Policies, long-range plan and budget

West Chazy Dodge Library 

LONG-RANGE PLAN 2025-2030 

LETTER TO THE COMMUNITY 

In the center of the hamlet of West Chazy stands the historic West Chazy Dodge Library, founded in 1906 through a bequest by Lyndhurst Dodge. In the 1950s, this independent library began its formal association with the Beekmantown School District, serving as the West Chazy Elementary’s school library. Following the school district’s decision to close West Chazy Elementary in 2005, the Dodge Library took steps to once again become fully independent. It has been operating since then as a ‘special district public library’ under provisional charter from the State of New York. Since the elementary school’s closure, the library has continued to faithfully serve its community. It is one of the few public meeting spaces in the hamlet.  It serves the taxpayers of the Town of Chazy who reside outside the Chazy School District, as well as some residents of three adjacent school districts. In fact, the Dodge cheerfully welcomes and serves any resident of the tri-county library system.   

The present-day West Chazy Dodge

Library has been governed by of a series of long-range plans that honor the

library’s past and maintain a vision for the future. The building and its

offerings—the community rooms, computers, communication and

circulation systems, and the children’s room—stand as a testament to the

dedication of the Library Board of Trustees and the Library Director.  

While continuing to honor the past,

this new plan envisions a library that will be a destination for students and

community members alike. We have focused on technology, internet accessibility,

maintaining a space for the community’s use, and enhancing programs,

collections, and services to children. Our current long-range plan stems from the

community’s focus on the importance of the library as a community center and is presented in

the following pages. We encourage you, the residents we serve, to communicate

your needs and desires to us so that we can continue to respond to them in future plans. Please continue

to use and enjoy the library in the coming years as a place to maintain

community, be enlightened, and find inspiration. 

Sincerely, 

West Chazy Dodge Library Board of Trustees 

INTRODUCTION 

The long-range plan presented here

is the result of our effort to address the needs of the community and of the

library, to develop and attain measurable goals.  

 We see an opportunity for new vision and growth.  We are focused on

the future and on solidifying the Dodge Library as a place for community

engagement and a center of pride for the community. 

The information used to set our goals, and this long-range plan came from past surveys and through

one-on-one communication with patrons and community members by the Library

Director and members of the Board of Trustees. 

CONCLUSION 

In writing this plan, our intent is

to address five major areas articulated by the community as the greatest needs and wants for our library: community space, programs, collections, technology, public

relations and marketing, and children’s services.  Each of these areas has specific and general goals,

objectives, and activities that will ensure that each goal is reached within a measurable time frame. This plan will guide the Dodge Library Board

of Trustees and the Library Director over the next three to five years. We

welcomed and appreciated all comments. We hope we have

addressed your greatest concerns.  

VISION STATEMENT 

The Dodge Library is a community

center where people come to learn, create, do research, exchange ideas, enjoy

cultural events and celebrate literacy in a friendly, welcoming atmosphere. 

MISSION 

The Dodge Library serves the

greater West Chazy area as an educational and cultural center, and provides

free print, electronic, and audiovisual resources for the public to inform, educate and entertain. The Dodge Library strives to

provide a comfortable, friendly gathering place and reaches out to engage

residents of all ages in the community. 

The Dodge Library exists to provide

quality service to the residents of West Chazy in an open and non-judgmental

environment with free access to library materials in a variety of formats.  

COMMUNITY PARTNERSHIPS 

Goal 1: The Dodge Public Library

will strengthen community partnerships with local schools, organizations, and

the community at large to establish life-long learning opportunities for the collective benefit of the community. 

Objectives 

1.1 Enhance and improve the relationship between the Dodge

Library and the Beekmantown School District, including homeschool families. 

Activities 

·   Provide information to the schools on upcoming library-sponsored activities and events 

1.2 Enhance and improve the relationship between the Dodge

Public Library and local organizations. 

Activities 

·   Create mutually beneficial partnerships with organizations and

agencies to increase awareness of the library and attendance at its programs.  

·   Solicit co-sponsorships for library programs. (ongoing) 

1.3 Enhance and improve the relationship between the Dodge

Library and the greater community. 

Activities 

·   Maintain a welcoming atmosphere by creating a community space for

socializing and sharing ideas, and to foster learning while maintaining a

peaceful environment for other library patrons.

PROGRAMS 

Goal 2: The Dodge Public Library

will offer educational and entertaining programs for all age groups that

provide greater opportunities for learning and enjoyment. 

