Circulation and Interlibrary Loan Policies

East Hounsfield Free Library

The following are rules and regulations of the East Hounsfield Free Library.  These are effective September 23 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

New Cardholders:
  • Complete a registration form and provide identification.  Primary identification to be used is identification with a picture (preferably a Driver’s License) which has the individual’s current address.  If the address information on the picture ID is not current, then another form of identification must be presented which verifies the individual’s current address (e.g., a piece of mail or bill).  Individuals who do not possess a valid picture ID must present two documents that verify current address.
  • New registered patrons are limited to (2) items for the first checkout.
  • Children must be 5 years old to apply for their own library card.
  • Children ages 15 and under must apply with a parent or guardian.  The adult’s signature is required on their registration form.  If the parent/guardian is unable to come to the library, the underage applicant can take the application home for the parent/guardian to sign.  Until the signed application is returned, the applicant will be allowed limited borrowing privileges of up to 2 items at a time.  They still must have a guardian’s name and contact information recorded in their account details.
  • There will be a $1.00 charge to replace a lost or damaged library card.
  • Overall Policy:
    1. Users must present their library card in any format or photo ID to check out materials. 
    2. There is a limit of 20 items that may be checked at one time on a library card.
    3. Library cards must be renewed every year.
  • Loan Periods:
    1. All books and audiobooks are loaned out for 28 days.
    2. All new items are loaned out for a period of 14 days.
    3. All video and audio items are loaned out for 7 days.
  • Renewal Policy:
    1. All items (except new items) may be renewed twice.
    2. New items may not be renewed.
    3. Renewals are not allowed for items with holds by other patrons.
    4. Renewals may be done by contacting library staff or online.
  • Holds:
  1. Materials will be available for pick up for 1 week after they are processed.
  2. Holds may be placed either by contacting library staff or online.
  3. There is a limit of 10 holds per patron.
  4. Holds will not be allowed on new items.
  1. Overdue Materials and Fines:
    • The East Hounsfield Free Library does not charge fines for overdue materials, however the library accepts donations in lieu of fines.
    • Borrowing privileges will be suspended if user has 10 or more overdue items or unpaid bills reach $5.00 or more on their library card (collectively in the NCLS system), and will not be restored until such materials are either returned, paid for, or fines have been paid.
  2. Damaged Materials:
    • If a book or other material is damaged beyond repair, the borrower is required to pay the billed amount.
    • Borrowing privileges are suspended until payment for the damaged item is received or an arrangement to make payment has been reached between the library staff and borrower.

VII. Confidentiality:

Library records that are deemed confidential are covered by New York State Law signed on June 13, 1988 (I CPLR 4509).

These records are related to the circulation of library materials that contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems, of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests, or the use of audio-visual materials, films or records.  These records shall be confidential and shall not be disclosed except that such records may be disclosed upon the request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.

The East Hounsfield Free Library adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.

VIII. Interlibrary Loan 

The Interlibrary loan service supports the mission of the library by providing expanded access to library materials and information. The purpose of interlibrary loan is to obtain materials not available in the library. The library affirms that interlibrary loan is an adjunct to, not a substitute for, the library’s collection. In meeting patron needs, the library will exhaust local resources first, before requesting items on interlibrary loan.


An Interlibrary Loan request is defined as a request for library materials made on behalf of a library patron through the DueNorth or OCLC systems.

Patron Status:

  • Patrons must have a library card in good standing to use the Interlibrary Loan service.
  • Interlibrary Loan requests will not be processed for patrons with overdue Interlibrary Loan materials.

Borrowing Rules:

  • Ten active requests are permitted at any one time per patron. A request is active from the time it is initiated until the item has been returned and checked in at the lending library and the record has cleared.
  • Materials will be available for pickup for one week after they are processed.
  • Interlibrary Loan materials are checked out for the loan periods stated in section III Loan Periods, unless specified otherwise by the lending library
  • Interlibrary Loans may be renewed but only if the lending library permits renewals.


  • The library does not charge fees for the Interlibrary Loan service.
  • The library always attempts to borrow from libraries who lend free of charge. However, if an item is only available from a library that charges a fee or requires a shipping fee, the item will be requested only if the patron agrees to pay the charge.
  • The patron is responsible for overdue fees, repair or replacement costs. The library will make an effort to collect any such charges from the patron who received the materials.

Policy Board Approved Date: Monday, September 23, 2019


Name of Complainant _______________________________________________

Address __________________________________________________________

City ___________________ State ________ Zip _______ Phone ____________

Complainant represents _____ him/her self

organization (name) _____________________________________________

other (identify) _________________________________________________

Objection is to:  ____book  _____magazine _____illustrations ____cassettes _____ art _______other (describe)

Author: __________________________________________________________

Title: ____________________________________________________________

Have you read/heard/seen the entire work? _____ If “no”, what sections? _________________________________________________________________

Are you aware of the judgment of this work by literary critics? _______________

What do you believe is the theme of this work? ___________________________

What is your specific objection to this material? __________________________________________________________________________________________________________________________

Is there anything good about this material? _______________________________


What do you feel might be the result of reading/hearing/viewing it? __________________________________________________________________________________________________________________________________

What action would you recommend be taken regarding the use of this material?_________________________________________________________________

Other comments: ________________________________________________________________________________________________________________________________

__________________________________                            __________________

(Signature)                                                                              (Date of Signature)


The freedom to read is a fundamental right of every American and must not be limited by the would-be censor. Every library should have as part of its adopted by-laws both the “LIBRARY BILL OF RIGHTS” and the “FREEDOM TO READ” statement. Should a censorship challenge lead to the open form of the media or the courts, it is essential that the library have these documents as an official integral part of their library policies. The North Country Library System stands ready to assist any library in the System area to fight to preserve the people’s freedom to read. The form, “Citizen’s Request for Reconsideration of Library Material” should be presented to any individual who asks or demands that a given book, periodical, or piece of library material be removed from the collection or restricted in its availability to the library’s patrons. Be sure that the complainant fills out the form as completely as possible. His/her signature at the bottom of the form is of particular importance.

