All of PPFL’s policies are listed on this page. If you have any questions, please contact us at (518) 398-1927 or by emailing director@pineplainslibrary.org.
Circulation
I.A. Materials Selection Policy
It is the policy of the Pine Plains Free Library to serve the community by being a source and focal point of reading and education, accessible in a variety of forms to both children and adults. By offering various programs, we hope to promote library usage and community involvement. We also achieve our mission by cooperating with interlibrary loan/ hold requests and supporting the Mid-Hudson Library system.
I.A.1 Selection of Materials
The Pine Plains Free Library supports the Library Bill of Rights and Freedom to Read, View or Hear Statement put forth by the American Library Association. No library material shall be excluded because of the origin, background, or views of those contributing to their creation, as well as coarse language or frankness. Censorship is a personal and individual issue; it is not to be imposed upon the rights of others.
We are limited in the depth and number of materials we can have -due to space and the limitations of our budget. Patrons can request items from other libraries, using the automated system of holds (requests) and interlibrary loan. This library will provide the necessary materials in various forms-print, non-print, and electronic media. Every effort will be made to provide material of lasting worth and current demand.
- The librarian/director has the responsibility of selecting materials deemed appropriate for the collection and within the guidelines of this selection policy.
- Selection should be based on the needs of the community. Materials will be chosen for the value of interest and information for all people regardless of age. Recommendations are encouraged and welcome from the public but the final decision rests with the director/librarian.
- Popular demand will be recognized in maintaining interest and support for the library. This does include the demands placed on the collection by children and young adults doing specific projects or reports. However, they still must be guided by consideration of merit, use and balance.
- Selection of all materials must be as objective as possible and meet the highest standard of quality, content, and expression.
- On controversial issues, the library must present all sides of the issue. It should be noted that selection of any material should not be construed as an endorsement by the library of the views contained within.
- Excessively priced materials may be considered undesirable, except for reference purposes. Some things are considered essential to the collection.
- The librarian/director shall accept or reject the gift of library materials. Gifts shall be accepted only with the stipulation that the library will use them as it sees fit. Once given, no gift materials can be returned to the donor. Upon request the librarian/director will provide a written acknowledgment of the donations but cannot place a value on them.
I.A.2. Challenging of Materials
Should any patron of the Pine Plains Free Library raise a question about any materials provided by the Library being in any way objectionable, the complainant must file a written complaint with the librarian/director on a form provided for this purpose. The complainant must be properly identified before the request is considered. No action will be taken before the complaint is brought before the Board of Trustees. The written complaint will be presented to the Board of Trustees.
The Board shall
a. read and examine the challenged material
b.consider the specific objections to the material voiced by the complainant
c.weigh the values and faults of the material as a whole
d.the Board will, where appropriate, solicit advice or opinion from other library Director, the Mid- Hudson Library System, the American Library Association Office for Intellectual Freedom and the New York State Intellectual Freedom Committee.
e.The Board shall issue a written report within ninety days to the Director containing its recommendations concerning any complaint.
The librarian/director shall review the report of the Board and notify the complainant. The Board of Trustees of the Pine Plains Free Library, has delegated the responsibility for selection and evaluation of library resources to the librarian/director*, and has established reconsideration procedures to address concerns about those resources. Completion of this form is the first step in those procedures.
Note: The words librarian/director/manager are interchangeable.
Adopted: Sept. 24, 1996.
Amended: January 9, 2007.
Borrowers
All borrowers (“patrons”) must register and have a valid local or system card to borrow library materials. There is no charge to obtain a library card. This card may be used at any one of the
member libraries in the Mid-Hudson Library System. A complete list of Mid-Hudson Library System Member Libraries is available online (www.midhudson.org/libraries).
All patrons, adults and children, are expected to have their library cards with them if they intend to check out items. If a patron does not have their card, a driver’s license or photo ID may be presented at the time of check-out to establish proof of identity.
Library Card Registration and Eligibility
Registration
Patrons must fill out an application form to register for a new library card. Forms are available at the Circulation Desk during the Library’s hours of operation. Alternatively, an online- registration form is available on the library website (www.pineplainslibrary.org).
By signing this application, the patrons are attesting that they will be responsible for all library materials signed out on their card and will adhere to Library policies which are posted online at the Pine Plains Free Library website (www.pineplainslibrary.org).
Adults
Applicants over the age of 18 are required to have identification at the time of issuance, with a current residential address that is within the Mid-Hudson Library System area – Duchess, Columbia, Greene, Putnam, Ulster counties. Identification with only a post office box number or with a motel address may not be sufficient.
