Library Policies

Please click the box [_] in front of the policy you wish to access:
[_] BORROWING LIBRARY MATERIALS
[_] CHILDREN
[_] CODE OF CONDUCT
[_] HOURS OF OPERATION
[_] INTERNET POLICY
[_] MEETING ROOMS
[_] TUTORING ROOMS
[_] REFERENCE & INFORMATION SERVICES
[_] EXHIBITS & DISPLAYS
[_] ALCOHOL USE
[_] SMOKING

BORROWING LIBRARY MATERIALS:
In order to borrow library materials a patron must present a valid library card or an acceptable alternative proof of identity at the time of check-out. Persons who reside in Mid-Hudson Library System will be issued a library card at no charge upon presentation of acceptable proof of residency, in person. Cards are renewed every three years. Your card may be used at any of the seventy member libraries in the Mid-Hudson Library System. Patrons are responsible for all library materials checked out on their library cards. For patrons under the age of fourteen, the adult who signed the registration form takes responsibility.

LOAN PERIODS AND LIMITS:

RENEWALS AND RETURNS:
A circulating item may be renewed if it is not on hold for another patron. Items may be renewed at the library, by phone, e-mail, or via the library's online catalog. Items may be returned to any library in the Mid-Hudson Library System. Any item returned to Mahopac Public Library before it opens for the day is considered to be returned the previous day.

LOANS AND LATE FEES POLICY:
Overdue fines are assessed for items returned past their due date to encourage library users to return materials by the designated return date so that they are available for other users. The Board of Trustees sets these fines and fees. Lost or damaged items are assessed at their current, full replacement costs plus a processing fee. The library does not accept replacement materials.
FINES:

