Policies and Procedures

The library's mission statement:

The Monroe Free Library aims to provide, to the residents of the Town of Monroe, in a responsive and proficient manner, open, timely, and equal access to information and ideas for every level of interest and ability from a variety of perspectives and formats.

The mission of the library is to provide a commons environment addressing the need of people to meet and interact with others in the community, to provide access to current topics and titles, fulfilling the desire for satisfying recreational experiences as well as providing information about popular cultural and social trends, and to ensure access to information literacy, helping to address the need to provide skills related to finding, evaluating, and using information effectively. 




Bulletin Board / Exhibit Area Policy.


It is the policy of the library, as part of its information mission, to provide access to free materials/community information through the distribution of free handouts or the public posting of flyers, notices, and posters.

Rules for Use.

1. The library bulletin board is to be used for the posting of notices of either library business or activities, or public service items of educational, cultural, intellectual, charitable, or civic interest to the community.

2. Members of the public are not permitted to post notices. Only authorized library personnel may post notices on the library bulletin board. Any notice to be considered for posting must be submitted to library management for approval.

Note: Notices posted without authorization will be removed.

3. The bulletin board is not to be used for advertising or for commercial notices. No printed matter soliciting membership or contributions for any group or individual will be posted. No materials endorsing or promoting a particular religion, party, or partisan issue will be accepted for display within the library.

Because the library does not have sufficient space to allow varying viewpoints to be exhibited on topics and institutions which are subjects to controversy, such as politics, sex, religion, gun control, etc. Posters, bulletins, newspaper clippings, etc. on these subjects shall not be permitted.

4. All notices intended for posting on the library bulletin board must contain the following:

a) name of sponsoring agency, and

b) address and telephone number of sponsoring agency or authorized representative.

5. Notice size (physical dimensions) can be restricted if deemed necessary to maximize available space.

6. Notices may be removed after two weeks, when they are no longer timely or when space is required for more current items. The library will not be responsible for the return of posted materials.

7. The library does not necessarily advocate or endorse the viewpoints of organizations permitted to post notices on the library bulletin board. The library accepts no responsibility for loss or damage to any item accepted for posting.

Petitioning or Distribution of Literature in Library

In libraries: It is the policy of the library that petitioning, solicitation, distribution of literature or leaflets, canvassing, or similar types of appeals by members of the public are not allowed

On library grounds: In accordance with the US Constitution, groups or individuals who wish to petition, solicit, canvass or distribute literature to the public on library sidewalks, or other grounds surrounding the library building may do so if they do not impede access by the public to the building or interfere with use of the building.

Failure to comply with these rules may result in denial of future posting privileges.

Approved 1/13/1997.










Philosophy: In keeping with the mission statement of the Monroe Free Library ("MFL") in conjunction with the Ramapo-Catskill Library System ("RCLS"), open and wide access to available material will be made to all current and potential library users in the community on an equal basis. The following sets policy for length of loan periods, renewals, reserves/interlibrary loans, overdue materials, damaged materials, and fines. In order to borrow any material, a patron must present a valid library card.

1. Obtaining a Monroe Free Library Card

To obtain an MFL library card a patron must:

(i) be physically present in the library when applying;

(ii) be a resident within the entire town of Monroe. The town where payment of property tax is made determines town residency.

(iii)be able to write or print both first and last name

(iv) provide one piece of identification with the applicant's photograph and address.

2. Obtaining a Library Card Under Age 18

An applicant who is under eighteen (18) must have a parent or legal guardian present at the time the application is made in order to get a library card. All of the above rules apply with the caveat that the parent or guardian identification is sufficient and acceptable proof for the minor. A parent/guardian may request that a child's card be restricted from checking out audio visual media.

3. Obtaining a Temporary Library Card

Patrons who are not eligible for a RCLS library card, but will be living in the Monroe/Harriman area for an extended period, may apply for a temporary card. The patron must:

(i) be physically present in the library when applying

(ii) be able to write or print both first and last name

(iii) pay $25.00 for a 3 month membership

Upon completing the application process and providing proper identification a patron will immediately be provided with his or her library card.

4. Card Replacement

When a MFL library card is lost, it can be replaced by reapplying in person. There is a $3.00 fee for the first replacement card. This fee is non-refundable. When a card is reported "lost", it is immediately invalid

When a patron moves from any other RCLS library to Monroe, a replacement card can be issued to the patron at no cost.

