Policies

To assure fair and equitable access by all to library collections, services and facilities, the Library has in place a number of policies meant to protect its patrons, staff and Board Members.

3D Printing Art Exhibits Book Donations Collection Development Conflict of Interest Donor Confidentiality Financial Reserve Fund Investments Internet Use Meeting Rooms Patron Expectations Photography Tutoring Unattended Children Whistleblower

3D Printer Policy

The Katonah Village Library has three 3D printers: A Creality Ender 3 Pro, Creality Ender 3 Max and a Bambu Labs X-1 Carbon. The Library’s 3D printers are set up as a Learning Lab, with a mission of teaching through “hands-on” experience. If you would like to take a lesson on how to use the 3D printers, please call the library 914-232-3508.

Unsupervised 3D Printing:
Those who want to use the 3D printer without supervision must:
A. Complete in-person training with Katonah Village Library 3D Printer Coordinator.

B. Pass the 3D print test in order to be certified.

C. Conduct one supervised 3D print.

D. Sign in and out at the circulation desk.

Certified patrons may use the Reality Ender 3 Pro and Creality Ender 3 Max without supervision during regular library hours. The Bambu Labs X-1 printer cannot be used unsupervised; There must be a designated library staff member present.

Rules:

Patrons interested in using the 3d printers must have a valid Westchester Library card or be accompanied by someone with a valid Westchester Library card.
Patrons must be 10 years and older. (Children, ages 10-13, must be accompanied by an adult.)
Users of the 3D printer are responsible for their own safety and must sign a User Agreement And Release Of Liability in favor of the Library before their first use of the printer. A copy of the Agreement and Waiver is attached to this Policy. (Users under 18 need to have the signature of their guardian.)
Patrons must complete training and become certified for independent usage of the 3d printers. The Bambu Labs X-1 printer cannot be used unsupervised.
All patrons must follow the Safety Guidelines. Failure to comply will result in the loss of learning lab privileges.
Printing hours are subject to change depending on staff availability and/or weather conditions.
Print jobs are limited to 3 hours prints. Users can request extended usage under special circumstances. Decisions regarding such requests are at the sole discretion of designated staff.
Print jobs cannot run past 6pm. Patrons have an option to suspend print jobs. If the jobs are not suspended, and left running, staff will turn the printers off at 6pm. The Library assumes no responsibility for projects that are unable to be completed within this time frame. Patrons are responsible for all use of material costs associated with incomplete projects.
Patrons must pay for the cost of filament used, even for failed prints and excess filament when colors swap out. As of December 2023, the Library charges $0.10 per gram. All filament used in a print will be weighed on the Library’s scale to determine cost. Payment is due at the final printing.
The 3D printer learning lab is not set up to take product orders from patrons. The purpose of the learning lab is to learn through hands-on experience. Therefore, print jobs will not be accepted as submissions without the patron present and involved.
Patrons may not add or delete any software or hardware to the 3D printer’s accompanying laptop.
Only Library employees may restart and log the 3d printer laptop onto the network. Patrons are not permitted to reboot the computer.
All other other library policies apply when using the library’s 3D printers, including policies addressing patron behavior and cybersecurity.
All 3d projects for the Bambu Labs X-1 printer must be approved by staff prior to use to ensure that proper file format, size and materials are being used.
The Library reserves the right to refuse any request to use the 3D printers.
The Library has the right to disallow the use of any tools, equipment, or consumable materials, or to halt, delete, or disallow the creation of items that violate federal laws or regulations, including any item that;
A. Looks like, functions as, or appears to function as weapon, knife, or parts thereof;
B. Appears unsafe, harmful, dangerous, or that otherwise poses a threat to the health or safety of others;
C. May be construed as obscene or otherwise inappropriate for the Library environment;
D. Potentially violates the intellectual property rights of another.
The library has the right to notify law enforcement of any use of the 3D printer that appears to or the library deems to be in violation of this policy or any Law, Rule or Regulation.
Items printed from Library 3D printers that are not picked up within 7 days will become property of the Library. Items must be picked up by the individual who printed them.
Approval to use the 3d printers does not constitute endorsement by Katonah Library.

Art Exhibition Policy

The Katonah Village Library provides artists the opportunity to exhibit their works in a beautiful space which is accessible and free to the general public.

Responsibility

The Library will provide promotion of the art exhibition in the form of a press release eBlasts, and social media. The Exhibitor is responsible for providing the Library with digital images and an artist biography or lender statement one month prior to the exhibit.

The Exhibitor understands that the Library’s gallery rooms and corridors are open to the public during Library hours, but are not attended by Library staff. The Exhibitor also understands that the meeting rooms will be rented to community organizations while the art exhibits are in place.

The Exhibitor understands that by approving the application, the Katonah Village Library is granting a license to the Exhibitor to exhibit the works – both in the exhibit room space, and/or on the Library grounds (i.e. sculptures) at his/her sole risk and expense. The Library accepts no responsibility for works stolen, defaced, or in any way damaged. The Library will make every attempt to preserve, secure, and protect each piece of art; but neither the staff nor the Board of Trustees can be held responsible for damage, loss, or theft of the art, nor changes/cancellation of this exhibit due to unforeseen circumstances.

The Exhibitor agrees to hold the Library, its Board of Trustees, its Staff, and the Town of Bedford harmless from any claim for losses and/or damages arising out of the display and exhibition by the Exhibitor and shall defend, indemnify and hold the Library, its Board of Trustees, its Staff and the Town of Bedford harmless from any claim made by any person arising out of the setting up, exhibiting of, and dismantling of the exhibit.

It is specifically understood and agreed that all costs and expenses in connection with the exhibit are the responsibility of and will be borne by the Exhibitor, and that the Katonah Village Library will be named as an additional insured in any policy or policies of insurance obtained or maintained to cover losses to or in connection with the exhibit.

The Library is a heavily utilized public space and artists understand that photographing or filming of loaned art by visitors may occur.

The Library reserves the right to ask artists not to display images deemed inappropriate for general audiences.

Set up/Installation/Opening Reception

The exhibit will run for approximately three weeks of the month, allowing for installation and take-down. All artwork to be exhibited must be hung from the Walker gallery rods. The gallery rods are provided by the Library. The Library does not supply technical or clerical assistance, porter service, pedestals, or storage. Use of nails, tacks, or tape is not permitted. Labels and price lists may not be attached to walls or windows. The Library will not be involved in the sale of any artwork beyond providing interested buyers with the artist’s contact information. Artists must deal directly with buyers.

Book Donation Policy

The Katonah Village Library accepts book donations periodically and will announce requests for donation on social media. Please bring donations to the Children’s Room on the lower level during library hours.

During donation periods, we welcome hardcover and paperback books in good condition. Items may be used to augment the library collection, or they may be sold to benefit the Library. Once donated, books and other items become the property of the Library.