CHILDREN:
Mahopac Public Library endeavors to be a vital, friendly, comfortable center for meeting the informational, educational, recreational, and cultural needs for all residents of the community. The Library welcomes children to use its facilities and services and wants them to have a memorable visit in a safe and secure environment.
1. SUPERVISION
1.1 Library staff are responsible for assisting children with locating materials, answering reference questions, and presenting programs for the education and enjoyment of area children. The Library assumes no responsibility for the care and supervision of children.
1.2 Children in fifth grade and under who are using the Library’s resources or who are participating in Library programs shall be accompanied in the building by a responsible adult who must remain in the Library for the duration of the visit. The Library reserves the right to contact the Carmel Police if a child in fifth grade and under is left unattended.
1.3 Children in sixth grade and up may use the Library unattended as long as their behavior is in accordance with the Library’s Code of Conduct. Parents are advised that, even in their absence, they may be legally responsible for their children’s behavior.
2. DISRUPTIVE BEHAVIOR
Children who do not abide by the Library's Code of Conduct (whether or not accompanied by a responsible adult) will be given a warning that they must either cooperate or leave the Library.
If a child continues to be disruptive after this warning, then the child will be asked to leave. The child will be given the opportunity to contact a parent or responsible adult. If a parent or responsible adult does not pick up the child, then the Carmel Police will be called. [See accompanying Procedures for Disruptive Youth.]
3. CLOSING TIMES
3.1 REGULARLY SCHEDULED CLOSINGS
Parents must be aware of the Library’s hours and must arrange to pick up their children by closing time.
If an unattended child is still in the building at closing time, then the Library staff will act according to the following guidelines:
· Children will be given the opportunity to contact a parent or responsible adult.
· Staff members will not drive or escort the child(ren) off the premises.
· If the child is not picked up by a parent or responsible adult, then the staff will contact the Carmel Police.
3.2 EMERGENCY CLOSINGS
The Library may have sudden emergencies such as lack of heat or electricity. This may necessitate closing the Library without warning. Children should know what to do if the Library must close unexpectedly. If a child is left unattended during an emergency closing, then the same guidelines outlined in Section 3.1 will apply.
4. ACCESS TO MATERIALS
Parents are responsible for their children’s use of books, materials, and resources of Mahopac Public Library. Parents are the ultimate guardians for the informational pursuits of their children. No attempt will be made by the Library staff to restrict access to information.
5. RESPONSIBILITY FOR MATERIALS
Children are issued library cards according to the process described in the Use of Materials section of the Policy Manual.
Parents may be responsible for unreturned or damaged materials checked out to, or otherwise removed from the Library by, their children through the age of 18.
Policy Adopted: May 23, 2001
Revised: January 28, 2004; November 16, 2005; February 28, 2007
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CODE OF CONDUCT:
To allow all patrons of the Mahopac Public Library to use its facilities to the fullest extent during regularly scheduled hours, the Library Board of Trustees has adopted the following rules and regulations.
Any patron not abiding by these or other rules and regulations of the Library may be required to leave the Library premises and/or be denied the privilege of access to the Library’s materials and resources by the Library’s Board of Trustees, on the recommendation of the Library Director. Library employees may contact the police if deemed advisable.
A patron whose privileges have been denied may have the decision reviewed by the Board of Trustees. Any appeals on policy matters must be submitted to the Board of Trustees in writing. This includes any patron whose privileges have been denied.
PATRONS SHALL:
· Engage in activities associated with the use of a public library.
· Respect the rights of other patrons.
· Obey the reasonable requests of Library staff.
· Check out any materials removed from the Library on a valid library card or through other standard library procedures such as interlibrary loan.
· Be responsible for any fines, fees or other charges due in accordance with the Library’s standard schedules.
· Wear attire appropriate to a public building, including shoes.
PATRONS SHALL NOT:
· Consume food or beverages except in designated areas.
· Smoke or use tobacco products.
· Use cell phones, except in designated areas.
· Possess or be under the influence of alcohol or drugs, except that alcohol may be possessed at Library functions for which the serving of alcohol has been approved. [See Mahopac Public Library Policy on Alcohol Use.]
· Engage in any illegal activity while in the Library building.
· Possess firearms, other weapons, or explosives.
· Interfere with the use of the Library by other patrons, or interfere with Library employees’ performance of their duties.
· Harass or annoy others through noisy or boisterous activities, with offensive or abusive language, with lewd or indecent behavior, by fighting, provoking a fight or demonstrating threatening or intimidating behavior, by staring at another person with the intent to annoy that person, by following another person about the building with the intent to annoy that person, by playing audio equipment so that others can hear it, by singing or talking loudly to others or in monologues, or by behaving in a manner which can be reasonably expected to disturb others in accordance with New York State Penal Law Section 240.20.
· Gamble, solicit funds, and/or distribute literature or promotional material. Sale or marketing of goods or services by individuals or groups is prohibited.
· Deface, mar, or destroy Library property including books, magazines, newspapers, recordings or other items in the Library collection, Library furnishings, walls, machines, etc.. Anyone who intentionally defaces or destroys library property may be subject to criminal and /or civil penalties under New York State law.
· Bring pets or animals into the Library other than guide dogs, or therapeutic animals licensed by the New York State Department of Agriculture and Markets, or as part of an approved Library program.
