Buffalo and Erie County Public Library Skip Navigation Bar and go to Main Content

catalog

databases

page turners

search our site

reference desk

kids corner

teen space

parents place

home

*

POLICIES

Anti-Harassment Policy

I. Statementof Philosophy

The Buffalo and Erie County Public Library (B&ECPL) is committed to maintaining a work environment free of unlawful discrimination and harassment.B&ECPL will not tolerate harassment of its employees by any supervisor, coworker, volunteer, patron or any other person.

B&ECPL prohibits all forms of harassment, which includes any unwelcome conduct, whether verbal, physical or visual, that is based upon a person’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, age or any other basis protected by federal, state or local law. Such conduct is unlawful and prohibited whenever it affects tangible job benefits, unreasonably interferes with an individual’s work performance, or creates an intimidating, hostile or offensive working environment.

II. Forms of Harassment

Sexual Harassment consists of unwelcome sexual advances, requests for sexual favors and other verbal, visual or physical conduct of a sexual nature whenever:

  1. Submission to the conduct is made either an explicit or implicit condition of employment;
  2. Submission to or rejection of the conduct is used as a basis for an employment decision affecting the harassed employee; or
  3. The harassing conduct unreasonably interferes with an employee’s work performance or creates an intimidating, hostile or offensive working environment.

Sexual Harassment can involve an almost infinite variety of conduct and can occur between individuals of the opposite or same sex.

Some examples of Sexual Harassment include:

  1. Unwelcome physical contact with sexual overtones such as touching, patting, pinching, repeatedly “brushing” up against someone or impeding the movement of another person;
  2. Sexually offensive comments such as slurs, jokes, epithets and innuendo;
  3. Sexually oriented “kidding” or “teasing” or sexually oriented “practical jokes;”
  4. Suggestive or obscene written comments in notes, letters, invitations or e-mails;
  5. Inappropriate repeated, or unwelcome sexual flirtations, advances or propositions;
  6. Offensive visual contact such as staring, leering, gestures or displaying obscene objects, pictures or cartoons;
  7. Exchanging or offering to exchange any kind of employment benefit for a sexual concession (e.g., promising a promotion or raise in exchange for sexual favors);
  8. Withdrawing or threatening the withdrawal of any kind of employment benefit for refusing to grant a sexual favor (e.g., suggesting that an individual receive a poor performance review or be denied a raise unless s/he goes out on a date with a supervisor); or
  9. Any action taken because of an individual’s gender that alters the terms, conditions and/or privileges of employment.

Other examples of prohibited Harassment:

  1. Offensive comments such as racial or ethnic slurs, jokes, epithets and innuendo;
  2. Conduct oriented “kidding,” “teasing” or “practical jokes” based on a person’s race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, age or any other basis protected by federal, state or local law;
  3. Harassing conduct based on gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, age or any other basis protected by federal, state or local law that unreasonably interferes with an employee’s work performance or creates an intimidating, hostile, or offensive working environment; or
  4. Any action taken because of  an individual’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, age or any other basis protected by federal, state or local law that alters the terms, conditions and/or privileges of employment.

III. Applicability of Policy

The prohibition against harassment applies to everyone: managers, supervisors, salaried and hourly employees, temporary employees, volunteers, contractors, patrons, trustees, public officials and appointed administrative officers.

The Library will not tolerate harassment of any kind by anyone.

PROCEDURE

I. Reporting Harassment

While the Library encourages individuals who believe they are being harassed to firmly and promptly notify the offender that his or her behavior is unwelcome, the Library also recognizes that such a confrontation may be uncomfortable or even impossible.In the event that such informal and direct communication between individuals cannot be accomplished for any reason or is ineffective or inappropriate, given the circumstances or severity of the situation, the following steps should be taken to file a formal harassment complaint:

Notify Appropriate Staff

  1. Employees, supervisors and managers must report any incident of sexual or other harassment.
  2. B&ECPL encourages the prompt reporting of complaints so that a rapid response and appropriate action may be taken.  A prompt report not only aids the complainant but also helps to maintain an environment free from discrimination for all employees.
  3. Individuals who believe they have been sexually harassed or subject to harassment because of race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, age or any other basis protected by federal, state or local law, should immediately report the incident to his/her direct supervisor.
  4. If the supervisor is the alleged harasser or the employee is uncomfortable reporting the alleged harassment to the supervisor, the incident should be reported directly to the Department Head. In the event that the circumstances of the situation make it inappropriate to report the incident to the individual’s supervisor or to his/her Department Head, the incident should be reported to another Department Head or to the Human Resources Officer at 858-7174.

2. Prepare Written Report of Misconduct

  1. An accurate record of objectionable behavior or misconduct is needed to resolve a formal complaint of harassment. Verbal reports of harassment must be stated in writing by either the complainant or his/her supervisors and must be signed by the complainant and the Department Head. The written report is sent to the Human Resources Office.
  2. Individuals who believe they have been or are currently being harassed should maintain a record of objectionable conduct in order to prepare effectively their written report and to substantiate their allegations.

II. Investigating the Complaint

   1. Confidentiality

Any allegation of harassment will be investigated promptly. Confidentiality will be maintained throughout the investigatory process to the extent practical and appropriate under the circumstances.

   2. Investigation Process

B&ECPL will investigate thoroughly and quickly any incident of harassment or sexual harassment and will make every effort to take the wishes of the complainant into consideration, keeping the complainant informed as to the status of the investigation.

III. Discipline for Engaging Harassment

Depending on the nature and seriousness of the offense, the Library will impose appropriate discipline, up to and including termination, against any manager, supervisor or employee found to have engaged in any form of harassment.

When a patron, volunteer or other person not employed by the Library is found to have engaged in harassment against a Library employee, the Library Human Resources Office will advise the person and his/her employer of the Library’s policy against such harassment, and will take such other actions as is appropriate under the circumstances.

IV. Protection against Retaliation

The Library will not, in any way, retaliate against an individual who makes a complaint of harassment or against any participant in the investigation; nor will it permit any supervisor/ manager/ employee to do so.Retaliation is defined as discriminating against an employee or applicant because s/he opposed an unlawful employment practice or made a charge, testified, assisted or participated in any manner in an investigation, proceeding or hearing. Retaliation is a serious violation of this harassment policy and should be reported immediately. Any person found to have retaliated against another individual for reporting harassment is subject to the same disciplinary action described above (see III).

Examples of Retaliation Include:

  1. Treating someone who has reported an incident of harassment or participated in an investigation differently from other employees (e.g. “cold shoulder”).
  2. Disciplining an individual, making negative comments, reducing individual’s responsibility, denying a transfer, giving unfavorable evaluations, scrutinizing an individual’s work, etc. who has reported an incident of harassment or participated in an investigation.
  3. Subjecting an individual to any adverse employment action for reporting an incident of harassment or participating in an investigation.
  4. Engaging in other behavior that can reasonably be construed to be retaliatory.

V. Legal Remedies for Harassment

Employees or job applicants who believe they have been harassed or retaliated against in violation of this policy should firsts file an internal compliant with the Library’s Human Resources Office or the Director of the Equal Employment Opportunity Office at (716) 858-6169. Employees or job applicants also may contact a private attorney or union representative should they believe they have been subjected to any form of harassment or retaliation.

Adopted by B&ECPL Board of Trustees at a public meeting
June21, 2007

BULLETIN BOARD POLICY

Library bulletin boards are available for the posting of notices related to library business or library-sponsored activities and public service items of educational, cultural or civic interest to the community. Posting of notices does not indicate Library endorsement of the ideas, issues or events promoted by those notices.