Once you have received the completed form from the complainant, it is most important that you treat the individual with the utmost tact. Explain the principle of the freedom to read. In no way should the librarian assume that this should be a personal problem between the librarian and the patron. You should politely inform the patron that the form, the material in question and the whole situation will be brought to the attention of the Board of Trustees of your library. Next, please call the System Service Center to let your consultant, the Director, or the professional on duty know about the situation as soon as possible. The System will do everything it can to assist you in handling the complaint.

Policy Board Approved Date:  Monday, September 23, 2019


Updated September 23, 2019

Computer time will be limited to one hour – unless no one is waiting.

Computers will be turned ON/OFF by the librarian only. The computers will be turned off 10 minutes before library closes by the librarian.

No more than two people may be on the computer at a time.


Patrons may not use their own software programs or load them onto a computer.

All data must be stored on a personal flash drive (not supplied by the library).

Patrons may not physically or electronically attach anything to library equipment.

The cost of printing is 25¢ per page.

Children under 10 years of age must be accompanied and supervised by a parent or legal guardian (unless an exception is granted by a librarian – e.g. homework).

Patrons are financially responsible for any damage they cause to the computer, related equipment or software used. Parents are responsible for damage caused by children. The Library is NOT responsible for loss of data or consequent damages arising out of the use of the computer or library software.

Software piracy is a crime! Anyone who is discovered duplicating copyrighted software on Library equipment will lose computer privileges. The Library is not responsible for user’s illegal actions.

Failure to follow the policy will result in a VERBAL WARNING, NOTICE TO PARENT (if applicable) and SUSPENSION of computer privileges.

Policy Board Approved Date: Monday, September 23, 2019

East Hounsfield Free Library Freedom to View Statement

The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore these principles are affirmed:

1. To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantees of freedom of expression.

2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.

3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.

4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.

5. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.

This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989.

Policy Board Approved Date: Monday, September 23, 2019

Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services. 

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.

Inclusion of “age” reaffirmed January 23, 1996.

Although the Articles of the Library Bill of Rights are unambiguous statements of basic principles that should govern the service of all libraries, questions do arise concerning application of these principles to specific library practices. See the documents designated by the Intellectual Freedom Committee as Interpretations of the Library Bill of Rights(link is external)(link is external).

Policy Board Approved Date: Monday, September 23, 2019

Patron Responsibility

East Hounsfield Free Library

The following are rules and regulations of the East Hounsfield Free Library.  These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

Who May Use the Library

The library will serve all residents of the community and the public library system area.  Service will not be denied or abridged because of religious, racial, social, economic, or political status; or because of mental, emotional, or physical condition; age; or sexual orientation.   The library makes every effort to be fully A.D.A. compliant.

Patron Responsibilities and Conduct

A.  Please turn your cell phone to “vibrate only” mode or turn power off while inside the library.  Patrons are asked to step outside the library building to talk on their cell phone.

B.  The library restroom is not to be used for personal grooming/washing.

C.  Patrons are not permitted to use the library for sleeping/napping.

D.  Weapons or instruments/devices that may be used as a weapon are not allowed in the library.

E.  If a patron creates a public nuisance, that patron may be restricted from the Library and from the use of the library facilities at the discretion of the library director. Those who are unwilling to leave or do not leave within a reasonable amount of time, after being instructed to do so by the staff, will be subject to the law.

The use of the library may be denied for due cause. Such cause may be:

  • failure to return library materials or to pay penalties
  • destruction of library property
  • disturbance of other patrons due to objectionable language, odor, or behavior
  • illegal, disruptive, or objectionable conduct on library premises including alcohol or drug use, sexually inappropriate behavior, or violent behavior
  • violation of any of the above outlined policies

Young children:

A.  The East Hounsfield Free Library encourages visits by young children and it is our desire to make this important visit both memorable and enjoyable for the child. Library staff is not expected to assume responsibility for the care of unsupervised children in the library.  Therefore, it is library policy that all children under age 10 must be accompanied by a parent or designated responsible person while in the library. Also, if the young child is attending a library program, we require the parent/responsible person to remain in the library throughout the program.

B.  The library staff is not responsible for supervising children left alone when the library is closed but will make attempts to reach a parent or caregiver for immediate pick-up.  If a parent cannot be reached within [fifteen minutes] of the closing of the library, the police department will be called to pick up the child.  Under no circumstances will a library staff member drive a child home.  Parents who habitually leave their child at the library will be fined $25.00 for every [half hour] that a library staff person must wait with the child.

C.  Children of all ages are encouraged to use the library for homework, recreational reading, and program attendance. The library staff realizes that the library will be noisier at busy times and that children by nature can cause more commotion. However, children (whether with parents or not) who are being continually disruptive will be given a warning that he/she must settle down or will be asked to leave the library. If after a second warning the child continues to be disruptive, he/she will be asked to leave the library. If the child needs to contact a parent, they may do so and then wait with a staff person until the parent arrives.

This policy was reviewed and approved by the East Hounsfield Free Library Board of Trustees on September 23, 2019.

Policy Board Approved Date: Monday, September 23, 2019


The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

Equal Opportunity and Affirmative Action

It is the policy of the Library to administer its personnel system in agreement with the Town’s Equal Opportunity and Affirmative Action Policies.


Hours: The library is open 20 hours per week. The Library Director will schedule employees so that the library is adequately staffed.

Overtime and Compensatory Time: Overtime is defined to be any hours over the regularly assigned hours that each employee works. Any time which is overtime is to apply either towards time off (compensatory time) or as salary at the employee’s regular hourly time rate. No overtime is to be worked without the approval of the Library Director. Compensatory time of less than one hour must be taken within the week it was accumulated as scheduled by the Library Director.

Note: By federal law, an employee is only considered “salaried” if they earn more than $455 per week. Therefore, library employees earning less than $455 per week must be paid / given compensation time for every hour worked over their contracted number.

Employee Benefits

Social Security: All employees are covered under the Social Security Act

Medical Benefits: Medical benefits are critical and should be provided if at all possible. These benefits may be available through the local municipality.

Retirement: Retirement benefits are very important also. Please check with the local municipality to determine if the library can offer this benefit to any of its employees.

Annual Leave: [The library board has the power to determine this benefit.] Full Time Library employees are entitled to two weeks paid vacation per year. One additional paid vacation day will be earned per year up to a limit of 4 weeks of vacation.

Sick Leave:  [The library board has the power to determine this benefit.] Full Time Library employees are entitled to one week paid sick leave per year. One additional sick leave day will be earned per year, up to the limit of 2 weeks of sick time.