Objectives 

2.1 Provide a variety of programs for

all age groups that will meet the needs and interests of the greater West Chazy

community. 

Activities 

·   Annually review the program schedule and determine what programs

should be offered in the coming year.  

·   Provide programs on topics suggested by patrons in library surveys

and at the direction of the board.  

·   Community-building activities, e.g., ice cream social; art exhibits featuring local 

artists; public access for community

members. 

·   Solicit monetary support for programs from local community

organizations and businesses, and through grants.

COLLECTIONS 

Goal 3: The Dodge Library will provide collections and services that

satisfy the recreational and informational needs of West Chazy residents and

promote life-long learning. 

Objectives

3.1 Continually evaluate print, audio

visual, and digital collections to determine usefulness, timeliness, accuracy

and other criteria for keeping, adding to or withdrawing from the collection. 

Activities 

·   Develop collections in topic areas where existing resources are

lacking, taking into consideration the availability of digital resources and

new formats.  

·   Incorporate suggestions from future surveys to acquire materials of interest to our patrons and in the

formats they desire.  

·   Annually evaluate online databases offered and add/remove as

appropriate, considering whether or not remote access is available.  

·   Have several ongoing displays throughout the library featuring

books and materials on specific topics to promote circulation, programs,

special events, specific authors, etc.  

·   Continue to weed out outdated and/or duplicate items from the

collection as needed.  

TECHNOLOGY 

Goal 4: Ensure community members

have access to established and emerging information technologies as well as

opportunities to achieve technological literacy. 

Objectives 

4.1 Maintain a network of public

computers that meets the essential technology needs of our patrons. 

Activities 

·   Provide computer workstations for public use to access software

programs, the library’s catalog, online resources and databases, and the

Internet.  

·   Provide computer access for all students to work on

assignments.  

·   Provide the necessary peripheral equipment, such as printers, scanners, 

and fax service for public use to

meet the needs and desires of patrons.  

·   Provide wireless access to the Internet from various locations

within the library.  

4.2 Create opportunities for patrons to have hands-on exposure to current and emerging technologies. 

Activities 

·   Purchase technology equipment as appropriate and relevant for

circulation.  

CHILDREN’S SERVICES

Goal 5: The Dodge Library will provide a friendly, welcoming environment

and experience for children, their parents, and caregivers. 

Objectives 

5.1 The Dodge Public Library will

provide a warm welcome in the Children’s Library for parents and caregivers,

and for each child when he/she registers for his/her first library card. 

Activities 

·   Parents and caregivers will receive a welcome packet explaining the services and programs of the Children’s

Library.  

·   Children’s Library staff will greet and offer assistance to all who enter the

Children’s Library.  

5.2 The Dodge Library will provide

activities for children and their families to encourage a habit of lifelong

learning and reading. 

Activities 

·   Offer summer programs for elementary school-aged children and

parents.  

·   Establish Community Art Shows.  

·   The Dodge Library will maintain a themed monthly literary-related

activity for parents and their children 

5.3 Enhance and improve the Children’s

Library Collection. 

Activities 

·   Display all newly acquired books for children within three weeks

of receipt.  

·   Populate the Children’s Library with displays using books and materials on a variety of themes and topics.  

·   Develop the print collection with new and current literature for

children.  

PUBLIC RELATIONS AND MARKETING 

Goal 6: The Dodge Library will

actively promote the programs and services offered by the library. 

Objectives 

6.1 Review and revise the library’s

marketing plan to increase awareness and usage of the library’s collections and

services. 

Activities 

·   Review current public relations and marketing activities.  

·   Analyze and recommend improvements to current practice.  

·   Monitor and discuss with staff areas of responsibility.  

·   Consider and use all forms of media to promote the library’s

programs and services including local cable television, radio, newspapers,

magazines, newsletters and fliers (electronic and paper), programs, and the

library’s web site and social media account(s). 

·   Post fliers and/or leave brochures at places in the community that

people ordinarily frequent such as the train station, churches, banks, etc.  

·   Cultivate and maintain relationships with the schools and other

local groups and coordinate and promote programs with same.  

·   Continue to invite groups and

individuals to host exhibits and displays at the library.  