•  Library bulletin boards are not intended as a forum for the expression of the views or opinions of individuals or groups.

•  Any notice to be considered for posting must be submitted to Library management for approval. Only authorized Library personnel may post or remove notices. Notices posted without authorization will be removed.

•  In fairness to numerous community groups, the Library may limit the frequency with which notices may be posted by the same organization.

•  All notices posted on the Library bulletin board must contain the name and contact information of the sponsoring agency and/or its authorized representative.

•  Notice size (physical dimensions) may be restricted to maximize available space.

•  Notices will be removed when they are no longer timely or when space is required for more current items.

•  The Library assumes no responsibility for the preservation or protection of any materials delivered for posting. Materials will not be returned.

The following will not be accepted for posting:

•  Materials endorsing or opposing the election of any candidate for public office

•  Materials endorsing or opposing the adoption of federal, state or local legislation

•  Materials promoting commercial products or services

Posting authorization is based on the provisions of this policy and not on the content, viewpoints, beliefs or affiliations of the organizations permitted to post notices. Failure to comply with this policy may result in denial of posting privileges.

Adopted May 18th, 2006

Central Library Access Ramp
RULES OF CONDUCT

The Buffalo and Erie County Public Library is committed to provide to residents of the County of Erie educational, recreational and informational materials and services.

The Board of Trustees of the Buffalo & Erie County Public Library, under Section 262 of the New York State Education Law, adopts rules to ensure an atmosphere conducive to appropriate use of the services and facilities of the Central Library and its branches.

The Central Library Access Ramp provides the only direct access to the Main Entrance of the Central Library. The primary purpose of the Ramp is to provide unimpaired passage to and from the Main Entrance. The periphery of the Ramp is also designed with reading benches and gardens to accommodate reading in an exterior area. The Ramp is also used on occasion for library programs

Conduct on the Ramp disruptive to these Library purposes is prohibited. Conduct shall be evaluated by Library staff according to the following criteria and Library staff may request that activities cease or relocate to another area.  

PROHIBITED CONDUCT ON THE CENTRAL LIBRARY ACCESS RAMP INCLUDES THE FOLLOWING:
  • Activity which may impair passage to and from the Library.
  • Engaging in disorderly conduct, fighting or challenging to fight, or using offensive words likely to provoke violence.
  • Disturbing other patrons or staff, e.g., disruptive behavior such as any loud, unreasonable, and/or bothersome noises created by persons, radios, tape players, TVs, cellular telephones or other sound amplification devices; staring at another person; following another person around the premises.
  • Skateboarding, roller-blading, roller-skating or other potentially dangerous or destructive activities.
  • Carrying weapons of any kind.
  • Possessing, distributing or consuming alcohol or illegal drugs or being under the influence of alcohol or drugs.
  • Sexual misconduct such as exposure, offensive touching or sexual harassment of other patrons or staff.
  • Damaging, destroying, or stealing any Library property or a patron’s or employee’s property.
  • Selling and/or soliciting.

Failure to comply with the Library’s established rules and regulations or violations of law may result in immediate suspension of Library privileges and/or in criminal charges.

For the safety and protection of children, all children subject to the State Laws requiring school attendance are forbidden the use of the library during regular school hours without special permit or previous arrangement with school officials. No children under six years of age may be left unattended on library premises.

Adopted March 2, 1999

CIRCULATION POLICY

PREAMBLE

This is the official Circulation Policy of the Buffalo & Erie County Public Library (B&ECPL). All B&ECPL Libraries, including any Contract Library, Branch Library, Mobile Library or the Central Library, are required to follow the policies delineated herein.

Terms that are used in the document are defined below.

Board of Trustees - The Board of Trustees of the Buffalo & Erie County Public Library

Administration - The Director, Deputy Directors, Assistant Deputy Directors and other members of the Administrative Team of the Buffalo & Erie County Public Library

 

REGISTRATION

ELIGIBLE BORROWERS

Persons who reside in Erie County and specified non-residents are eligible for borrowing privileges, provided they meet acceptable identification requirements as established by the Administration.

All persons who live, work, own property or attend school in Erie County are eligible for borrowing privileges at no charge.

Other residents of New York State are eligible for borrowing privileges at a charge (effective April 18, 2005 ).

Some restrictions may apply.

 BORROWER CATEGORIES

There are two Borrower Categories:

•  Adult

•  Youth

Borrower Categories are further defined by Borrower Profiles, which identify the quantities and types of material that a borrower may check out or other privileges a library user may enjoy.

APPLICATION

Eligible borrowers must complete the appropriate application. The applicant must appear in person or qualify for a “Proxy Application” and provide appropriate identification.

REGISTRATION TERM

Unless otherwise specified, library cards are valid for a two-year period, subject to verification of the borrower record.

BORROWER RESPONSIBILITIES AND PRIVILEGES

The borrower, or the parent/guardian who has co-signed an application for a youth, is responsible for compliance with all B&ECPL rules, all use made of the card and all charges made against it.

As with all library materials, programs and services, parents/guardians have the sole right and responsibility to decide what is appropriate for their child.

A borrower's card, issued by any B&ECPL location, will be honored by any other B&ECPL location.

Borrowers must report lost or stolen cards immediately to any B&ECPL location.

Borrowers are responsible for notifying B&ECPL of any change of mailing address, e-mail address or telephone number.

Current staff (after six months of continuous service) and current B&ECPL or contracting library trustees, who are eligible borrowers in good standing, will not be assessed fines for overdue library materials. Abuse of this privilege will result in the revocation of fine exempt status.

 

CIRCULATION

CIRCULATION is defined as checking out material on a borrower's card for the purpose of removal from a B&ECPL location for a prescribed loan period. Any item inventoried in the B&ECPL database is subject to all terms of B&ECPL Circulation Policy.

Borrowers may check out material from any B&ECPL location. Unless otherwise specified, the material may be returned to any B&ECPL location.

Provided the borrower's account is in good standing and is not due to expire, items may be renewed that have not already been renewed, are not overdue or are not on a request list.

Multi-part titles that circulate as a set must be returned as a complete set. All pieces of a multi-part set must be returned before the Library will accept the set and discharge it from the borrower's record.

Circulating material is shared on a system-wide basis. B&ECPL will provide access to any circulating item inventoried in its database. Borrowers may request most circulating materials from any B&ECPL location and have the item delivered to the B&ECPL location of their choice.

Each borrower is responsible for all library material checked out on his/her library card. Fines will be assessed for any material damaged beyond normal wear and tear. Fines will be assessed for material returned after the prescribed due date, including closed days. Failure to return material will be construed as a violation of New York State Education Law Section 265, and B&ECPL will take appropriate action, including possible referral to a collection agency, which includes assessment of an additional fee.

Materials that circulate, the length of the loan period, special regulations on returns and types and quantities of materials that can be checked out will be determined by the Administration.

 

BLOCKED OR BARRED BORROWER STATUS

BLOCKED OR BARRED BORROWER STATUS usually results from the retention of library materials beyond their prescribed due dates, but may also reflect other abuses of library privileges, including but not limited to inappropriate conduct on library premises or infractions against or attempts to circumvent any B&ECPL policies.

A borrower who has not returned library material in the prescribed time frame, has not paid library fines or fees exceeding the prescribed amount or has violated library regulations deemed essential by the Administration for the security of library materials, fairness to all users and protection against misuse will be considered blocked or barred.

The issuance of overdue notices is a courtesy to borrowers, not a legal requirement. Non-receipt of a notice does not eliminate liability for outstanding materials or fines.

FINES AND FEES

Fines are charges incurred for lost or damaged items or for the return of library materials after the prescribed due date, including closed days. Overdue fines are imposed to deter borrowers from retaining materials beyond a specified due date, thus depriving others of their use.