The following are considered acceptable proofs of identification:
- a valid New York State driver’s license or identification card issued by the New York State Motor Vehicle Division with current residential address;
- a valid temporary driver’s license with current residential address;
- imprinted checks with current residential address;
- canceled mail postmarked within the last week;
- telephone, utility, rent, or tax bills.
Children/Teens
Applicants under 18 years of age need to have a parent or guardian present at the time of issuance to give consent and sign the application form before a new card can be issued. Please note that children may access and/or borrow any resource in the library with a valid library card and have the ability to request materials from other libraries within the Mid-Hudson Library System.
Online eCard Registration
Patrons are allowed to register for a Library card online on the Pine Plains Free Library website. This allows for limited-time access to the Library’s online resources. The patron is expected to come by the Library with the required identification outlined above within 30 days or the card will expire. Once at the Library, the patron will fill out the general card application and will receive their card.
Library Card Renewal
All Library cards expire after three years. In order to renew a library card for another three years, patrons must produce their card in-person, verify their information with the use of an ID, and clear any and all outstanding fines and bills. A new card is not issued upon renewal unless the original card has been lost or destroyed.
A one-time, three-month extension of the card’s expiration date may be done for patrons who don’t have the required identification, or who request an extension over the phone for online resources. During this three-month extension, the patron is expected to bring in identification in order to renew their card. If the three-month extension expires and the patron has not provided proper identification, the card will expire until the patron produces their card and identification in-person.
A parental signature is not required for children to renew their card.
Lost or Stolen Library Cards
In the case of a lost card, the patron should look for at least two weeks before requesting a replacement. Please report a stolen card as soon as possible so the original can be cancelled and a new card can be issued. There is no fee for the first lost replacement card, but subsequent replacement cards will be assessed a $2.00 fee. There is no charge for damaged cards so long as the original card is returned to the Library.
Loan Periods and Renewals
The majority of items within the Library’s collection may be borrowed for 21 days. If the due date falls on a holiday or day when the Library is closed, then the loan period will be adjusted until the next operational day. Loan periods and renewals for the various library materials are detailed below:
- A 21-day loan period for books, books on CD, music CDs, videogames (PS, Wii, Xbox, etc.) children’s kits, and play-a-ways
- A 7-day loan period is given for New DVD titles (which will be noted on the case). Regular DVDs have a 21-day loan period.
- Certain reference material, technology, newspapers, and local history do not circulate outside of the Library and will be indicated with “For Library Use”.
- Loan periods for interlibrary loans (ILL) are due as indicated by the owning library.
- Materials may be renewed up to two (2) times for the loan period so long is there is not an existing hold for the item. Renewals can be requested online, in-person, and via telephone.
- Auto-Renewal is a feature offered by the Mid-Hudson Library System in which eligible items checked-out by patrons in good standing will be auto-renewed using Curtesy Notices for the loan period two days before the item is due. Items that are not eligible for auto-renewal will be due on the original due date.
- Eligible items are items that are renewable, have not met the renewal limit (2), and do not have an existing hold.
- Patrons in good standing are patrons whose cards have not expired and owe less than $10 in fines.
- Renewals for ILL (Interlibrary loans) must be requested in-person or by phone and will have to be approved by the owning library. The owning library will decide if the renewal is allowed and for how long
Materials borrowed from other MHLS (Mid-Hudson Library System) member libraries through materials sharing (holds/reserves) at the Pine Plains Free Library follow the above circulation rules. Holds may be placed by patrons in-person, over the phone, email, or via the Library’s online catalog. Patrons will be notified by telephone or email when the materials are available.There is no charge to the patron for placing a hold.
Patrons should be aware that if they use their Pine Plains Free Library to check-out materials at another Mid-Hudson Library System Member Library, the loan rules for that library apply and may be different from the above.
Returning Items
Items can be returned at the Library circulation desk during hours of operations or at the 24/7 drop-box located to the left of the entrance to the Library. Items may also be returned to any library in the Mid-Hudson Library System in-person or at designated drop-box locations. Anything returned to the Pine Plains Free Library after the library closes will not be checked-in until the next day.
Fines and Charges
Overdue Fines
As of January 1, 2022, the Pine Plains Free Library will no longer be charging overdue fines for any library materials.
Lost or Damaged Items
Lost and damaged items, including items with missing parts, are assessed at their current, full replacement costs. This cost is calculated from the cost of the item and the materials required to process the item (barcodes, book wraps, cases, etc.). The Library does not accept replacement materials for items charged.