Policy Adopted: February 16, 2000
Revised: February 28, 2007
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HOURS OF OPERATION:
PURPOSE
Mahopac Public Library provides service during hours that meet the needs of the community as determined by public input. The hours of service exceed the standards for a community of our size as set by New York State. (For communities serving a population from 25,000 to 99,000, the minimum number of scheduled open hours is 55.)
Library hours are posted in the Library and are publicized in the community. The current hours of operation are as follows:
September through June
Monday 10:00 am to 9:00 pm
Tuesday 10:00 am to 9:00 pm
Wednesday 10:00 am to 9:00 pm
Thursday 10:00 am to 9:00 pm
Friday 10:00 am to 5:00 pm
Saturday 10:00 am to 5:00 pm
Sunday 1:00 pm to 5:00 pm
July and August
Saturday 10:00 am to 3:00 pm
Sunday Closed
PROCEDURES FOR DAILY CLOSINGS
All materials and services are available all hours the Library is open with the following exceptions:
· Last access to computers, electronic databases, microform readers, and special collections—30 minutes prior to closing.
· Last access to express e-mail stations—15 minutes prior to closing.
· Last new patron registrations—15 minutes prior to closing.
Library staff will announce impending closing 30 minutes, 15 minutes, and
5 minutes prior to closing. All materials to be checked out must be brought
to the circulation desk 5 minutes before closing.
HOLIDAYS AND EMERGENCY CLOSINGS
Holiday closings are posted in the Library and are publicized in the community. The Library is closed for the following holidays:
New Year’s Day
Easter Sunday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
In the event of weather-related, emergency, or other necessary closings, the Library staff will endeavor to provide as much advance notice as possible by means of telephone calls, radio station and Web site announcements, and signs on the entry doors.
REMOTE ACCESS
The Internet has made it possible for people to “use” the Library and some of its resources 24 hours a day, 7 days a week. Users can access the Library’s catalog, request materials, and connect to a variety of informational resources. A valid Mahopac Public Library card may be necessary to access some of the Library’s electronic subscription databases.
Policy Adopted: April 23, 2003
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INTERNET POLICY:
The Mahopac Public Library is committed to making available a variety of electronic resources, including Internet access, for educational, informational, and recreational purposes.
· The Library cannot guarantee the accuracy, authoritativeness, timeliness or usefulness of information obtained on the Internet and cannot be held responsible for any damages related to use of such information.
· Patrons accessing the Internet must be aware that there are many services available which could be potentially offensive to some users.
· A child’s use of the Internet is the responsibility of the parent/guardian.
· The library does not permit access to chat rooms or news group services.
· Patrons may not send or receive e-mail using the library’s account.
· Use of the Mahopac Library Internet gateway/connection is intended for private, noncommercial activities, and does not permit unauthorized sales and marketing of products or services.
· Use of the Library’s computers for the transmission, dissemination and/or duplication of information is regulated under various state and federal laws. The Library expects all users to comply with such laws and regulations.
· If any user abuses or engages in illegal or unauthorized use of computers, his or her computer privileges will be denied.
Policy Adopted: May 28, 1997
Revised: August 25, 1999
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MEETING ROOMS:
PURPOSE
The Mahopac Public Library contains several rooms that will be made available to non-library groups and individuals on an as-requested and as-available basis. These rooms are available for educational, recreational, business, and civic purposes, provided that such use does not interfere with regular Library services or programs or place an undue burden on Library staff and resources. In order to provide guidance for the use of these meeting rooms for non-library functions, the Trustees of the Mahopac Public Library have adopted this Policy that provides for application procedures, responsible party identification, usage fees, and limits on use. Please note that the use of tutoring rooms during Library hours shall be governed by the Tutoring/Study Rooms Policy.
This policy shall be attached to and made part of any application.
Failure to comply with any part of this policy may result in future denial of meeting room use.
USE
Use of the meeting rooms does not imply endorsement, support, or co-sponsorship by the Library for the activities that take place in the meeting rooms nor the beliefs or views of the groups sponsoring the events.
Rooms may be booked up to a year in advance. A group may reserve a meeting room for up to three (3) consecutive meetings and no more than six (6) meetings per year. Ad hoc requests will be accommodated subject to room availability.
Public meeting rooms may only be used upon written application, payment of applicable fees, and approval by the Library Director. Tutoring rooms may only be used by authorized tutors during Library hours. The Computer Lab and the Local History Room require staff monitoring. Additional fees may apply.
In the case of the Tutoring Rooms 1 and 2, reservations may be made in advance only by Literacy Volunteers of Putnam County tutors and their students. These rooms also may be used by same-age, small study groups and individuals on an as-available basis for educational, recreational, business, and civic purposes. Children accompanied by unrelated adults may not use these rooms. [See Mahopac Public Library Policy on Tutoring/Study Rooms.]
No groups may charge or solicit an admission-type fee for any event or program held in the meeting rooms. Sale or marketing of goods or services by individuals or groups is prohibited.
The number of attendees shall be limited to the posted maximum occupancy.
Activities for minors, age 17 and under, must be supervised by responsible adults.
GUIDELINES
Priority for meeting room use shall be given for use by the Library for Library-sponsored programs, by local government, by residents or community groups, and by other groups and individuals. The meeting rooms may not be used for birthday parties, anniversary parties, showers, weddings, funerals, reunions, dances, mixes, or similar social events.