The fine structure is based upon item type (juvenile or adult/young adult) regardless of the Borrower Profile of the library card used.

Other fines may include but are not limited to charges for replacement of library cards or barcode labels, damaged library material, missing media cases and returned checks.

Fees are charges assessed for specified library services, including but not limited to printing and interlibrary loans.

A borrower who accumulates fines and/or fees that exceed the Library's prescribed limits becomes a blocked borrower.

Fines are not dismissible through bankruptcy. Borrowing privileges will not be restored until restitution is made.

 

CONFIDENTIALITY

Pursuant to New York Civil Practice Laws and Rules Section 4509, library records that contain names or other personally identifying details of users, including but not limited to the circulation of library materials, computer use, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the in-house use of library materials, shall be confidential and shall not be disclosed except that such records may be disclosed for the proper operation of the library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.

Access to borrower information is restricted to authorized staff and the borrower with appropriate identification.

 

 AUTHORIZATION

By adopting this policy, the Board of Trustees authorizes the Administration to develop rules and regulations to implement and enforce it.

Adopted January 18, 2001

Amended March 17, 2005

 

COLLECTION DEVELOPMENT POLICY

The responsibility for the collection rests with the Library Board. The responsibility for selection of materials rests with the Director, who delegates this task to qualified professional staff. This policy defends the principles of freedom to read, view or hear. No material shall be removed from the collection save under the procedures for "Reconsideration of Library Materials."

  1. The selection of library materials should be based on a comprehensive knowledge of the nature and special characteristics of both the local community and/or Erie County.
  2. The collection should include subjects of permanent value and current general interest on international, national and local levels.
  3. A "complete" collection of library materials should not be the goal, but the best and most useful materials should be selected. Some materials may be acquired primarily on the basis of their artistic merit, scholarship or value to humanity, while others are selected to satisfy the informational, recreational or educational interests of the community.
  4. Materials for individuals of varying ages, educational levels and interest, and in formats for persons with disabilities should be acquired.
  5. The library should acquire a wide range of materials in a variety of formats according to their suitability for public library use and their cost effectiveness. Each type of material should be considered in terms of its own merit and its intended audience.
  6. Wherever possible, the Library should provide materials to anticipate the needs and interests of potential users.
  7. Gift materials should be judged by the same standards that apply to purchased materials. (See "Gift Policy.")
  8. The collection shall be maintained by retaining or replacing essential materials and removing, on a systematic and continuous basis, those works that are worn, outdated, or no longer in demand.
  9. No library materials shall be excluded based on expressions of race, religion, nationality, or political or social views.
  10. The collections of the Central Library represent a unique resource, and special conditions may apply to their management.

Censorship is a purely individual matter. Responsibility for the reading, viewing, or listening material of children and adolescents rests with their parent or legal guardian. The library does not stand in loco parentis.

This Board has adopted and declared that it shall adhere to and support:

  • The B&ECPL Mission Statement
    and
  • The Library Bill of Rights

Adopted January 18, 2001

DISTRIBUTION OF COMMUNITY INFORMATION POLICY

 

The Library accepts printed materials of educational, cultural or civic interest to the community for general distribution. Distribution of materials does not indicate Library endorsement of the ideas, issues or events promoted by those materials.

•  Library materials receive priority for distribution.

  1. Any materials to be considered for distribution must be submitted to Library management for approval. Only authorized Library personnel may approve materials for distribution. Materials left without authorization will be discarded.
  2. Display and distribution depend on space available for such purposes. The Library reserves the right to limit quantities. The Library may limit the frequency with which materials may be distributed by the same organization.
  3. Materials will be removed when they are no longer timely or when space is required for more current items.
  4. The Library assumes no responsibility for the preservation or protection of any materials delivered for distribution. Materials will not be returned.

The following will not be accepted for distribution:

•  Materials endorsing or opposing the election of any candidate for public office

•  Materials endorsing or opposing the adoption of federal, state or local legislation

•  Materials promoting commercial products or services

Distribution of community information is based on the provisions of this policy and not on the content, viewpoints, beliefs or affiliations of the organizations that generate that information. Failure to comply with this policy may result in denial of distribution privileges.

 

Adopted May 18th,2006

EXHIBITS AND DISPLAYS POLICY

 

Library display cases and exhibit space are intended for exhibits or displays related to library business or library-sponsored activities and public service items of educational, cultural or civic interest to the community. Mounting of exhibits or displays does not indicate Library endorsement of the ideas, issues or events promoted by those exhibits or displays.

 

•  Exhibit or display space may not be used for commercial purposes.

  1. The duration of any display or exhibit is subject to the discretion of Library management. The requirements of the Library take precedence over those of exhibitors. Should the Library require a display case or exhibit space for its own use, the Library reserves the right to pre-empt such space upon three days written notice to the exhibitor.
  2. In fairness to numerous community groups, the Library may limit the frequency with which exhibits or displays may be mounted by the same organization.
  3. Installation and subsequent removal of displays or exhibits are the responsibility of the applicant. Displays or exhibits that are not removed on or prior to the date established by Library management will be removed by the Library. Any expense for such removal becomes the responsibility of the exhibitor.
  4. Neither the Library nor the Library Board accepts responsibility for loss or damage to any exhibit or display.
  5. Potential exhibitors must complete an application and a release form before Library management will consider any exhibit or display. No installations are permitted without authorization of Library management.
  6. Identification of the sponsor/exhibitor must be included in the display on a card or plaque no larger than 3” x 5”. Such identification must include the name and contact information of the sponsoring agency and/or its authorized representative.

Permission to mount exhibits or displays is based on the provisions of this policy and not on the content, viewpoints, beliefs or affiliations of the organizations responsible for those exhibits or displays. Failure to comply with this policy may result in denial of exhibit or display privileges.

Adopted May 18th, 2006

Free Direct Access Plan

In Fulfillment of Commissioner's Regulation:
90.3 (a) through (d) (4)

The Regents Commission on Library Services requires public library systems in the State of New York to include in their service plans a provision guaranteeing free use of library resources to people residing within the System's boundaries. Free direct access is not an issue with the Buffalo and Erie County Public Library (B&ECPL) System due to the nature of the System and how it operates. The following plan explains in detail the B&ECPL's history and present practice of free direct access to library resources for all the residents of Erie County and its commitment to continuing and improving on that principle in the 21st century.

The plan follows the “Outline and Guidelines for Developing a Free Direct Access Plan under Commissioner's Regulations 90.3” provided in March 1999.

As defined in section 90.3 of the Regulations of the Commissioner of Education, free direct access is the ability of an individual, who resides within the boundaries of the B&ECPL System and who has a valid borrower's card issued by this System, or any contracting library in the System, to borrow materials for home use directly from the premises of any library that contracts with the B&ECPL System on the same basis as that specified for cardholders in each individual library.

1.) According to the 1953 special legislation, chapter 768, that created the Buffalo & Erie County Public Library, the System Board of Trustees “may contract with the trustees of any free library within the county, registered by the Regents, or with any municipal or district body having control of such library, to furnish library privileges to the people of the county, under such terms and conditions as may be stated in such contract…”

The Buffalo & Erie County Public Library Board of Trustees contracts annually with 22 libraries serving the residents of Erie County . Free direct access is a matter of the contract.

In paragraph first of the annual contract, the contracting libraries agree to “furnish free library privileges to the people of the County of Erie .” Note that this is an all-encompassing statement giving the residents of the county equal access to any of the 37 library buildings comprising the B&ECPL.