If a patron offers to replace a lost, damaged, or missing item with a replacement copy for an item that belongs to another MHLS library, staff must contact the owning library to see if they will accept a replacement copy. It should not be assumed that this is acceptable.
Patrons will be notified as soon as possible by phone or email if an item is missing or damaged. Interactions regarding lost, damaged, or missing items will be documented by staff in the ILS (integrated library system).
Unreturned Items
If an item remains overdue and unreturned for 4 weeks, the full replacement cost will be billed to the patron’s account. It is the patron’s responsibility to keep track of due dates, but the
Library may attempt to contact the patron by email or phone for overdue and billed items. If the patron is able to find the overdue or billed item prior to the Library buying a replacement, the replacement cost will be removed from the patron’s account fully. In the event the item is found by the patron after the Library has replaced the item, no refund or waive of charges will be provided and the original items will be considered the patron’s property.
Claims Returned
If a user feels that they returned a Library item and if that item is not on the shelf, then the user may claim the item returned with no penalty. This is used as a last resort. Library staff may renew the item in order to give additional time to look for the missing items if there is no hold on the item.
The Library is not able to place a “claims returned” on any item that the Library does not own, regardless if the item is picked up here. Staff should conduct a search and shelf-check of the Library to ensure the item was not shelved mistakenly. It is the responsibility of the patron to contact the owning agency regarding the missing material, but the Library may serve as a conduit to the contact.
There is a limit of three “claims returned” per user, after which library privileges will be suspended. This can only be removed from the patron’s record by either locating and returning the materials or paying the replacement costs.
Confidentiality
Pursuant to New York State Civil Practices Law and Rules Article 45 §4509, all Library records that identify types of materials used by or personal information about individuals are confidential in nature. Under no circumstances shall Library staff or volunteer provide information of any kind about an individual Library user.
No Library records shall be made available to the public, press, or governmental agency, except by such process, order, or subpoena authorized by federal, state, or local law, or upon the written consent of the Library user.
Only the Library Director is authorized to accept the court order or subpoena.
Loss of Library Privileges
Patrons may be suspended from using the Library if found in violation of the Patron Code of Conduct Policy, posted publically on the Pine Plains Free Library website (www.pineplainslibrary.org). Additional suspending of privileges will occur if one or more of the
following conditions exist:
- a patron owes more than $10.00 in fines or replacement costs of materials from any MHLS library;
- a patron has more than three claims returned;
- another library requests the suspension.
It is the patron’s responsibility to keep their email address, phone number, and address current.
Staff may ask for an update at the desk if there was a problem in contacting them. Library privileges will be restored when accounts have been cleared and/or updated.
ADOPTED: March 25, 2013
REVISED: November 16, 2021 EFFECTIVE: January 1, 2022
VII. Confidentiality Policy
The Pine Plains Free Library Board of Trustees recognizes under the law of New York State that all
members of the public are entitled to unrestricted private use of the informational resources of the Library.
It is the responsibility of the Library, the staff and the volunteers working on its behalf to make every reasonable effort to see that information about the patrons and their library activities and choices remain confidential. This will allow people to make full and effective use of library recourses without being constrained by others potentially learning of their usage. Therefore, the Board of Trustees of the Pine Plains Free Library has endorsed the following guidelines concerning the disclosure of information about library patrons of any age:
No information will be disclosed regarding or including:
- A patron’s name (or whether an individual is a registered borrower or has been a patron).
- A patron’s address.
- A patron’s telephone number, fax number or e-mail address.
- A patron’s borrowing record and its contents.
- The number or character of reference questions asked by a patron.
- The frequency or content of a patron’s lawful visits to the library.
- The information supplied to a patron.
- The library’s circulation records and their contents will not be released without a presentation of acourt order or subpoena unless the cardholder has provided written consent in person to library personnel.
Records may be disclosed in the following instances:
- When necessary for reasonable operation of the library.
- Upon written consent of the user.
- Pursuant to subpoena, upon court order or where otherwise required by law.
Adopted on Nov. 13, 2007
Reviewed: Oct. 11, 2013
X. Law Enforcement Inquiry
The Library Director has been designated as the person responsible for handling law enforcement
requests. All library staff should understand that it is lawful to refer the agent or officer to an
administrator in charge of the library, and that they do not need to respond immediately to any
request. A library clerk working the desk should try first to call the Director or the Board President.
