Library Policies

Purpose:
The Haverstraw King’s Daughters Public Library’s behavior rules have a threefold purpose: to protect the rights and safety of library patrons, to protect the rights and safety of staff members, and to preserve and protect the library’s materials, facilities and property.

Definitions And Scope:
These behavior rules shall apply to all buildings, interior and exterior, and all grounds controlled and operated by the Haverstraw King’s Daughters Public Library (such buildings and grounds are hereafter referred to as the “premises”) and to all persons entering in or on the premises.

Persons who violate these rules may be ejected from the premises and excluded from all library premises for the period of time listed below.

Library users and staff members may not engage in:

1. Committing or attempting to commit any activity that would constitute a violation of any federal, state or local criminal statue or ordinance.

2. Engaging in sexual conduct, as defined under NYS Penal Law 235.00, including, but not limited to, the physical manipulation or touching of a person’s sex organs through a person’s clothing in an act of apparent sexual stimulation or gratification.

3. Being under the influence of any controlled substance or intoxicating liquor. Controlled substance is defined in NYS Public Health Law 3306.

4. Possessing, selling, distributing or consuming any alcoholic beverage, except as allowed at a Library-approved event.

5. Engaging in conduct that disrupts or interferes with the normal operation of the Library, or disturbs staff members or patrons, including, but not limited to, making personal advances, asking questions about non-library or personal matters, conduct that involves the use of abusive or threatening language or gestures, conduct that creates unreasonable noise, or conduct that consists of loud or boisterous physical behavior or talking.

6. Using Library-owned materials, equipment, furniture, fixtures or buildings in a manner inconsistent with the customary use thereof; or in a destructive, abusive or potentially damaging manner; or in a manner likely to cause personal injury to the actor or others.

7. Disobeying the reasonable direction of a Library staff member, Library security officer or officer of the law.

8. Soliciting, petitioning, distributing written materials or canvassing for political, charitable or religious purposes inside a Library building, including the doorway or vestibule of any such building or in a manner on premises that unreasonably interferes with or impedes access to the Library.

9. Interfering with the free passage of Library staff or patrons in or on the Library premises, including, but not limited to, placing objects such as bicycles, skateboards, backpacks or other items in a manner that interferes with free passage.

10. Placing personal belongings on or against buildings, furniture, equipment or fixtures in a manner that interferes with staff or patron use of the premises.

11. Bringing bicycles or other similar devices inside the premises.

12. Operating roller skates, skateboards, scooters, or other similar devices in or on the premises.

13. Parking vehicles on Library premises for purposes other than Library use. Vehicles parked in violation of this rule may be towed at the owner’s expense.

14. Smoking or other use of tobacco or smoking substitutes, including, but not limited to cigarettes, cigars, pipes, e-cigarettes, and chewing tobacco.

15. Eating or drinking beverages outside of designated areas or drinking near electronic equipment.

16. Bringing animals on the premises (with the exception of service animals), except as allowed at a Library-approved event.

17. Violating the Library’s rules for Acceptable Use of the Internet and Library Public Computers.

18. Sleeping in or on the premises.

19. Improperly using Library restrooms for the purpose of, including, but not limited to, bathing, shaving, washing hair and changing clothes.

20. Using personal electronic equipment at a volume that disturbs others, including, but not limited to, pagers, stereos, televisions and cellular telephones.

21. Leaving one or more children under the age of ten (10), who reasonably appear to be unsupervised or unattended, anywhere in or on the premises.

22. Entering the premises with bare feet, bare-chested or waering clothing that insignificantly ensures the modesty of the wearer.

23. Disturbing others because of offensive body odor or poor hygiene.

Consequences:
Any person who violates rules 1-4 while in or on the premises will be immediately ejected and excluded from all Haverstraw King’s Daughters Public Library premises without first being given a warning. Any person so excluded shall lose all Library privileges for a period of up to three years, and the incident will be reported to the appropriate law enforcement agency.

