Loan Periods and Fines

• Overdue fines are not charged for items checked out at CPL, regardless of what library owns the item, where the item is returned, or through which UHLS library the patron has a library card.
• CPL patrons are responsible for overdue fines for any items they check out at other libraries within the Upper Hudson Library System (UHLS). Fines may be paid at any UHLS library (including CPL) or online through the patron’s library account.
• When an item is significantly overdue, it will be considered lost and a replacement fee will appear on the patron’s account. Once the item is returned, the replacement fee will be removed, no overdue fines will be charged, and the patron may resume borrowing items.

 
28 Days

• Fiction and nonfiction books
• Large print books
• Audiobooks
• Music CDs

 
14 Days

• New adult fiction and nonfiction books
• DVDs
• WiFi hotspots
• Magazines
• Fishing Poles
• Metal Detectors
• Home Energy Loss Detectors

 
7 Days

• New DVDs
• Cake and Cookie Pans and Baking Accessories

 
3 Days

• Museum Passes

Renewals

• Most items may be renewed up to two times. An item may not be renewed if it has been requested by another patron or if it has exceeded its renewal limit.
• Renewals can be performed at the library, by phone, via email, or through a patron’s account online.

Lost Items

• Patrons must pay a replacement fee for any item that is lost or significantly damaged.
• When an item is too long overdue, it will be considered lost and a replacement fee will appear on the patron’s account. If the patron returns the item, the replacement fee will be removed, no overdue fines will be charged, and the patron may resume borrowing items.
• The thresholds when borrowed items are considered “lost” are as follows:
  • Books, audiobooks, music CDs, and DVDs (except new DVDs) – 31 days after due date
  • New DVDs – 14 days after due date
  • Specialty items (cake pans, fishing poles, etc.) – 14 days after due date
  • Museum passes – 6 days after due date 
  • WiFi hotspots – 6 days after due date
• CPL accepts checks and cash for payments of fees for lost CPL items. Patrons may also pay with a credit card online through their library account. 
• For lost items owned by other UHLS libraries, checks must be made out to the library that owns the lost items. CPL cannot accept cash for items owned by other UHLS libraries.
• CPL reserves the right to charge a $25.00 administrative fee for checks returned for insufficient funds .

 
 
Approved: May 19, 2014
Updated: January 21, 2020
Updated: April 19, 2021

Eligibility and Registration

Residents of Albany or Rensselaer County

• Photo identification (such as a driver’s license) is required for adults.
• If the patron’s current street address is not on their photo identification, other proof of current street address is required. Acceptable proof of address includes but is not limited to: utility bill, lease agreement, vehicle registration, pay stub, etc.  
• If date of birth is not included on the photo identification, staff will ask for this information to complete the card registration process.
• The signature of a parent or legal guardian is required for children 15 and younger.
• Patrons who reside outside of Albany or Rensselaer County, but who work or go to school in Castleton Public Library’s service area (Castleton/Schodack), are eligible for a resident library card. Proof of employment or school registration is required.

Residents of Other Counties

• An out-of-system card grants full library access at CPL, but does not guarantee full privileges at other Upper Hudson Library System (UHLS) libraries.

Registration for Limited-Use Cards

• Patrons age 16 and older who do not meet the registration requirements listed above can register for a temporary card. This card is valid for 30 days and allows for a maximum of 3 items to be checked out on the card at a time (no checkouts of Museum Passes or Library of Things). Patrons who bring in the required documentation within 30 days will be updated to full-access cards.
• Temporary cards may be renewed in 30-day increments.
• Youth under 18 who are not accompanied by their parent/guardian may register for a UHLS MyCard. The MyCard allows for a maximum of 3 items to be checked out on the card at a time. Checkouts are limited to any books, Juvenile/Young Adult audiobooks and Juvenile/Young Adult DVDs. MyCards are valid for 3 years and can be used at all UHLS libraries, with the exception of the Colonie Town Library.