Second floor meeting rooms (Land Use Center, Periodicals Room, and Tutoring Rooms) are available for community use only during the posted hours of operation of the Library. Please note that the Land Use Center and the Periodicals rooms contain materials that may need to be accessed by Library staff during the reserved timeslot. All efforts will be made to be as unobtrusive as possible.
All programs must be scheduled to end at least 15 minutes prior to Library closing times. However, the Library reserves the right to require programs to end earlier. The rooms must be returned to their original condition and vacated by the posted Library closing time.
Third floor meeting rooms (Community Room, Local History Room, and the Conference Room) will be available during the posted hours of operation of the Library as well as before and after hours when an appropriate reservation has been made.
No custodial services are provided in connection with the use of the rooms. The Library staff provides no furniture moving or hospitality services. The group making the application shall be responsible for topical cleaning of the room immediately after use and for the disposal and removal of all trash. All furniture is expected to be returned to its original configuration at the end of the function.
No food or beverages shall be allowed in the meeting rooms unless the Library Director or staff grants express permission.
Liquor may be permitted in the Library with the approval of the Library Director and in accordance with the Library’s Policy on Alcohol Use [See Mahopac Public Library Policy on Alcohol Use.]
Smoking is prohibited in the Library and in those areas adjacent to the Library where tobacco smoke may accumulate or drift back into the building. [See Mahopac Public Library Policy on Smoking.]
All members of the group are expected to abide by the Mahopac Public Library Code of Conduct and its emergency procedures. Users must vacate these rooms in the event of a fire alarm or other emergency.
EQUIPMENT
The Library is not responsible for providing any special equipment for a group’s use. Groups are welcome to bring their own audio-visual equipment. If a group wishes to use Library-owned audio-visual equipment, it must make arrangements at least one week in advance. (Please request an equipment list and associated fees.)
RESERVATIONS AND CANCELLATIONS
Applications for use of the meeting rooms shall be reviewed by the Library Director. Availability of rooms, the Application for Meeting Arrangements, and confirmation of room reservations are available on the Library’s website under “Room Reservations”.
The individual who signs the application must be at least 21 years of age and be in attendance when the meeting room is in use. S/he shall be responsible for the conduct of the group, payment of bills, and for protection of Library property in connection with the meeting. The Library shall be promptly reimbursed by the signing party for any expense or damage resulting from the use of the facility.
Forty-eight (48) hour advanced notification is required for any cancellation in order to avoid the usage fee charge.
The Library reserves the right to cancel any reservation (with notice) if a Library event/program needs the room. The Library reserves the right to cancel prior meeting room reservations without notice in the event of emergency, such as snow closings or unsafe building conditions. In the case of an unscheduled Library closing, a group may reschedule another meeting time or obtain a full refund of any fees paid in conjunction with the reservation.
Groups and individuals may reserve meeting rooms up to a year in advance (up to a maximum of three consecutive meetings and no more than six meetings per year). Ad hoc meeting room requests will be honored subject to room availability.
FEES
The current Schedule of Fees accompanies the Application for Meeting Arrangements. Fees for room use are expected to be paid 48 hours prior to confirmation. Custodial fees will be charged after meetings are held.
Groups that intend to use a meeting room before or after regular Library hours must make prior arrangements with the Library Director. In the case of such before or after hour usage, an additional fee will be charged to any group (public and private) to cover the cost of staff that remain in the building.
If food and/or beverages are served and cleanup is incomplete, or if craft materials’ wastes are not disposed of fully, then a custodial fee will be charged.
LIABILITIES
The Library allows the use of its facilities with the understanding that the Library accepts no responsibility for the personal safety of any person, either inside or outside the building, during that use. The Library is not responsible for damage, loss, or theft of personal property.
All users agree to hold the Library harmless from any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by such use of the Library facilities.
All groups agree to compensate the Library for any damages to the meeting room(s) or other property of the Library caused by, or resulting from, the use of the meeting room.
All groups must submit a Certificate of Liability Insurance form from an insurance company acceptable to Mahopac Public Library showing minimum limit of $1,000,000, which includes Mahopac Public Library as an additional insured, and providing contractual liability for the hold harmless agreement, which is acknowledged in this policy. The certificate will be provided to Mahopac Public Library prior to the first use of the premises.
Should the Mahopac Public Library waive the insurance requirement, it is agreed that this will not waive the hold harmless agreement. (See attached Hold Harmless Agreement.)
PUBLICITY
For non-Library related programs, all advertising and publicity material to be posted in the Library or announced in Library publications must be submitted to the Library Director for approval two weeks prior to distribution and/or publication.
Groups or individuals using the meeting rooms may not imply that the event is sponsored, co-sponsored, or endorsed by the Library in any such advertising or publicity material and must include a disclaimer to this effect.
Groups using the meeting rooms may not instruct the public or their invitees to contact the Library for information regarding these events.
PARKING
The first two rows of parking spaces are reserved for Library patrons. If the number of expected attendees is 25 or more, then consider car pooling and alternative parking options.