Any person who violates rules 5-17 while in or on the premises will be given up to one warning at the discretion of Library staff; then the person will be asked to leave the premises for the day. Subsequent offenses by that person will result in that person’s immediate ejection and exclusion from all Haverstraw King’s Daughters Public Library premises. Any person so excluded shall lose all library privileges for a period of up to one year.

Any person who violates rules 18-21 while in or on the premises will be given up to two warnings at the discretion of Library staff; then the person will be asked to leave the premises for the day. Subsequent offenses by that person will result in that person’s immediate ejection and exclusion from all Haverstraw King’s Daughters Public Library premises. Any person so excluded shall lose all Library privileges for a period of up to six months.

Any person who violates rules 22 and 23 while in or on the premises will be excluded from the premises until the problem is corrected.

Approved and Adopted by the Board of Trustees May 9, 1995
Amended April 12, 2005, Board of Trustees
Amended December 13, 2006, Board of Trustees
Amended April 8, 2014, Board of Trustees

So that the Library may remain a place of enjoyment for all our patrons, telecommunication devices (example: cell phones, pagers) must be turned off or switched down to their lowest audible level in designated “quiet areas.”

Purpose: This policy defines appropriate usage of public spaces within the Haverstraw King’s Daughters Public Library facilities. Primary use of Library space is reserved for Library-sponsored programs or Library-sanctioned programs including Literacy Solutions and North Rockland Central School District home instruction. This includes use of the Community Rooms, Tutor Rooms, Group Work Room and/or Quiet Study Room.

Policy Statement: The Board of Trustees will not provide access to public space for the conduct of private business by individuals or businesses. This may include, but is not limited to, privately-paid tutoring, presentations to prospective clients for paid services and/or solicitation of goods and services.

Guidelines
1. NRCSD and other students residing within the Library’s chartered service district may use the Tutor Rooms, Group Work Room and Quiet Study Room at no charge, as available.
2. A Haverstraw King’s Daughters Public Library card must be shown to gain access.

Adopted by the Board of Trustees November 11, 1997
Amended: November 8, 2006 by the Board of Trustees
Reviewed: October 13, 2009 by the Board of Trustees
Amended: May 11, 2010 by the Board of Trustees
Amended: August 9, 2016 by the Board of Trustees

1. It is the policy of the Haverstraw King’s Daughters Public to specifically recognize that its circulation records and other records containing names or other personal identifying details of library users are confidential in nature.

2. All librarians and library employees are advised such records shall not be made available or disclosed to any persons or entity, including any agency of state, federal, or local government except pursuant to such process, order or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power, or as otherwise required by statute.

3. The issuance or enforcement of any such process, order, or subpoena may, at the discretion of Library Administrator and Board, be resisted until such time as a proper showing of good cause has been made in a court of competent jurisdiction.

4. Notwithstanding anything above to the contrary, such records may be disclosed to the extent necessary for the proper operation of the library (as shall be determined by the Library Administrator or Board of Trustees) and upon the consent or request of the library user identified by such records.

Approved and Adopted by the Board of Trustees June 1995

When our fire alarm goes off, even if it is a false alarm, everyone must immediately and quickly vacate the building. This is not the Library’s policy, this is mandated by the Town of Haverstraw Fire Marshal. Please remember that the elevator is never to be used during an alarm. In addition, do not park in the fire lane. Town Police will ticket your car. We appreciate your complete cooperation in these matters.

Haverstraw King’s Daughters Public Library is committed to operating in furtherance of its taxexempt purposes and in compliance with all applicable laws, rules and regulations, including those concerning accounting and auditing, and prohibits fraudulent practices by any of its board members, officers, employees, or volunteers. This policy outlines a procedure for employees to report actions that an employee reasonably believes violates a law, or regulation or that constitutes fraudulent accounting or other practices. This policy applies to any matter which is related to Haverstraw King’s Daughters Public Library’s business and does not relate to private acts of an individual not connected to the business of Haverstraw King’s Daughters Public Library.