Online Registration

• Patrons can register for a card online at https://sierra.uhls.org/selfreg. The temporary card created through online registration is valid for digital use right away. Temporary cards created using online registration will expire after 14 days. Patrons who register online and visit any UHLS library and provide photo identification (and proof of address if photo identification does not include current address) will be updated to a full-access library card.

Account Renewal

• Library cards (other than temporary cards) are valid for 3 years. Near the end of this time period, patrons will be prompted to validate or update the information on their account. No documentation is needed to renew a library card. Patrons will be asked to verify their address, phone number, and email address. Patrons can renew over the phone, via email, or in person.

Card Rules

• A library card is required to borrow materials. Library cards are non-transferable. The person issued the card is the only person allowed to use the card.
• If a patron forgets their card, they may use photo identification, such as a driver’s license. Alternatively, they can provide their name and verify their date of birth.
• Most items checked out of a UHLS library may be returned to any UHLS library. Exceptions: Museum passes, interlibrary loan items from outside of the UHLS library system, and Library of Things items such as WiFi hotspots, fishing poles, and cake pans must be returned to the library they are borrowed from.
• There is no limit on the amount of materials which may be borrowed.
• For patron convenience, holds may be picked up for a patron by their family members or friends. Patrons can inform the library if they wish to limit who may pick up their holds at any time. This convenience applies to hold pickups only; other items cannot be checked out on a patron’s card unless the patron is present.
• The person issued the card is responsible for reporting it lost or stolen.
• Replacement cards may be issued for $1.00.
• Patrons are responsible for all materials checked out on their library card.

Card Holder Responsibilities

• Unpaid fines or overdue material result in a delinquent borrower status. Delinquent borrowers forfeit their borrowing privileges until items are returned. Cards are delinquent when $10.00 or more in lost materials, damages or fines have accumulated on your card.
• An outdoor book drop is available 24 hours a day. Materials placed in the drop when the library is closed will be cleared the next business day.
• Borrowers are responsible for the replacement cost of materials which become lost or damaged while out on loan.
• Patrons can be notified by an automated email or phone message when their holds are in.
• The library should be informed of any change in name, address, or telephone number as soon as possible.

Approved: May 19, 2014
Updated: January 21, 2020
Updated: April 19, 2021

Purpose

The policies and procedural guidelines are designed to:

• protect the assets of the Library;
• ensure the maintenance of accurate records of the Library’s financial activities;
• provide a framework of operating standards and behavioral expectations; and,
• ensure compliance with federal, state and local legal and reporting requirements

Exceptions to written policies may only be made with the prior approval of the Finance Committee or the Board of Trustees.  Changes or amendments to these policies may be approved by the Board of Trustees at any time.  A complete review of the policies shall be conducted annually by the Finance Committee or other Board designee.

All personnel with financial responsibilities are expected to be familiar with and operate within the parameters of these policies.  

General Accounting Practices

The Castleton Public Library (the Library) follows the Generally Accepted Accounting Principles and accounting guidelines set forth by the New York State Comptroller in the Financial Management Guide for Local Governments.  

Financial Statements are prepared using the modified accrual basis of accounting.

The following individuals are authorized to sign checks on behalf of the Castleton Public Library:

• President
• Treasurer
• One additional Trustee as authorized by the Library’s Board of Trustees
• Director

Checks written for more than $249 require two Trustee signatures.  

Investment Policy

It is the policy of the Library to invest public funds in a manner which will provide the highest return with the maximum security while meeting cash flow demands.  All investments will conform to all applicable laws and regulations governing the investment of public funds, including those of the New York State Comptroller.

Objective

The Primary Objectives of the Library’s financial investments are, in priority order: 

1. Safety of Principal – Safety of principal is the foremost objective.  All investments shall be undertaken in a manner that seeks first to preserve capital and second to fulfill other investment objectives. 
2. Liquidity – The Library's investment portfolio will remain sufficiently liquid to enable the Library to meet all operating requirements which might be reasonably anticipated. 
3. Return on Investments (Yield) – The Library's investments should generate the highest available return without sacrificing the first two objectives. 