During a visit:
- If a staff member or volunteer is approached by a law enforcement official, he/she should
ask for identification and then immediately refer the agent or officer to the Library
Director. A business card should be requested and kept or a copy of other identification
should be made; no information other than the staff member’s name should be given. If
the Director is not on site, she should be contacted immediately, or if unavailable, the
President of the Library Board of Trustees should be contacted. - The Director should meet with the agent with another colleague in attendance. If
possible, one person should take notes if a record of the encounter is needed in the future. - If the agent or officer does not have a court order compelling the production of records,
the library Director should explain the library’s confidentiality policy and the state’s
confidentiality law, and inform the agent or officer that users’ records are not available
except when a proper court order in good form has been presented to the library. - Without a court order, neither the FBI nor local law enforcement has authority to compel
cooperation with an investigation or require answers to questions, other than the name
and address of the person speaking to the agent or officer. If the agent or officer persists,
or makes an appeal to patriotism, the library Director should explain that, as good
citizens, the library staff will not respond to informal requests for confidential
information, in conformity with professional ethics, First Amendment freedoms, and state
law. - If the agent or officer presents a search warrant or other judicial process, the library
Director should immediately call the library’s counsel and ask for assistance.
If the court order is in the form of a subpoena:
- A subpoena does not require an immediate response from the library. The officer serving
the subpoena should be informed that the library will respond to the subpoena within the
time allotted and in conformity with the law. Immediately refer the subpoena to the
library’s legal counsel. - Counsel should examine the subpoena for any legal defect, including the manner in
which it was served on the library, the breadth of its request, its form, or an insufficient
showing of good cause made to a court. If a defect exists, counsel will advise on the best
method to resist the subpoena. - Through legal counsel, insist that any defect be cured before records are released and that
the subpoena is strictly limited to require release of specifically identified records or
documents. If there does not appear to be good cause for the subpoena, or if it seems too
broad or intrusive, the library’s attorney should file a motion to quash the subpoena in its
entirety. - The agent, officer, or party requesting the information should be asked to submit a new
subpoena in good form and without defects. - If it is decided to comply with the subpoena after consulting with legal counsel, the
information to be produced in response to the subpoena should be carefully reviewed
before releasing the information. The subpoena should be followed strictly and no
information should be provided that is not specifically requested in it. - If disclosure is required, the court should be asked to enter a protective order (drafted by
the library’s counsel) keeping the information confidential and limiting its use to the
particular case. This should include a request that access be restricted to those persons
working directly on the case.
If the court order is in the form of a search warrant:
- Unlike a subpoena, a search warrant may be executed immediately. The agent or officer
may begin a search of library records as soon as the library is served with the court’s
order. - A request should be made to have library counsel present before the search begins in
order to allow library counsel an opportunity to examine the search warrant and to ensure
that the search conforms to the terms of the search warrant. - If the officer refuses to delay the search, the Director/staff should examine the warrant to
ensure that the warrant has been issued by a local or federal court in your state and is
current and not expired. If there is any question about the validity of the warrant, the
issuing court should be contacted to confirm the validity of the warrant. - The warrant will include information that identifies the premises to be searched and the
items or records to be produced under the warrant. The officer should be asked to observe
the boundaries set by the search warrant. - The Director/staff should cooperate with the search to ensure that only the records
identified in the warrant are produced and that no other users’ records are viewed or
scanned. Staff and volunteers should be trained not to discuss the warrant with the
officer, identify any documents, or to volunteer information. Any questions should be
referred to the Director. - An inventory should be made of the records or items seized from the library. If possible,
the originals should be kept. If originals cannot be kept, copies shall be made for the
library’s reference. - While most law enforcement officers will cooperate with a library’s request to allow
counsel to examine the warrant, it is possible that an officer will refuse to delay his or her
search. Staff should be trained to step aside and not to interfere with the officer in those
cases. If the Director has been unavailable, staff should continue their attempt to notify
the library Director or Trustee President and library counsel, and make every effort to
keep a record of the incident.
If the court order is a search warrant issued under the Foreign Intelligence Surveillance Act
(FISA) (USA PATRIOT ACT amendment):
- The recommendations for a regular search warrant still apply. However, a search warrant
issued by a FISA court also contains a “gag order.” That means that no person or
institution served with the warrant can disclose that the warrant has been served or that
records have been produced pursuant to the warrant. - The library and its staff must comply with this order. No information can be disclosed to
any other party, including the patron whose records are the subject of the search warrant.