If an employee has a reasonable belief that either an employee or the Haverstraw King’s Daughters Public Library has engaged in any action that violates any applicable law, or regulation, including those concerning accounting and auditing, or constitutes a fraudulent practice, the employee is expected to immediately report such information to the Library Director. If the employee does not feel comfortable reporting the information to the Library Director, he or she is expected to report the information to the President of the Board of Trustees.

All reports will be followed up promptly, and an investigation conducted. In conducting its investigations, the Haverstraw King’s Daughters Public Library will strive to keep the identity of the complaining individual as confidential as possible, while conducting an adequate review and investigation.

Haverstraw King’s Daughters Public Library will not retaliate against an employee in the terms and conditions of employment because that employee: (a) reports to a supervisor, to the executive director, the Board of Directors or to a federal, state or local agency what the employee believes in good faith to be a violation of the law; or (b) participates in good faith in any resulting investigation or proceeding, or (c) exercises his or her rights under any state or federal law(s) or regulation(s) to pursue a claim or take legal action to protect the employee’s rights.

Haverstraw King’s Daughters Public Library may take disciplinary action (up to and including termination) against an employee who in management’s assessment has engaged in retaliatory conduct in violation of this policy.

In addition, the Haverstraw King’s Daughters Public Library will not, with the intent to retaliate, take any action harmful to any employee who has provided to law enforcement personnel or a court truthful information relating to the commission or possible commission by the Haverstraw King’s Daughters Public Library or any of its employees of a violation of any applicable law or regulation.

Supervisors will be trained on this policy and the Haverstraw King’s Daughters Public Library’s prohibition against retaliation in accordance with this policy.

Adopted by the Board of Trustees, August 12, 2014

Purpose: The Haverstraw King’s Daughters Public Library is committed to implementing reliable and cost effective measures that will allow us to avoid wasted expense and protect the environment.

Policy Statement: The Haverstraw King’s Daughters Public Library will promote and practice safe and responsible use of energy, recycling and waste management, purchasing, transportation, land use and water in the planning and delivery of all our services.

Actions: Incorporate green purchasing and consider energy efficiency in all aspects of library purchases, plans, and operations, including transportation between sites
Maintain responsible site management practices to avoid leaks, reduce toxins and keep our surrounding environment clean and safe
Communicate our Environmental Policy and relevant procedures to employees, suppliers, contractors and other stakeholders
Provide employees with training and education to recognize, plan, implement and sustain energy savings in all aspects of library services
Establish a reporting system to consistently track our energy consumption and make necessary updates towards managing and reducing energy costs

Strive towards becoming a “Zero Waste Business.” In order to accomplish this we will adhere to our local Rockland County Solid Waste Management principles and the separation law to discard materials responsibly
Provide at least four programs annually on environmental sustainability issues specific to our geographic region

Approved by the Board of Trustees, December 11, 2018
Revised by the Board of Trustees, November 12, 2019

Security Camera Usage Policy Statement:
In the interest of maintaining a safe and secure environment for the public and staff members, and to ensure the security of collections and facilities, the Haverstraw King’s Daughters Public Library will utilize video recording equipment.

Purpose: The Board of Trustees is responsible for determining the rules of behavior necessary to protect the rights of individuals to use library materials and services, to protect the rights of employees to conduct library business without interference, and to preserve library materials and facilities. (Refer to Policy 2.1 Patron Rules of Conduct for information on behaviors that are not permitted on premises.) Further, the Board of Trustees believes that library users have the right to use library materials, facilities and services without being disturbed or impeded by other library users; that library users and employees have the right to an environment that is secure and comfortable; and that library users and employees have the right to materials and facilities that are accessible and in good condition. In pursuit of this objective, the Board of Trustees has determined that selected public and staff areas of the library will be monitored by video recording equipment. The purpose of this policy is to establish guidelines for the placement and use of security cameras, as well as the access and retrieval of recorded video images at the Haverstraw King’s Daughters Public Library. While it is recognized that the use of security cameras will not prevent all incidents, its potential deterrent effect and use as a means of providing assistance to law enforcement in identifying and prosecuting offenders is considered worthwhile.