The Library cannot accept: textbooks (college, high school, etc), magazines, LP records, audio or video cassettes (VHS tapes), National Georgraphic Magazines, encyclopedias, Reader’s Digest Condensed Books, or books that have been wet or were stored in basements of garages (no mildew, dirt or spiders). We cannot accept computer, travel or financial books more than two years old.

Please examine the books you want to donate. It is difficult to throw books away, but some volumes or subject matter, are of no value. Please recycle books with your refuse carrier rather than forcing the Library to pay for its removal.

The Library will provide a letter acknowledging receipt of donated items upon request. Determination of quantity and value is the responsibility of the donor alone. If you wish to donate more than a couple of boxes or bags of books, please call first: 914-232-3508.

Collection Development Policy

Mission:
The Katonah Village Library is a community resource that provides equal access to information, and facilitates the joy of reading, the exploration of ideas, and engagement with the arts, sciences, and humanities for children and adults. To ensure that we meet our users’ educational, informational, and recreational needs, the Katonah Village Library provides a comprehensive collection of books, media, and digital resources that are carefully curated.

The Community
Katonah Village Library creates its collection in partnership with the Katonah/Bedford community and schools, and strongly encourages input. The Katonah/Bedford community reflects varying economic, racial, ethnic, and educational backgrounds. A strong knowledge and understanding of the community are key in terms of selecting materials and providing materials to a changing population. Our collections and services will continue to evolve and grow as the needs of the community change. The collection development policy will be periodically evaluated and revised.

Philosophy of Selection
The Katonah Village Library is a forum for all points of view and adheres to the principles of intellectual freedom. In support of its mission, the Katonah Village Library fully endorses the principles documented in the Library Bill of Rights and the Freedom to Read Statement of the American Library Association. The Library upholds the right of the individual to secure information, though the content may be controversial, unorthodox, or unacceptable to others. Materials available in the Library present a diversity of viewpoints.

Equity, Diversity, and Inclusion
The Katonah Village Library is committed to providing an equitable basis for purchasing materials, ensuring that consideration of the needs of historically oppressed, underrepresented, and under served groups are integral to collection development and management. The Library regularly assesses the existing collections to ensure they meet the needs of the Library’s constituent populations.

Criteria for Selection
In selecting material, staff rely on a variety of sources, including reviews in trade journals, consumer media, patron requests, and sales information. Considerations include:

Popular interest
Contemporary significance or permanent value
Requests by Katonah/Bedford Library cardholders
Accuracy, clarity, currency, and comprehensiveness
Artistic or literary merit
Cultural significance
Award recipients
Curricular enrichment
Reputation or qualifications of author or producer
Local interest in subject or author
Relationship to existing materials in the collection
Relationship to materials in other area libraries
Price
Katonah/Bedford or Westchester history
Scarcity of Library material on a subject

Periodicals are added to the collection on the basis of relevance and community interest.

Audiovisual material is added to the Library’s collection with consideration of patron demand and budget constraints. The Library acquires this material primarily in the most popular format.

All works by an individual author may not be considered for purchase.

All criteria need not be met for purchase consideration.

Selection for Children and Young Adult
Materials for children and teenagers are intended to support recreational reading, encourage and
facilitate reading skills, supplement educational and curricular needs, stimulate and widen interests, and reflect the diversity of the community. Due to the broad age range and developmental status of our young patrons, a variety of materials is collected and access to materials in any part of our Library is not restricted. Suitability is ultimately the responsibility of the child/teen and their parent or caregiver.

Criteria for the Withdrawal of Materials
The Library continually evaluates its collection. Staff withdraw material to keep the collection fresh and relevant. Relevancy is especially important in several areas of the collection — including medicine, science, and financial investing — where the information changes rapidly. Considerations include:

Condition—damaged or worn beyond mending
Dated content, is no longer accurate or reliable
Misleading–factually inaccurate
Little or low use
No longer relevant to the community
Online availability of content
Space limitations as new items are acquired
Superseded by a new edition or by a much better book on the subject
Multiple copies of a title.

Gifts
Gifts and donations are important supplements to the collection. Donations will be held to the same collection and evaluation standard as purchased items. Donations are accepted with the understanding that Katonah Village Library has the right to make all necessary decisions as to their retention, location, cataloging, and other considerations related to their use and disposition. Any materials accepted and subsequently deemed unsuitable may be donated to the Library’s book sale. The Library does not assess the value of gifts made to the Library. Valuation should be determined by the donor. The Library will not accept family bibles, personal papers, college dissertations, high school term papers, or items in poor condition.

Reconsideration of Library Materials
It is a goal of the Katonah Village Library (KVL) to maintain a comprehensive collection of materials that offers a wide diversity of views and expressions. Persons who are concerned about the appropriateness of library material may choose to make a formal Request for Reconsideration of the work in question.
Process:
1. The patron must be a registered KVL, Bedford Hills Free Library or Bedford Free Library resident card holder. (Groups or organizations may not submit a Request for Reconsideration of Library Materials.)
2. The patron is required to complete a Request for Reconsideration of Material form. The completed form should include the reasons in support of reconsideration. The form can be found here.
3. The Request for Reconsideration form should be submitted directly to the KVL Library Director. The Library Director will review and respond within 14 days.

Conflict of Interest Policy

For purposes of this policy, trustees, directors, officers and employees are required to disclose any relationship or situation that presents a potential conflict of interest. A conflict of interest arises when a trustee, director, officer, employee, interested person, or key person may have a financial interest from a decision made in the capacity as a trustee, director, officer or employee, including any direct or indirect benefit to family member(s) or closely associated business(es).
Article I – Purpose
1. The purpose of this conflict of interest policy is to protect the Katonah Village
Library (KVL) interests when it is contemplating entering into a transaction or
arrangement that might benefit the private interests of a covered person or might
result in a possible excess benefit transaction.

2. This policy is intended to supplement, but not replace, any applicable state and
federal laws governing conflicts of interest applicable to nonprofit and charitable
organizations.
Article II – Definitions
1. Covered Person: any member of the KVL Board of Trustees, and any KVL
employee.
2. Interested person: any member of the KVL Board of Trustees, any KVL
employee, and any person who has a direct or indirect Financial Interest, as
defined in Article II, Section 4.
3. Key person: any person in a position to exercise substantial influence over
KVL’s affairs but does not have to be an employee of KVL.
4. Financial interest: an economic benefit (salary, commission, sale of product or
service, or some other form of economic benefit) from a transaction, agreement or
compensation arrangement in which a covered person, interested person, or
related party has:
a. An ownership or investment interest in any entity with which KVL has a
transaction or arrangement;
b. A compensation arrangement with KVL or with any entity or individual
with which KVL has a transaction or arrangement; or
c. A potential ownership or investment interest in, or compensation
arrangement with, any entity or individual with which KVL is negotiating
a transaction or arrangement.

Related party: Any:
a. Member of the KVL Board of Trustees or key person; or
b. any relative of a person described in Article II, Section 4(a).