Note that the gag order permits the person receiving the FISA warrant to inform the
library director and those members of the staff who are needed to produce the records. - The gag order does not change a library’s right to legal representation during the search.
The library can still seek legal advice concerning the warrant and request that the
library’s legal counsel be present during the actual search and execution of the warrant - .If the library’s legal counsel is unavailable and it wishes legal advice, the library can still
obtain legal assistance through the Freedom to Read Foundation’s legal counsel. A call
can be made to the Office for Intellectual Freedom (800-545-2433, ext. 4223) and the
staff can be informed that legal advice is needed. OIF staff will ensure that an attorney
returns the call. It is not necessary and inadvisable to inform OIF staff of the existence of
a warrant. (ALA – Confidentiality and Coping with Law Enforcement Inquiries:
Guidelines for the Library and its Staff).
Adopted: April 20, 2015
Collection
I.A. Materials Selection Policy
It is the policy of the Pine Plains Free Library to serve the community by being a source and focal point of reading and education, accessible in a variety of forms to both children and adults. By offering various programs, we hope to promote library usage and community involvement. We also achieve our mission by cooperating with interlibrary loan/ hold requests and supporting the Mid-Hudson Library system.
I.A.1 Selection of Materials
The Pine Plains Free Library supports the Library Bill of Rights and Freedom to Read, View or Hear Statement put forth by the American Library Association. No library material shall be excluded because of the origin, background, or views of those contributing to their creation, as well as coarse language or frankness. Censorship is a personal and individual issue; it is not to be imposed upon the rights of others.
We are limited in the depth and number of materials we can have -due to space and the limitations of our budget. Patrons can request items from other libraries, using the automated system of holds (requests) and interlibrary loan. This library will provide the necessary materials in various forms-print, non-print, and electronic media. Every effort will be made to provide material of lasting worth and current demand.
- The librarian/director has the responsibility of selecting materials deemed appropriate for the collection and within the guidelines of this selection policy.
- Selection should be based on the needs of the community. Materials will be chosen for the value of interest and information for all people regardless of age. Recommendations are encouraged and welcome from the public but the final decision rests with the director/librarian.
- Popular demand will be recognized in maintaining interest and support for the library. This does include the demands placed on the collection by children and young adults doing specific projects or reports. However, they still must be guided by consideration of merit, use and balance.
- Selection of all materials must be as objective as possible and meet the highest standard of quality, content, and expression.
- On controversial issues, the library must present all sides of the issue. It should be noted that selection of any material should not be construed as an endorsement by the library of the views contained within.
- Excessively priced materials may be considered undesirable, except for reference purposes. Some things are considered essential to the collection.
- The librarian/director shall accept or reject the gift of library materials. Gifts shall be accepted only with the stipulation that the library will use them as it sees fit. Once given, no gift materials can be returned to the donor. Upon request the librarian/director will provide a written acknowledgment of the donations but cannot place a value on them.
I.A.2. Challenging of Materials
Should any patron of the Pine Plains Free Library raise a question about any materials provided by the Library being in any way objectionable, the complainant must file a written complaint with the librarian/director on a form provided for this purpose. The complainant must be properly identified before the request is considered. No action will be taken before the complaint is brought before the Board of Trustees. The written complaint will be presented to the Board of Trustees.
The Board shall
a. read and examine the challenged material
b.consider the specific objections to the material voiced by the complainant
c.weigh the values and faults of the material as a whole
d.the Board will, where appropriate, solicit advice or opinion from other library Director, the Mid- Hudson Library System, the American Library Association Office for Intellectual Freedom and the New York State Intellectual Freedom Committee.
e.The Board shall issue a written report within ninety days to the Director containing its recommendations concerning any complaint.
The librarian/director shall review the report of the Board and notify the complainant. The Board of Trustees of the Pine Plains Free Library, has delegated the responsibility for selection and evaluation of library resources to the librarian/director*, and has established reconsideration procedures to address concerns about those resources. Completion of this form is the first step in those procedures.
Note: The words librarian/director/manager are interchangeable.
Adopted: Sept. 24, 1996.
Amended: January 9, 2007.
Public Space
In order to ensure constructive use of Library facilities, materials, and services, as well as the
personal comfort of all patrons, the following Code of Conduct is in effect for all Library users
and staff:
Patrons shall be engaged in activities associated with the use of a public library while in
the building.