Guidelines:
1. General
a. Because security cameras are not constantly monitored, employees and patrons should take appropriate precautions for their safety and for the security of personal property.
b. The Haverstraw King’s Daughters Public Library is not responsible for loss of property or personal injury. c. Staff and patron safety is the first priority in any threatening situation. The protection of library property is of secondary importance.

2. Location
a. Cameras are installed at library locations on an as-needed basis.
b. Security cameras may be placed in both indoor and outdoor areas so that designated library staff can periodically monitor activity.
c. Placement of cameras will be limited to uses that do not violate a reasonable expectation of privacy. Examples include common areas of the library such as entrances, book stacks, public seating areas, hallways, stairways, delivery areas, workspaces and parking lots. Haverstraw King’s Daughters Public Library Policies
d. Cameras may be installed in areas that could assist law enforcement in documenting traffic accidents or other incidents unrelated to the Library that take place on the public streets and surrounding properties within camera view. Examples include cameras on the exterior of a library building that not only document activity on Library property but also the sidewalk, public streets, and surrounding properties.
e. Cameras will not be installed in areas of the Library where individuals have a reasonable expectation of privacy, such as in restrooms.

3. Notice to the Public
a. Signage shall be conspicuously displayed within the Library advising of the recording of video images.
b. A copy of this policy is posted on the Haverstraw King’s Daughters Public Library’s website.

4. Privacy and Law Enforcement
a. To the extent that any recorded images include identifiable persons requesting information or checking out an item, such record shall be treated as confidential as provided in §4509 of the State of New York Civil Practice Laws and Rules.
b. Cameras will not be installed for the purpose of monitoring staff performance.
c. Conversations or other audible communication shall not be monitored or recorded by the security cameras.

5. Viewing Real-Time and Stored Images
a. All requests for the viewing of real-time or recorded images by law enforcement officials must be presented to the library director or his/her designee. Law enforcement officials may then view recorded images unless such images are protected by §4509 of the State of New York Civil Practice Laws and Rules, in which case such records would be released only pursuant to valid court order.
b. Access to the footage in pursuit of documented incidents of criminal activity or violation of the library’s Policy 2.1 Patron Rules of Conduct is restricted to designated staff members: Library Administration, Persons-in-Charge (PICs), Reference Desk Staff, Security Staff, Custodial Staff, and Information Technology Staff.
c. Patron access to video footage is not permitted. d. Production of video copies for distribution to law enforcement is limited to designated Technology or Administration staff.
e. Designated staff as described above may have access to real-time monitors. Images will be viewed on desktop monitors placed in secure areas to ensure private access.
f. Circumstances under which designated staff may view images in real-time include observation of areas beyond view from designated workstations for assurance of safety and security or upon report of suspicious behavior, including violations of Policy 2.1 Patron Rules of Conduct, criminal activity, destruction or theft of library property or assets, or other activity that may be disruptive to library users, staff or operations.

6. Data Storage
a. Images will be stored for a length of time based on available storage but no longer than 21 days. As new images are recorded, the oldest images will be automatically deleted.
b. Video records will not be maintained if no criminal activity or policy violation has occurred.
c. In situations involving banned-and-barred patrons, stored still images may be shared with all staff members. Shared images may remain posted in restricted staff areas for the duration of the banning period. After the banning period ends, these images are archived in the Administrative Offices for 5 years. Haverstraw King’s Daughters Public Library Policies

Questions or comments about the implementation of this policy may be directed to the Library Director. Adopted by the Board of Trustees April 13, 2010 Amended by the Board of Trustees January 12, 2016

Community Room Use Purpose:
This policy outlines the rules governing the usage of public spaces on the premises of the Haverstraw King’s Daughters Public Library. Policy Statements: The Community Rooms and related facilities of the Haverstraw King’s Daughters Public Library are an integral part of the Library’s services, and have been planned primarily to be used for Library-sponsored programs. As a public institution, however, the Library also shares these facilities with local community groups for informational, educational, recreational, civic and cultural meetings. The Library endorses the principle adopted by the American Library Association in the Library Bill of Rights (HKDPL Policy 1.1) regarding meeting room use which states, “Libraries which maintain meeting rooms, exhibit space, or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations.” Authorization to use meeting rooms does not constitute an endorsement by the Library of a group or organization’s positions or beliefs. The following guidelines govern the use of the Community Rooms, however, the Library Director shall, at all times, have the authority to make a decision on any application for use based on what is in the best interests of the Library and the community it serves. Any such decision may be appealed to the Board of Trustees. For the purposes of this document, the terms “not-for-profit” and “non-profit” are synonymous. “Not-for-profit” will be used throughout.