Paid Holidays: [The library board has the power to determine this benefit.] The Library is closed on the following legal holidays:  New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas. If the holiday occurs on a day that the library is closed, equal time off should be allowed at another time.

Disability: In the event that the Library an employee cannot perform the Duties because of illness or incapacity, they will become eligible for New York State Disability Insurance or New York State Worker’s Compensation. The employee’s full compensation will be reinstated upon return to work.

Training and Staff Development

The Board of Trustees wishes to encourage attendance at courses and conferences related to both library services and employees’ duties as a means of enhancing the library’s offering to the community. Accordingly, it pursues a policy of paying expenses to staff members as outlined below:

Time off with pay, full or partial fee reimbursements and mileage payments at the prevailing recommended state level should be granted.

Leaves without Pay

Leave without pay may be granted at the discretion of the Board of Trustees for a period not exceeding one year. Requests for a leave of absence without pay must be submitted in writing to the Director. All requests, accompanied by recommendations of the Director, must be submitted for the approval to the Board. The Board reserves the right to stipulate any conditions for such leave.

Salary Administration

All positions in the library are categorized and a salary schedule for each type of position has been established by the Board of Directors in order to provide fair and reasonable compensation for all library employees.

Job Descriptions

All positions should have written job descriptions. Staff members should be proved with their own job descriptions.

Performance Evaluation

It is the policy of the library to have a written evaluation of employees. For a new employee, these written evaluations should be completed at the beginning of the sixth month of employment. Written evaluations for all employees should be conducted at least once annually.

Each employee should be evaluated periodically against his/her job description. The Director shall personally conduct annual evaluations of the work performance of all staff members.

The purpose of such reviews shall be to help employees make progress in their work and learn where they stand. The performance review must be accompanied by a personal conference in which the employee may examine the review and have an opportunity to ask questions or make comments.

Disagreement with the performance rating may be expressed in writing to the Director and the Board of Trustees.

Performance evaluations will be considered as one factor in determining salary increase, promotions, or dismissals. These performance evaluations shall be made available to the Board of Trustees for annual salary review.

Evaluations, as well as any written comments that the employee should make about the evaluation, should be kept in the personnel file that is locked. All employees have access to their evaluations and may examine them at any reasonable time. On all evaluation forms, the employee is given the opportunity to write his/her comments about any all written comments.

Rules of Conduct

Most employees never violate any Library rules or give the Administration any reason to impose discipline.  However, there is the probability that there will be some employees at the Library who will require discipline, up to and including dismissal, for actions that are detrimental to the Library or to other employees.

The following is a list of some, but not all, of the acts which would result in disciplinary action, up to and including dismissal.

  • Repeated absences or tardiness.
  • Persistent negativity or numerous petty complaints that undermine the morale of co-workers, or interfere with the normal flow of work.
  • Misuse of time: extended breaks or lunch hours; persistent or extended personal telephone or cell-phone calls.
  • Interrupting working employees with personal or frivolous conversations.
  • Disrespectful behavior toward management, patrons, or other Employees.
  • Insubordination (Refusal to do work or carry out a reasonable request).
  • Any act of dishonesty, deception or fraud.
  • Abandonment of job or failure to report to work without notifying a Supervisor.
  • Committing deliberate damage to Library property.
  • Unauthorized use of Library facilities, tools or equipment.
  • Disorderly conduct, such as striking another employee, use of abusive language, etc.
  • Falsifying Library records.
  • Allowing unauthorized person(s) access to Library facilities.
  • Possessing, or being under the influence of, alcohol or illegal drugs while at work.
  • Harassment of any nature, including sexual harassment.
  • Possession of firearms or other weapons on System property.
  • Illegal use of e-mail or communication systems.
  • Use of Library computers and property for personal work.
  • Removing, sending, or furnishing Library records and information to unauthorized persons.
  • Abuse or violation of State or Federal laws adversely affecting employment.
  • Any conduct contrary to common decency or morality, or liable to incite, or provoke against anyone because of race, color, sex, religion, national origin, veteran status, or disability.

The examples used above are not intended to be an inclusive list of inappropriate behavior subject to disciplinary action. These examples are given only as guidelines.  The  East Hounsfield Free Library Board reserves sole managerial discretion to determine what conduct or behavior is subject to discipline and to determine the severity and timeliness of such discipline.


An employee may be dismissed for incompetence, unfitness or for just cause. The notice of dismissal shall be in writing and shall state the specific charges.


The library employee should provide two weeks notice. The employee’s written and signed resignation should be dated when received and retained in the personnel file.

Staff Grievances

Dissatisfaction with alleged unfair treatment, work schedules and assignments, library policies and procedures, or working conditions should be brought to the attention of proper levels of authority within the Library. Many can be settled informally and verbally by the Library Director. However if a matter is deemed important, the following steps may be taken.

Within two weeks after the occurrence of the event, an employee shall first orally discuss the same with the Library Director. Within three working days, the Library Director shall communicate his/her decision to the employee.

Emergency Closings

The Library Director will authorize closings on days of snow storms or other excessive weather conditions when the school is closed or no staff members can get to work.

Policy Board Approved Date: Monday, September 23, 2019


The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

This Library prohibits unreasonable discrimination in the provision of services and in any aspect of employment in hiring, training, promotion and termination – including harassment

Discrimination is differential treatment of an individual based upon their membership in a particular group (real or perceived), rather than on their personal merit. One form that discrimination may take is harassment. Discrimination also includes the failure to reasonably accommodate the special needs of an individual or group unless the accommodation would create an undue hardship for the library. Unreasonable discrimination is prohibited on the basis of the following characteristics:

  1. Ancestry and perceived race;     
  2. nationality or national origin;
  3. ethnic background or origin;
  4. religion or creed, or religious belief, religious association or religious activity;
  5. age;
  6. sex, including pregnancy, the possibility of pregnancy, or circumstances related to pregnancy;
  7. gender-determined characteristics;
  8. sexual orientation;
  9. marital or family status
  10. political belief, political association or political activity;
  11. physical disability or related characteristics or circumstances, including reliance on a dog guide or other animal assistant, a wheelchair, or other remedial appliance or device.   

The library will to ensure that all people are employed and/or receive services without discrimination, including harassment.