- Library materials should be returned on time and in good condition. Charges will be
assessed to damaged or un-returned materials (see Library Card and Lending Policy). - Reasonable quiet is expected. Patrons should use personal listening devices such as
headphones when watching videos, listening to music, or using other technology that
makes sound. - Patrons should not engage in behavior or acts that disturb staff and other patrons using
the Library such as foul language and gestures, public drunkenness, any illegal activities,
yelling, fighting, running, pushing, sleeping, soliciting, loitering, or littering as well as
other offensive or disruptive behavior. - Any form of threatening or harassing behavior towards staff or patrons will result in
expulsion from the building and suspension of Library privileges. - The Library assumes no responsibility for the care and supervision of any individuals.
Any children under the age of 10 and vulnerable individuals must be supervised at all
times (see Children and Vulnerable Adults Policy). - A patron who vandalizes, steals, or destroys any library material, equipment or building
components as well as tampers with any Library technology hardware, software, or
computer database forfeits all Library privileges and may be subject to financial liability
for damages and possible civil penalties. - Smoking and tobacco use, including e-cigarettes and vaping, is not allowed in the Library
or on Library property per New York State law. - Any unattended animal left in the Library or on Library property will be reported to
animal control. - Cars, bicycles, or other vehicles and objects cannot block or hinder entry to the Library.
- No bicycles, roller-skates, or skateboards (including hoverboards) may be used inside
the Library building. - Patrons must be fully clothed, including shoes and a shirt, and engaging in hygiene
- practices that do not disturb others while in the Library.
- The Library is not responsible for any personal items that get left on Library property.
- Photography and filming is allowed in the Library so long as it does not disturb others
and does not infringe on the privacy rights of patrons and staff. (See Filming and
Photography Policy). - Patrons shall comply with all rules and regulations established by New York State,
Dutchess County, and/or the Town of Pine Plains during periods of public health
emergencies, declared pandemics, or epidemics. These rules will be publically displayed
at all Library entrances including any face covering requirements.
Patrons are required to follow the direction and instruction of Library staff. Enforcement of
these rules will be conducted in a fair and reasonable manner. Library staff and/or local law
enforcement may intervene to stop prohibited activities and behaviors. The Library Director
must be consulted before revoking the privileges of any patron.
All concerns regarding patron conduct should be brought to the attention of Library staff.
Patrons, if they desire, may fill out a Patron Complaint Form for the Library Director to review
and attempt to resolve. If the patron is not satisfied with the Director’s, or if the Director
identifies the situation as one which Board input is warranted, the complaint may be brought to
the attention of the Board of Trustees.
ADOPTED: March 25, 2007
REVISED: April 15, 2013
REVISED: January 18, 2022
Library staff does not and cannot assume any responsibility for the care and supervision of any
individual. Parents or designated guardians are solely responsible for their children while they
are in the Library, at Library events, or on Library property. Any violations of this policy may
result in the suspension of Library privileges.
The following guidelines apply to all individuals under the age of 18:
- All children in the Pine Plains Free Library must abide by the Patron Code of Conduct. Any patrons found in violation, regardless of age, may be asked to leave the Library.
- Children ages 9 and under must be accompanied and directly supervised at all times by
a parent or other responsible caregiver who is at least 14 years of age. - Children ages 10 and up may use the Library without a parent or caregiver’s direct
supervision so long as they abide by the Patron Code of Conduct. They must have a
contact number for a legal guardian. - Regardless of the presence of a caregiver, guardians are legally responsible for their
child’s behavior and are responsible in determining if their child is mature enough to
spend time in the library.
Unattended Child
If the Library discovers an unattended child under 10 years of age, the parent or caregiver will
be contacted for the child to be picked up. If contact cannot be made within a reasonable
amount of time, Library staff reserves the right to contact law enforcement authorities to take
custody of the child. Library staff will not transport a child under any circumstances.
Library staff reserves the right to contact the guardian of unattended children ages 10 and up
who are asked to leave due to violations of the Patron Code of Conduct. If contact cannot be
made, law enforcement may be called.
Children’s Programming
Parents are expected to directly supervise all children under the age of 10 during Library
programs.
The Pine Plains Free Library may occasionally provide programs that are designed for children
without direct supervision. These programs will indicate ahead of time that direct supervision is not required, however, a guardian or caregiver is still required to be on Library property and
accessible during these events.
Vulnerable Adults
A vulnerable adult is an individual over the age of 18 who is developmentally or physically
challenged to a degree that may significantly impair their ability to provide for their personal
needs, safety, and manage their behavior without assistance. Vulnerable adults must have a
parent, guardian, or caregiver 18 years of age or older with them while they are in the Library.