Article III – Procedures

Duty to Disclose: In connection with any actual or possible conflict of interest, an
interested person must disclose the existence of the financial interest and be given
the opportunity to disclose all material facts to the KVL Board of Trustees.
Recusal of Self: Any covered person may recuse at any time from involvement in
any decision or discussion in which the covered person believes he or she has or
may have a conflict of interest, without going through the process for determining
whether a conflict of interest exists.
Determining Whether a Conflict of Interest Exists: After disclosure of the
financial interest and all material facts, and after any discussion with the KVL
Board of Trustees, the covered person shall leave the KVL Board of Trustees
meeting while the determination of a conflict of interest is discussed and voted
upon. The remaining members of the KVL Board of Trustees shall decide if a
conflict of interest exists.
Procedures for Addressing the Conflict of Interest:
a. An interested person may make a presentation at a KVL Board of Trustees
meeting, but after the presentation, the interested person shall leave the
meeting during the discussion of, and the vote on, the transaction or
arrangement involving the possible conflict of interest.

b. The KVL Board President shall, if appropriate, appoint a disinterested
person or committee to investigate alternatives to the proposed transaction
or arrangement.

c. After exercising due diligence, the KVL Board of Trustees shall determine
whether KVL can obtain with reasonable efforts a more advantageous
transaction or arrangement from a person or entity that would not give rise
to a conflict of interest.

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the KVL Board of Trustees shall determine by a majority vote of the disinterested board members whether the transaction or arrangement is in KVL’s best interest, for its own benefit, and whether it is fair and reasonable at the time such determination is made. Pursuant to that determination, the party seeking the determination shall be free to enter into the proposed arrangement or transaction.

Violations of the Conflicts of Interest Policy
a. If the KVL Board of Trustees has reasonable cause to believe a covered
person has failed to disclose actual or possible conflicts of interest, it shall
inform the covered person of the basis for such belief and afford the
member an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further
investigation as warranted by the circumstances, the KVL Board of
Trustees determines the member has failed to disclose an actual or
possible conflict of interest, it shall take appropriate disciplinary and
corrective action.
Ratification of Improperly Approved Transactions or Arrangements.
a. If the KVL Board of Trustees fails to timely and/or properly analyze and
approve a transaction or arrangement which involves a conflict of interest,
every calendar year, the KVL Board of Trustees will review such
transactions and arrangements and determine whether any were
improperly approved in violation of the procedures and requirements set
out in this policy.
b. For any transaction or arrangement which was not properly evaluated or
approved, the KVL Board of Trustees will take the following actions
within a reasonable period of time after the determination was made:
1. Approve any transaction or arrangement that the KVL Board of
Trustees finds, in good faith, to be fair, reasonable, and in the best
interests of KVL at the time KVL approved the transaction or
arrangement;
2. With respect to any transaction or arrangement involving a
charitable corporation and which a related party has a substantial
financial interest, consider alternative transactions to the extent
available;
3. Document in writing the nature of the potential or actual financial
interest and the basis for the KVL Board of Trustees’ approval of
the transaction or arrangement; and
4. Put into place, and oversee the implementation of, and compliance
with, procedures to ensure that KVL complies with the evaluation procedures and approval requirements as set forth above in this Article III.

Article IV – Records of ProceedingsThe minutes of the KVL Board of Trustees and all committees with board delegated powers shall contain (a) the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest: (b) the nature of the financial interest; (c) any action taken to determine whether a conflict of interest was present; (d) the KVL Board of Trustees’ or Committee’s decision as to whether a conflict of interest in fact existed; (e) the names of the persons who were present for discussions and votes relating to the transaction or arrangement; (f) the content of the discussion, including any alternatives to the proposed transaction or arrangement; and (g) a record of any votes taken in connection with the proceedings.
Updated and approved by the Katonah Village Library Board, February 27, 2023

Donor Confidentiality

The purpose of this policy is to state the position of the Katonah Village Library (“KVL” or “the
Library”) on donor confidentiality and donor anonymity. KVL recognizes that the operation of the Library requires the maintenance and management of donor and prospect records. Donor records, including electronic data, often contain sensitive information. Information about Library donors and donations is handled with respect and confidentiality. Employees, Trustees, and other volunteers of the Library are not permitted to use this information for any purpose other than to carry out the services they are performing for the benefit of the Library.

The Library Director and Development Manager are responsible for maintaining the confidentiality of donor and prospect records and will ensure that all staff and volunteers have clear direction regarding the confidentiality of records. They may, at their discretion, make all or part of any donor record available to staff members or volunteers only if essential to them in executing their responsibilities. Disclosure decisions will honor the wishes of donors related to disclosure unless a larger legal issue is related. The Katonah Village Library will not sell, share, or trade donor personal information for third-party fundraising or marketing purposes. The Katonah Village Library does not sell or share its mailing lists.

To carry out its responsibilities, the Library Board of Trustees may need to review donor/prospect records from time to time. They shall respect the sensitive nature of those records and shall maintain these policies for donor confidentiality. The Library’s auditors and bookkeeper are authorized to review donor and prospect records as required for the purposes for which they are engaged. Gift agreements are considered confidential information and are not public documents. Particulars of a gift to the Library will not be shared with the general public unless the donor has granted permission to do this.

The names of donors may be listed in the Library’s annual report, on the website, and/or in similar communications. Exceptions will be made for any donor who specifically requests anonymity. The Library will not publish the specific amount of any donor’s gift without the permission of the donor. Donors making gifts to the Library by bequest or other testamentary device are deemed to have granted such permission unless otherwise noted. Approved by Katonah Village Library Board of Trustees, May 28, 2024

Financial Policy

Scope: This Financial Policy covers all KVL banking and investment accounts and all accounting and reporting practices.

Accounting Principles and Standards
The accounting principles of the Katonah Village Library shall be based on Generally Accepted Accounting principles. The Finance Committee, a sub-committee of the Katonah Village Library Board of Trustees (hence, the Board), provides oversight for the accounting process.

System of Recording
KVL will use a combination of recording procedures: (i) QuickBooks Non-Profit or other approved accounting system; (ii) Excel spreadsheet for projects as needed; (iii) Salesforce Donor Management.

Accounting Through Internal and External Controls:

Banking:
The Board will select a bank that is FDIC insured and authorize at least two (2) Board Officers (including the Co-Treasurers) plus the Director and Bookkeeper to conduct the financial transactions of the Library.

Investment Management:
The Board will select an investment management firm per KVL’s investment policy statement and authorize at least two Board Officers to jointly direct and conduct the investment management business of KVL. The signed consent of the Board President and a Co-Treasurer is required to transfer of monies to/from the investment accounts.

Purchasing Procedures:
The Director may authorize the purchase of goods or services with a value up to $1500 and which are included in the library’s annual budget. Larger purchases can be made with the express permission of the Board, and noted in the Board minutes. Other staff members may authorize purchases up to $500 when designated to do so by the Director. Documentation of purchases must include:1.) Original itemized receipt including an itemized description of the purchase, the quantity ordered, and the vendor. 2.). When applicable, a copy of the packing list attached, initialed and dated by the person checking in the shipment. 3.) Hard-copy print-out or forwarded email receipt of items ordered online.