Policy Adopted: December 15, 1999
Revised: May 26, 2004; August 25, 2004; November 16, 2005; July 12, 2006; February 28, 2007;
October 24, 2007; January 23, 2008

Mahopac Public Library
Application for Meeting Arrangements
This form, including the Hold Harmless Agreement, must be submitted to and be approved by the Mahopac
Public Library prior to the scheduled date of the event. A separate form is required for each date requested.

Name of Event: ___________________________________________________________
Sponsoring Organization/Business Name: _______________________________________
Address: __________________________________________________________________
Phone: ___________________________ Fax: ____________________________________
Event Date _________________ (Snow date __________) Day of the Week: __________________
Time of Day: from ________am/pm to ________am/pm Equipment needs: __________________
(Include in your reservation, time to set up prior to the event and time to clean up afterwards.) (Equipment must be requested 1 week in advance.)
Estimated number of attendees ________ (can be revised) General public event? ___________
(If more than 25, please discuss car pooling & alternative parking options with your group to avoid overcrowding our lot.)
Describe event including food/beverage plans: ___________________________________
________________________________________________________________________
________________________________________________________________________
(If food and/or beverages are served and cleanup is incomplete, or craft-material waste is not fully disposed of, a custodial fee will be charged.)

Check the room(s) you are requesting. (Room capacities are listed in brackets.):
Third Floor Second Floor First Floor
*____ Local History [20]** ____ Tutor 1 (west)[6] _____ Café Area [15]
*____ Conference (Board) [20] ____ Tutor 2 (east) [8] _____ Lake View [25]
*____ Community [200] ____ Land Use Center [25] _____ Garden View [25]
*_____Computer Lab [30]** ____ Periodicals [25]
* Available after normal library hours for an additional fee **Restricted to staff supervised or Historical Society meetings

I/We have received a copy of the Mahopac Public Library Meeting Room Policy and I/we agree to abide by all of the stated rules/regulations.
Name (Print): ____________________________________________________________
Signature: _______________________________________ Date:___________________
(Implies an understanding of, and agreement to abide by, the Mahopac Public Library Room Use Policy)

Contact name (if different from above): __________________________________________
Contact phone: ___________________________ Cell phone: ________________________
Contact fax: _________________________________ email: ____________________________________

Fees: Sale or marketing of goods or services by individuals or groups is prohibited.
Room fee (per prior arrangement) _____________
Non-library hours fee (@ $50/hour) _____________
Custodial fee (@ $15/event) _____________
Optional donation ______________
Total: ______________

For Mahopac Public Library office use only
MPL APPROVAL: ______________________________________ Date ______________
Fee Paid:____________Check # __________________ Date ____________ Amount________________
Rev. 01/24/2008

Mahopac Public Library
Current Schedule of Fees

Fees for room use during hours of Library operation are as follows:
· Private groups: $125 for each block of four (4) hours or fraction thereof.
· Public groups: no charge.
· Residents/school-related groups: no charge
Fees for room use before or after hours of Library operation are as follows:
· An additional $50/hour will be charged to private groups;
· $50/hour will be charged to public groups.
Custodial fee for incomplete cleanup of food, beverages, and/or craft-material waste:
· $15 per meeting.

Policy Adopted: May 26, 2004
Revised: August 25, 2004; March 22, 2006; July 12, 2006; February 28, 2007; October 24, 2007

Mahopac Public Library
Hold Harmless Agreement

We, ___________________________________________________, hereby agree to hold
[Organization Name]

harmless and indemnify the said Mahopac Public Library, its officers, directors, employees, and agents, from any liability whatsoever arising out of the use of the premises

by __________________________________________ , our employees, members, guests,
[Organization Name]

and invitees on _________________________________________________________ .
[Dates and Times]
We further agree that we will neither commit nor omit any act, which may result in any type of liability against the said Mahopac Public Library during our use of the premises.
In the event that the said Mahopac Public Library suffers any loss whatsoever, as a result of our use of the premises, we further agree to fully indemnify Mahopac Public Library for any such suffered loss.

Name (Print): ________________________________ Date: _________________
Signature: _________________________________________
Organization: ______________________________________

Policy Adopted: May 26, 2004
Revised: August 25, 2004; February 28, 2007

Mahopac Public Library
Hold Harmless Agreement
[Government Agencies]

To the fullest extent permitted by law __________________________________________
[Agency/Organization Name]

shall defend, indemnify, and hold harmless the Mahopac Public Library, their officers, directors, and employees from and against any and all claims, suits or causes of action that result from injury to any person, including death, or damage to or loss of tangible property arising from the negligent acts or omissions of __________________________________,
[Agency/Organization Name]

its employees, or agents in connection with this Agreement.

Name (Print): ______________________________________ Date: _________________
Signature: _________________________________________
Organization: _______________________________________