Funds

The Board may establish funds for money and securities of the Library. All monies from whatever source derived will be receipted into funds established by the Board under authority of law. The authorized funds are as follows: 

Library Operating Fund – All money collected from tax levies, interest on investments, government, fees, fines, and other revenues shall be deposited into the “Library Operating Fund,” and must be budgeted and expended in the manner required by law.

Delegation of Authority

The Director and Treasurer shall implement the investment program and establish investment procedures consistent with this policy.  No person may engage in an investment transaction except as provided under the terms of this policy.

Deposit Requirements 

The Library’s Board of Trustees shall designate its public depositories. Any eligible financial institution that has offices within the State of New York may become a public depository of the funds of the Library. 

Reporting

The Treasurer shall provide the Board of Trustees with monthly reports which clearly provide the following information regarding the investment portfolio:

• i. types of investment and cash position
• ii. depository institutions
• iii. principal balances

Ethics and Conflicts of Interest

Those involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the Library investment program, or that could impair their ability to make impartial decisions. 

Electronic Transfers

The following type of transactions may be conducted by electronic transfer between financial institutions in order to expedite the transfer of funds as well as maximize interest earnings: 

• All investment transfers for certificates of deposit and savings accounts authorized by the Treasurer of the Board of Trustees
• Payroll for Library employees 
• To satisfy long-term bond or debt obligations when required by a depository trust company.

The Treasurer or designated fiscal officer will maintain appropriate documentation of the transactions so these may be audited as required by statute.  

Purchasing Policy

The Castleton Public Library establishes this purchasing policy in order to comply with the General Municipal Law of the State of New York, generally accepted auditing standards, and the principles of responsible fiscal management.

1. Only the Director or another person designated by the Board of Trustees may commit the Library to make purchases.  Further, with the few exceptions described herein and those purchases requiring action to secure the immediate safety of employees or the public, all purchases require advanced planning and the adherence to the processes outlined in this policy and procedures established by the Director and Treasurer.

2. Materials, equipment, supplies, and services purchased by the Library shall be of a quality and quantity required to serve the functions of the Library in a satisfactory manner.

3. It is the responsibility of the Director or another person designated by the Board of Trustees to secure the required bids or to investigate alternative suppliers to ensure the most economical purchase of required items.  The process of securing quotes and/or bids is further described in this policy.  

4. All purchases will have a budgetary appropriation. All budgetary transfers will be reported to the Board of Trustees and their approval documented.  

5. The Library Director shall have the authority to pay all claims made for purchase within the constraints of the approved budget and report such activity to the Board of Trustees on a monthly basis. 

6. The unintentional failure to fully comply with the provisions of General Municipal Law, Section 104-b shall not be grounds to void action taken or give rise to a cause of action against the Library or any officer or employee thereof.

Purchasing Procedure

The Director, in consultation with the Library’s auditors and with their approval, shall be responsible for establishing and updating procedures for the proper and cost-effective documentation of purchases.

1. The Director or another designated staff member may purchase goods or services with a value up to $499 and which are included in the library’s annual budget or in an approved capital plan.  Documentation is to include:

a. Original itemized receipt including an itemized description of the purchase, the quantity ordered and the vendor.
b. When applicable, a copy of the packing list attached, initialed, and dated by the person checking in the shipment.
c. Hard-copy print-out of items ordered on-line.

Requirements for Obtaining Quotes and Bids 

With the understanding that purchases of library materials are often available through statewide or national discount programs for libraries, the Board of Trustees establishes the following policy related to bids:

1. Library Materials:  Books, magazines, A/V, and other such materials intended for patron use are generally purchased from vendors offering volume discounts or vendors offering a State contract discount program.  Materials available only from the publisher are generally purchased with little or no discount. 