Petty Cash:
The Library’s petty cash box may also be used for incidental expenses. Incidental expenditure shall not exceed $100/day.

Invoice Payment:
Invoices will be paid by check or via the online banking system. Prior to payment, each invoice will be reviewed and subject to the approval of both the bookkeeper and Director.

Issuing Payments:
Two authorized signatures are required for all checks. Electronic Bill Pay items must be approved by both the bookkeeper and the Director prior to payment.

Deposits:
Deposits into the operating account will be made by physically presenting checks or cash at the bank branch, or via electronic credit as in the case of PayPal, merchant service provider or other customary electronic payment methods (i.e. ACH receipt or scanned check deposit using the bank’s scanning software).

Reconciliations:
To ensure timely, complete, and accurate analysis, the review of material and/or significant general ledger accounts on a regular basis, the Bookkeeper shall complete reconciliations of all library bank accounts once a month and present a monthly finance report to the Finance Committee for further review and analysis. Monthly Finance Committee reports will be discussed at the Board meetings.

Library Operating Fund:
All money collected from the town government, fees, fines, and other revenues shall be deposited into the Library Operating Fund, and must be budgeted and expended in the manner required by law. All monetary or in-kind donations received by the Library will be recorded and acknowledged.

Financial Oversight Documentation:
Records associated with library accounts, budgets, income/expenses, and all other accounting/bookkeeping procedures will be available as needed for the Finance Committee, the Co-Treasurers, and the Board.

Segregation of Fiscal Duties and Internal Controls:
No single person shall be authorized with the sole power to control the movement of KVL funds, approve budgets, make payments, direct investments, or approve budgets. Segregation of duties and dual control are the cornerstone of KVL’s financial policy and practice; this is needed to detect errors in a timely manner and deter improper activities. Internal controls instituted by the Library will assist the Board in maintaining adequate fiscal oversight of the expenditure of funds.

Investment Policy Statement:
The KVL Board will approve a comprehensive Investment Policy Statement. The Board President and a Co-Treasurer, acting jointly, and in consultation with the Finance Committee, shall implement the investment program and establish investment procedures consistent with our Investment Policy in consultation with the Finance Committee.

Co-Treasurer: The KVL Board shall appoint two Board members to act as Co-Treasurers.

Reserve Fund Policy

Purpose

The purpose of this Policy is to set forth the principles and guidelines for the Reserve Fund (‘Reserve Fund” or “Fund”) of Katonah Village Library (“KVL”) to achieve all of the following goals:

· Safeguard the Reserve Fund for future generations; and

· Enable the maximum amount of spending from the Reserve Fund that can be maintained over the long term; and

· Ensure that Reserve Fund income is as stable and enduring as possible.

About the KVL Reserve Fund

KVL’s Reserve Fund is an asset set aside for three principal uses:

1) To cover its capital expenditures (funds used to acquire, upgrade, and maintain physical assets such as its building and property, durable furnishings, technology, or equipment);

2) To safeguard the continuity of the organization’s core, day-to-day operations in the event of: a) unforeseen income shortfalls (such as those caused by COVID pandemic or cuts in Town funding) or; b) short-term cash flow interruptions (such as delayed payments, or the need to cover first-quarter operating expenses until the first scheduled Town of Bedford contribution arrives on April 1).

3) Within the parameters set by this Policy governing the target size and spending of the Fund, to provide a discretionary supplement to KVL’s annual operating income. (See below sections, “Reserve Fund Target Balance” and “Using the Reserve Fund for Discretionary Operating Supplement.”)

Reserve Funds are not intended to replace a permanent or foreseeably long-term loss of operating revenue, or to remedy an ongoing deficit in KVL’s core operating budget, particularly one driven by higher core (recurring) operating expenses.

Through disciplined management of its Reserve Fund, the KVL Board of Trustees aims to strike a responsible balance between building and maintaining adequate reserves and providing a continuously high level of service to KVL patrons. The KVL Treasurer will identify the need for access to Reserve Funds and confirm that the use is consistent with the purpose of the Reserve Fund as described in this Reserve Fund Policy. Determination of need requires analysis of the sufficiency of the current level of the Reserve Fund, the availability of any other sources of funds before using reserves, and evaluation of the time period for which Reserve Funds will be required and replenished.

Funding of the Reserve

The Reserve Fund will be funded with surplus operating funds without donor restrictions. The KVL Board of Trustees may, from time to time, direct that a specific source of revenue be set aside for the Reserve Fund. Examples may include one-time gifts or bequests, property sales, special grants, or special appeals.

The goal is to deposit cash regularly into a managed investment account that generates capital appreciation and interest income, thereby increasing the Reserve Fund value while not in use. KVL’s Board of Trustees will engage a professional investment firm/money manager to recommend and purchase investment vehicles for KVL (i.e., equities, bonds, or other) and provide administrative support for the invested funds.

The KVL Finance Committee will receive reports on the Reserve Fund at its regular meetings and shall be charged with assuring that the funds are invested prudently in accordance with the KVL Investment Policy (see separate document, “Katonah Village Library Investment Policy”) and that KVL receives a reasonable rate of return considering the size of the Reserve Fund, the instruments in which it is invested, and other relevant factors.

The Treasurer will report the status of the Reserve Fund to the Board as part of the regular Treasurer’s report.

The use of the Reserve Fund is unrestricted. Any cash amounts deposited into the Reserve Fund that were received by KVL as gifts will only include those with no specific donor requirements or restrictions as to how they are to be used.

Donation of Securities. From time to time, unrestricted donations of securities-in-lieu-of-cash may be received by KVL. In those instances, the Trustees will liquidate the securities and deposit the cash value into the Reserve Fund, unless contrary advice is received from the investment firm/money manager.

Tax Status. The Katonah Village Library is organized as a private not-for-profit corporation under IRS Section 501 (c)(3). As a result, the income and earnings of the Reserve Fund are exempt from State and Federal taxes.

The Reserve Fund Target Balance

The target balance of the Reserve Fund – i.e., the desired dollar value of the Reserve Fund on any date it is measured – will be equal to eighteen (18) months of KVL’s annual operating expenses (determined by multiplying KVL’s three-year trailing average of annual expenses by a factor of 1.5.) This dynamic target will enable KVL to adequately manage risk for an institution of its size – that is, to be able to meet expected and unexpected capital spending needs, and to provide financial stability and continuity in its day-to-day operations.

Note: The target balance for the KVL Reserve Fund falls within prevailing best-practice parameters for the size of non-profit reserve accounts, i.e., no less than what it takes to operate the organization for three months, and no more than what it takes to operate it for two years. The target balance for KVL’s Reserve Fund is further informed by the needs and circumstances of KVL specifically. Namely, the KVL Reserve Fund serves as both a capital reserve – it funds all capital expenditures for KVL, the big and the small, the anticipated and the sudden – and as an operational reserve – where it provides the financial backstop when KVL experiences sudden disruption or decline in its income.