Policy Adopted: May 26, 2004
Revised: August 25, 2004
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TUTORING ROOMS:
PURPOSE
In addition to the larger meeting rooms, Mahopac Public Library has two smaller rooms (Tutoring Rooms 1 and 2) that are available during the hours the Library is open, until fifteen (15) minutes before closing. These rooms are available to Literacy Volunteers of Putnam County tutors and their students on an as-requested basis. These rooms also may be used by same-age, small study groups and individuals on an as-available basis for educational, recreational, business, and civic purposes in accordance with the provisions of this policy. After-hours use of these rooms shall be governed by the general provisions of the Mahopac Public Library Meeting Room Policy. In order to provide guidance for the use of these tutoring/study rooms, the Trustees of Mahopac Public Library have adopted the following Policy that defines the conditions and limits of use.
Failure to comply with any part of this policy may result in future denial of tutoring/study room use.
USE
Literacy Volunteers of Putnam County tutors and their students have priority in the use of these rooms. Tutors may reserve the rooms in advance by submitting their request to the Literacy Volunteers coordinator. Tutor reservations will be held for 15 minutes past the reserved time, unless the tutor has notified the library that s/he will be late, after which time the room will be available to others. Tutors must sign-in at the Reference Desk on the second floor by presenting their Literacy Volunteers of Putnam County identification card.
Tutoring rooms are available for individual study and for same-age, small group study and/or meetings on a first-come, first-served basis, when not reserved by Literacy Volunteer tutors. Users should verify the availability of these rooms at the Information Desk on the first floor. If a room is available, then eligible users must sign in at the Reference Desk on the second floor and leave a security/identification item such as a driver’s license or keys.
There is a two-hour limit on the use of the rooms if others are waiting to use them. If no one is waiting, then a patron may use the room for up to another two (2) hours.
Children under the age of 18, accompanied by adults, may not use these rooms.
Fees may not be charged by tutors using these rooms. Use of the tutoring rooms by for-profit tutors/trainers is prohibited.
The number of attendees shall be limited to the posted maximum occupancy.
GUIDELINES
Library staff will have access to these rooms at all times.
Priority will be given to Literacy Volunteers of Putnam County and their tutors.
No food is permitted in these rooms.
Smoking is prohibited in the Library and in those areas adjacent to the Library where tobacco smoke may accumulate or drift back into the building. [See Mahopac Public Library Policy on Smoking.]
Users will not leave library materials or personal belongings unattended in these rooms (except for very short trips to the book stacks or the restrooms).
All members of the group are expected to abide by the Mahopac Public Library Code of Conduct and its emergency procedures. Users must vacate these rooms in the event of a fire alarm or other emergency.
The rooms must be returned to their original condition and vacated 15 minutes prior to Library closing times.
EQUIPMENT USE
The Library is not responsible for providing any special equipment for a tutor’s use. Literacy Volunteers of Putnam County has its own audio-visual equipment. If a group wishes to use Library-owned audio-visual equipment, then it must make arrangements at least one week in advance. (Please request an equipment list and associated fees.)
LIABILITIES
The Library allows the use of its facilities with the understanding that the Library accepts no responsibility for the personal safety of any person, either inside or outside the building, during that use. The Library is not responsible for damage, loss, or theft of personal property.
All users agree to hold the Library harmless from any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by such use of the Library facilities.
All groups agree to compensate the Library for any damages to the tutoring room(s) or other property of the Library caused by, or resulting from, the use of the tutoring room(s).
Policy Adopted: July 12, 2006
Revised: February 28, 2007
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REFERENCE & INFORMATION SERVICES:
PURPOSE
Reference services at the Mahopac Public Library support the educational, informational, and learning needs of the residents of Mahopac School District, Town of Carmel, and Putnam County. As the County Reference Center, people outside this geographic area may contact the reference department for assistance on matters pertaining to this region.
PROTOCOLS
Librarians are trained to use a variety of sources in order to assist patrons in locating information and/or using specific materials. Answers will be given in a timely fashion as staff and resources permit. Services fall into one of the following categories:
· Ready Reference – questions that require a few minutes to answer.
· In-Depth Reference – requests for help that require more than a few minutes of staff assistance. This type of request may require scheduling an appointment, referral to subject specialists and/or referral to another library. A referral is determined by the librarian based upon knowledge of the limits of Mahopac Public Library’s resources.
· Instructional Workshops – the library provides instruction on the use of computers and selected resources.
· Access to Electronic Resources – online catalogs, databases, and journals are available in the library, and in many cases, for off site use, through the Internet, including the library’s Web site.
· Interlibrary Loan – materials not available at Mahopac Public Library can be borrowed from other libraries nationwide.
· Research – in one of the library’s special collections, such as fundraising, law, local history, and genealogy. Researchers and scholars in other areas will be referred to resources in other libraries.
· Census Data – available on microfilm through the library's membership in the National Archives Census Microfilm Program.
· Government Documents – the nearest depository collections are located at
St.Thomas Aquinas College Library in Dutchess County and SUNY Purchase Library in Westchester County.
ACCESSING SERVICES