I. General Guidelines
1. All meetings and programs whether Library-sponsored or held by outside groups, shall be free and open to the public.

2. Rooms are not available for private social occasions.

3. Users may book space in advance, subject to the Library’s calendar and the need to make the rooms available to as many community groups as possible. Repetitive meeting schedules will not be approved for more than one month at one time, and are subject to review, periodically.

4. Community Rooms may not be used for sale of merchandise or services, except for sales conducted by the Library or not-for-profit Friends of the Library group, the proceeds of which shall be for the benefit of the Library.

5. Community Rooms may be booked only for those hours when the Library is scheduled to be open and which allows sufficient time for staff to assist with room arrangements:
Main Library Monday – Thursday: 9:30 am to 9 pm Friday: 9:30 am to 5:30 pm Saturday: 10 am to 5 pm Haverstraw King’s Daughters Public Library Policies Policy 3.2. Community Room Use Page 2 of 3 Sunday: 1 pm to 5 pm (September through June only) Village Branch Monday: 12 pm to 8 pm Tuesday-Thursday: 10 am to 6 pm Friday: 10 am to 5:30 pm Saturday: 10 am to 5 pm Sunday: Closed

6. All Users must conclude their meeting and vacate the meeting room 15 minutes prior to the Library’s scheduled closing.

7. User meetings may need to be cancelled, or rescheduled (with reasonable notice), at any time when the facility is needed for library use or library sponsored activities.

8. If user has attendees under the age of 18, at least two adults over the age of 21 must be in attendance to supervise.

9. User and attendees may not leave children under the age of 10 unattended in the Library.

10. The individual signing the application for use of the room on behalf of a group shall be responsible for the conduct and activity of the users and shall insure that the room is left in good order upon completion of the meeting.

11. All publicity relating to events must be handled by the user and must clearly state: “This event is not sponsored or endorsed by the Haverstraw King’s Daughters Public Library and is free and open to the general public.”

12. The Library’s address and telephone number may not be used by any non-library related group, except as a designation of event location.

13. In case of inclement weather, it is the User’s responsibility to determine if the Library is open and to notify attendees of any cancellation.

14. The Library reserves the right to eject, cancel or suspend the rights of use in event of violation of any aforesaid rules and regulations.

15. Policies and regulations governing the use of the Community Rooms may be amended by the Board of Trustees at any time, without notice.

II. Facilities

1. On request and at time of application, the Library will provide up to fourteen (14) 30″ x 6′ tables (appropriate to room), chairs, lectern, dry erase board, overhead projector, LCD projector, easel, VCR, DVD player.

2. Persons using the facility may not attach decorations, displays, posters etc. to any surface. The use of helium balloons is prohibited.

3. The number of attendees shall be limited to the number prescribed by local fire regulations.

4. No smoking or alcoholic beverages are allowed. (See exception in Exhibits Policy) No gambling is allowed.

5. Community Room must be left clean and all furniture shall be returned to original placement.

III. Liability
1. Any damage to the Community Rooms or loss of equipment or materials is the responsibility of the organization and shall be billed accordingly. Haverstraw King’s Daughters Public Library Policies Policy 3.2. Community Room Use Page 3 of 3

2. The Library is not responsible for loss, theft or damage to any property brought onto the Library premises (including the parking area) for any purpose or under any circumstance.

3. The User agrees to hold the Haverstraw King’s Daughters Public Library harmless from any claim for any injury, loss or damage caused by any act whatsoever, by User or any attendee or any employee or guest of the Library. IV. Application For Use 1. An application must be completed, signed and filed with the Library Director, or her (his) designee. Confirmation or denial will be provided in writing via email following review of the application. (See Form 3.2.a Application for Use of Community Rooms.)