At the end of each fiscal year, and upon Board approval of the next year’s operating budget, the Reserve Fund’s target balance will be examined and re-calculated. At the first Board Meeting and Finance Committee Meeting of the calendar year, the Treasurer will report – and the meeting minutes will record – both the market value of the Reserve Fund as of the prior December 31^st and the updated Reserve Fund Target Balance amount.

Responding to Recurring Surpluses and Shortfalls in Reserve Fund

Surplus. If the Reserve Fund exceeds the policy-stated target balance for three consecutive years, the excess should be made available for current use.

Shortfall. If the Reserve Fund measures less than 75% of the Reserve Fund Target Balance, the Board of Trustees, in the absence of any extraordinary circumstances, should adopt an operational budget that includes a projected surplus sufficient to rebuild the Reserve Fund back to its targeted balance over the following two years.

Using the Reserve Fund for Discretionary Operating Supplement

When KVL is considering any annual discretionary supplement from the Reserve Fund for use in its operations, it must ensure it is doing so while appropriately preserving, or growing, the Fund’s value to achieve its target balance (see above section, “Responding to Recurring Surpluses and Shortfalls in Reserve Fund.”) Discretionary supplements are made at the approval of the library’s Board of Trustees on the advice of its Treasurer and Finance Committee for purposes consistent with the mission of the library.

As a general rule, KVL will consider any discretionary operating supplement as follows:

When the value of the Reserve Fund, measured as of the prior year-end, has attained the Reserve Fund Target Balance the Board of Trustees (at the advice of its Treasurer and Finance Committee) will target any discretionary operating supplement spending at or around four percent (4%) of the Reserve Fund’s market value (see also “Responding to Recurring Surpluses and Shortfalls” section);

When the value of the Reserve Fund, measured as of the prior year-end, is at or above 75% but below 100% of the Reserve Fund Target Balance, the Board of Trustees (at the advice of its Treasurer and Finance Committee) may consider discretionary operating supplement spending up to two percent (2%) of the Reserve Fund’s market value (see also “Responding to Recurring Surpluses and Shortfalls” section, above.) Care should be taken to ensure the amount of the operating supplement spending under these conditions does not result in bringing the Fund value to below 75% of the target balance.

When the value of the Reserve Fund, measured as of the prior year-end, is below 75% of the Reserve Fund Target Balance, the Board of Trustees should not consider any discretionary operating supplement spending.

Review of Policy

This Policy will be reviewed by the Treasurer(s) and Finance Committee every three years, or sooner if warranted by internal or external events or changes. Variables to consider when re-evaluating the Policy include significant changes in operations, anticipated changes in community or other needs, significant changes in funding base, changes in the regulatory environment impacting charitable giving, and the stability of the local economy. Changes to the Policy will be recommended by the Treasurer to the Board of Trustees for approval.

Policy approved by the Board of Trustees of the Katonah Village Library on December 28, 2020

Investment Policy

This policy establishes investment objectives, policies, guidelines, and eligible securities related to all assets held by the Katonah Village Library (“KVL”), and/or any of our subsidiary corporations, primarily for investment purposes. In doing so, the policy:

clarifies the delegation of duties and responsibilities concerning the management of institutional funds.
identifies the criteria against which the investment performance of the organization’s investments will be measured.
communicates the objectives to the KVL Board of Trustees (“Board”), staff, investment managers, brokers, donors and funding sources that may have involvement.
confirms policies and procedures relative to the expenditure of institutional funds.
serves as a review document to guide the ongoing oversight of the management of the organizations’ investments.

Delegation of Responsibilities
The Board has a direct oversight role regarding all decisions that impact KVL’s institutional funds. The Board has delegated supervisory responsibility for the management of our institutional funds to the Finance Committee. Specific responsibilities of the various bodies and individuals responsible for the management of our institutional funds are set forth below:

Responsibilities of the Board
The Board shall ensure that its fiduciary responsibilities concerning the proper management of KVL’s institutional funds are fulfilled through appropriate investment structure, internal and external management, and portfolio performance consistent with all policies and procedures. Based on the advice and recommendations of the Finance Committee, the Board shall:

approve investment policies and objectives that reflect the long-term investment-risk orientation of the book and endowment funds.

Responsibilities of the Finance Committee
Members of the Finance Committee are not held accountable for less than desirable outcomes, rather for adherence to procedural prudence, or the process by which decisions are made in respect to endowment assets. In consideration of the foregoing, the Finance Committee is responsible for the development, recommendation, implementation, and maintenance of all policies relative to KVL’s institutional funds and shall:

develop and/or propose policy recommendations to the Board with regard to the management of all institutional funds.
recommend long-term and short-term investment policies and objectives for our institutional funds, including the study and selection of asset classes, determining asset allocation ranges, and setting performance objectives.
determine that institutional funds are prudently and effectively managed with the assistance of management and any necessary investment consultants and/or other outside professionals if any.
monitor and evaluate the performance of all those responsible for the management of institutional funds.
recommend the retention and/or dismissal of investment consultants and/or other outside professionals.
receive and review reports from management, investment consultants, and/or other outside professionals, if any.
periodically meet with management, investment consultants, and/or other outside professional management, investment consultants, and/or other outside professionals.
convene regularly to evaluate whether this policy, investment activities, risk management controls, and processes continue to be consistent with meeting the goals and objectives set for the management of institutional funds.
ensure that the service providers adhere to the terms and conditions of their contracts; have no material conflicts of interests with the interests of KVL; and, performance monitoring systems are sufficient to provide the Board with timely, accurate, and useful information.
regularly meet with any outside service providers to evaluate and assess compliance with investment guidelines, performance, outlook, and investment strategies; monitor asset allocation and rebalance assets, as directed by the Finance Committee and in accordance with approved asset allocation policies, among asset classes and investment styles; and, tend to all other matters deemed to be consistent with due diligence with respect to prudent management of institutional funds.

Investment Considerations
In accordance with KVL’s understanding of the New York Prudent Management of Institutional Funds Act (NYPMIFA), the Finance Committee must consider the purposes of both KVL and our assets in managing and investing institutional funds. All individuals responsible for managing and investing KVL’s institutional funds must do so in good faith and with the care that an ordinarily prudent person in a like position would exercise under similar circumstances. In making any decision relative to the expenditure of institutional funds, each of the following factors must be considered:

general economic conditions;
possible effect of inflation or deflation;
expected tax consequences, if any, of investment decisions or strategies;
the role that each investment or course of action plays within the overall investment portfolio of the fund;
expected total return from the income and appreciation of investments;
other resources of the organization;
the needs of the organization and the fund to make distributions and preserve capital; and,
an asset’s special relationship or special value, if any, to the organization’s purposes.