Every librarian is able to answer most questions. Librarians may determine that one of their colleagues is better qualified to answer a patron’s question based upon assessment of skills such as special subject training. In such cases, questions may be referred to the most qualified librarian.
Services may be accessed in one of the following ways:
· In person -- the librarian will conduct a reference interview, direct the patron to appropriate resources, and show the patron how to use them.
· Telephone -- if the question is not Ready Reference, the librarian will take patron's name and telephone number for a call back.
· E-mail -- can be found on the library's Web site under Contact Us or on the Reference page.
DELIVERY OF INFORMATION
Information is provided via telephone, fax, e-mail, photocopies, and/or print and non-print materials. There may be charges or fees, licensing, and/or use of materials restrictions. The Mahopac Public Library will not request or deliver information until
the patron agrees to the relevant terms and conditions.
The library cannot fulfill requests that either:
· infringe upon copyright, or
· violate the privacy of individuals, or
· require an opinion based on the data such as legal interpretations, medical
diagnoses, the financial significance of stock quotes, and so forth.
PATRON RESPONSIBILITIES
Patrons who use the reference services of Mahopac Public Library are expected to comply with the above policies without harassing staff or other library users, without damaging library materials or facilities, and without violating applicable local, state, and/or federal laws (for example, New York State Penal Law Articles 145, 235, 240.)
Patrons who violate these policies and statutes may lose their privilege to use the library and its resources and/or be subject to criminal prosecution and other legal action.
Policy Adopted: August 28, 2002
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EXHIBITS & DISPLAYS:
PURPOSE
The Mahopac Public Library provides exhibit and display areas consistent with its mission, programs, and services. The Library develops exhibits and displays on a regular basis to promote the use of its collection and to highlight its diversity; to bring attention to special or under-used aspects of the collection; to make it easy to find information on topics of current issue; to celebrate special occasions. Not-for-profit groups and individuals may use the Library’s exhibit and display areas for educational, artistic, or cultural materials in accordance with the following provisions.
This policy shall be attached to and made part of any request to display.
Failure to comply with any part of this policy may result in denial of future exhibit and display privileges.
GUIDELINES
Library use of exhibit and display areas takes precedence in scheduling. Two (2) weeks notice will be provided to exhibitors in the event a Library use will preempt a scheduled user.
All exhibits and displays must be approved by the Library Director or his/her appointed designees (the gallery committee). Requests must be submitted on an Exhibit and Display Application (see attached) and will be considered in the order in which they are received. Upon acceptance of the application, exhibitors will receive a set of exhibit procedures covering the time before, during, and after the exhibit. The Library will preview a representative sample of the work to be shown prior to granting permission to exhibit or display. Factors considered in the approval process include:
· consistency with Library’s mission;
· relevance to community needs and interests;
· subject matter;
· quality of presentation;
· space requirements; and
· timeliness.
The Library reserves the right to reject any part of an exhibit or display. The Library reserves the right to limit the size, number, and placement of items; the schedule of any display; and the frequency with which an individual or group may have an exhibit or display.
Exhibitors are responsible for the installation and removal of their displays with the supervision and approval of the gallery committee. Exhibits or displays that are not removed on or prior to the date established by the Library will be removed by the Library. Any expense for such removal will become the responsibility of the exhibitor.
Exhibits cannot in any way disrupt the normal routine of the Library.
Exhibit and display areas are not for commercial use or benefit. Artists displaying their work may leave a phone number or address should viewers wish to contact them.
EXHIBIT RESERVATIONS AND CANCELLATIONS
In order to provide equitable access to exhibit and display areas, non-library exhibits and displays may remain for no more than twenty-eight (28) days. Groups may reserve a specific area for one (1) twenty-eight (28) day period annually. Individuals may reserve a specific area for one (1) twenty-eight (28) day period every two (2) years.
The Library reserves the right to cancel any exhibit or display if a Library event/program needs the area. The Library will provide two (2) weeks notice and will waive any fees and/or extend the rescheduled dates.
Exhibitors must provide two (2) weeks notice of any cancellation in order to avoid the loss of fees.
FEES
The current fee for an exhibit is $25.00. A donation of 15% of the price of any works sold during the exhibit is suggested. Exhibit fees are expected to be paid 48 hours prior to the installation of the exhibit or display.
LIABILITIES
The Library assumes no responsibility for the possible damage, destruction, or theft of any item displayed or exhibited. All items placed in the Library are there at the owner’s risk. Exhibitors must sign a release form before any items can be displayed or exhibited. (See attached Exhibit and Display Release form.) It is recommended that exhibitors verify their insurance coverage with their carriers prior to the installation.
PUBLICITY
All publicity material must be submitted to the Library Director for approval at least two (2) weeks prior to distribution and/or publication. Such material may not imply that the exhibit or display is sponsored, co-sponsored, or endorsed by the Library.
An exhibitor who wishes to host a reception in the Library must submit a separate Application for Workshop or Meeting Arrangements which is part of the Library’s Meeting Rooms Policy.
Non-library exhibits and displays do not reflect endorsement or advocacy for any point of view by the Library. The views expressed implicitly or explicitly in any exhibits and displays are those of the individuals or groups using the space.
Policy Adopted: November 16, 2005; Revised: October 25, 2006; February 28, 2007