Paragraph second continues the enforcement of free direct access when it states “The books, pamphlets, periodicals, audio/video items and other materials constituting the circulating and reference library of the [contract library] shall be loaned in accordance with the rules and regulations of the B&ECPL, presently in force or as amended, to any person holding a library card duly issued by the B&ECPL or any other library within the County of Erie, which, by contract with the B&ECPL, has agreed to furnish library privileges to the people of the County of Erie.

Cementing this policy of free direct access, paragraph fifth says “The B&ECPL shall furnish to the [contract library] all books, pamphlets, periodicals, audio/video and other library material…All such purchases of books, pamphlets, periodicals, library materials and equipment of every nature and description whatsoever shall become the property of the County of Erie or the B&ECPL provided, however, that the [contract library] shall have the custody and use thereof so long as it shall continue to render public library service to the people of the County of Erie.”

Further, the contract requires in paragraph sixth that “the printed books, pamphlets and other documents constituting the circulating and reference library of the [contract library] shall be made available for use and distribution by other libraries within the County of Erie , which, by agreement with said B&ECPL, have contracted to furnish library privileges to the people of Erie County .”

In addition, B&ECPL provides service via libraries at the County Correctional Facility, Holding Center and Home and Infirmary. The B&ECPL provides library service to the other correctional facilities at Wende, Collins and Gowanda through grants. Library services throughout the county are free to residents who abide by B&ECPL rules.

2.) No contract library has withdrawn from the System and there are no public or free association libraries in Erie County , outside of the Native American reservations, that do not contract with B&ECPL. While not part of the System's chartered service area, residents of the Tonawanda and Cattaraugus Reservations in Erie County have free direct access to any of B&ECPL's resources.

3.) Because of B&ECPL's inherent policy of free direct access, there are no “serious inequities and hardships” with regard to this policy.

4.) “Excessive borrowing” is not a problem since all residents are subject to the same borrowing privileges, and the contract designates that the service area, for all libraries in the System, is the entire county.

5a.) B&ECPLm is chartered to serve Erie County . Because of the contract, all areas of the county receive library service even if there are no library buildings within the municipality.

The Ewell Free Library in Alden is chartered to serve the village of Alden and the Angola Public Library is chartered to serve the village of Angola . In reality, the Ewell Free Library serves the entire town of Alden as well as any other Erie County residents who choose to use it. The same is true of the Angola Public Library with regard to the town of Evans and the county as a whole.

The towns of Brant, Colden, Holland , Sardinia and Wales do not have library buildings. Their residents are served by libraries in neighboring towns or in any Erie County community that the residents of those towns choose to use.

The Central Library and eight branch libraries located within the city limits provide library service to the residents of Buffalo . The 1953 special legislation creating B&ECPL established representation for the City of Buffalo on the System Board. Buffalo does not have a separate chartered library with an independent library board and does not contract with the System.

5b.) The 1953 special legislation establishing this library system gives Erie County the authority to “levy and raise by taxation and appropriation such sums as shall be necessary to establish, equip and maintain such library and branches…” An equalized countywide tax supports all the libraries of the B&ECPL. Thus, all property owners in Erie County are contributing equitably to libraries. Each contracting library's budget request is included in the System's operating budget request. The contracting library's budget sum for the year is part of the contract. Local libraries may raise and appropriate funds from other sources to supplement funds derived from Erie County .

5c-e.) The municipalities in Erie County without a chartered library are receiving library service from B&ECPL as detailed above. In any of these municipalities, should the population increase to the point where a library building is warranted, and if the community expressed an interest in funding the construction of a library, the System would respond accordingly. Currently, the low population density in these towns does not justify the establishment of a new library and precludes designating an optimal location for a library building.

6.) B&ECPL does not require any modifications to the plan for unrestricted direct access.

7 & 8.) As B&ECPL's plan for free direct access is included in the annual agreement between the System and the contracting libraries, those libraries are bound by the contract to abide by the free direct access plan. Contracting libraries have been invited to raise questions and provide comments regarding the development of the System plan of service by direct invitation and through an open public review process which affords all residents of Erie County an opportunity to participate.

GIFT and DONOR RECOGNITION POLICY

  1. GENERAL STATEMENT OF POLICY
    1. The Buffalo & Erie County Public Library values its donors. It gratefully accepts monetary gifts and donations of library materials in good condition.
    2. The purpose of a formal recognition program is to thank donors, to encourage others to give, and to build healthy long-term relationships between the B&ECPL and its donors. Every effort will be made to ensure that recognition is timely, meaningful to the donor, appropriate and equitable.
    3. All gifts (designated and undesignated) are subject to the terms of this policy. Undesignated gifts will be utilized at the discretion of the Library's Board of Trustees or its designee in accordance with this policy and/or the B&ECPL Collection Development Policy.
    4. The Library makes every effort to honor the wishes of donors. Gifts on which a donor places restrictions or special conditions will be allowed only if those restrictions or conditions are accepted by the B&ECPL Board of Trustees or its designee.
    5. The Library Foundation of Buffalo & Erie County, Inc. is authorized to accept gifts on behalf of the B&ECPL. All gifts to the Library Foundation are subject to the terms of this policy.
  2. GIFT MATERIALS
    1. Gift materials will be evaluated by the same materials selection standards that apply to purchased materials. (See B&ECPL "Collection Development Policy."
    2. When appropriate, the Library may add gift items to its collections; however, gifts of 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.
    3. Personal property, art objects, portraits, antiques, and other collectibles will be accepted at the discretion of the Library Board and the Library Director.
    4. A receipt will be provided at the donor's request. The Library will not appraise or estimate the value of gift donations. The responsibility for such appraisal lies with the donor.
  3. DONOR RECOGNITION
    1. Donor recognition plaques, walls, walks or the equivalent should be incorporated into the design of each new library building. Wherever reasonable or possible, existing library buildings also may add such features.
    2. The Library may consider individual plaques, paving stones or equivalent acknowledgement for substantial donations at the discretion of the B&ECPL Board of Trustees.
    3. Pledges may be recognized for the full amount at the time of the pledge.
    4. A receipt will be provided at the donor's request. In-kind gifts will be recognized at the level designated by the Internal Revenue Service and also may be noted as "in kind."
    5. Estate gifts may be acknowledged at the time of the receipt of the bequest and may also be noted as "the estate of..."
    6. Donations may be recognized in print materials, such as newsletters and annual reports, media releases or postings on the B&ECPL web site.
    7. Whenever appropriate, the B&ECPL Board of Trustees may approve specific naming opportunities associated with major gifts to the Library. (A separate schedule of naming opportunities should be developed for each library and revised annually.) The Library reserves the right to name or re-name designated facilities, resources or collections if the terms of a donation are not honored, if the term (duration) of a donation expires, or if the Board of Trustees determines that continued association does not support the mission or image of the B&ECPL.

Adopted April 18, 2002
Supersedes B&ECPL Gift Policy

GUIDELINES AND PROCEDURES FOR APPROVAL OF
NEW LIBRARY CONSTRUCTION

EXECUTIVE SUMMARY

This document revises and supersedes the Guidelines and Procedures for Approval of New Library Construction originally adopted by the B&ECPL Board of Trustees in 1996 and reaffirmed (with amendments) in 1999.

In 1990, the B&ECPL Board of Trustees imposed a system-wide moratorium on new library construction. Unfortunately, it proved an ineffective means of managing library building projects within Erie County. Consequently, in April 1996, the Board adopted Guidelines and Procedures for Approval of New Library Construction. The process outlined in Guidelines has been a valuable tool for evaluating proposed projects and ensuring an open, cooperative partnership among communities seeking to construct new libraries, the B&ECPL and the County of Erie.