Guidelines for Investing
The investment goal of the total return fund is to achieve a total return (income and appreciation) of 5% after inflation, over a full market cycle (3-5 years). The following guidelines apply to the three main investment asset classes:

Money Market Funds: Allowable range: Minimum 0%; Maximum 70% of total assets
A quality money market fund will be utilized for the liquidity needs of the portfolio whose objective is to seek as high a current income as is consistent with liquidity and stability of principal. The fund will invest in “money market” instruments with remaining maturates of one year or less, that have been rated by at least one nationally recognized rating agency in the highest category for short-term debt securities. If non-rated, the securities must be of comparable quality.

Equities: Allowable Range- Minimum 40%; Maximum 75% of total assets
The equity component of the portfolio will consist of high-quality equity securities traded on the New York, NASDAQ, or American Stock exchanges. The securities must be screened for above-average financial characteristics such as price-to-earnings, return-on-equity, debt-to-capital ratios, etc.

No more than 15% of the equity portion of the account will be invested in any one issuer. As well, not more than 25% of the equity portion of the account will be invested in stocks contained within the same industry.

It is acceptable to invest in an equity mutual fund(s) adhering to the investment characteristics identified above, as long as it is a no-load fund, without 12(b)(1) charges, which maintains an expense ratio consistent with those other funds of similar investment styles as measured by the Lipper and/or Morningstar rating services.

Prohibited equity investments include initial public offerings, restricted securities, private placements, derivatives, options, futures, and margined transactions.

Exceptions to the prohibited investment policy may be made only when assets are invested in a Mutual Fund(s) that periodically utilizes prohibited strategies to mitigate risk and enhance return.

Fixed Income: Allowable Range- Minimum 10%; Maximum 70% of total assets
Bond investments will consist solely of taxable, fixed income securities that have an investment-grade rating (BBB or higher by Standard & Poor’s and Baa or higher by Moody’s) that possess a liquid secondary market. If the average credit quality rating disagrees among the two rating agencies, then use the lower of the two as a guideline.

No more that 15% of the fixed income portfolio will be invested in corporate bonds of the same issuer. As well, not more than 25% of the fixed income portfolio will be invested in bonds of issuers in the same industry.

Prohibited securities include private placements, derivatives (other than floating-rate coupon bonds), margined transactions, and foreign-denominated bonds.

Exceptions to the prohibited investment policy may be made only when assets are invested in a Mutual Fund(s) that periodically utilizes prohibited strategies to mitigate risk and enhance return.

It will be the responsibility of the Finance Committee of the Board to regularly review the performance of the investment account and investment policy guidelines and report to the Board at least quarterly with updates and recommendations as needed.

Expenditure Considerations
The Board and the Finance Committee are responsible for the establishment of a balanced endowment fund spending policy to: (a) ensure that over the medium-to-long term, sufficient investment return shall be retained to preserve and grow its economic value as a first priority; and, (b) to provide funds for the annual operating budget in an amount which is not subject to large fluctuations from year-to-year to the extent possible.

Donor Restrictions
In all instances, donor intent shall be respected when decisions are rendered concerning the investment or expenditure of donor-restricted funds. If a donor, in the gift instrument, has directed that appreciation not be spent, KVL shall comply with that directive and consider it when making decisions regarding the management and investment of the fund. Any attempt to lift restrictions on any fund shall be conducted in full compliance with the law.

Endowment Fund Expenditures
Each year, the nonprofit is authorized to withdraw 4% of the total market value of the endowment fund investment account for the organization’s operating purposes. The exact dollar amount and timing of any distribution(s) from the investment account will be left up to the discretion of the Board President and Treasurer.

Internet Use Policy

The Katonah Village Library provides free access to the Internet in accordance with its mission to provide information of all types in a wide range of formats. This Internet Use Policy affirms the principles of intellectual freedom, equity of access, and confidentiality of information about users and their use of library resources. The Internet is a vast and unregulated information network. The Library does not monitor and has no control over information on the Internet. Not all the information is accurate, current or complete. Users are encouraged to exercise critical judgment in evaluating accessed information. The Library cannot protect users from information and images that they may find offensive or disturbing. The Library assumes responsibility only for the information provided on its home page.

Since the Library’s Internet terminals are located in public areas throughout the building that are shared by persons of all ages, backgrounds, and sensibilities, individuals are asked to consider this when accessing potentially controversial information and images. The Library reserves the right to require individuals to discontinue the display of information and images that cause a disruption.

Parents or legal guardians must assume responsibility for deciding which library resources are appropriate for their children. Internet access in the Children’s Room is limited to children under 12 years of age and their accompanying parents or caregivers. Children who use the Internet unsupervised may be exposed to inappropriate and disturbing information and images. We encourage parents to learn about the Internet so that they can teach their children how to use technology properly and to make wise choices.

Library users are cautioned that the Internet is not a secure medium and all transactions, files and communications are vulnerable to unauthorized access and, therefore, should be considered public. The Library will not release information on the use of electronic resources by members of the public except as required by law.

Acceptable Use Guidelines
All individuals are expected to use the Library’s Internet terminals, Chromebooks (computer equipment, network connections, hardware, software and data) in a responsible and courteous way, consistent with the educational, informational and recreational purposes for which all Library resources are provided. Use of the Internet for activities that violate local, state or federal laws is prohibited. This includes activities such as viewing child pornography, committing fraud, hacking, libeling or threatening.

The following rules, regulations and procedures have been established for acceptable use standards:

· The number of Internet terminals/Chromebooks is limited and will be available on a first-come, first-served basis.

· The Library reserves the right to limit the amount of time an individual may use library equipment.

· Rules for use are posted on or near terminals and include information on time limitations and printing costs.

· Individuals may not alter or damage hardware, software or data or in any way interfere with, disrupt or degrade the network. Adding, deletions or modification of the installed hardware or software by any means are not permitted except as authorized by the library. For example, downloads of computer applications/programs are not permitted without prior consent of the library staff. Users may use flash drives, digital cameras and similar devices to store or retrieve their own data provided that the devices are connected only through external interfaces (such as USB ports) provided by the library and the data is removed from the system when the user leaves the Internet terminal.

Any use of such devices is at the users own risk and the library will not be responsible for damage to the devices, or the data contained on them. Users should make backup copies of their data before connecting any such devices to the Internet terminals. Documents save on the computers will not be retained.

· If any patron knowingly abuses or misuses the Internet terminals/Chromebooks, or engages in a use of the Internet terminals/Chromebooks not authorized by the library, or deliberately introduces a computer virus or other malware, the patron will be prohibited from using this service, and may be subject to loss of library privileges and criminal prosecution.

· The Internet terminals/Chromebooks may not be used to transmit threatening, harassing or abusive language and images.

· Individuals may not invade the privacy of others by ‘hovering’ over them while they use the terminals. No more than two people may use a terminal at the same time.

· The Internet terminals/Chromebooks may not be used to perform any illegal activity, including the deliberate propagation of computer viruses and other malware. Individuals may not misrepresent themselves as another user or attempt to modify, gain access or reveal passwords or personally identifiable information belonging to others.