2. Should the User have to cancel the meeting, the person signing the application is responsible for notifying the Library at least one week before the scheduled meeting date. V.

Rental Fees
1. Use of the Community Rooms by not-for-profit local organizations is free, with the following exception: a. Where unusual supplies or services are required for a meeting, the Library reserves the right to request a fee.

2. A fee is required for use of the Community Rooms by other than not-for-profit local organizations.

3. For-profit organizations renting the Community Rooms may not charge a fee or collect money from participants.

4. Payment by check to the Haverstraw King’s Daughters Public Library is due to the Library by the event date.

5. There is a $25 fee for returned checks.

6. The Fee Schedule is listed on Form 3.2.a. Application for Use of Community Rooms. Fees may be adjusted as necessary by the Board of Trustees.

Adopted by the Board of Trustees, 2003 Amended by the Board of Trustees, August 9, 2016

Purpose: As a result of the COVID-19 pandemic of 2020, the Haverstraw King’s Daughters Public Library closed its facilities in order to be in compliance with and pursuant to Executive Order 202.8 of the Governor of the State of New York, dated March 20, 2020 as modified by Executive Order 202.13 dated March 29, 2020. HKDPL began offering virtual programming over the internet to connect with our community and to continue our mission of providing the community with educational, cultural, recreational, and entertainment resources.

Policy Statement: The Haverstraw King’s Daughters Public Library uses various third-party virtual platforms such as Zoom, GoToMeeting, YouTube, Facebook, and others to offer services around communication, collaboration and projects, etc. We may also display links to third-party services or content. By following the links, you may be providing some personally identifying information (including, but not limited to name, username, email address, and password) directly to a third party. You acknowledge and agree that HKDPL is not responsible for how those third parties collect or use your information. We encourage you to review the privacy policies of every third-party website or service that you visit or use, including those third parties with whom you interact through our Library services.

Adopted by the Board of Trustees July 14, 2020

Purpose: The purpose of the Unattended Child Policy is to inform the public of the Library’s position on how old a child must be to be left alone on premises.

Definition: An unattended child is a child below the age of ten (10) whose parent or caregiver is not accompanying the child while in the Children’s Services area or elsewhere on Library premises.

Policy Statement: A child below the age of ten (10) must be accompanied by a parent or responsible caregiver while on Library premises. If the parent or caregiver cannot be located on premises, Library staff members are instructed to telephone the Town of Haverstraw Police Department for assistance.

Implementation Guidelines:
A. A child left unattended is often frightened or crying and should be comforted by staff.
B. If it is determined that a child is lost or left unattended, a staff member should bring the child to the librarian on duty at the Children’s Services desk to assist the child. In the event that Children’s Services is not staffed, members of the Adult Services will administer this policy.
C. The Children’s Services team should attempt to locate the child’s caregiver by walking around the Library with the child, looking for the caregiver. The staff member will page the child’s caregiver using their name if known. If no name is available, describe the child’s physical appearance.
D. When the caregiver is located, the staff member will explain this Policy. Copies of the Policy will be kept at service desks for distribution.
E. If the caregiver is not found in the building, a Children’s Services staff member should stay with the child until the caregiver can be located through searching the Library’s records or phone book.
F. When the caregiver is located they will be informed of the Library’s Policy and asked either to join the child or to pick up the child immediately. If the child cannot be picked up within 15 minutes, the Town of Haverstraw Police Department will be called to take responsibility for the child.
G. If the caregiver has not been located within an hour, or if the Library is closing, the staff member shall call the Town of Haverstraw Police Department at (845) 354-1500 to assume responsibility for the child.
H. Under no circumstances shall a staff member take the child out of the building nor transport the child in a personal vehicle.
I. Involved staff members should file an Incident Report and submit it to the Library Director.

Approved by the Board of Trustees, 2002
Amended by the Board of Trustees, September 8, 2015