Unattended vulnerable adults in the Library shall follow the same rules for an unattended child.
ADOPTED: January 9, 2007
REVISED: July 16, 2019
REVISED: January 18, 2022
Public libraries are defined by the Supreme Court as limited public forums subject to reasonable time, place, and manner restrictions. In contrast to traditional public forums, defined as places held in trust of the public to use for free speech and other activities protected by the First Amendment. The Pine Plains Free Library is within its rights to limit filming and photography inside facilities when such restrictions serve Library purposes.
The Pine Plains Free Library respects a patron’s First Amendment right to film so long as it respects the ALA Bill of Rights and NYS Right to Patron Privacy which the Pine Plains Free Library adopts to its policies. Foremost of these is ensuring Library patrons the right to acquire knowledge and information freely and confidentially without scrutiny, intimidation, or distraction by others. Library users should be able to use library services without fear that their identity, location, or reading choices will be published.
Therefore, casual amateur filming and photography in the Pine Plains Free Library is allowed under the following rules:
- Photography/filming with any device should not disturb or interfere with patrons.
- Avoiding using flashes or bulky equipment that might cause disturbance to Library staff and users.
- If a patron asks not to be photographed or filmed in the Library, that is to be honored.
- There can be no filming or photography that violates a patron’s expectation of privacy in the Library.
- Photography or filming of anyone under the age of 12 must have expressed permission of the child’s parent or guardian.
- No photography or filming in bathrooms, staff-only areas, meeting rooms that are not open to the general public, or of programs/presentations in which the presenter does not wish to be filmed or photographed.
Professional photography or filming can be arranged with the permission of the Library Director. Pine Plains Free Library may film, photograph, or record Library-sponsored programs or events (in-
person or virtually) at its discretion for publicity and promotional purposes. Library staff will notify patrons when filming/photography of programs is taking place.
The Library staff reserves the right to terminate any session that appears to compromise public safety, patron privacy, library operations, or is inconsistent to the Library’s mission.
ADOPTED: December 21, 2021
II.A. Use of Space Policy – Displays & Exhibits
In keeping with its role within the community and its mission statement, the Pine Plains Free Library
believes in serving the community as a source and focal point for reading and providing education in a variety of forms, to both children and adults. Such information may be in the form of free brochures, fliers, notices or posters, or displays and exhibits.
Displaying or exhibiting of collections or materials by the library does not necessarily indicate the library’s endorsement of the issues or events promoted by the collection of material being displayed or exhibited.
Exhibits
Exhibitors wishing to use display space are required to submit a completed “Request for Exhibit Space” form. Contact person(s) must notify the library 2 weeks in advance of display date. Materials to be considered for exhibition are subject to the following guidelines:
- Designated, limited exhibit space is available to organizations and individuals engaged in educational, cultural, intellectual or charitable activities.
- Exhibits cannot in any way disrupt the normal routine of the library.
- All exhibits must be approved by the Library. It is at the sole discretion of the Library to approve or disapprove the “Request for Exhibit Space.” The Library may request to view samples of the exhibit prior to approving or disapproving the request. Contact person(s) will be notified by mail or telephone to confirm request upon approval.
- The Library reserves the right to deny an organization’s or an individual’s request if the display is deemed inappropriate for general audiences. The Library facilities are public spaces which are used and viewed by community members of all ages. This factor will be a prime consideration in the approval or rejection of a display request.
- The Library reserves the right to make a final decision on the content and arrangement of all exhibits. The Library reserves the right to reject any part of any exhibit or to change the manner of the display if deemed necessary.
- Applications for the use of exhibit space will be honored on a first-come first-served basis and are limited to six weeks per calendar year for each organization or individual depending on demand.
- The Library can not assume responsibility for loss or damage of any items exhibited, as well as
insurance liability for items on display, and the contact person must sign a release form before any item is placed in the library. Individuals, groups or organizations should check coverage provided by their own insurance policies. - Exhibit items need to be properly prepared to be displayed.
- Exhibits are booked for a six week period. The Library is responsible for scheduling setup and
removal dates. If the exhibitor does not bring the display to the Library within three days following the agreed upon setup date, the Library may cancel the exhibit. - The setup and removal of exhibits is the responsibility of the exhibitor.
- The Library will not provide storage space and reserves the right to dispose of exhibits left after the conclusion of the exhibit period.
- No sales of exhibit work may be made on the Library premises. The displayer at their discretion, may leave business cards near the items displayed and/or may post a three and a half by five index card with the displayer’s name, address (including e-mail or web site), and telephone number.