When a patron relocates to Monroe from any other RCLS library district, a replacement card will be issued at no cost, upon request made at MFL.

When a MFL card becomes unusable or damaged, a replacement card is issued at no cost. MFL will destroy the old/damaged card.

5. Responsibility of the Library Card Holder

Cardholders are responsible for material checked out on their library card whether the owner of the card or anyone else uses the card. If library card is lost, the cardholder must notify the library immediately to prevent liability for future borrowed material.

6. Library Loan Periods

MFL establishes standard loan periods for the various materials in its collection. These loan periods apply to all cardholders and are as follows:

• 14-day loan for new fiction, express fiction and music CDs

• 28-day loan for all non-fiction, older fiction, mysteries, large print books, pamphlets, books-on-tape/CD, juvenile materials, and miscellaneous material

• 7-day loan for magazines

• 3-day loan for VHS, DVDs

Loan periods for materials borrowed through RCLS library interloan strictly adhere to the lending libraries loan periods and fines.

Occasionally patrons need more time with material they have borrowed. The following are rules and restrictions that apply to borrowing and renewals:

• magazines are not renewable

• patron can renew an MFL item twice

• materials must be renewed with a patron's library card or on the Internet. If the patron comes into library for the renewal, materials requesting renewal on mayor may not be present.

• Internet items must be renewed before an excessive fine is assessed

• no telephone renewals are accepted

• if an item is from another library, the lending libraries rules supersede MFL rules

• if the item is on reserve for another patron, item cannot be renewed

• reference materials are not available for circulation:

7. Lending Limits on Materials

• all DVDs and videos are limited to:

for non-Monroe patrons, 1 (new) - unlimited (without a new sticker)

for Monroe patrons, 3 (new) - - unlimited (without a new sticker)

• all music CDs are limited to 10 for non-Monroe patrons

• reference material, newspapers and certain designated materials do not circulate under any circumstances.

• the loan period for videos and DVDs is 3 days. If late, the fine is $1.00 per day per item with a maximum fine of $20.00 for each item.

• Patrons using a temporary MFL library card are limited to 15 items out at a time

8. Putting Books on Hold

MFL allows RCLS cardholders, in good standing, to place a hold or reserve on its own material, and to interloan material from other RCLS agencies when they are unavailable at the Monroe Free Library. Requests may be made in person, by telephone, by internet via the library's home page or by fax @845-782-4707. Patrons have seven (7) days to pick up material after they are notified either by phone or e-mail. The loan period for items from other libraries is determined by lending library and may differ from Monroe Free Library loan periods. If item is not picked up within the stated time, a cancellation will automatically be posted to the patrons' library card and the item will be sent back to the lending library or reshelved if item is from the Monroe Free Library.

9. Overdue Materials

All materials will be considered "overdue" if they have not been returned or renewed on the day after the due date. At 70 days, the material is set to "missing" by the computer system and a notice will be generated as a courtesy to inform the patron of overdue material.

10. Lost and Damaged Items

Materials may become damaged through misuse or carelessness on the part of the borrower. If this is determined to be the case, the borrower must pay the replacement cost of the item plus a processing fee. Use of the borrower's library card is suspended until the matter is cleared up. The borrower then "owns" the damaged item.

Materials will not be checked out to any patrons with any lost items on their record. Material will not be checked out to patrons with fines over $5.00.

If a patron has paid for a lost item and later finds that item, no refund will be issued and the patron may keep the previously lost and paid-for item. Fines are waived when a patron pays for a lost item.

11. Library Returns

Items from all RCLS libraries may be returned to any RCLS library, unless specified on item. Some DVD's must be returned only to the Monroe Free Library, if marked as such.

Due dates, fines and renewal policies may differ with interloan/reserve items from another library.

12. After Hours Book Drop-off

When the library is closed, the drop box at the MFL main entrance is open. All materials can be put into the drop off box unless stated on the item. Oversized video collections, books and items marked as oversized can not be put into this box and must be brought into the library.

All drop off items are put into box between the closing of the library and the opening the next day are checked in on the previous days date.

Revised June 2010.











The mission of the Monroe Free Library is to make available a broad range of library materials, to provide up-to-date and accurate information, and to offer services and programs desired by the community of Monroe. The Library also acts as the most convenient point of access for the needed materials and information and actively seeks to make community members and organizations aware of library resources and services.

