Remote Attendance Policy

Adopted, Library Board of Trustees, November 21, 2023

Remote Attendance Policy (pdf)

Anytime the Library Board of Trustees gathers to conduct official business and there is a quorum of the Board, the meeting is defined as a public meeting and shall be open and accessible to the public, in accordance with the NYS (New York State) Public Officers Law. Trustees must attend all duly notified meetings pursuant to the Library By-Laws. Trustees may fulfill this requirement through remote attendance via videoconferencing as set forth in this policy.

The guidelines for a public meeting pursuant to an emergency order supersede those in this Remote Attendance Policy.

Policy Guidelines

The following guidelines shall govern how and when the library utilizes remote attendance and videoconferencing technology for public meetings:

  • As per New York State law, a quorum of voting board members must be present in person to conduct a public meeting.
  • Members of the board of trustees are required to be physically present at any duly noticed meeting unless such members are unable to attend in-person due to extraordinary circumstances, which may involve disability, illness, caregiving responsibilities, travel, or any significant or unexpected factor or event.
  • If a member is unable to be physically present at the public meeting and wishes to participate by videoconferencing from a private location due to extraordinary circumstances, the member must notify the Meeting Chair and Library Director no later than four business days prior to the scheduled meeting, or as soon as practicable if extraordinary circumstances present themselves on an emergent basis, and public notice shall be updated accordingly.
  • Members of the board of trustees shall be seen, heard, and identified, whether in-person or on video, while the meeting is being conducted. This includes any motions, proposals, resolutions, and any other matter formally discussed or voted on, except executive sessions, which may be closed to the public.
  • Members participating in board of trustee meetings virtually must keep their cameras turned on and actively participate throughout the duration of the meeting.
  • Members of the board of trustees attending virtually have full voting rights.
  • Meeting minutes shall note which members participated virtually.
  • If videoconferencing is used to conduct a board of trustees meeting, the public notice for the meeting shall inform the public that videoconferencing will be used and shall include directions for how the public can view and/or participate in such a meeting.
  • Each meeting involving the use of videoconferencing shall be recorded and such recordings shall be posted or linked on the library’s website within five business days following the meeting.
  • Recordings shall remain available for at least five years thereafter. Recordings shall be transcribed upon request.

Approved November 21, 2023

Return to Policies
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