In November 1998, the B&ECPL Board of Trustees received a strategic planning report entitled, The Buffalo and Erie County Public Library in the Third Millennium, which contained observations on B&ECPL's infrastructure and recommendations for new and/or expanded facilities throughout the County. The Board's final strategic plan, issued in December 2000, Expanding Horizons: Directions for Superior Public Library Service in Erie County, incorporated elements of The B&ECPL in the Third Millennium and included a directive to review and modify Guidelines as a target for 2001.

This latest version of Guidelines remains fundamentally consistent with its predecessors, including the following standards:

  1. Final approval for any project rests with the B&ECPL Board. Project proposals that are not approved by B&ECPL will receive no financial, technical or professional support from B&ECPL. The annual contract supports this.
  2. In an era of static revenues, any construction or expansion project has a system-wide financial impact. The Board cannot approve any proposed project that might enhance the quality of library service in one area at the expense of service in another. Each project must be expenditure neutral (when adjusted for inflation) in the context of B&ECPL's overall operating budget.

    The B&ECPL encourages and welcomes projects that reduce operating costs while improving library services to Erie County residents.

  3. Contract Libraries must receive project approval from the B&ECPL Board of Trustees prior to introducing local referenda, presenting bond issues to the electorate or submitting applications for publicly funded grants.
  4. To ensure the measure of coordination necessary for a successful construction or expansion project, the Contract Library must report its intentions in writing to the B&ECPL at the earliest opportunity. Two-way communication throughout each phase of the project is essential.
  5. Libraries must be strategically located. The following factors must be considered: economic and demographic trends, proximity to existing service outlets, public transit and/or major transportation routes, population density in any proposed service area, and geographic isolation.
  6. New facilities should be designed to serve regions rather than municipalities, resulting in higher levels of service (e.g., more hours, better resources, enhanced technology) for more Erie County residents.
  7. As library service within the City of Buffalo is subject to the statutory authority of the Board of Trustees of the Buffalo and Erie County Public Library (which has enacted these provisions) library construction projects within the City of Buffalo as well as those introduced by Contract Library Boards and/or municipal governments are subject to the terms and conditions of this document.

GUIDELINES FOR NEW LIBRARY CONSTRUCTION

I. BACKGROUND

While the Buffalo and Erie County Public Library's Board of Trustees acknowledges the need for improved library service in various areas of population growth or residential development, the Board must weigh many factors before it formally approves any expansion, new construction or the replacement of inadequate facilities. Some of the costs associated with such projects must be borne by local municipalities or as a regional cooperative of municipalities, but certain expenses traditionally borne by the System (personnel, books, equipment, utilities, etc.) might divert funds from other areas of the county.

Since 1953, The Buffalo and Erie County Public Library Board has determined the priority of capital projects within the Library System. It is essential that the integrity of this policy be honored if we hope to preserve equity of service and operations. State and local statutes support this position.

With limited funds, derived largely from the County of Erie, the B&ECPL must support a network of more than fifty separate facilities throughout the City of Buffalo and the outlying cities, towns, and villages of the county. When this System was established nearly fifty years ago, its purpose was to provide equitable distribution of library service to all Erie County residents regardless of location, income, political affiliation or any other qualification.

Attempts to unilaterally augment library service in any community without the endorsement of the Library Board subverts the Board's legal authority. Concepts such as regionalization or innovative funding strategies must be explored in order to avoid imposing undue burdens on the entire System. The Board cannot approve any proposed project that might enhance the quality of library service in one area at the expense of another.

II. GENERAL GUIDELINES

To ensure the measure of coordination necessary for a successful construction or expansion project, the following guidelines will be observed:

  1. When a Contract Library or municipal government begins to consider the possibility of new construction, the B&ECPL Board and Director must be notified in writing. This communication occurs at the earliest possible opportunity to encourage cooperation and coordination from the conception of a project to its completion.
  2. The Contract Library or municipal government must base the need for a new or remodeled facility upon review of current service objectives, careful assessment of the current building, future community needs and the broader issues of regional service delivery and B&ECPL System priorities. (See Appendix A.) A basic demographic and economic trend analysis of the proposed project's service area is required and must address the relationship of the proposed project to other B&ECPL outlets used by its primary clientele.
  3. The construction of a new library facility is the responsibility of local or regional authorities. The ongoing operational costs of approved projects are assumed by B&ECPL.
  4. Contract Libraries or municipal governments must receive project approval from the B&ECPL Board of Trustees prior to introducing local referenda, presenting bond issues to the electorate or submitting applications for publicly funded grants.
  5. The B&ECPL Director advises the County of Erie of any intent to initiate a construction project. All three participants (B&ECPL, the Contract Library or municipal government and Erie County) must agree to support the project.
  6. Since the B&ECPL Board provides general oversight for all construction projects, the B&ECPL Director or designee must be closely involved in site selection and construction matters. The B&ECPL Board must approve any proposed site. (See Appendix B.)
  7. The Building Team consists of the B&ECPL Director or designee, the Contract Library Director (where applicable), as well as representation from the Contract Library Board of Trustees (where applicable), local governmental authorities, the staff and any consultants engaged for the project.
  8. Preparation of the building program is the responsibility of the Contract Library or designated B&ECPL staff in the case of a Buffalo facility. The B&ECPL Director or designee must have input in the development of the program plan with the B&ECPL Board providing final review. Click here for a generic building program with guidelines (PDF: 162KB / 15 pages).
  9. The B&ECPL Director or designee presents to the B&ECPL Board a schematic design and a fully developed architectural plan as each of these phases is completed. The B&ECPL Director continues to apprise the B&ECPL Board as the bidding process and construction process advance.
  10. Any proposed project must successfully demonstrate that its operation will be expenditure neutral (when adjusted for inflation), imposing no additional, cumulative burdens on B&ECPL's operating budget.

III. STANDARDS OF ORGANIZATION AND SERVICE

Before any construction proposal may be considered for approval, a library must:

  1. Be a member of the B&ECPL System by virtue of a signed annual contract or a local library subject to the governmental authority of the B&ECPL Board of Trustees.
  2. Meet the minimum standards for hours of service established by the New York State Commissioner of Education (Commissioner's Regulation § 90.2) and such additional standards as may be established by the B&ECPL.
  3. Meet the staffing requirements established by the Commissioner (Commissioner's Regulation § 90.8), the New York State Civil Service Commission and the County of Erie.
  4. Meet other minimum standards of service as established by the Commissioner.

IV. STANDARDS FOR NEW CONSTRUCTION PROJECTS

  1. Location of the library is of primary importance. (See Appendix B.)
    1. A site should provide the greatest accessibility and visibility for the majority of population to be served.
    2. Demographic trends must be examined to determine the impact of future growth on site selection.
    3. Libraries must be strategically located. The following factors are of primary importance:

      Proximity. Within practical limits, a new library should not be situated where its service area duplicates or infringes on the service area of an existing facility. Acceptable distance between facilities will vary in urban, suburban or rural service models based on population density and geographic isolation.

    Population Density. Generally, as the density of the population increases, a library's service area decreases.

    Geographic Isolation. In a county-wide service area of more than 1,000 square miles, geographic distance must be considered in determining optimal site locations.

    Transportation. Libraries should be located on or near public transit and/or major transportation routes, increasing accessibility for all Erie county residents.