Because library materials and information come in a wide variety of formats, the Library fulfills its mission by buying materials in both print and non-print form. Cassettes, compact disks, DVDs and CD Roms are some formats being purchased.

The community which Monroe Free Library serves focuses on the Town and Village of Monroe, Village of Kiryas Joel, and the Village of Harriman. The Library also serves as a member of the Ramapo Catskill Library System which has 47 member libraries. The Library serves a wide geographical area with a diverse population.

The Monroe Free Library subscribes to principles of the intellectual freedom as stated in the "Library Bill of Rights" (see Appendix 1), a document issued by the American Library Association. Monroe Free Library is committed to honor the rights of an individual to use the library regardless of age, race, religion, national origin, or social or political views. The staff of the Library provides equal service to all Library users. Children and adults are equally free to use the entire library and to borrow all materials in the circulation collection.


Library materials are selected by members of the staff after consulting professional review media. Staff members consult with each other to review the needs of the community as documented in circulation and reference statistics and by requests of patrons.


Selection of non-fiction material is considered by the librarians on the basis of the author’s competency, the information presented, and the potential usefulness to the Library’s collection. The Library staff attempts to meet the patrons’ demands as well as purchasing both pertinent and timely materials. Books that have current political and social significance are given high priority for selection. The Library makes a special effort to obtain material representing all sides of controversial issues.

The Library maintains an extensive collection of financial directories, updated laws, periodicals, and newspapers. The Library continuously updates materials in the areas of education, health, government, technology, science and current events to meet the informational needs of our patrons.

Local history, materials relating to Monroe and the surrounding villages of service are sought for the collection. Local newspapers, town reports, public documents, books by local authors and books about the area are collected.

The Library will consider whether or not the material under consideration duplicates materials already in the Library’s collection.

The Library attempts to purchase a wide variety of fiction to satisfy the needs of all our borrowers. The Library staff choose titles on the basis of reviews that consider, among other things, the appeal of a book for a specific audience, the artistic skill evident in its rendering, and the literary reputation of the author.

Gift books in good condition are welcomed by the Library. Once accepted, the donated material will be checked to see if they are in good condition, and if they meet the Library’s standards of selection. If donated items are not added to the Library’s collection, the Library reserves the right to either sell them at library book sales or to otherwise dispose of them.

The Library welcomes suggestions for the purchase of materials. Suggestions will be subject to the same standards of selection as other considered materials.

Due to the varied demands made upon the Library’s resources, the number of duplicate copies bought for reserves will be limited.

The Library will gladly accept recommendations for books that are to be given as memorials or gifts. The Library reserves the right to choose the material to be purchased should the donor not specify a title or subject matter.

The Library will maintain the collection by retaining or replacing essential materials and removing on a systematic and continuous basis those works that are worn, outdated, and/or inaccurate, or no longer in demand.


Any individual who desires may express his or her objections to particular library materials by completing a "Reconsideration Form". After the form is completed, it will be brought to the attention of the Library Director who will evaluate the original reasons for the purchase of the material. The Library Director will then respond to the person making the objection. Any remaining objections will be addressed by the Board of Library Trustees.


The Monroe Free Library Collection Development Policy defends the principles of freedom to read, view or hear. The Library Board of Trustees has adopted and declared that it will adhere to and support:

A.) The Library Bill of Rights

B.) The Freedom to Read Statement adopted by the American Library Association

C.) The Free Access to Libraries for Minors Statement(All are attached to the Policy)







The Monroe Free Library provides open and equal access to materials and information. Library patron's First Amendment's rights to guaranteed freedom of speech, extend to a corresponding right to hear what is spoken and read what is written free from fear of intrusion, intimidation, or reprisal. New York State Statute Civil Practice Law and Rules Article 45, Evidence, s4509* also insures this freedom. Monroe Free Library also ascribes to the American Library Association's Code of Ethics, point #3 which states, "Librarians must protect each user's right to privacy with respect to information sought or received, and materials consulted borrowed, or acquired." Only by strictly adhering to the following policy, can the confidentiality of patron records, information, and behavior be preserved to the fullest extent permitted by law.


