Adopted by the Board of Trustees 4/16/2012
Purchasing Policy PDF

The East Greenbush Community 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.

General

  • Only the Executive Director, members of the Library’s management staff (administration and department supervisors), 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.
  • 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.
  • It is the responsibility of each supervisor, supported by the Library administration, to secure the required quotes or 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.  The Executive Director shall have the final authority on all purchase decisions.
  • Every effort will be made to obtain the lowest cost for materials and services purchased by the Library.  Purchases that can be made using New York State approved contract pricing and/or discount programs constitute an exception to local competitive bidding requirements and do not require additional quotes or bids.  In the event that pricing and/or discount program can be found that result in greater cost savings to the Library than a comparable State contract, that pricing and/or discount program may be used.

Requirements for Obtaining Quotes and Bids

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

  • 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.
  • 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.  Supervisors and all involved in the purchase process shall be aware of prevailing state contracts or other previously arranged discount programs that the library is eligible to participate in.

 

Purchase AmountRequirement
Up to $999Discretion of the Director
$1,000 to $4,999Minimum of three documented oral quotes
$5,000 to $9,999Minimum of three written quotes
$10,000 and aboveFormal bid process approved by the Board of Trustees

The Library will comply with all New York State requirements for public works projects.

Claims

All invoices and pre-payments shall be paid in accordance with procedures established by the Board of Trustees

Ongoing Expenditures and Professional Service Contracts

The Library will conduct a review at minimum yearly, maximum every three years of all maintenance contracts and ongoing expenditures.  The schedule above applies.

Request for Proposals (RFP)

A Request for Proposals (RFP) is generally used for the procurement of services or technology in situations where price is not the sole determining factor and the award will be based on a combination of cost and technical factors (Best Value).  Through its proposal, the proposer offers a solution to the objectives, problem, or need specified in the RFP, and defines how it intends to meet (or exceed) the RFP requirements.   The Library will conduct a formal Request for Proposal (RFP) process to secure any professional services expected to cost $20,000 or more.

Subject East Greenbush Card UHLS Card UHLS MyCard
Library Card Registration Free to any individual who resides or pays taxes in the East Greenbush Community Library taxing district or Town of Schodack. Cards expire and must be renewed every three years.

Free to any individual who volunteers or works at the EGRN Library. Cards expire and must be renewed yearly.

Free to partner educational agencies with verified employment. Cards expire and must be renewed yearly.

Those that live outside the UHLS area may purchase a temporary card at the price established by our Table of Fines and Fees. Cards expire and must be renewed yearly.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

Free to residents residing in a community served by a UHLS library.

All ages eligible. Youth under age 16 must have their application completed and signed by a parent or guardian, who provides acceptable identification for them.

UHLS library cards expire and must be renewed every three years.

Card blocked at $5 or more in replacement costs or fines/fees

Fines vary according to individual library rules and UHLS resource sharing rules. The EGRN Table of Fines and Fees are applicable for items which are checked out from the East Greenbush Community Library

The UHLS MyCard is a fine-free, limited-access library card for youth. It is intended to address multiple barriers to serving youth and families, including:

  • Barriers to access related to fines (e.g. computer access, checking out materials)
  • Parents not present for a child’s library card registration
  • Previous fines on a child’s card

Free for youth residing in a community served by a UHLS library.Applicants 18 and under who are applying for a limited use, UHLS Youth Only MyCard, need to provide name, address, and date of birth.UHLS library cards expire and must be renewed every three years.Youth ages birth to 18 can register unaccompanied, or with the help of a caregiver or relative who is not the child’s parent/guardian.This card may be used at all UHLS Libraries except for the Colonie Town Library.

Card blocked at $10 or more in replacement costs.

No fines for late items

Limits on # of Materials Borrowed Unlimited checkouts Unlimited checkouts Limited total items: Can only have 3 items checked out on their card at a time
Types of Items All eligible item types. All eligible item types except Museum Passes, ILL, and Hot off the Press. Active paid members of the Friends of the East Greenbush Community Library have access to all lending collections. Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Databases/Digital Content EGRN and UHLS subscription databases and digital content UHLS subscription databases and digital content Only items eligible to be borrowed are books (any age level), juvenile and young adult (teen) audiobooks, and juvenile and young adult (teen) DVDs.
Interlibrary Loan Nationwide UHLS Libraries UHLS Libraries
Program Registration Unlimited except by limited program capacity Preference given to resident cardholders Preference given to resident cardholders

Notary

A notary is available during some of the hours the library is open. Please call ahead to ensure availability.

Accessibility Services

Vision

Large print books and audiobooks are available for those who find conventional print too small to read easily.

Low-vision equipment is available for magnification of print materials. Inquire at the Reference Desk.

The NYS Library maintains a free Talking Book and Braille Library service for qualified patrons.

Hearing

Assistive listening devices are available upon request for events held in the large meeting room.

Printing

Printing costs 15¢ per page for single-sided black & white, 30¢ per page for double-sided black & white and 50¢ per page for color. Wireless printing is also available in or to the library from any location, using any device. More info

Copy/Scan/Fax

A self-service color photocopier is available for public use, located outside the children’s room. The charge is $.15 per side for black & white copies and $.50 per side for color copies. Duplexing (double-sided) is available for both color and B&W.

The copier also has the ability to scan color or black & white to an email account. There is no charge to scan documents.

Sending a fax costs $1 per page.

Drive-thru

All materials, excluding “Stories to Go” kits, Library of Things items, and technology items, may be returned in the drive-thru book drop any time. Did you know you can set the drive-thru or checkout desk as your default pickup location?  Find out more