Dodge Library Board of Trustees 

December 2024 

REVENUE

District Taxation                                $23,500

CEF System Funds                           $1700 

Donations/Grants                              $1000          

Total Revenues                           $26,200

EXPENSES

 Library Director Wages, Costs & Benefits     $16,880 

 Collection Additions                    $1320                             

 Building Maintenance/Insurance         $4000

 Supplies/Telephone//Internet               $4000

Total Expenses                                 $26,200

WEST CHAZY DODGE LIBRARY RULES AND REGULATIONS

It is the policy of the West Chazy Dodge Library to maintain a safe and welcoming environment for reading, learning, and other library activities.

ALL PATRONS MUST REFRAIN FROM:

·      Engaging in conduct that disrupts or interferes with normal operations of the library or that disturbs the staff or other library visitors. Such conduct includes harassing or threatening behavior, using obscene or abusive language or gestures, making unreasonable noise, including talking on a phone.

·      Having a gun, knife or other weapon.

·      Smoking or vaping

·      Engaging in sexual conduct or lewd behavior

·      Eating or drinking, unless part of a library sponsored activity

·      Soliciting funds or offering goods or services

·      Using sports equipment: bicycle, skateboard, scooters, etc. on library property

·      Damaging defacing or misusing any library materials or property. This includes disabling library equipment, changing the hardware or software or settings on a library computer, or using a library computer for any purpose other than designated in the library’s Computer Use Policy.

·      Engaging in any activity in violation of federal, state, local, or other applicable law or library policies.

·      Rearranging the library’s furnishings

·      Blocking aisles, passageways, doors to prevent movement in the library

ADDITIONALLY:

·      Library staff can inspect any of your property when you come in or leave.

·      You must wear clothing and shoes in the library.

·      Your body odor must not be so offensive that it disturbs others, this includes wearing excessive perfume.

·      Unattended children, 10 and under, shall not enter, nor be left in the library. The library is a public building, and unaccompanied or unattended children may be at risk. Responsibility for children using the library rests with the parent or guardian/caregiver.

·      Large groups that want to use the library must get permission before they visit.

·      Photography and recording are not allowed on library premises without prior permission.

·      The library is not responsible for personal items that are lost, stolen, or damaged on library premises.

REMOVAL OF PATRONS VIOLATING THESE RULES

·      Library employees are authorized to ask any patron to leave the premises if, in the sole discretion of the staff member, the patron is not adhering to these rules.

·      Continued failure to follow these rules on two or more occasions may lead to the library director banning the patron from the library.

·      Visitors who do not follow the staff’s instruction may be subject to arrest or to other legal action.

Reviewed and approved by the board of trustees in February 2023.

WEST CHAZY DODGE LIBRARY RULES AND REGULATIONS

It is the policy of the West Chazy Dodge Library to maintain a safe and welcoming environment for reading, learning, and other library activities.

ALL PATRONS MUST REFRAIN FROM:

·      Engaging in conduct that disrupts or interferes with normal operations of the library or that disturbs the staff or other library visitors. Such conduct includes harassing or threatening behavior, using obscene or abusive language or gestures, making unreasonable noise, including talking on a phone.

·      Having a gun, knife or other weapon.

·      Smoking or vaping

·      Engaging in sexual conduct or lewd behavior

·      Eating or drinking, unless part of a library sponsored activity

·      Soliciting funds or offering goods or services

·      Using sports equipment: bicycle, skateboard, scooters, etc. on library property

·      Damaging defacing or misusing any library materials or property. This includes disabling library equipment, changing the hardware or software or settings on a library computer, or using a library computer for any purpose other than designated in the library’s Computer Use Policy.

·      Engaging in any activity in violation of federal, state, local, or other applicable law or library policies.

·      Rearranging the library’s furnishings

·      Blocking aisles, passageways, doors to prevent movement in the library

ADDITIONALLY:

·      Library staff can inspect any of your property when you come in or leave.

·      You must wear clothing and shoes in the library.

·      Your body odor must not be so offensive that it disturbs others, this includes wearing excessive perfume.

·      Unattended children, 10 and under, shall not enter, nor be left in the library. The library is a public building, and unaccompanied or unattended children may be at risk. Responsibility for children using the library rests with the parent or guardian/caregiver.

·      Large groups that want to use the library must get permission before they visit.

·      Photography and recording are not allowed on library premises without prior permission.

·      The library is not responsible for personal items that are lost, stolen, or damaged on library premises.