APPLICATIONS
An Exhibit & Display Application form can be printed from the following LINK. An Exhibit & Display Release can be printed from this LINK.

Mahopac Public Library
Exhibit and Display Application
This form, including the Exhibit and Display Release, must be submitted to and be approved by the Mahopac Public Library at least 6 weeks prior to the scheduled date of the event. A separate form is required for each date requested.

Name of Applicant: _____________________________________________________
Address: ______________________________________________________________
Phone: ___________________________ Fax: ________________________________

Sponsoring Organization: _________________________________________________
Address: _______________________________________________________________
Phone: ___________________________ Fax: _________________________________
Purpose of Organization: __________________________________________________

Exhibit and Display Information

Dates Requested: _________________________________________________________
Set-Up (day, date) ____________________ to Removal (day, date) _________________
Reception Date and Time: __________________________________________________
Purpose of Exhibit: _______________________________________________________

Exhibit/Display Requirements (Check all that apply.):
___ Gallery (3rd floor) ____ Floor space (specify___________)
___ Display case (specify__________)

Contents/Description (Please list number and type of items, etc. Library may require visual representation of layout. Attach additional sheets if necessary.):
____________________________________________________________________________________________________________________

I/We have received a copy of the Mahopac Public Library Exhibits and Displays Policy, Procedures, and the Application and Release forms and I/We agree to abide by all of the stated rules/regulations.

Name (print): ____________________________________________________________

Signature: ________________________________________Date: __________________
(Implies an understanding of, and agreement to abide by, the Mahopac Public Library Exhibit and Display Policy and Procedures.)

MPL APPROVAL: ______________________________________ Date: _____________

For Mahopac Public Library accounting office use only
Invoice # ______________ Check # __________________ Paid Date ____________ Amount________________
Rev. 2/28/2007

Mahopac Public Library
Exhibit and Display Release
I/We, the undersigned, hereby lend the following works of art or other material to the Mahopac Public Library for exhibit/display purposes only. In consideration of the privilege of exhibiting/displaying them in the Library, I/We agree to hold harmless the Mahopac Public Library for any damage, destruction, or theft of any item exhibited or displayed. I/We also agree that the Library shall not be held responsible for any injury incurred during the installation or removal of the exhibit or display.
Exhibition to be held in the (specify area of):________________________________________________________________________

From (specify dates):__________________________________________________________________________________________

Brief description of materials exhibited/displayed:
Name (print): ____________________________________________________________

Signature: ________________________________________Date: __________________

Organization: ____________________________________________________________

Address: ________________________________________________________________

Phone: ___________________________
Policy Adopted: November 16, 2005
Revised: February 28, 2007

Mahopac Public Library
Current Schedule of Fees
Exhibition fee $25.00 per exhibition
Donation 15% of the sale price
Policy Adopted: November 16, 2005
Revised: October 25, 2006; February 28, 2007
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ALCOHOL USE:
From time to time there will be occasions where the serving of alcoholic beverages may be appropriate. In order to provide guidance for the use of alcohol, the Trustees of the Mahopac Public Library have adopted this Policy that shall govern those occasions.
The Library Director must approve the request. Factors considered for approval include:
· the nature of the event;
· the number of attendees; and
· the time of day.
Library funds may not be used to pay for alcohol.
No one under the age of 21 may consume, possess, or be served any alcoholic beverages, even with the consent of his/her parent or guardian.
The serving of alcoholic beverages will end one hour before the scheduled close of the event. During the Library’s regular hours of operation, the serving and consumption of alcoholic beverages is limited to the third floor.
Individuals or groups who violate state or local laws or this policy may be prohibited from attending and/or hosting future events at the Library where alcoholic beverages are available.
In addition, the following procedural requirements apply to functions sponsored by non-library groups.
The organization must indicate its intent to serve alcoholic beverages in the Application for Meeting Arrangements as part of the description of the event and complete the Hold Harmless Agreement. [See Mahopac Public Library Meeting Room Policy.]
The organization must provide proof of insurance in the amount of $1,000,000 naming the Library as the covered entity for purposes of the event. If a third party will be serving the alcoholic beverages, then this party also must provide proof of insurance and hold all necessary licenses.
Policy Adopted: February 28, 2007

SMOKING:
Pursuant to New York State Public Health Law Section 1399-o, smoking is prohibited in libraries. Further, smoking is prohibited in those areas adjacent to the Library building where tobacco smoke may accumulate or drift back in to the building (e.g., doorways, lobbies, near windows, and/or near air conditioning intakes).
Policy Adopted: May 28, 1997
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