· The Library’s Internet terminals/Chromebooks may not be used to conduct a business, to advertise or for any other commercial purpose. The purchase of consumer goods and services for private use or consumption is not considered a commercial purpose.

· U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of fair use. The Library expressly disclaims any liability or responsibility resulting from copyright infringement or any violation of local, state or federal laws in the use of terminals.

Failure to abide by these guidelines may result in the suspension or loss of Internet terminal/Chromebook and other Library privileges.

Garden and Meeting Room Policy

The meeting rooms of the Katonah Village Library are available for use by community not-for-profit and civic organizations for informational, cultural, recreational, and civic meetings. No collections, tuition, sales (except for regular club dues), or other money-raising activities may be attached to the meeting room unless approved by the Board of Trustees.

The Library Board of Trustees reserves the right to pass upon all applications for the use of the rooms and may impose such added restrictions as it may judge appropriate for a particular program of use. The Board may cancel any permit when it is deemed to be in the interest of the Library to do so. No organization which has discriminatory policies and/or practices in regard to sex, race, ethnicity, or creed, shall be allowed to use the Library meeting rooms. Failure to observe regulations governing the use of the meeting room may result in the denial of use in the future. Permission to use the meeting rooms does not constitute Library endorsement of the policies, beliefs, or goals of the program sponsor, nor shall any advertisement or publicity indicate or give the impression of endorsement or sponsorship by the Library without approval of the Board of Directors. The Library reserves the right to close in the event of inclement weather or other unexpected emergencies. Renters can access closing information by visiting our website or calling the Library. Prior to renting the Garden Room or Meeting Room, groups/individuals need to fill out and sign the Rental Room Agreement found here.

CUSTODIAL SERVICES
Custodial services will include unlocking and locking the building, operation of lights, setting up seating and room arrangements, and normal clean-up. It is not the duty of the custodian to supervise groups or maintain order or set up, remove or transport personal equipment and supplies or provide audio-visual assistance. (If technology services are needed, a media and an audio-visual technology staff member will be assigned to fulfill tasks required for the event.)

SERVING OF ALCOHOL
Liquor liability insurance is required for all events at which alcohol is served. The following must be received by Katonah Village Library two weeks prior to the rental event:

A Certificate of Liability Insurance with host liquor liability in an amount of no less than $1,000,000, and with Katonah Village Library named as the “additionally insured;” and, a receipt from the insurance company confirming the premium has been paid on that liability policy.

Patron Policy

Katonah Library Patron Expectations

The Katonah Village Library wants all patrons to have an enjoyable experience while using the library. It is expected that patrons and staff be considerate of one another, and respect the rights of others. Unacceptable behavior includes behavior within the Library or on Library premises that interferes with the use of the Library by other patrons, creates a risk of injury to other patrons or Library personnel, interferes with the work of Library personnel, or creates a risk of damage to Library property.

Unacceptable behavior includes, but is not limited to:

Bringing uncovered beverages into the library. All beverages must be sealed or covered.
Speaking loudly on cell phones. Cell phone use should be limited, so as not to disturb other patrons. Cell phones are not allowed in designated quiet areas. When possible, cell phones should be taken into the lobby, or outside.
Behaving in a disorderly, loud, or disruptive manner including, but not limited to, talking loudly, using profanity, running, fighting, etc.
Annoying, disturbing, harassing, or threatening another person or persons. The use of derogatory, offensive, or abusive language towards staff or other patrons is strictly prohibited. We uphold a zero-tolerance policy regarding hate speech, discrimination, and harassment of any kind.
Interfering with the use of the Library by other people, or interfering with staff’s performance of their duties.
Offensive personal hygiene. Patrons whose bodily hygiene is so offensive as to constitute a nuisance to others may be required to leave the building.
Destroying, damaging, altering, or defacing materials, furnishings, equipment, or any part of the facilities, fixtures, or Library property
Moving furniture or equipment without staff approval
Improper use of restrooms or water fountain for purposes such as bathing, shaving, laundering clothes, smoking, etc.
Smoking, vaping of e-cigarettes, use of tobacco, or tobacco products in the Library or areas outside Library where second-hand smoke can enter
Bringing any pet or animal onto the premises except for certified service animals or animals for a scheduled program
Taking part in any illegal activity including, but not limited to, possession of illegal substances, theft, vandalism of property or materials, accessing unlawful materials, etc. These are criminal matters and will be prosecuted by the appropriate law enforcement authorities.
Entering the library without shirts or shoes/removing shirts or shoes when on premises. All patrons are required to wear shirts and shoes while in the library. This includes children who are walking independently, and not in strollers or carriages. This is a safety measure to prevent injuries and ensure the health and well-being of all young visitors.
Removing Library materials from the library without first checking them out.
Parking bicycles in the library foyer or directly outside the automatic doors. Bikes should be parked in the bike rack.
Loitering. No loitering on Library property when Library is closed.
Inappropriate use of Children’s Spaces/Youth Services Area Adults are permitted in children’s areas of the Library when accompanied by a child.
While adults are welcome and encouraged to browse and borrow from the Young Adult Collection, the tables, chairs, couch and computer space is reserved for young adults only. Any adult not in compliance with this provision will be asked to use other areas of the library. If the individual does not comply with staff direction or repeatedly violates this policy, the individual may be banned from the Library.
Disregarding personal space. Patrons are expected to maintain appropriate distances from others. Moving too close to another person, especially in a manner that can be perceived as intimidating or threatening is unacceptable behavior.

Consequences of Inappropriate Behavior: Failure to comply with these conduct expectations will result in immediate action, which may include:

A verbal warning from library staff.
Temporary suspension of library privileges.
Immediate removal from the library premises.

Law enforcement will be contacted if any behavior directed towards staff or other patrons is deemed threatening or harmful. This measure ensures the safety and security of everyone in our library community.

In cases of a severe violation or repeated infractions, patrons will face a ban from the library. The duration of the ban will be determined based on the severity of the behavior, and reinstatement of library access will require a review by the library board of trustees.

We appreciate your cooperation in helping us maintain a positive and respectful environment for everyone who uses our library.

Approved by Katonah Village Library Board of Trustees, February 26, 2018
Amended and Approved by Katonah Village Library Board of Trustees, September 24, 2018
Amended and Approved by Katonah Village Library Board of Trustees, June 24, 2024
Amended and Approved by Katonah Village Library Board of Trustees July 29, 2024

Photography Policy

We take photos and videos of our events and programs to share with the community. Photos are uploaded to our website, Facebook, Twitter, or Instagram accounts. If you would like your photo to be removed from our website or social media accounts, please let us know.

Tutoring Policy

We are glad to offer a comfortable place for tutors and students to connect in a safe and convenient environment.

Rules for Tutors:

1.) Tutors must use the area designated for group study, currently on the main floor, at the circular tables near the Grandfather clock. (The Library may, at any time, change the area designated for tutoring.)