If you believe you have been discriminated against, bring it to the attention of the Library Manager or the Board President. Your complaint will be kept as confidential as is possible, and will be dealt with promptly.

Policy Board Approved Date: Monday, September 23, 2019


The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

It is the policy of the East Hounsfield Free Library that all our employees should be able to enjoy a work environment free of disruptive elements (e.g. noise, scents, etc.), discrimination and harassment.

This policy refers to, but is not limited to, harassment in the following areas: (1) race, (2) sex, (3) age, (4) national origin, (5) religion, (6) handicap, (7) marital status, (8) sexual orientation, and (9) veteran status. Harassment includes display or circulation of written or electronic materials or pictures degrading to either gender or to racial, ethnic, or religious groups; and verbal abuse or insults directed at or made in the presence of members of a racial, ethnic, or minority group.

Complaint Procedure

Individuals who believe they have been subjected to harassment from either a co-worker or a supervisor should make it clear to the offender that such behavior is offensive to them and unwelcome, and should immediately bring the matter to the attention of the Library Director or Board President. An independent inquiry will be made into any allegations. All allegations of harassment will be immediately investigated. It is important for employees who feel that they have been harassed to report incidents to management.

Anyone found to have engaged in harassment shall be subject to discipline, up to and including discharge.

Policy Board Approved Date: Monday, September 23, 2019

BYLAWS OF THE East Hounsfield Free Library

1.         Name and Authority

The East Hounsfield Free Library Library was chartered by the New York State Education Department in 1909.  The name of this board is the Board of Trustees of the East Hounsfield Free Library Public Library.

2.         Membership

The Board is comprised of four to nine members whom reside within the Library’s chartered to serve area. 

Association Library:  Each Trustee is elected by members of the association.

2.1      Term of Office

The term of a Member is three years. Members of The Board may not serve more than two consecutive terms.

3.         Meetings

Regular meetings of The Board are scheduled on the fourth Monday of each month at 5:00 p.m. in the Library.

The date and time may be changed by the President in order to ensure a quorum or to meet special situations.  Public notice is given of every meeting of The Board.

3.1      Special Meetings.

Special meetings of The Board may be called by the President of The Board or upon written request by two or more Members of The Board. Notice of the time and place of a special meeting shall be telephoned to each Member at his or her usual place of business or residence at least forty-eight hours prior to the time of the meeting.

3.2     Open Meetings.

All meetings of The Board, except executive sessions, are subject to the New York State Open Meeting Law [citation] and are open to the public.

3.3     Quorum.

Sixty percent of the Board constitutes a quorum at each Board meeting. When a quorum is present at any meeting, the vote of a plurality of the Members having voting power shall decide any question brought before such meeting.

3.4    Rules of Order.

The latest revision of Robert’s Rules of Order governs the conduct of all Board meetings.

3.5      Attendance at Meetings.

Any Board member who fails to attend three consecutive meetings without excuse shall be demed to have resigned.   [NY State Education Law 226.4.]

4.               OFFICERS

Officers of The Board are President, Vice-President, Secretary, and Treasurer.

4.1            Election of Officers.

The Officers shall be chosen annually at the regular December meeting. Each such Officer shall hold office for no more three consecutive years. 

4.2             Duties of President.

The President presides at all Board meetings and appoints committees of The Board.

4.3             Duties of Vice-President.

The Vice-President presides over meetings in the absence of the President and shall become President should a vacancy occur in that office between elections.

4.4             Duties of Secretary.

The Secretary signs all documents requiring the Secretary’s signature. Board minutes are recorded by a Library staff member designated by the Director and are approved monthly by The Board.

4.5             Duties of Treasurer.

The Treasurer, who is bonded, monitors the budget, financial records, reports, audits, and investments.

5.               Committees.

Committees are appointed as needed by the President. Committees include, but are not limited to, the Budget Committee and Personnel Committee.

6.               Finances

The Board has all financial powers and responsibilities as provided by statute, establishes funds for the safekeeping of The Library’s finances, and invests The Library’s funds in accordance with New York State law and regulations.

7.                Library Director

The Board shall select, appoint and evaluate a properly certified and competent library director, and determine the compensation of all library employees. 

7.1             Duties of Director.

The Director is responsible for the administration and management of The Library.  The Director recruits, selects, hires, supervises, evaluates and terminates library staff. The Director oversees the staff training program, and recommends improvements in staffing, organization, salaries and benefits to the library board. 

The Director shall attend all meetings of the Board and all committee meetings.

7.2             Policy.

The Director implements all policies adopted by The Board, reports monthly to The Board, advises The Board, and recommends policies to The Board.

8.               Order of Business.

The order of business at the regular meetings shall be as follows:

  1. Approval of minutes of last meeting
  2. Report of Treasurer
  3. Report of committees
  4. Report of Director
  5. Old Business
  6. New Business
  7. Time and place of next meeting
  8. Adjournment

This order of business may be changed at any meeting by a vote of the majority of the members of the Board present. 

9.         Amendments.

These by-laws may be amended by a plurality vote of the Members of the Board at any regular meeting, providing that notice of the amendment was given at the preceding regular meeting of The Board.

Policy Board Approved Date: Monday, September 23, 2019


East Hounsfield Free Library Internet Policy and Guidelines

The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

All users of electronic resources are expected to use these resources in a responsible and ethical manner consistent with the standards and rules of the library and of the community.

Choosing and Evaluating Sources

The library offers access to the Internet as an electronic means of reaching ideas and information and greatly expanding its information services beyond the traditional collections and resources. Because of this, the library has been recognized by the New York State Department of Education as an Electronic Doorway Library.

The Internet provides access to many valuable local, national and international sources of information. However, not all sources on the Internet provide accurate, complete or current information.  The library cannot control the accuracy of information, the validity of the information, availability of links, nor the availability of material that some may find offensive. A user MUST evaluate the validity of the information sources.

 Library users access the Internet at their own discretion and are responsible for any access points they reach.

Rules Governing Use:

  • A first time user must check the user agreement in order to use the computers.
  • Computer time is limited to thirty minutes.
  • A user may sign up for a second session if no one is waiting.
  • Use is limited to a maximum of two people per computer at a time.
  • Computer use is limited to the hours that the library is open.
  • Library staff is available to help navigate the Internet by offering suggestions for sites and searching assistance. Or, a person is available for training or assistance during the specified hours.
  • Library staff reserves the right to remove inappropriate materials from the computer and to instruct the patron to refrain from seeking similar sites.