  2. Building size must be adequate for present and future space needs.
    1. In order to provide effective public service and afford the flexibility to incorporate new technologies, the minimum size of any proposed new construction is 8,000 square feet. Table appears below.
New Library Construction Parameters - Guidelines
New Library (square ft.) % 8,000 10,000 12,000 16,000
Minimum site size*   .75 acres .92 acres 1.1 acres 1.5 acres
Optimal non-assignable space 20.0% 1,600 2,000 2,400 3,200
Circulation 2.5% 200 250 300 400
Reference (Including OPAC-only stations) 5.0% 400 500 600 800
Adult 35.0% 2,800 3,500 4,200 5,600
Children 15.0% 1,200 1,500 1,800 2,400
Young Adult 2.5% 200 250 300 400
Staff Areas 10.0% 800 1,000 1,200 1,600
Meeting Rooms 10.0% 800 1,000 1,200 1,600
Special Use** N/A** N/A** N/A** N/A** N/A**
      • *Based on 4 square feet of land per 1 square foot of building (single level); Lee B. Brawner & Donald K. Beck, Jr., Determining Your Public Library's Future Size (Chicago: ALA, 1996), 95.

        Recommendations vary.

        A minimum of 1 to 3 acres was recommended at Managing Library Building Projects, the LAMA Preconference to the ALA Annual Conference in San Francisco, CA (2001).

      • One acre equals 43,560 square feet

      • **Special use space (e.g., computer training lab, auditorium, café, etc.) may be incorporated into a library building. Such space would be subtracted from other allocated space(s).
    1. Parking should be convenient and adequate for local needs.

  1. Planning and Technical Requirements (for new libraries or expansion projects which will have an impact on B&ECPL resources).
    1. Plans for new construction, renovation or expansion projects must be reviewed by a qualified architect. It is recommended that the architect be a member of the American Institute of Architects.
    2. A project which involves major remodeling, enlarging or the acquisition of an existing building must result in a building that is equivalent to, or a satisfactory substitute for, a new building.

      A statement from a registered architect as to the structural soundness and the suitability of an existing building (whether now serving as a library or not) for remodeling or enlarging will be required.

    3. All projects must demonstrate full compliance with the requirements of the Americans with Disabilities Act.

V. CRITERIA FOR APPROVAL OF A PROJECT

In certain cases, a proposed project may vary from the following criteria. Any variance should be identified and accompanied by a statement that explains or justifies that variance.

The following method will be used to evaluate and prioritize projects:

  1. Administrative Procedure.
    1. Plans for all projects must be submitted to the B&ECPL in writing. This includes:
      • "B&ECPL Library Building Project Application"
      • Building Program for the project
      • Service Plan
      • Demographic Analysis
    2. Projects are reviewed by the Building Advisory Committee which consists of staff designated by the B&ECPL Director, as well as one director representing Contract Libraries, one trustee representing the B&ECPL Board, and one trustee representing Contract Libraries. Each group selects its own representative. The Building Advisory Committee will provide a preliminary response to the application within 45 days.
    3. A project proposal with a recommendation from the Building Advisory Committee will be sent to the B&ECPL Director for review. Within 45 days of receipt, the Director will present the proposal to the B&ECPL Board of Trustees for consideration.
    4. The B&ECPL Board will accept or reject proposals within 60 days of their presentation by the B&ECPL Director. The Board's decision will be forwarded in writing to the appropriate parties within 10 days.
    5. Appeals may be submitted to the B&ECPL Board of Trustees in writing.
  2. Guidelines for establishing priority ranking of projects. The committee will give preference to projects that...
    1. Serve a region rather than a single municipality, resulting in improved levels of service. Such improvements should include: increased hours of service (particularly weekend and evening hours), adequate collection size, enhanced technology, etc.
    2. Show evidence of sufficient capitalization to furnish the new facility.
    3. Demonstrate that their operation will be expenditure neutral (i.e., imposing no new financial burden on B&ECPL operating funds when adjusted for inflation). A comprehensive funding analysis that determines long term operating needs is required. Such an analysis must be comprehensive to the extent that it examines operating revenue projections to be generated from the identified service area and from the project's proposed clientele. Projects that propose to improve service and reduce costs are highly encouraged.
    4. Demonstrate good layout in area relationships, efficiency in operation and workflow, and flexibility for adjusting to future needs.

VI. CONDITIONS FOR FUNDING

Project proposals that are not approved by the B&ECPL Board of Trustees will receive no financial support as specified in the Annual Contract:

NINETEENTH: If the "Public Library" intends to request the Buffalo and Erie County Public Library to provide funds for equipment, book collections, and increased operating expenses for a new or expanded building, the "Public Library" shall consult with the Buffalo and Erie County Public Library concerning site, size, floor plans, design and equipment. Failure to receive prior approval in such matters shall relieve the Buffalo and Erie County Public Library from any financial obligations in the provision of equipment, library materials, and operational costs for said new or expanded "Public Library's" building.

Further, failure of the Contract Library or municipal government to receive B&ECPL approval for any project relieves the B&ECPL of any obligations in the provision of professional or consulting services and such technical or material support as may be requested for the project.

B&ECPL will not approve any grant submittals for state or federal construction funds for projects that have not been evaluated and approved under the preceding "Guidelines and Procedures."

B&ECPL will cooperate with Contract Library or municipal government representatives in identifying and procuring appropriate grant, capital or related funding for those projects which B&ECPL has determined will offer greatest benefit to county residents.

Appendix A - Evaluation of Current Library Facilities (PDF: 37KB / 1 page)

Appendix B - New Library Site Selection / Evaluation (PDF: 56KB / 3 pages)

Appendix C - Generic Building Program with Guidelines (PDF: 162KB / 15 pages)

Revised and Approved, B&ECPL Board of Trustees, April 18, 2002

Buffalo & Erie County Public Library
Internet Safety and Acceptable Use Policy

1. GENERAL STATEMENT OF POLICY

  1. As part of its mission, the Buffalo & Erie County Public Library provides Internet access and personal computing resources to registered borrowers. Individuals who do not meet eligibility requirements for a B&ECPL library card with borrowing privileges (e.g., visitors from outside the Western New York area) may qualify for Internet access and other privileges if they present proper identification and meet such other requirements as may be established by B&ECPL administration.
  2. Internet access at all libraries of the Buffalo & Erie County Public Library System is provided by B&ECPL and is subject to the terms of this policy.
  3. B&ECPL provides wireless access at select locations, enabling individuals who visit local libraries equipped with WiFi hotspots to use their privately owned computer equipment to access the Internet.  Visitors who wish to use B&ECPL's wireless connectivity are not required to meet borrower eligibility criteria as defined in ‘a' above.  Wireless access does require the completion of a simple online registration process.  All wireless access at any B&ECPL location equipped to offer that service is filtered.  Adult patrons who require unfiltered access must meet the criteria of ‘a' above and register with Library staff to use Library computers equipped with the ability to disable the filter in a manner consistent with this policy.
  4. Consistent with B&ECPL Circulation Policy, parental permission for Internet access using Library equipment is required for individuals who have not attained the age of 17.
  5. The B&ECPL does not monitor and has no control over the information on the Internet. The B&ECPL assumes no responsibility for any loss or damages, direct or indirect, arising from its connections to the Internet or from any other use of its personal computing resources.
  6. As with all library resources, patrons are advised to exercise their own critical judgment and discrimination when evaluating sites found on the Internet. Certain information may be inaccurate, misleading or offensive to some individuals.
  7. Unauthorized access, including so-called “hacking,” and any other unlawful activities by any Library users are strictly prohibited.
  8. To comply with the Children's Internet Protection Act and restrict access to online content that may be considered harmful to minors or offensive to adults, the B&ECPL employs technology protection measures (filters) on all computers with Internet access. Users must be cautioned that filters are not foolproof and due to technological limitations cannot obstruct access to all potentially harmful or offensive content. In addition, filters may block access to some legitimate or constitutionally protected material found on the Internet. By law, individuals who have attained the age of 17 have the right to unfiltered Internet access.