In the event that staff is approached to divulge confidential information, the following steps will be followed:

1. Record name, address, telephone number, and any other appropriate information available on the enquirer.

2. Report the incident immediately to the Library Director.

Under no circumstances will staff divulge any confidential information regarding or including:

- Patron's name, address, telephone number

- Library card holding status

- General information regarding a patron's library habits including, but not restricted to: number of visits, time of visits, number or type of questions asked, etc

Action Taken by Library Director:

All requests and orders will be reviewed in a timely manner. If necessary, the Director will consult with an attorney and respond in an appropriate manner. All requests for the release or disclosure of information will be denied unless the Director has received the named patron's written consent for said release.

Court Order for Release of Library Records:

The Library Director shall comply fully with a court order to release or disclose library records or information. Upon receipt of any process, order, or subpoena, the person named and/or served shall immediately report to and consult with the Library Director, Library Operating Committee, and legal counsel to determine if such process, order, or subpoena is proper and in full compliance with proper legal authority. If there is a reasonable basis to believe such records are necessary to the progress of an investigation or prosecution, the American judicial system provides the mechanism for seeking release of such confidential records. The issuance of a court order, following a showing of good cause based on specific facts, by a court of competent jurisdiction, will be the only basis on which confidential information will be released.

Civil Practice Law and Rules, Volume 41 (Part 2) *§ 4509. Library records. Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related tothe 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 and shall not be disclosed except that such records be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.

Approved 12/8/1997

Revised 11/09/2009




Conflict of Interest Policy.

Code of Ethics:

The Monroe Free Library ("MFL" or "the Library") is dependent on the trust of its community to successfully achieve its mission. MFL recognizes that sound, ethical standards of conduct serve to increase the effectiveness of the Library's Board of Trustees, administration, staff and volunteers ("stakeholders"), and promote public confidence.

The Board of Trustees recognizes the importance of adopting a code of ethics to guide ethical decision making of stakeholders. It is crucial that all stakeholders conduct business on behalf of the Library with the highest level of integrity avoiding any impropriety or the appearance of impropriety.

Guiding Principles:

• Stakeholders should uphold the integrity of the Library and should perform their duties impartially and diligently.

• Stakeholders should not engage in discrimination of any kind including that based on race, color, age, national origin/ethnicity, disability, marital status, gender identity, military status, class, religion or belief system.

• Stakeholders must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the situation.

• Stakeholders should avoid situations in which their personal interests, activities or financial affairs are, or are likely to be perceived as being in conflict with the best interests of the Library.

• It is incumbent upon any stakeholder to recuse himself/herself from any matter in which there is a conflict or the appearance of a conflict.

• Stakeholders must distinguish clearly between personal philosophies and attitudes and those of the institution, acknowledging the formal position of the Board and the Library even if there are personal disagreements.

• Stakeholders should avoid having interests that may reasonably bring into question their position in a fair, impartial and objective manner.

• Stakeholders should not knowingly act in any way that would reasonably be expected to create an impression among the public that they are engaged in conduct that violates their trust as library stakeholders.

• Stakeholders should not use or attempt to use their position with the Library to obtain unwarranted privileges or advantages for themselves or others.

• Stakeholders must respect library business that is confidential in nature and be in compliance with applicable laws governing freedom of information.

• Stakeholders uphold the principles of intellectual freedom and resist all efforts to censor library resources.

• Stakeholders respect intellectual property rights and advocate balance between the interests of information users and rights holders.


To preserve and uphold MFL's reputation as an organization of unimpeachable integrity, each stakeholder will sign a "MONROE FREE LIBRARY CONFLICT OF INTEREST AND ETHICS STATEMENT" at the beginning of each calendar year during their tenure with the Library. All signed statements are to remain on file with the Director.


If any stakeholder appears to be in conflict of the "Guiding Principles" above, he or she will be asked to meet with the Executive Board to discuss the issue. The Executive Board will make a recommendation to the full Board based on their findings. Staff members or volunteers who are or appear to be in conflict with the "Guiding Principles" will be asked to meet with the Director who will make a determination as to discipline or termination based on his or her findings. If the stakeholder appearing to be in conflict is a member of the Executive Board he or she will be asked to meet with the full Board of Trustees. After review, the Board of Trustees, by majority consent will make a determination as to the discipline or termination of the Trustee based upon its findings.

Conflict of Interest:

The Board of Trustees is committed to avoiding any situation in which the existence of conflicting interests of any stakeholder may call into question the integrity of the management or operation of the Library, and affirms its commitment to adhere to all applicable provisions of law regarding material conflicts of interest:

1. Confidential Information: No stakeholder, current or former, shall disclose confidential information acquired in the course of his/her official duties or use such information to further any personal interest. In addition, he/she shall not disclose information regarding matters discussed in an executive session of the Board of Trustees regardless of whether or not such information is deemed confidential.