REMOVAL OF PATRONS VIOLATING THESE RULES

·      Library employees are authorized to ask any patron to leave the premises if, in the sole discretion of the staff member, the patron is not adhering to these rules.

·      Continued failure to follow these rules on two or more occasions may lead to the library director banning the patron from the library.

·      Visitors who do not follow the staff’s instruction may be subject to arrest or to other legal action.

Reviewed and approved by the board of trustees in February 2023.

Public Meetings

In accordance with Article 7 of New York State’s Public Officer’s Law, as well as Education Law Title 1, Article 5, Section 260a, the West Chazy Dodge Library’s Board of Trustee meetings shall be open to the public.

Executive sessions may be called as a portion of the open meeting and appropriate business.

transacted in accordance with Article 7, Section 105 of Public Officers Law.

Minutes of an open meeting will consist of a record or summary of all motions, proposals,

resolutions, remote attendance, and any matter formally voted upon and the vote thereon.

Minutes of a public meeting will be posted to the System’s website and otherwise made available two weeks following the date of the meeting.

Meetings shall be held each month at least 10 months per year, the date and hour to be set by the Board. Regular board meetings are currently scheduled for the second Tuesday of each month at the West Chazy Dodge Library beginning at 5:00 pm.

Public Comment

The West Chazy Dodge Library Board of Trustees welcomes public comment at meetings governed by Open Meetings Law. The purpose of this section is to ensure that interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their meeting in an efficient and effective manner.

Any person shall be permitted an opportunity to address the West Chazy Dodge Library Board under the following guidelines:

• Public comments are permitted during the time designated on the library board agenda,

unless otherwise directed by the Board President.

• At the beginning of the Public Comments segments of the meeting, the Board President or

designee will ask if anyone wishes to address the Board and will determine the order in

which speakers will be recognized.

• Each speaker will be asked to provide their name and group affiliation (if any).

• Each speaker will be allowed a maximum of three minutes to address the Board; the Board

President or presiding officer will monitor time limits for each speaker. There will be no more than 15 minutes for public comment, except with consent of the Board.

• Comments shall relate to legitimate West Chazy Dodge Library Board of Trustees business.

• All comments shall be made with civility and courtesy. The Board President or presiding.

officer may prohibit further comment if proper decorum is not displayed.

• The Board is not required to provide an immediate response or act on any speaker

comments. The public comment period is not a question-and-answer period, and the Board is not obligated to respond to comments.

• Minutes of public meetings are a summary of discussion on all matters proposed,

deliberated or decided by the Board, thus, public comments and written materials.

submitted by the public may not be reflected in the minutes.

Reviewed and Approved by the West Chazy Dodge Library Board of Trustees 2023.

The library card issued to a patron is the key to their registration and patron information. If they are not carrying their library card, it is possible to access their record if they show photo identification. This transaction must be done in person, and it can only be done for their own record. New York law restricts access to library records. No one except the patron may access your address, telephone number, items that are currently checked out on your card, items you have requested, or any other information contained within their record without a court order.

Children have the same rights under this law as adults. Their records can only be accessed through the library card. Signing a minor's card only shows acceptance of fines and fees; it does not exempt you from New York law. Patrons who do not want their children's records to remain private should check out their children's items on their own cards.

The Law Confidentiality of Patron Records, Including Minors: New York State Civil Practice Law & Rules Section 4509: "Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college & university libraries & library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential & shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library & shall be disclosed upon request or consent of the user or pursuant to subpoena, court order, or where otherwise required by statute."

WEST CHAZY DODGE LIBRARY COMPUTER USE POLICY

The West Chazy Dodge Library provides public use computers and internet access in support of the library’s role as a provider of resources for lifelong learning, social exchange, and entertainment. All patrons of the West Chazy Dodge Library have equal access to the materials, information, and technology provided by the library. The Library supports access to information on subjects that serve the needs or interests of each user. 

BASIC RULES FOR COMPUTER USE

·   A valid library card is required to login to a public access computer. Patrons are required to sign a computer use form that indicates the date and time.

·   Patrons are limited to 30 minutes a session if there are other patrons waiting.

·   Staff will provide reasonable assistance to patrons regarding technology.

·   Computers will be turned off ten minutes prior to closing.

·   The library cannot be held responsible for any damage or loss of data incurred while using library technology.

The Library cannot control the nature or content of the information accessed on the internet, nor can the Library protect users from content they might find offensive. Not all information on the internet is accurate, current or complete. Library users are encouraged to be critical consumers and to evaluate the validity of information carefully. Users are responsible for the access points they reach.