- The Library will not censor or remove a display, exhibit, or item because certain members of the community may disagree with its content. Those who object to the content of an exhibit may complete and sign the Request for Reconsideration of Library Exhibit form. This form must include the name and telephone number of the individual(s) making the request. It will be forwarded to the Library Director and a decision will be rendered according to the policies established by the Library. Should a complainant wish to appeal the Director’s decision, s/he must submit the Appeal of Director’s Decision to the Board of Trustees for a final decision.
Public Posting
Depending on available space, the Pine Plains Free Library may offer bulletin boards, tables, or racks that offer community information.
Space is available under the following conditions:
- Priority will be given first to the library and FRIENDS announcements/publications.
- Postings may be of an educational, cultural or charitable nature. Campaign materials, commercial materials or materials resulting in personal gain are not permitted.
- The Library will give preference to materials that originate from local non-profit organizations,
announcing of events occurring within 30 days, activities/services in a timely fashion and are of a suitable size of 8 1/2” x 11” and, in the case of handouts, the suitable quantity of fifteen. - Staff must approve each item for posting or free distribution. Materials posted or left for free
distribution without approval from the Library will be discarded. - In order to keep the bulletin boards and literature racks and shelves neat and current, the
Library reserves the right to:- determine where and how the item(s) will be posted or displayed.
- limit the size and quantity of the item(s) to be posted or displayed.
- limit the length of time the item(s) will be posted or displayed.
- dispose of materials that have been posted or displayed when they reach their expiration.
- The Library assumes no responsibility for the preservation, protection, or return of materials
posted or placed for free distribution. - Certain restrictions apply to the materials which are displayed. Disallowed materials are those
that do not fit within the library’s role as a source of community information, including, but not
limited to:- Partisan political material
- Petitions
- Solicitations
- Surveys
The Board of Trustees reserves the right to make changes in this policy as it deems advisable
and may cancel or withdraw permission for use of the Library facilities when, in its opinion,
such action is advisable.
Adopted: September 15, 2009
Amended: April 20, 2010
Revised: March 25, 2013
III. F. Programming
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.
The Board, in conjunction with the library director, will establish a budget and goals for programming to facilitate the effective implementation of this service.
Technology
- Patrons are required to sign the Internet Policy and Assignment Schedule each time they use a computer. It is located on a clipboard at the entrance to the computer area. They must read and initial acceptance of the Computer and Internet Policies and note the date and time.
- Children through third grade must be supervised by a parent or caregiver while using library computers. Parents are encouraged and expected to work with their children in selecting materials within the guidelines found on library computers. The library cannot assume the parent’s responsibility to monitor their child.
- Use of the computers is on a first-come, first-served basis. A time limit of 30 minutes will be assigned if others are waiting for an available computer. Computers will be shut down five minutes prior to the library closing.
- No more than two people should be at a computer at a time. Noise should be kept to a minimum.
- Wireless internet access is provided free of charge to patrons while visiting the library during business hours to encourage and support the exploration of the World Wide Web, eBooks, Audio Books, digital magazines and other library offerings. Patrons are encouraged to bring their own laptops, eReaders and other digital devices to explore these services. See section 8 below.
- Patrons may not install or download software programs onto library computers.
- Patrons may bring their own USB Thumb Drives if they wish to save files while working on a library computer. Please be sure to read the warning below in section
- Warning : Although the library has virus checkers on its computers, this will not always protect you from harmful viruses. Public websites, email enclosures and other internet content may include viruses or phishing devices and closely monitor sites visited for phishing scams, viruses, etc…. The Pine Plains Free Library is not responsible for damage done a Patron’s computer or electronic device, or any loss of data, or liability that may occur from the patron’s use of library computers or wireless internet access. Access to the library computers does not assure confidentiality or security due to the vulnerability of the internet and public access to the computers and network.
- The library staff are available to assist patrons with computers and internet access as time permits.
- Staff reserves the right to monitor the computers to ensure compliance with these policies and procedures. Misuse of computer or internet access will result in loss of computer and internet privileges.
- The Library Director will submit to the Library Board a list of technology needs and associated costs based on an assessment of existing technology equipment age, condition and performance. This should include the costs of required maintenance and supplies to support the requested equipment. This should be completed during budget planning for the fiscal year or as needed if issues with equipment arise.
Adopted : May 2, 1996
Amended: February 18, 1997
Amended: January 19, 1998
Amended: May 16, 2002
Amended: November 2017