2. Disclosure of Interest: A board member or library administrator shall disclose the nature and extent of any financial or other private interest that he/she has in matters before the Board of Trustees. Employees and volunteers shall disclose to the Director who shall report the same to the Board of Trustees. Disclosures shall be recorded in the minutes of Board meetings. The term "interest" means a financial or material benefit accruing to a stakeholder.

3. Conflicts of Interest by Occupation or Affiliation: No stakeholder shall have an interest in any contract between the Library and a company of which he or she is a part, when such stakeholder has the power, or the power to appoint another, to negotiate or approve the contract or authorize payments there under; and no treasurer or financial officer shall participate in a vote on any decisions have an interest in a financial institution designated as a depository paying agent, for investment of Library funds or lending source. The provisions herein shall not be construed to preclude the payment of lawful compensation and necessary expenses of any stakeholder in one or more positions of public employment, the holding of which is not prohibited by law.

4. Conflicts of Interest by Relation: The employment of a relative at MFL is permitted based upon appropriate qualifications. However, relatives of a stakeholder may not serve in any job that would result in the existence of a subordinate-superior relationship resulting in direct supervision of a relative. Relatives of stakeholders will not be given any preferential treatment. No administrator or staff member shall evaluate, promote, or discipline any other employee or volunteer who is a member of the same family. Where the relation is between a board member and an employee, the board member must refrain from voting on any motion presented to the Board regarding policy or compensation of staff where the employee is directly affected. The Board of Trustees will take appropriate action on a case-by-case basis in the event that marriage or other circumstances results in a situation not in compliance with this policy.

5. Duty to Recuse: Those with a conflict of interest are expected to recuse themselves from decisions where such a conflict exists. The imperative for recusal varies depending upon the circumstance and profession, either as common sense ethics, codified ethics, or by statute. For example, if the Board is considering hiring a consulting firm for a task and one firm employs a close relative of one of the board members, then that board member should not vote on which firm is to be selected. Where there is personal financial gain involved (i.e. commission, payment for services or other monetary compensation incurred by a stakeholder or spouse/significant other of the stakeholder), to minimize any conflict, the board member should not participate in any way in the decision, including discussions.

6. Duty to Report Conflicts of Interest: A board member or the Director shall report any known or perceived conflict of interest to the Board of Trustees. Employees and volunteers shall disclose to the Director who shall report the same to the Board of Trustees.

7. Duty to Report Policy Violations: A board member or Director shall report any violation of this policy to the Board of Trustees. The Library Director shall cause a copy of the Code of Ethics and Conflict of Interest Policy to be distributed to every stakeholder. Each stakeholder elected or appointed thereafter shall be furnished a copy before entering office or employment.



Officers, Board Members, Administration, Staff and Volunteers

Code of Ethics:

The Monroe Free Library ("MFL" or "the Library") is dependent on the trust of its community to successfully achieve its mission. MFL recognizes that sound, ethical standards of conduct serve to increase the effectiveness of the Library's Board of Trustees, administration, staff and volunteers ("stakeholders"), and promote public confidence.

No board member of the Library shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation on the Board. Other than compensation by nature of employment, no administrator or staff member shall derive any personal profit or gain, directly or indirectly, by reason of his or her employment by the Library except through activities that may facilitate professional advancement or contribute to the profession such as publications and professional service and have been fully disclosed to the Board. No volunteer shall derive any personal profit or gain, directly or indirectly, by reason of his or her donation of time/talents to the Library.

Each stakeholder shall disclose to the Board any personal interest which he or she may have in any matter pending before the Board and shall refrain from participation in any decision on such matter.

Stakeholders shall refrain from obtaining any list of library patrons that would result in personal benefit.

Statement of Associations


This is to certify that I, except as described on the reverse of this sheet, am not now nor at any time during the past year have been:

A participant, directly or indirectly, in any arrangement, agreement, investment, or other activity with any vendor, supplier, or other party doing business with MFL that has resulted or could result in personal benefit to me.

Any exceptions to the above are stated on the reverse of this sheet with a full description of the transactions, whether direct or indirect, which I have (or have had during the past year) with persons or organizations having transactions with the Library.