A User Must NOT:

  • Use the PC’s to gain unauthorized access to the Library’s network or computer systems or to any other network or computer systems.
  • Obstruct other people’s work by consuming large amounts of system resources or by deliberately crashing any library computer system
  • Make any attempt to damage computer equipment or software
  • Make any attempt to alter software configurations
  • Make any attempt to cause degradation of system performance
  • Use any Library computer for any illegal or criminal purpose
  • Violate copyright laws or software licensing agreements in their use of library computers
  • Engage in any activity which is deliberately and maliciously offensive, libelous, or slanderous
  • Install or download any software

           The library may deny or withhold computer/Internet privileges and other library services for infractions of these policies.  The parents or guardians of minors may also lose their computer privileges and other library services for infractions of these policies. Unlawful activities will be dealt with in an appropriate manner.

Access by Minors

It is the policy of the library that parents and guardians are responsible for setting guidelines and restrictions for their minor children.                                                                        OR

It is the policy of the library that parents or legal guardians are responsible for monitoring what library materials and resources, including Internet access, are appropriate for their minor children. Therefore, a parent or legal guardian may deny access to the Internet by informing the library in writing and having the minor’s library card so marked. The library staff will inform any minor child with a marked care that their parent or legal guardian does not want them to access the Internet at the library.                                                                        OR

As the library is a public place, it reserves the right to remove sexually explicit materials from the computer screen and to instruct the minor to refrain from seeking similar sites. Failure to comply will result in loss of Internet privileges                                                                        OR

 Children’s computers have a commercially produced filter which attempts to block sites that might be considered objectionable. The filter is available as an option on adult computers. The filter is set to block sites that could be offensive to some users.

 The library cannot and does not guarantee that the filter will always block objectionable sites. Parents may wish to supervise their children’s Internet sessions. Parents may give their children approval to use unfiltered computers. Library staff cannot be responsible for supervising minors while they are using the Internet.

Policy Board Approved Date: Monday, September 23, 2019


Wireless Internet Access Policy

East Hounsfield Free Library

The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

The East Hounsfield Free Library offers free wireless Internet access to library users with wireless-enabled devices. The library provides unrestricted access to the Internet and does not monitor or control content. The provisions set forth in the Library’s Internet Use Policy and Acceptable Use Guidelines are applicable to wireless network access.

Our network supports a wide range of laptop computers. Most wireless network cards will be compatible. However, the Library can make no guarantees as to compatibility of a library user’s device with the Library’s network. If a device doesn’t recognize our wireless network, the library user should review the configuration settings provided at the Circulation desk. Library staff does not provide wireless access support and will not install or modify hardware or software.

Communication through the wireless network should not be considered secure. Library users are responsible for selecting and installing security protection and current virus definitions on their wireless devices. The Library is not responsible for damage to hardware or software, transmission of computer viruses, loss of data or email, or any harm resulting from the use of an unsecured server. It is strongly advised that personal, financial or otherwise sensitive information not be transmitted through the wireless network.

Printing from the wireless network is not currently available. Files can be saved to a device or e-mailed.

The wireless network can accommodate interactive searches on the Web. It cannot accommodate the downloading of large document files. Therefore, downloading of software, images, music, etc. from the Web onto a library user’s equipment is not permitted. Library users will be asked to terminate any activity that adversely impacts the network’s performance.

When using wireless-enabled devices to listen to music, dialog, sound effects, etc. library users must use earphones to make the sound inaudible to others. If sound is heard despite the earphones, the library user must lower the sound level or turn the equipment off.

Policy Board Approved Date: Monday, September 23, 2019


Easy Hounsfield Free Library board of trustees and library employee

Conflict of Interest Policy

Officers, Board Members and Employees

No Board member or committee member of the East Hounsfield Free Library shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation on the Board.  Other than compensation, no employee shall derive any personal profit or gain, directly or indirectly, by reason of his or her employment by the East Hounsfield Free Library except through activities that may facilitate professional advancement or contribute to the profession such as publications and professional service and have been fully disclosed to the Board.

Each individual shall disclose to the Board any personal interest which he or she may have in any matter pending before the Board and shall refrain from participation in any decision on such matter.

The existence of any such conflict and the process shall be documented in the minutes of any meeting in which the conflict was discussed or acted on.

Members of East Hounsfield Free Library Board, committees, and staff shall refrain from obtaining any list of library patrons that results in personal benefit.

Statement of Associations

This is to certify that I, except as described on the reverse of this sheet, am not now nor at any time during the past year have been:

A participant, directly or indirectly, in any arrangement, agreement, investment, or other activity with any vendor, supplier, or other party doing business with East Hounsfield Free Library that has resulted or could result in personal benefit to me.

Any exceptions to the above are stated on the reverse of this sheet with a full description of the transactions, whether direct or indirect, which I have (or have had during the past year) with persons or organizations having transactions with East Hounsfield Free Library.

Signature: _________________________________________ Date: _____________

Printed name: __________________________________________________________________

East Hounsfield Free Library position: ___________________________________________________________________

Policy Board Approved Date: Monday, September 23, 2019


East Hounsfield Free Library Disaster Policy


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 extinguisher(s) 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.

The Rescue Squad/Police (911 if available) 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 where the location from which the call is originating. 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.


The Library will follow the recommendation and actions of the city (or village) between 8:30 a.m. and 5:00 p.m., Monday through Friday. Closing during other days and hours will be at the discretion of the Library Director.

Policy Board Approved Date: Monday, September 23, 2019


East Hounsfield Free Library Freedom to Read Statement

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label “controversial” views, to distribute lists of “objectionable” books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.

Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be “protected” against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials.

Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference.

Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.

We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

  1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.

Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.

  1. Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.

Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper.

  1. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.

No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.

  1. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others.

  1. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.

The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.

  1. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.

It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship.

  1. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a “bad” book is a good one, the answer to a “bad” idea is a good one.

The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader’s purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.

This statement was originally issued in May of 1953 by the Westchester Conference of the American Library Association and the American Book Publishers Council, which in 1970 consolidated with the American Educational Publishers Institute to become the Association of American Publishers.

Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.