Any use of library computers or internet service that interferes with activities of the library, its users or its network is strictly prohibited. Prohibited behaviors include but are not limited to:

·   Use of the Internet for activities that violate local, state, or federal laws.

·   Accessing material harmful to minors

·   Harassing, bullying, libeling, or slandering

·   Altering, installing or damaging computer hardware or software

·   Violating copyright or software licensing

·   Accessing obscenity and pornography

The Library reserves the right to terminate the user’s computer privileges for abuse of these conditions. Appeals may be made to the Library Director who will refer the appeal to the Board of Trustees.

CHILDREN

·   A person under age 18 must have parental permission to use the internet

·   Children under the age of 8 may not use the internet unless they are under the direct supervision of a parent or guardian.

·   Children are expected to respect and observe the library’s rules of conduct.  Failure to comply with these rules may result in loss of computer privileges. 

·   The Library assumes no responsibility for the use of the Internet by children and young adults. It is the responsibility of parents and/or legal guardians to determine what their children may read, use or access on the Internet.

CHARGES

·   Printing charges will be 10 cents per page.

·   Faxing is 50 cents per page.

·   Cash only

PRIVACY

·   Use of the internet cannot be considered secure. Patrons should limit their activities accordingly.

·   Non-library files on the computer hard drive, the contents of temporary folders and bookmarks will be deleted.

·   The West Chazy Dodge Library will treat information displayed on its computers and/or printers, including its patron and circulation records as confidential. 

WIRELESS POLICY

The West Chazy Dodge Library provides wireless access to the library’s Internet service for properly equipped and configured laptops and hand-held devices. When patrons use the Library's Internet service, they are accepting the Library's Computer Use Policy.  

The wireless signal may be accessed throughout the library and in the parking lot and in front of the building.

Using Wi-Fi poses the same risks to personal information that a wired network pose. The Library cannot assure the safety of the user’s data when the Library’s wired or wireless Internet is being accessed.

·   Patrons are responsible for their own equipment. The Library cannot accept the liability of handling patron-owned equipment.

·   The Library shall not be responsible for any loss of data or damage to personal equipment.

Reviewed and approved by the board of trustees in July 2021

1) Obligation of Trustees and Employees

Trustees and employees of the Library have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which the Library wishes to operate. The purpose of these guidelines is to provide general direction so that employees and Trustees can seek further clarification on issues related to the subject of acceptable standards of operation.

2) Duty to Disclose

If an employee or Trustee has any influence on transactions involving purchases, contracts, or leases from which he/she may gain financially in a material amount, he/she has a duty to disclose to the President or other officer on the Board, the existence of any actual or potential conflict of interest in writing.

3) What Constitutes Conflict of Interest

An actual or potential conflict of interest occurs when an employee or Trustee is in position to influence a decision that may result in a personal gain for the employee or Trustee or for a family member as a result of the Library’s business dealings. For the purposes of this policy, a Trustee or employee has an interest in a proposed transaction if he/she has a financial interest in it in a material amount, or has a financial interest in any organization involved in the proposed transaction, or holds a position as Trustee, Director, or principal officer in any such organization or receives any indirect remuneration or gifts or favors. 

4) Determining Whether a Conflict of Interest Exists

·       After disclosure by a current Trustee or employee of an interest in a proposed transaction, the interested person shall leave the board or committee meeting while the nature and amount of the financial interest is discussed. The remaining disinterested Board or committee members shall determine by a majority vote if a conflict of interest exists.

5) Procedures for Addressing the Conflict of Interest

·       If it is decided that a conflict of interest exists, the Board shall determine by a majority vote of the disinterested Trustees whether the transaction is in the Library’s best interest and is fair and reasonable to the Library. The Board shall also make its decision as to whether to enter into the transaction or arrangement in any event.

·       If the Board determines that the transaction is not in the Library’s best interest, members of the Board may explore an alternative arrangement which would not give rise to a conflict of interest.

6) Violation of the Conflicts of Interest Policy

If the Board has reasonable cause to believe that a Trustee, officer or employee has failed to disclose actual or possible conflicts of interest, it shall inform the person of the basis for its belief and allow the person an opportunity to explain the alleged failure to disclose.

Reviewed and adopted by the West Chazy Dodge Library Board of Trustees 2023