2. CHILDREN, PARENTS AND THE INTERNET

  1. Parents/guardians have the sole right and responsibility to decide what is appropriate for their child. The B&ECPL does not act in loco parentis (i.e., in the place or role of the parent). Parents/guardians are responsible for the supervision of their child's Internet activity. Children who use the Internet unsupervised may be exposed to inappropriate or disturbing information and images.
  2. The Library has taken measures designed to assist in the safe and effective use of the Internet, including:

• i. Employing technology protection measures (filters) on all computers offering Internet access

• ii. Developing and maintaining web sites designed for children and teens;

• iii. Developing and providing training programs for staff and public on safe and effective Internet use;

• iv. Providing online and printed information about child safety and information on educational or recreational uses of the Internet.

c. To address the issue of the safety and security of minors (individuals who have not attained the age of 17) when using electronic mail, chat rooms and other forms of direct electronic communications, the Library recommends the following safety guidelines. Minors should:

• i. Always ask their parents' permission before using their full name, address, telephone number, or school name anywhere on the Internet;

• ii. Always tell their parents or another adult they trust if they see something online that is frightening or that they do not understand;

• iii. Never respond to messages that make them feel uncomfortable or uneasy;

• iv. Never give out a credit card number or password online without parental approval, and

• v. Never arrange to meet in person someone they have met online unless they discuss it with their parents and an adult accompanies them.

3. USER RESPONSIBILITIES

All patrons must abide by the Library's “Rules of Conduct” and are expected to use Internet and/or personal computing resources in a responsible and orderly manner. Failure to comply with the policies and regulations that govern the use of the Library's Internet access and personal computing resources may result in immediate suspension of library privileges and, where necessary, civil liability and/or criminal prosecution. The following are prohibited:

  1. Damaging equipment, software, or data;
  2. Violating system security;
  3. Violating any legal agreement (e.g., software licenses);
  4. Violating any federal, state or local law (e.g., copyright, child pornography);
  5. Using personal software on Library equipment, and
  6. Engaging in activities that may be judged as disruptive by Library staff or patrons.

User responsibilities are not limited to the above and may be subject to change.

By adopting this policy, the B&ECPL Board of Trustees authorizes the Administration to acquire appropriate hardware and software to provide Internet access and other approved computer-based services and to develop rules and regulations to implement this policy.

Adopted by the B&ECPL Board of Trustees at a public meeting, following normal public notice, on June 20, 2002 . Amended, July 18, 2002 . Amended December 18, 2003 . Amended February 16, 2006 . Amended September 28, 2006 .

Meeting Room Policy

  The below documents outline auditorium and meeting room policies and procedures to apply for permission to use them. You may need to download the free Acrobat Reader (R) from Adobe Systems to view these documents.

Meeting Room Policy and Rules (PDF: 87KB / 2 pages)
Meeting Room Use Application (PDF: 88KB / 1 page / Legal Size)
 
Auditorium Policy and Rules (PDF: 109KB / 1 page)
Auditorium Security Fee (PDF: 61KB / 1 page)
Auditorium Use Application (PDF: 25KB / 2 pages / Legal Size)

Please click here to learn more about the auditorium and meeting rooms at Central Library.

Library meeting rooms are intended:

  1. for activities conducted or sponsored by the Buffalo & Erie County Public Library, and
  2. for organizations engaged in educational, cultural, intellectual or charitable activities of interest and/or benefit to the community.

All meetings must be open to the public.

No admission fee, other costs or required donation shall be charged.

No products, services, or memberships may be advertised, solicited, or sold. However, at the discretion of the Library Director, the following will be permissible at Library sponsored programs:

  1. Fund raising to benefit the Library and/or sponsored by the Library Foundation, Friends of the Library or other Library-related groups.
  2. The sale of books, cassettes, and other items by authors or artists as part of a Library program.

Permission to use a meeting room does not constitute an endorsement by the Library of a program or point of view expressed. Except as a designation of location the name of the Library may not be used in any publicity relating to use of meeting rooms.

MEETING ROOM APPLICATION INFORMATION

Formal application for the use of a meeting room is made with library management. An individual responsible for the meeting must complete and sign an application form (above). Any cancellations or change of meeting dates must be approved by Library management.

Programs planned by the Library take precedence over meetings of outside groups. The Library reserves the right to pre-empt the use of meeting space for Library purposes upon two (2) weeks notice to the organization requesting that space.

In fairness to the numerous groups of the community, reservations may be limited in frequency and are taken not more than three (3) months in advance.

The Library may charge fees for the use of its meeting room(s), for cleaning and/or security.

Adopted February 19, 1998

POLICY FOR COOPERATION WITH ORGANIZATIONS and AGENCIES

The Buffalo & Erie County Public Library welcomes opportunities for cooperative ventures with the business and professional community as well as civic, cultural, educational and governmental agencies when those ventures support programs, services, resources or facility enhancements that benefit the public.

  1. Subject to the approval of the Library Board of Trustees or its designee, the B&ECPL may partner with other organizations or agencies to promote reading, literacy and other library services. The organization or agency may be recognized on library related materials, print and broadcast media or electronic postings in exchange for monetary support, materials support and public relations or other professional services.
  2. The name and/or logo of the organization or agency may be used on materials or electronic postings generated for approved cooperative programs provided the B&ECPL's name appears on all promotional materials, media releases or electronic postings generated by the organization or agency for the purpose of advertising the same program.
  3. The agreement to cooperate will have a specific duration to be determined by the B&ECPL. At the end of the specified time period, the project will be reevaluated to determine if it should continue.
  4. The B&ECPL shall retain control of the project and may withdraw from participation if any of the terms of the agreement are violated or changed without the B&ECPL's consent or if, in the B&ECPL's estimation, the project does not support the mission or image of the B&ECPL.
  5. B&ECPL cooperation with other organizations or agencies does not necessarily indicate that the Library endorses the goods, services or philosophy of those organizations or agencies.
  6. Substantial gifts, bequests or sponsorships may deserve special acknowledgement. These are subject to the terms of the Gift and Donor Recognition Policy.

Adopted April 18, 2002

Rules of Conduct

The Buffalo & Erie County Public Library (B&ECPL) serves as a center for information, education and entertainment. Under Article 5, Section 262 of New York State Education Law, the Board of Trustees of the B&ECPL has adopted the following rules to ensure an atmosphere conducive to appropriate use of the services and facilities of the Central Library and its branches.  Library users are required to comply with these Rules and Regulations.

The following conduct is prohibited:

  1. Engaging in disorderly conduct, fighting or challenging to fight, or using language that offends others;
  2. Disturbing other patrons, staff or volunteers (including disruptive behavior such as any loud, unreasonable and/or bothersome noises created by persons or devices; interfering with staff or volunteers in the performance of their duties and persistent, unwelcome attention;
  3. Carrying weapons of any kind;
  4. Possessing, distributing or consuming alcohol or illegal drugs or being under the influence of alcohol or drugs;
  5. Engaging in sexual misconduct (e.g., exposure, inappropriate touching, or sexual harassment of other patrons, staff or volunteers);
  6. Damaging, destroying, or stealing any library or personal property;
  7. Bringing animals or pets into the library except those required to assist persons with disabilities or those involved in library programs;
  8. Selling and/or soliciting;
  9. Distributing or posting materials/literature that have not been approved by the Library;
  10. Smoking or using tobacco products, and
  11. Eating or drinking, except in designated areas.