A Joint Statement by:

American Library Association(link is external)(link is external)
Association of American Publishers(link is external)(link is external)

Subsequently endorsed by:

American Booksellers for Free Expression(link is external)(link is external)
The Association of American University Presses(link is external)(link is external)
The Children’s Book Council(link is external)(link is external)
Freedom to Read Foundation(link is external)(link is external)
National Association of College Stores(link is external)(link is external)
National Coalition Against Censorship(link is external)(link is external)
National Council of Teachers of English(link is external)(link is external)
The Thomas Jefferson Center for the Protection of Free Expression(link is external)(link is external)

Policy Board Approved Date: Monday, September 23, 2019

Materials Selection/Collection Development Policy

The following are the rules and regulation of the

East Hounsfield Free Library, as

adopted by this library’s Board of Trustees on September 23, 2019.

  1. Objectives

      The purpose of the East Hounsfield Free Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time.

      Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy with which to meet community interests and needs.

      The materials selection/collection development policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection.

      The Library Bill of Rights and The Freedom to Read Statement have been endorsed by the East Hounsfield Free Library Board of Trustees and are integral parts of the policy.

      The materials selection/collection development policy, like all other policies, will be reviewed and/or revised as the need arises.

  1. Responsibility for Selection

      The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the East Hounsfield Free Library Board of Trustees. This responsibility may be shared with other members of the library staff; however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.

  1. Criteria for Selection

         1. The main points considered in the selection of materials are:

                a. individual merit of each item

                b. popular appeal/demand

                c. suitability of material for the clientele

                d. existing library holdings

                e. budget

         2. Reviews are a major source of information about new materials. The primary sources of reviews is are professional reviews, blogs, and award lists such as Booklist, Junior Library Guild, Kirkus, The School Library Journal and Goodreads.

         3. The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title that is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged on the basis of the work as a whole, not on a part taken out of context.

  1. Interlibrary Loan

      Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library’s collection.

      In return for utilizing interlibrary loan to satisfy the needs of our patrons, the East Hounsfield Free Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.

  1. Gifts and Donations

      The library accepts gifts of books and other materials with the understanding that they will be added to the collection only if appropriate and needed. If they are not needed because of duplication, condition, or dated information the director can dispose of them as he/she sees fit. The same criteria of selection which are applied to purchased materials are applied to gifts. Memorial gifts of books or money are also accepted with suitable bookplates placed in the book. Specific memorial books can be ordered for the library on request of a patron if the request meets the criteria established by the Board. It is desirable for gifts of or for specific titles to be offered after consultation with the library director. Book selection will be made by the director/library manager if no specific book is requested. The East Hounsfield Free Library encourages and appreciates gifts and donations.

      By law, the library is not allowed to appraise the value of donated materials, though it can provide an acknowledgment of receipt of the items if requested by the donor.

  1. Weeding

      An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director and is authorized by the Board of Trustees.

Weeding Evaluation Criteria

Weeding in this context is defined as the process of evaluating a book to determine if it will be retained, relocated, or replaced. Selection of materials for discarding is based on the CREW method.              

  • Continuous        
  • Review             
  • Evaluation         
  • Weeding           

       This system uses the acronym, MUSTIE, to help evaluate an item for withdrawal:    

  • Misleading and/or factually inaccurate    
  • Ugly  (worn out beyond mending or rebinding)
  • Superseded by a new edition or a better source
  • Trivial (of no discernible literary or scientific merit)  
  • Irrelevant to the needs and interest of your community    
  • Elsewhere (the material may be easily borrowed from another source)
  1. Potential Problems or Challenges

      The East Hounsfield Free Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in this policy.

      Responsibility for the reading of children rests with their parents or legal guardians.

Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children.

      Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.

  1. Challenged Materials

      Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection may complete a “Request for Reconsideration of Library Material” form which is available in the library. The inquiry will be placed on the agenda of the next regular meeting of the East Hounsfield Free Library Board of Trustees.

Policy Board Approved Date: Monday, September 23, 2019

Programming Policy

A “program” is a planned interaction between the library staff and the program participants for the purpose of promoting library materials, facilities, or services, as well as offering the community an informational, entertaining, or cultural experience. Programming includes such activities as storytimes, films and activities on no-school days, summer library program for children, speakers for young adults, and book or author discussion groups for adults. Programming takes priority over any outside group meetings or classes.

Selection of library programs topics, speakers, courses, classes, and resource materials should be made by library staff on the basis of the interests and needs of library users and the community.  Library programming should not exclude topics, books, speakers, media and other resources because they might be controversial.  The library does not conduct programming that is purely commercial or religious in nature.

The board, in conjunction with the library director, will establish a budget and goals for programming to facilitate the effective implementation of this service.

Policy Board Approved Date: Monday, September 23, 2019

East Hounsfield Free Library Public Relations Policy

A. Public relations goals of the East Hounsfield Free Library are:

  • To promote a good understanding of the Library’s objectives and services among governing officials, civic leaders, and the general public;
  • To promote active participation in the varied services offered by the library to people of all ages.

B. The Board recognizes that public relations involve every person who has connection with the Library. The Board urges its own members and every staff member to realize that he or she represents the library in every public contact. Good service supports good public relations.

C. The director will be expected to make presentations and to participate in community activities to promote library services. A reasonable amount of library time will be allowed for preparation and speaking. Materials to be used by press, radio, or television will be approved by the director.

D. The board will establish a publications budget to cover costs related to printing, publication, supplies, and miscellaneous needs related to the public relations effort.

Policy Board Approved Date: Monday, September 23, 2019


East Hounsfield Free Library Whistle Blower Policy

The East Hounsfield Free Library is committed to upholding the highest standards of ethical, moral, and legal business conduct, and the commitment to open communication. All staff members, trustees, and volunteers are required to uphold high standards of business and personal ethics in the conduct of their duties and responsibilities.

East Hounsfield Free Library encourages all staff, board members and volunteers, acting in good faith to report suspected or actual wrongful conduct. Any East Hounsfield Free Library staff member, board member or volunteer who reports a suspected or actual wrongful conduct, in good faith, will not be fired or otherwise retaliated against for making the report. This policy applies to all employees, volunteers, and agents of East Hounsfield Free Library, including the Executive Director and the Board of Trustees.