Printed name:

Monroe Free Library position:




Approved October 19, 2010






It is the policy of the library, as part of its mission to enrich the quality of life, to provide space for exhibits and displays from the library's own collection and through those of other community agencies or individuals.

Rules for Use

The library display case is available for the use of beneficial or nonprofit associations or organizations, community, civic, or educational groups and/or individual artists for display of their collections or work.

Displays may not be used for advertising or for commercial purposes. Displays will not include prices of objects.

Displays may include but do not need to include names, addresses, telephone numbers or collection information.

Requests shall be considered by the Library Director in the order in which they are received. The library reserves the right to pre-empt such space for its own use upon three day's written notice to the exhibitor.

The library reserves the right to limit the size, number of items, schedule of any display, and the frequency with which an artist or organization may have a display.

The duration of any display or exhibit is one month, to begin on or about the first day of said month and to be removed on or about the last day of said month.

Installation and subsequent removal of displays are the responsibilities of the applicant.
Displays which are not removed on or prior to the date established by library management will be removed by the library. Any expense for such removal becomes the responsibility of the exhibitor.

Neither the library nor the library board accespts responsibility for loss or damage to any display.

The library does not necessarily advocate or endorse the viewpoints of parties permitted to utilize the display case.

A request for a display focusing on a public issue must indicate that all aspects of the issue will be presented in an equal manner. The Library Director will determine whether or not the proposed display is balanced.

Failure to comply with these rules may result in a denial of future exhibit/display privileges.

Approved 1/13/1997.




Electronic / Mobile Device Policy.


An important component of the Monroe Free Library's mission is to support formal and lifelong independent learning as well as to enrich the quality of life. In order to support these goals, the following guidelines will be adhered to in regard to the use of electronic / mobile devices.

Use of Electronic / Mobile Devices

The use of cell phones, two-way pagers, walkie-talkies and other mobile devices in the Library can often prove disruptive to patrons and staff. Therefore, when entering the Library, please set cell phones, pagers, and other electronic devices to silent or vibrate.

Patrons engaging in cell phone, two-way paging, or walkie-talkie conversations (either making or receiving calls) will be asked by library staff to move to the library lobby or outside.

Text Messaging

Text messaging is permitted as long as it remains silent. Library staff may recommend texting as an alternative to a cell phone conversation. Please turn off key tones and new text indicators.

Reporting Inappropriate Use of Mobile Devices

If you wish to report inappropriate cell phone use, contact a library staff memeber at the Circulation or Reference desk.

The Library reserves the right to ask anyone to leave if the use of an electronic / mobile device is disturbing others. Refusal to comply with this policy or its intent may result in expulsion from the library.

Approved 8/12/2002
Updated 7/12/2010








Donations and contributions are indispensable to the Library's well-being. Gifts (as referred to below) can be in the form of library materials (books, magazines, tapes, etc.), personal property or equipment (computers, furniture, real estate, etc.), money, or bequests. All such are encouraged and accepted under the following conditions.

Gifts are accepted by the Library with the understanding that they are evaluated according to the same selection policy that governs purchased materials.

Gifts will be accepted with the understanding that they are freely given without conditions attached. The library reserves the right to add them to its collections, distribute them to other libraries, sell or discard them.

No gifts will be accepted on which the donor places restrictions or special conditions, unless those restrictions or conditions are specifically accepted by the Library Board of Trusteess.

Gifts will be formally acknowledged, if the donor wishes. The Library will not appraise or estimate the value of gifts for tax or other purposes. The Library will provide, on request, a pre-printed signed receipt acknowledging the amount of hard and/or soft covered books received.

The Library reserves the right to accept or discard, at its discretion, any unsolicited material sent to the Library.

Gifts to employees: Monetary gifts to employees are viewed as a goodwill gesture for service rendered, and as such must be given to the Library. Gifts to staff other than money (i.e. children's holiday gifts to Children's Librarian) are acceptable to receive. In all cases, however, the donor should not be led to believe that a gift will provide for special favors or services.

Approved 5/19/1997

Revised 9/8/2008

Revised 1/11/2010





The Monroe Free Library provides library users with the best and most current resources available in part, by offering patrons access to the Internet from workstatihons in the library. The Internet will be managed in a manner consistent with the Monroe Free Library's User Behavior Policy, approved by the Board of Trustees on February 10, 1998.