2.) Tutors may not utilize the quiet areas of the library (the designated quiet areas are located in the Reading (Periodicals) Room, The Art Room and the study carrels). Tutors may not use the Meeting Room or Garden Room located on the lower level—or the Young Adult/Children’s Room for tutoring.

3.) Conversation or instruction should not be loud enough to distract other library users.

4.) Library staff may ask tutoring to cease if space being used is needed for other Library purposes.

5.) The Library is not obligated to accommodate any tutor.

6.) Tutors and students must bring their own supplies.

7.) Tutors may not solicit Library patrons on Library property.

8.) The Library is not a classroom or office space, but rather a community workplace. The exchange of money for tutoring services on Library property is strictly prohibited.

9.) Tutors may not publish or distribute advertisements for their services on Library property identifying the Library as their place of doing business, nor may they in any way imply Library sponsorship of their activities.

10.) Tutors and their students must comply with existing policies governing behavior in the Library.

11.) The Library does not sponsor, recommend, or assume liability or responsibility for the work and/or activities of the tutors and students who use available Library space.

12.) Tutors are responsible for the behavior of the student during the session.

13.) Katonah Village Library assumes no responsibility for children left unattended. Children under the age of 18 who are tutored in KVL are the responsibility of the tutor while on Library property until they are released to a parent/guardian, or to someone providing authorized transportation

Unattended Children Policy

All children are welcomed and encouraged to use the library’s materials, programs, and services. However, the library is a public building, and the well-being of children left alone is a serious concern. The library does not accept responsibility for the supervision of unattended children. Parents and other caregivers are responsible for their children’s behavior and safety at all times in the library. Children under the age of 10 must be accompanied by an adult while on library premises. Legal guardians and/or caregivers above the age of 14 may assume responsibility for a child while in the Library.
At Closing Time: If any child should remain at the Library after closing time, two staff members will remain with that child and will make all attempts to contact parents to ensure that they are coming to pick the child up. After 15 minutes have elapsed after closing time, the Bedford Police may be called to assist in the situation.

Whistleblower Policy

Article I – Purpose
The Katonah Village Library (KVL) is committed to the highest possible standards of ethical,
moral, and legal conduct. To that end, KVL has committed to maintaining an environment where
the KVL Board of Trustees, KVL employees and KVL volunteers are free to raise good faith
concerns regarding KVL’s business, operating and fundraising practices, including but not limited
to:

Reporting concerns about behavior by or within KVL that is, or appears to be,
illegal, fraudulent, dishonest, or unethical;
Providing truthful information in connection with an inquiry or investigation by a
court, agency, law enforcement, or other governmental body;
Identifying actual or potential violations of KVL’s bylaws and policies; and
Reporting other serious improper conduct.

Article II – Reporting a Violation
Members of KVL Board of Trustees, officers, employees, volunteers, accountants, auditors,
consultants, vendors, and other third parties are required to raise concerns with, and report
suspected violations to, the KVL Board of Trustee President or a KVL Director. If the concerns
are with or about either of those parties, the individual should address concerns to any member of
the KVL Board of Trustees. This Whistleblower Policy shall not apply to allegations made with
reckless disregard for their accuracy. People making such allegations may be subject to
disciplinary action by KVL Board of Trustees.

Examples of suspected violations which must be reported under this Whistleblower Policy include, but are not limited to: violations of federal, state, or local laws or regulations; conduct that poses a substantial and specific danger to public health or safety; fraud; theft; embezzlement; bribery; kickbacks; payment for services that are not rendered or goods that are not delivered; self-dealing; private inurement or private benefit (e.g., KVL’s assets being used for personal gain or benefit); destroying, altering, concealing or falsifying a document, or attempting to do so, with the intent to impair the document’s availability for use in an official proceeding; accounting or auditing irregularities, including providing false information to, or withholding material information from, KVL’s auditors, or supplying false or misleading information on the KVL’s financial documents, or filings with state agencies; violations of ethical standards or corporate policies adopted by KVL; or planning, facilitating, or concealing any of the above.

Article III – No Retaliation
1. Except as otherwise provided in this policy or required by law, KVL expressly
prohibits any form of retaliation by a Covered Person (defined below) against any
individual who, in good faith, raises suspected violations of law, cooperates in
inquiries or investigations, or identifies potential violations of KVL’s policies or
bylaws. Any individual over whom KVL has control (“Covered Person”) who
engages in retaliation will be subject to discipline, up to and including termination
of employment or engagement. Note, however, that this protection is not intended
to prohibit managers or supervisors from taking action, including disciplinary
action, in the usual scope of their duties and based on valid performance-related
factors.
2. Any individual who believes that they have been subjected to any form of
retaliation as a result of reporting, in good faith, a suspected violation of law or
policy should immediately report the retaliation in writing to the KVL Board of
Trustees President or a KVL Director. If the concerns are with or about either of
those parties, the individual should address concerns in writing to any member of
the Board of Trustees.
3. Notwithstanding anything contained herein to the contrary, this Policy is not an
employment contract and does not modify the employment relationship between
KVL and its employees. Nothing contained herein provides any director, officer,
employee, or volunteer with any additional rights or causes of actions, other than
those provided by Section 1107 of the Sarbanes-Oxley Act of 2002.

Article IV – Investigation
1. Reports of suspected violations of law, or KVL’s bylaws or policy and reports of
retaliation will be investigated promptly and thoroughly. The whistleblower’s
identity will be treated as confidential to the extent practicable without jeopardizing
a full investigation or violating applicable law. Upon receipt of a report, the KVL
Board of Trustees President or Director will conduct or designate other internal or
external parties to conduct the investigations. The investigating parties will notify
the reporting individual of their findings, as KVL deems appropriate in its sole
discretion.
2. In the event that a report of a suspected violation of law or policy or retaliation
involves the KVL Board of Trustees President or Director, the KVL Board of
Trustees Co-Vice Presidents will conduct the investigation, or designate a third
party to conduct the investigation.

Article V – Confidentiality
Reports of violations or suspected violations may be submitted anonymously; however, KVL
encourages individuals to identify themselves because appropriate follow-up questions and
investigation may not be possible unless the source of the information is identified. KVL strongly
encourages that all complaints be made in writing. Reports of violations or suspected violations
will be kept confidential to the extent practicable, consistent with the need to comply with law and
conduct a thorough investigation. Directors, officers, employees, and volunteers of KVL will
maintain security measures to safeguard and preserve the confidentiality of suspected violation
that are reported and, pursuant to such maintenance, they shall:
1. Attempt in every reasonable way to prevent intentional or unintentional
unauthorized use or disclosure of the reported information;
2. Promptly notify the KVL Board of Trustees, or an authorized committee thereof,
of an unauthorized use, copying or disclosure of the reported information; and
3. Assist KVL Board of Trustees or authorized committee, in every reasonable way
to retrieve wrongfully disclosed reported information, and/or terminate use or
disclosure.

Updated and approved by the Katonah Village Library Board, February 27, 2023