The objectives of the East Hounsfield Free Library Whistleblower and Ethical Behavior Policy are to establish standards of conduct and procedures for:

  • The submission of concerns, on a confidential basis, regarding:
  1. Harassment and bullying, sufficiently severe or pervasive to create a hostile work environment, or resulting in a tangible change in an employee’s employment status or benefits;
  2. Questionable accounting or auditing actions by employees, trustees, officers and other stakeholders of the organization;
  3. Wrongful conduct such as a violation of applicable state and/or Federal laws and regulations; a serious violation of East Hounsfield Free Library Policy; or the use of East Hounsfield Free Library property, resources, or authority for personal gain or other non- East Hounsfield Free Library purpose except as provided under East Hounsfield Free Library policy.
  • The receipt, retention, and treatment of complaints received by the organization regarding harassment, accounting, internal controls, auditing matters or other wrongful conduct.
  • The protection from retaliatory actions of trustees, employees, and volunteers reporting concerns.

Reporting Responsibility

Each trustee, employee, and volunteer of East Hounsfield Free Library has an obligation to report in accordance with this Whistleblower and Ethical Behavior Policy (a) harassment or bullying; (b) questionable or improper accounting or auditing matters; (c) violations and suspected violations of this policy and; (d) wrongful conduct.

Authority of the Board of Trustees

All concerns submitted in writing will be forwarded to the President of the Board of Trustees in accordance with the procedures set forth below. The President shall be responsible for designating the appropriate committee to investigate and make appropriate recommendations to the Board of Trustees with respect to the following: (a) concerns that originate from trustees and other non-employees or; (b) concerns submitted by employees that have not been resolved by the East Hounsfield Free Library Executive Director to the satisfaction of the complainant.

Reporting Procedures and Corrective Action for Employees

Employees should first discuss their concern, in confidence, with their immediate supervisor. If, after speaking with his or her supervisor, the employee is convinced that his or her concern is unwarranted or that, in the opinion of the employee, the supervisor will take appropriate steps to resolve the employee’s concern no further action is required by the employee.

  • However, further action is required if the employee: (a) continues to have reasonable grounds to believe the concern is valid and that the response of his or her immediate supervisor is not adequate or; (b) the immediate supervisor recommends that the issue should be referred to a higher level in the organization. In this situation the employee should write a formal complaint which the first level supervisor is obligated to take to the East Hounsfield Free Library Executive Director (or Acting East Hounsfield Free Library Director) in five working days.
  • The Executive Director shall promptly inform the employee of receipt of the complaint. A copy of the complaint shall be forwarded to the President of the Board of Trustees. The Executive Director shall investigate the circumstances of the complaint in a timely fashion and, where warranted, take disciplinary and other actions. At the completion of the investigation, the Executive Director shall provide the employee initiating the complaint and the President with a written summary of the action taken.
  • Notwithstanding the procedure stated above, if the employee’s supervisor is the subject of the employee’s concern or is possibly involved, the employee may choose to discuss their concern directly and in confidence with the Executive Director and then write a formal complaint. It is the responsibility of the Executive Director to investigate promptly the circumstances of the complaint in the manner stated in the previous paragraph.
  • In extraordinary circumstances, and after due consideration, an employee who suspects or believes that the Executive Director is involved in unethical or illegal behavior may take his or her concerns directly to the President of the Board of Trustees using the procedure below entitled “Reporting Procedures for Trustees and Other Volunteers.

Reporting Procedures and Corrective Action for Individuals Not Employed by East Hounsfield Free Library

East Hounsfield Free Library trustees, volunteers, individuals in the Member Libraries of East Hounsfield Free Library and members of the general public should submit concerns in writing directly to the President of the Board of Trustees. If the President of the Board of Trustees is not available or is the subject of the concern, the complaint should be directed to the Vice-President of the Board of Trustees.

  • The President shall be responsible for designating an appropriate committee, as circumstances dictate, to investigate and make appropriate recommendations to the Board of Trustees, with respect to all concerns received in writing.  The designated committee has the authority to retain outside legal counsel, accountants, private investigators, or any other source deemed necessary to conduct a full and complete investigation of the allegations.
  • The President shall inform the originator of the receipt of the written complaint.  All trustees of L East Hounsfield Free Library shall be informed of the nature of the complaint with emphasis on maintaining the confidentiality appropriate for personnel issues.
  • The Board of Trustees and its designated committee shall resolve all complaints in a timely fashion and inform the individual submitting the complaint of the Board’s final action.

Acting in Good Faith

Anyone reporting a concern must act in good faith and have reasonable grounds for believing the information disclosed indicates harassment or bullying; a questionable or improper accounting or auditing practice; a violation or suspected violation of this East Hounsfield Free Library Policy; or wrongful conduct.

The act of making allegations that prove to have been made maliciously, recklessly, or with the foreknowledge that the allegations are false, will be viewed as a serious disciplinary offense and may result in discipline, up to and including termination of employment or dismissal from the trustee or volunteer position.


Reports of concerns and their investigations shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. Disclosure of reports of concerns to individuals not involved in the investigation will be viewed as a serious disciplinary offense and may result in discipline, up to and including termination of employment. Such conduct may also give rise to other actions, including civil lawsuits.

No Retaliation Provision

This Whistleblower and Ethical Behavior Policy is intended to encourage and enable employees, trustees, volunteers and others to raise concerns within East Hounsfield Free Library for investigation and appropriate action. With this goal in mind, no trustee, employee or volunteer who, in good faith, reports a concern shall be subject to retaliation or, in the case of an employee, adverse employment consequences. Moreover, an employee, trustee or volunteer who retaliates against someone who has reported a concern in good faith shall be subject to discipline, up to and including termination of employment or dismissal from the trustee or volunteer position.

Policy Board Approved Date: Monday, September 23, 2019

Library Director Job Description

East Hounsfield Free Library

Job Objective:

Under broad policy guidance and direction from the Library Board, performs professional and administrative duties in planning, developing, implementing and directing public library services for the East Hounsfield Free Library. These duties include budget preparation, evaluation, personnel, collection development, community relations and facility maintenance.