2. Capital and One-Time Purchases:  The following schedule is related to capital or one-time purchases of non-library materials (i.e., equipment, furniture, etc.) where individual items are at the stated prices and for which there are sufficient budget appropriations.  All involved in the purchase process shall be aware of prevailing state contracts or other previously arranged discount programs for which the Library is eligible.  The following is a list of purchase amounts and requirements:

a. Purchases up to $499 require the Director’s approval.
b. Purchases up to $4,999 require three documented oral quotes.
c. Purchases up to $9,999 require three written quotes.
d. Purchases written for $10,000 or more require a formal bid process approved by the Board of Trustees.

3. Items not subject to bid
a. Professional services such as an auditor, attorney, architect or engineer, which involve specialized expertise, use of professional judgment, and/or a high degree of creativity.
b. Emergencies arising from an accident or other unforeseen occurrence, a situation in which public buildings, property, or residents are at risk, or immediate action is required that cannot await competitive bidding.

4. Any contract awarded to other than the lowest responsible dollar bid shall require justification and documentation, setting forth the reasons such an award furthers the purpose of Section 104-b of General Municipal Law. 
The Library will comply with all New York State requirements for public works projects. 
 
Credit Card/Debit Card Policy

The Library Director is authorized to use the Library’s credit/debit card to make purchases without prior approval up to $249/purchase and up to $499/month.  The Library Director will need prior approval from the Treasurer or President to make any purchase that exceeds $249 or to make purchases exceeding $499/month.

Record Retention and Disposition

Records are filed and stored by the Library Director in compliance with the New York State Records Retention and Disposition Schedule MU-1.

Document History
Approved: January 20,2014
Last Updated: May 21, 2018

The Castleton Public Library offers public access to the Internet through library computers as an extension of our mission to provide equal and uncensored access to resources in a wide variety of formats. While many sites on the Internet provide useful and interesting information, there are some that contain inaccurate, controversial and offensive material.  The Library does not monitor or control Internet content and cannot be responsible for information accessed by the public. Patrons use the internet at their own discretion.

Users must remember they are in a public building and show consideration for others when viewing Internet materials. Library Internet users are expected to act in a responsible and ethical manner consistent with all policies of the library. Use of the Library’s Internet service can be revoked for any violation of the Library’s policy. Public use of the Internet is a privilege provided by the Library, not a right, and Library personnel reserve the right to cease usage of any individual at any time. Due to the limited number of public access computers, use is limited to individuals with a valid Library card or a guest pass.  Guest passes are available for users who do not already have a library card within the UHLS.  The library also reserves the right to enforce rules to provide equitable Internet access for all patrons.

Parents and guardians are responsible for the monitoring and restricting of their child’s use of the Internet at the Library.  

In accordance with federal and state laws and regulations, users are not permitted to access the Internet in the library for any illegal or criminal purpose, including, but not limited to:
​

• Unauthorized or illegal copying of copyright-protected material.
• Displaying explicit sexual material.
• Hacking and similar activities.
• Violating the computer or network security system.
• Unauthorized use of computer accounts, access codes or network identification numbers.
• Violating software license agreements.
• Harassment or stalking.

 
Adopted May 16, 2011
Last Updated: May 21, 2018

Gifts 
Gifts of library materials (books, magazines, tapes, etc.) will be accepted with the understanding that the library reserves the right to add them to its collection, distribute them to other libraries, sell, or discard them. The library reserves the right to refuse large quantities of used books. The library does not accept gifts with restrictions or special conditions, unless those restrictions or conditions are specifically accepted by the Library Board of Trustees. Gift materials will be judged by the same selection standards that apply to purchased materials. Personal property, art objects, paintings, antiques, and other collectibles will be accepted on the condition that they may be sold, given away, or discarded at the discretion of the Library Board of Trustees and the Library Director. A Deed of Gift form may be signed by both parties. The library does not place a financial value on donated items; the responsibility for such assessment lies with the donor. 

Memorials 
The library is pleased to receive monetary donations for the purchase of memorial books. Every effort is made to select an appropriate purchase in a subject area designated by the donor. A gift plate attached to the memorial book names both the donor and honoree. Letters of acknowledgement are sent to the donor and/or to the family of the honoree. 