Under Article 65, Section 3205 of New York State Education Law, “each minor from six to sixteen years or age shall attend upon full time instruction.” Accordingly, access to the library during regular school hours (without special permit or previous arrangement with school officials) is denied for minors between the ages of six and sixteen. No children under six years of age may be left unattended in any library at any time. Library staff will not be responsible for children who have been left without adult supervision. Adult patrons who are not engaged in library activities that require materials from the children's area shall be asked to relocate to other areas of the library. The staff reserves the right to seek the intervention of appropriate law enforcement or social services agencies, as required by individual circumstances.

Persons whose actions violate these rules will be advised of their infraction(s).  Failure to comply with the Library's established rules and regulations or violations of law may result in immediate suspension of library privileges and, where necessary, civil liability and/or criminal prosecution.

Adopted May 16, 2002
Amended February 20, 2003 and September 28, 2006
Supersedes Rules of Conduct dated May 15, 1997 and
Policy Governing Unattended Children dated April 21, 1988

Policy for the Loan and External Exhibition of Rare and Unique Materials

The Buffalo and Erie County Public Library (B&ECPL) is privileged to house a collection of rare and unique materials. The B&ECPL Board of Trustees is responsible for the preservation of these treasures and for sharing them with the community under conditions that do not subject them to potential loss or damage. Authority for all decisions regarding the management, development or disposition of the collection resides with the Board of Trustees or its designee.

The Board's objectives in developing this policy are to:

  • Encourage and facilitate inter-institutional loan from special collections for the purposes of research or exhibition;
  • Affirm curatorial responsibility in decisions regarding the loan of special collections;
  • Specify the responsibilities of lending and borrowing institutions;
  • Ensure the safety and security of items loaned, and
  • Standardize procedures for the loan of materials.

I. Principles

These principles are intended for use by libraries, museums, archives, historical agencies, cultural repositories and other organizations in order to facilitate the inter-institutional loan for approved exhibition or research purposes of special collections, including books, manuscripts, archival and pictorial material.

Basic assumptions underlying these principles are:

  • Inter-institutional loan from special collections is encouraged but must be conducted in a manner that ensures responsible care and effectively safeguards materials from loss or damage.
  • B&ECPL may refuse to lend materials of exceptional rarity or monetary value, items in fragile condition or materials for which size or format creates increased potential for shipping damage or possible loss (e.g., folios, maps, unbound manuscripts). Loans of these materials might be possible with the provision and assurances of supplemental security measures, insurance certificates or other relevant measures.
  • Private citizens who contact B&ECPL directly regarding loan of rare or unique materials should be referred to their own institution to initiate an interlibrary loan request.
  • The decision to lend materials should involve the individual exercising curatorial responsibility for those materials. Such decisions should reflect an item-by-item, series-by-series, or collection-by-collection consideration, whichever is appropriate, rather than broad categorical responses.
  • The loan of materials should rest on well-defined inter-institutional commitments. Personal familiarity and/or direct communications with curatorial staff at other institutions may facilitate the lending process.
  • A borrowing institution must meet specific criteria described in this document in order to provide appropriate conditions for security, housing and use of rare and unique materials. (See II. below)
  • The loan of special materials must support the mission of the B&ECPL or convey some benefit to the B&ECPL.
  • Adequate notice as determined by B&ECPL must be provided for any request to be considered.
  • Adequate assurances (e.g., insurance certificates, etc.) must be provided before any request is granted.

II. Responsibilities of Borrowing Institutions

The borrowing institution must:

  • Provide a secure space under continuous supervision to ensure the safety of the materials during use/exhibition.
  • Have a special collections program, including staff with responsibility for and trained in the care and handling of special collections.
  • Provide secure storage for borrowed items during the loan period.
  • Provide storage under environmental conditions that meet accepted standards for housing special collections.
  • Guarantee that no reproductions will be made without the explicit permission of the B&ECPL.
  • Give full credit to the B&ECPL in all interpretive materials and publicity concerning the exhibition.

Adopted July 21, 2005

 

VOLUNTEER PROGRAM POLICY

Policy and Principles for Success

The Buffalo and Erie County Public Library (B&ECPL) recognizes and appreciates the valuable contributions of many conscientious volunteers. The Library encourages and welcomes applications from prospective volunteers at many locations and within appropriate programs and activities.  All Library personnel are encouraged to assist in the creation of meaningful and productive roles in which volunteers might serve and to assist in the recruitment of volunteers.

a) A volunteer is anyone who is selected to perform tasks constituting civic/charitable functions without expectation and/or provision of compensation and with no tangible benefits for performing this volunteer service.

b) Volunteers are viewed as a valuable resource and as important partners in serving the public. 

c) Volunteers may be utilized in various Library programs, activities and tasks; however, volunteers may not displace any paid employees from their positions, nor may volunteers perform any task or function that is designated or otherwise constitutes exclusive bargaining unit work performed by employees within any bargaining unit recognized by the Library and with which it has a collective bargaining relationship.

d) Volunteers who are under the age of 17 must have written consent of a parent or legal guardian prior to volunteering.

e) Some libraries accept as volunteers those participating in student community service activities, student intern projects, alternative sentencing or diversion programs, corporate volunteer programs and other volunteer referral programs.  In each of these cases, however, a special agreement must be in effect with the organization, school, or program from which the special case volunteers originate and must identify responsibility for management and care of the volunteers.

f) A volunteer must be “in good standing,” as defined by B&ECPL Circulation Policy, and (s)he must abide by all Library policies and rules.

g) Volunteers are required to execute a code of ethics agreement that will govern their actions (e.g., with respect to patron confidentiality) on behalf of the Library.

h) Volunteers may be asked to submit to a background criminal check.

i) No person who has a conflict of interest with any activity or program of the Library shall be accepted or serve as a volunteer with the Library.

j) Volunteers are responsible for presenting a positive image to patrons and the community.  Volunteers shall dress appropriately for the conditions and for the performance of their duties.

k) Necessary training and information shall be provided to all volunteers to ensure they are equipped to perform their volunteer duties.

l) Every effort will be made by the Library to provide the type of assignment requested by the volunteer and that best matches his/her skills. However, the Library retains sole discretion for selecting the assignment based on the needs of the organization.

m) The Library reserves the right to discontinue a volunteer's service.

Adherence to these principles is intended for internal management guidance and is not intended to constitute, either implicitly or explicitly, a binding employment agreement. Volunteers are not employees or agents of the Library. A volunteer shall not have any right or authority to create any obligation or responsibility, express or implied, on behalf of or in the name of the Library or to bind the Library contractually in any manner whatsoever.

Adopted October 20, 2005
Amended May 18, 2006

CODE OF ETHICS

BUFFALO & ERIE COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

  • Trustees in the capacity of trust upon them, shall observe ethical standards with absolute truth, integrity and honor.
  • Trustees must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the situation.
  • It is incumbent upon any trustee to disqualify himself/herself immediately whenever the appearance or a conflict of interest exists.
  • Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution, acknowledging the formal position of the Board even if they personally disagree.
  • A trustee must respect the confidential nature of library business while being aware of and in compliance with applicable laws governing open meetings and freedom of information.
  • Trustees must be prepared to support to the fullest the efforts of librarians in resisting censorship of library materials by groups or individuals.
  • Trustees who accept Library Board responsibilities are expected to perform all of the functions of library trustees.

Adopted in public session, March 16, 2006.

 

Return to top of page

Buffalo & Erie County Public Library * 1 Lafayette Square * Buffalo, NY 14203 * (716) 858-8900 * Fax: (716) 858-6211
Do you have a question for our Library staff? Use AskUs.
Do you have a comment about this website? Use Feedback.