Essential Functions and Responsibilities:

  • Administers board policies, makes policy recommendations to board, provides staff support and information to the board.
  • Prepares budget for Library Board approval, monitors and approves expenditures as directed by the Library Board, administers gifts, state and federal money.
  • Supervises personnel directly or through subordinates; hires and trains employees; assigns and monitors work; evaluates personnel; disciplines employees as necessary.
  • Evaluates library services and makes recommendations for improvements; works with elected officials, school officials and civic organizations to develop programs and resolve problems.
  • Administers maintenance of library facilities and equipment; works with architects and planners on facility development.
  • Reviews and approves selection of all materials for purchase.
  • Participates in professional meetings, classes, conferences and workshops.
  • Participates in organizational management through the committee process.
  • Reads professional materials to update and maintain knowledge and skills.
  • Accountable for all activities, programs and services.
  • Performs other related duties as assigned.

Knowledge, Skills, and Abilities

  • Thorough knowledge of the theories, principles, and objectives of library science
  • Thorough knowledge of library organization theories.
  • Thorough knowledge of current trends and developments in the library field.
  • Knowledge of and experience with effective participative management techniques.
  • Considerable knowledge of management principles and practices.
  • Knowledge of supervision, training, and staff utilization principles.
  • Thorough knowledge of library reference sources, print and online.
  • Considerable knowledge of children’s, young adult and adult literature.
  • Considerable knowledge of online automation.
  • Working knowledge of public relations procedures.
  • Working knowledge of budgetary and accounting processes of the department.
  • Ability to plan, organize, supervise, and evaluate the work of employees in diversified library activities.
  • Broad experience in collection development and programming.
  • Substantial skills related to the organization of people, processes and tools in a public library setting.
  • Superior human relations and communication skills.
  • Ability to establish and maintain effective and harmonious working relationships with employees, other agencies, and the general public.
  • Ability to communicate effectively, verbally and in writing.
  • Ability to follow written and verbal communications.
  • Ability to develop and carry out program services.

Tools and Equipment Used:

Library computer system; personal computer including world wide web search engines and the library’s web site, word processing and database management software, copy and fax machine, phone and automobile.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience and Training:

[If the library serves a population of 7500 or more]

  • The library shall employ as director, only persons who hold the public librarian’s professional or provisional certificate or a certificate of qualification. Library Science
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

[If the library serves a population of 5000 to 7499]

  • The library shall employ as director, a person who holds a bachelor’s degree granted by an approved college or university upon the completion of four academic years of full time study.
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

[If the library serves a population of 2500 to 4999]

  • The library shall employ as director, a person who has completed not less than two academic years of full time study in an approved college or university
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

Policy Board Approved Date: Monday, September 23, 2019


E-mail Privacy Policy
East Hounsfield Free Library Library
September 23 2019

We have created this email privacy policy to demonstrate our firm commitment to your privacy and the protection of your information.

Why did you receive an email from us?
If you received a mailing from us you provided your email address to us at the time you registered as a library patron and shared this address for the purpose of receiving information in the future such as “Hold” or “Overdue” notices and Email news. We respect your time and attention by controlling the frequency of our mailings.

Sharing and Usage
We will never share, sell, or rent individual personal information with anyone without your advance permission or unless ordered by a court of law. Information submitted to us is only available to employees managing this information for purposes of contacting you or sending you emails based on your request for information.

How can you stop receiving email from us?
–Notifications regarding borrowed materials.
If you no longer wish to receive email notifications relating to items you have borrowed or wish to borrow from the library you will need to contact the library so that we may remove your email address from our records.
–Email news regarding special events and library programming.
In the event that you no longer wish to receive Email news from the library simply follow the directions at the bottom of the message to opt-out of these mass mailings.

Policy Board Approved Date: Monday, September 23, 2019

East Hounsfield Free Library Volunteer Policy

The East Hounsfield Free Library Board of Trustees recognizes that 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. Volunteer 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. Library staff will continually work to recognize the contributions of Library volunteers and seek to expand the Library volunteer group as needed.

East Hounsfield Free Library volunteers are coordinated by the Director, or designee, and must be at least 14 years of age.  Junior volunteers under the age of 14 required to perform service for specific programs 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.

Each volunteer must complete an application which will be kept on file in the Library. Forms are available at the circulation desk. Volunteers may also be interviewed to determine their interests and levels of experience. Volunteer talents, experience, availability and interests will be considered in job assignments.

East Hounsfield Free Library volunteers are bound by the rules contained in all Library policies and guidelines, especially those that relate to patron privacy and confidentiality. Library volunteers are recognized by the public as representatives of the Library and will be guided by the same work and behavior policies as employees. Library volunteers will be familiar with the Library’s “Library Volunteer Guidelines” document.

Volunteers work with the status of “at will” employees and the East Hounsfield Free Library has the right to terminate the volunteer’s working association with the Library at any time, for any reason. Volunteers working in the library are covered by East Hounsfield Free Library’s Property and Liability Insurance policy.

Volunteers are asked to record their hours of service in the “Volunteer Log Book” located at the Circulation Desk.

The Library accepts volunteers requiring court ordered community service at the discretion of the Library Director. Court ordered community service volunteers are required to be interviewed by the Library Director prior to being accepted for service.

Junior volunteers under the age of 18 required to perform service for specific programs are accepted on a short-term basis. Parents/guardians of junior volunteer must sign a consent form for their children to perform volunteer service hours at the Library.


Approved by East Hounsfield Free Library Board on September 23, 2019

Policy Board Approved Date: Monday, September 23, 2019

Photo Release Form

I hereby grant permission to the East Hounsfield Free Library to use my photograph to be used in its publications, including its website and social media. I acknowledge the Library’s right to crop or treat the photograph at its discretion. I understand that the Library may choose not to use my photo at this time, but may do so at a later date without further notifying me.

I understand that once an image is posted on the Library’s website, it can be downloaded. Therefore, I agree to indemnify and hold harmless from any claims the following:

  • Board of Trustees, East Hounsfield Free Library
  • All Employees, East Hounsfield Free Library

Name:   ___________________________________________________________________

Signature:   ___________________________________________________________________

Date:     ___________________________________________________________________

For persons under the age of 18, the permission of a parent or guardian is required on this Photo Release Form.

I hereby grant permission to the ____________________ Library to use the photograph of my child as outlined above.

Name(s) of child under 18:




  1. Please do not identify by name

Signature of parent or guardian:   ________________________________________________

Date:   ­­­­­­­­­­­­­­­­­­­__________________________________________________

Policy Board Approved Date: Monday, September 23, 2019