Endowment Fund 
The library accepts cash donations for the benefit of its endowment fund.For more information about any of these opportunities, or to make a gift, please contact the Library Director at 518-732-0879. 

Adopted: March 21, 2011

The Castleton Public Library welcomes and encourages children and dependent individuals to visit the library, to use library resources and services, and to attend library programs. The library does not provide care, accept responsibility for or supervise children or other dependent individuals, except in order to uphold library rules of conduct and usage thereof. The library is not staffed to provide short or long term care for individuals and is not a substitute for supervised after-school activities or daycare programs. Parents or designated caregivers are solely responsible for the supervision and behavior of their children or dependent individual while using the library. Library staff members are available to help and support children and dependent individuals, and to make their library usage a rewarding and positive experience.

The following policy has been established to ensure the protection, safety and well being of children, and further specifies library rules of conduct:
​

1. A caregiver must accompany and stay with any children age five (5) and younger at all times.
2. Children age eight (8) or younger must be accompanied by an adult or responsible adolescent that is at least 15 years of age.
3. Children 9 – 17 years may use the library without caregiver supervision. All library users must adhere to the Patron Conduct Policy. Parents are advised that if their child misbehaves the child may be asked to leave the library premises. Parents must realize that, even in their absence, they are legally responsible for their child’s behavior.
4. Transportation arrangements for pick-up of children (9 – 17 years) must always be made prior to their arrival at the library.
5. Castleton Public Library and its staff do not exercise a restrictive role in determining which library resources young people may use or access. It is the responsibility of a child’s parents and/or designated caregiver to monitor the child’s selection and use of library resources, including the child’s access to and/or usage of the internet.

Adopted March 21, 2011
Updated: May 21, 2018
Updated: April 19, 2021

The Castleton Public Library’s purpose is to serve patrons who wish to use the library’s services and premises. Library patrons have the right to use library materials and services without being disturbed or impeded by other library users. Library staff members have the right and obligation to conduct library business efficiently and without interference. Patrons and staff alike have the right to safety and comfort in the library.

The following code of conduct was developed to ensure that services are provided in a safe and pleasant environment. The Board of Trustees and Library Director are responsible for determining rules of behavior necessary to protect the rights, safety, and comfort of patrons and staff. Library staff members are authorized to courteously, but firmly, enforce these rules. 


Code of Conduct 

1. Loitering, smoking (including vaping and e-cigarettes), sleeping, gambling, selling, soliciting, and campaigning of any kind are prohibited on library property.
2. Eating and drinking is prohibited except during programming offered by the Library. 
3. Fighting, provoking a fight, or causing a public disturbance that interferes with other patrons or staff is prohibited. 
4. Loud, offensive, threatening or abusive language or actions are prohibited. 
5. Profane, obscene or injurious behaviors are prohibited. 
6. Firearms or weapons of any kind are prohibited, with the exception of firearms carried by law enforcement officers. 
7. Indecent exposure, sexual acts or related behaviors are prohibited. 
8. Using, possessing or being under the influence of alcohol, marijuana, or illegal drugs is prohibited.
9. Defacing, mutilating, damaging or destroying library materials, furnishings, equipment or other library property is prohibited. 
10. Patrons are prohibited from leaving the library premises without checking out library materials at the circulation desk. Patrons shall respect staff requests to examine library materials they have in their possession. 
11. Footwear, shirts and appropriate attire are required at all times. 
12. Cellular phone use must not disturb other patrons or staff in their duties. Cell phone conversations should be conducted outside of the library whenever possible. 
13. Earphones are required for patrons who wish to listen to music or use sound equipment. 
14. A caregiver must accompany and stay with any children age five (5) and younger at all times. Children age eight (8) or younger must be accompanied by an adult or responsible adolescent that is at least 15 years of age. Children 9 – 17 years may use the library without caregiver supervision. See Children and Dependent Individuals Policy for more information pertaining to youth in the library.  
15. Pets and other animals, with the exception of guide dogs or animals used in library-sponsored programs, are prohibited. 
16. Skateboards, in-line skates, bicycles and other similar apparatus are not permitted inside the library building. Bicycles should be placed in bicycle racks outside the building. 
17. Tampering with, altering, editing, or damaging the Library’s computer hardware, software, or networks is prohibited. 
18. Having bodily hygiene that is so offensive as to constitute a disturbance to other patrons using the Library is prohibited.

