all patrons to have an enjoyable experience while using the library. It is expected that patrons and staff be considerate of one another, and respect the rights of others. Unacceptable behavior includes behavior within the Library or on Library premises that interferes with the use of the Library by other patrons, creates a risk of injury to other patrons or Library personnel, interferes with the work of Library personnel, or creates a risk of damage to Library property.
Unacceptable behavior includes, but is not limited to:
- Bringing uncovered beverages into the library. All beverages must be sealed or covered.
- Speaking loudly on cell phones. Cell phone use should be limited, so as not to disturb other patrons. Cell phones are not allowed in designated quiet areas. When possible, cell phones should be taken into the lobby, or outside.
- Behaving in a disorderly, loud, or disruptive manner including, but not limited to, talking loudly, using profanity, running, fighting, etc.
- Annoying, disturbing, harassing, or threatening another person or persons
- Interfering with the use of the Library by other people, or interfering with staff’s performance of their duties.
- Offensive personal hygiene. Patrons whose bodily hygiene is so offensive as to constitute a nuisance to others may be required to leave the building.
- Destroying, damaging, altering, or defacing materials, furnishings, equipment, or any part of the facilities, fixtures, or Library property
- Moving furniture or equipment without staff approval
- Improper use of restrooms or water fountain for purposes such as bathing, shaving, laundering clothes, smoking, etc.
- Smoking, vaping of e-cigarettes, use of tobacco, or tobacco products in the Library or areas outside Library where second-hand smoke can enter
- Bringing any pet or animal onto the premises except for certified service animals or animals for a scheduled program
- Taking part in in any illegal activity including, but not limited to, possession of illegal substances, theft, vandalism of property or materials, accessing unlawful materials, etc. These are criminal matters and will be prosecuted by the appropriate law enforcement authorities.
- Removing Library materials from the library without first checking them out.
- Parking bicycles in library foyer or directly outside the automatic doors. Bikes should be parked in the bike rack.
- Inappropriate use of Children’s Spaces/Youth Services Area. Adults are permitted in children’s areas of the Library when accompanied by a child or if the adult is actively reading, studying, and using library materials from the children’s area collections. Any adult not in compliance with this provision will be asked to use other areas of the library. If the individual does not comply with staff direction or repeatedly violates this policy, the individual may be banned from the Library.
Librarians and library staff on duty are authorized to ask persons who violate these guidelines to leave the library and library grounds immediately. Repeated violations of these guidelines may result in such violator being denied access to the library.
Approved by Katonah Village Library Board of Trustees, February 26, 2018
We take photos and videos of our events and programs to share with the community. Photos are uploaded to our website, Facebook, Twitter, or Instagram accounts. If you would like your photo to be removed from our website or social media accounts, please let us know.
We are glad to offer a comfortable place for tutors and students to connect in a safe and convenient environment. As of September 2, 2014, tutors are asked to sign in when they come to the library for a specific block of time, for which they will pay at the front desk, in cash or by check.
The Library staff is happy to assist tutors and their students just as they assist any patron of the Library. However, the Library staff should not be relied upon to deliver messages or to find a tutor.
Rules for Tutors:
- Tutors are required to have a yearly completed application on file with the Library office.
- Tutors need to check-in at the front desk when entering the building and, at that time, pay $5—via check or cash—for the first one hour or less, and $5 for every subsequent hour.
- Tutors may use the tables on the main floor and in the Children’s Room (when tutoring children).
- Tutors may not use the designated quiet areas of the library (the designated quiet areas are located in the Reading Room, The Art Room and the study carrels). Tutors may not use the Meeting Room or Garden Room located on the lower level. The Teen area is not available for tutoring from 3pm-5:30pm.
- Tutors are responsible for the behavior of the student during the session. Katonah Village Library assumes no responsibility for children left unattended. Children under the age of 18 who are tutored in KVL are the responsibility of the tutor while on Library property until they are released to a parent/guardian, or to someone providing authorized transportation.
- Conversation or instruction should not be loud enough to distract other library users.
- Library phones may not be used to schedule or reschedule sessions.
- Tutors and students are required to follow the library internet policy.
- Tutors may not publish or distribute advertisements of letters identifying the Library as their place of doing business or imply Library sponsorship of their activities.
- Katonah Village Library does not sponsor, recommend or assume liability of responsibility for the work and/or activities of tutors who use available library space. All arrangements must be made between the tutor, student and parents.
Unattended Children Policy
All children are welcomed and encouraged to use the library’s materials, programs, and services. However, the library is a public building, and the well-being of children left alone is a serious concern. The library does not accept responsibility for the supervision of unattended children. Parents and other caregivers are responsible for their children’s behavior and safety at all times in the library. Children under the age of 10 must be accompanied by an adult while on library premises. Children under the age of 10 must have a parent or caregiver with them at all times. Legal guardians and/or caregivers above the age of 14 may assume responsibility for a child while in the Library.
Article I – Purpose
The Katonah Village Library (KVL) is committed to maintaining an environment where the KVL Board of Trustees, KVL employees and KVL volunteers are free to raise good faith concerns regarding KVL’s business, operating and fundraising practices, including but not limited to:
- Reporting suspected violations of law;
- Providing truthful information in connection with an inquiry or investigation by a court, agency, law enforcement, or other governmental body; and
- Identifying actual or potential violations of KVL’s bylaws and policies.
Article II – Reporting a Violation
Members of KVL Board of Trustees, employees or volunteers should raise concerns with, and report violations to the KVL Board of Trustee President or KVL Director. If the concerns are with or about either of those parties, the individual should address concerns to any member of the KVL Board of Trustees. This Whistleblower Policy shall not apply to allegations made with reckless disregard for their accuracy. People making such allegations may be subject to disciplinary action by KVL Board of Trustees.
Article III – No Retaliation
- KVL expressly prohibits any form of retaliation, including harassment, intimidation, adverse employment actions, or any other form of retaliation, against any member or employee who raises suspected violations of law, cooperates in inquiries or investigations, or identifies potential violations of KVL’s policies or bylaws. Any members of KVL Board of Trustees, employees or volunteers who engages in retaliation will be subject to discipline, up to and including termination or removal.
- Any members of KVL Board of Trustees, employees and volunteers who believes that they have been subjected to any form of retaliation as a result of reporting a suspected violation of law or policy should immediately report the retaliation the KVL Board of Trustees President or KVL director. If the concerns are with or about either of those parties, the individual should address concerns to any member of the Board of Trustees.
Article IV – Investigation
- Reports of suspected violations of law, or KVL’s bylaws or policy and reports of retaliation will be investigated promptly and in a manner intended to protect confidentiality, consistent with a full and fair investigation. The KVL Board President or Director will conduct or designate other internal or external parties to conduct the investigations. The investigating parties will notify the concerned individuals of their findings, and prepare other reports as
indicated by the circumstances. A summary of all such reports will be presented to the KVL Board of Trustees.
- In the event that a report of a suspected violation of law or policy or retaliation involves the KVL Board President of Director, the KVL Board of Trustees Co-Vice Presidents will conduct the investigation, or designate a third party to conduct the investigation.
Article V – Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.