 
Any patron not abiding by these or any other rules or regulations of the library will be asked to leave the library premises. Repeat offenders may be denied library privileges by the Library Board of Trustees, on the recommendation of the Library Director. Library employees may contact local police whenever it is deemed necessary.


Patron Conduct Procedure 

In the event that a person has violated the code of conduct, Library personnel will undertake the following procedure: 

1. The person will be asked to cease the offensive behavior. 
2. If the behavior persists, the person will be asked to leave the library premises. 
3. If the person refuses to leave the library, he or she will be considered to be trespassing and subject to arrest. The police department will be contacted for assistance. 

Adopted May 16, 2011
Last Updated: July 19, 2021

The purpose of the social media employed by the Castleton Public Library is to promote and provide information regarding Library programs, services, news, events, and activities to all members of the Castleton Public Library community that complies with the Library’s mission statement.  

Social media is defined as any web application, site or account that facilitates the sharing of opinions and information about Library related subjects and issues.  Formats include blogs, wikis, websites, listservs, social network pages, ratings and reviews of Library materials. 

Castleton Public Library encourages the comments, posts, and messages of the community and recognizes and respects differences in opinion.  All comments, posts, and messages are subject to review and the Castleton Public Library reserves the right to remove any comment, post, or message that it deems to be abusive, defamatory, in violation of intellectual property rights or otherwise inappropriate.  The Library strongly recommends individuals, especially under the age of 18, refrain from posting personal information about themselves (ex. last names, school, age, phone numbers, addresses, etc.).  The Castleton Public Library will not be held responsible or liable for any content posted by a subscriber to any Castleton Public Library forum.

The following will be immediately removed from any Castleton Public Library social media forum:

• Obscene, racist, homophobic, sexist, or any other hate-speech
• Personal attacks, insults, or threatening comments
• Posts with personal information about other people
• Potentially libelous statements
• Plagiarized material
• Comments, links, or information not related to the forum
• Commercial promotions, spam, or political activity

Adopted: October 21,2013

The Castleton Public Library recognizes, on occasion, inclement weather and other unusual conditions may prevent the library from opening, postpone opening, or require early closing. However, maximum effort will be made to maintain regular library operating hours. 
 
The Castleton Public Library Closing Policy is as follows: 

• In the event that conditions arise requiring a premature closing of the library due to inclement weather, the Library Director, in consultation with the Library Board President, may close the library building to the public.
• Situations which may result in closing the library may include, but are not limited to, inclement weather, a power outage, a failure of the building heating system, flooding and unsafe or unhealthy conditions. 
• All library loan periods will be extended when this occurs. 

Once a decision has been made to close the library, the Library Director will notify the necessary media outlet(s) to broadcast the closing to the general public and staff. Closing information and this policy will be posted on the library website. 
 
 Adopted: October 15, 2012 

The Castleton Public Library recognizes that some resources may be considered controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval by any individual, but solely on the basis of the principles stated in the Materials Selection Policy. 
 
Library resources will not be marked or identified to show approval or disapproval of their contents, and no item will be placed on closed shelves except for the express purpose of protecting it from abuse or theft. Responsibility for monitoring a child’s access to resources rests with parent(s) and/or legal guardian(s). 
 
Patrons requesting that resources be reviewed or withdrawn for any reason must complete the Request for Review or Withdrawal of Library Materials form and submit it to the Library Director. The patron should be assured that the matter will be given serious attention and that a response will be forthcoming within a reasonable time. The request will be considered in light of the library’s Materials Selection Policy, the principles of the ALA Library Bill of Rights, the opinions of reviewing sources, and any other appropriate source. The Library Director will notify the patron of the results. 
 
Adopted: March 21, 2011