Terms of Use

The Internet is available for use to all adults who both possess valid RCLS (Ramapo-Catskill Library System) library cards and have signed an Internet agreement. It is also available to all minors who possess valid RCLS library cards and who have the signed consent of a parent/guardian. (See point 4 below).

The library's Internet access is a library resource and is intended primarily as an information and research tool. It is not acceptable to use the Monroe Free Library's Internet so as to interfere with, or disrupt other users, services, or equipment. Such activities may result in the loss of Internet privileges and/or criminal prosecution. The library reserves the right to establish limitations on certain Internet activities, such as downloading.

Library computers are for information and communication purposes. Due to the extensive resources accessible via the Internet, some of which may be inappropriate, inaccurate, or offensive to some users, it is the individual user's responsibility to exercise discretion and to be responsible for his or her actions in navigating the network. The library in no way guarantees the privacy of the Internet user. Patrons may not change settings, damage or misuse equipment, download files, software, or other information, or engage in illegal activities on the Internet. Inappropriate use is not permitted. Patrons will only receive one verbal warning of inapproriate internet usage. Any subsequent violations of this policy will result in the loss of Internet access privileges for a period of one (1) year.

Minors (children under 18 years of age) desiring to use the library's Internet must provide written consent from their parents or legal guardian, and the parent/guardian will be responsible for setting and conveying the standards that should be followed by their children when utilizing the Internet. Parents/guardians should be aware that, upon consent, their children will have the same unlimited access to the Internet that all patrons would benefit from, and that the only way to monitor or control their children's search is for the parent/guardian to be present with their child. The library does not monitor users to ensure that they are not accessing inappropriate, lewd, and offensive materials, and therefore is not responsible for the Internet's content.

The library cannot guarantee the validity or accuracy of information found on the Internet. Library patrons are advised, as with all library materials, to exercise judgement and discrimination when evaluating the usefulness and reliability of information found on the Internet.

The library will establish procedures that will make Internet stations available on a first come, first served basis. The library reserves the right to limit the amount of time a patron, or a pair of patrons, may use the station per appointment and the number of appointments a patron may make per day or per week. Patrons should bear in mind that the appointment time includes printing time.

The library reserves the right to establish fees for online printing by patrons.

Due to the demands on staff time, staff assistance on computer functions will be very limited. Patrons with information needs that they cannot resolve on their own will be advised to attend one of the library's Internet workshop offerings. Furthermore, those patrons who are new to or uncomfortable with using the Internet and need special instruction must attend a scheduled Internet workshop.

Patrons use the computer at their own risk. Monroe Free Library is not responsible for damages that result from using the computers, the Internet, or other equipment of any kind.

Approved 2005



Materials Selection


In keeping with the Monroe Free Library's mission to provide materials that support formal and lifelong independent learning as well as enrich the quality of life, the library strives to maintain a well-balanced and broad collection of materials for information, reference, research, and pleasure.


The word "materials" used for the specific forms of media, has the widest possible meaning. It may include (but is not limited to) books (hardbound and paper bound), pamphlets, maps, magazines and journals, newspapers, manuscripts, and video and audio recordings in any format.

General Principles:

1) The responsibility for book selection rests with the Director of the library who operates within the framework of policies determined by the Library Board of Trustees. The Director, in turn, may delegate this task to qualified professional staff, and acquire advice from individuals who possess expertise in various subject areas. The general public may recommend materials for consideration.

2) Selection may be based on a combination of various criteria including but not limited to:

A) Reviews from professional journals and newspapers

B) Advice from subject area experts

C) Popular demand

D) Professional expertise

3) The following are considerations employed in the selection process:

A) Current usefulness or permanent value

B) Authority and competence in presentation

C) Price, format, and ease of use

D) Accuracy

E) Relation of work to existing collection

4) Gift materials will be judged by the same standards that apply to purchased materials.

5) The collection is maintained by

A) retaining or replacing essential materials,

B) removing on a systematic and continuous basis those works that are worn, outdated and/or inaccurate, or no longer in demand, and

C) acquiring new materials.

6) No library materials shall be excluded based on expressions of race, religion, nationality, or political or social views.

7) The policy defends the principles of freedom to read, view or hear, and no material shall be removed from the collection save under the procedures for "Reconsideration of Library Materials" adopted by this Board of Trustees (see "Reconsideration Procedures").

8) The Library Board of Trustees has adopted and declared that it will adhere to and support:

A) The Library Bill of Rights

B) The Freedom to Read Statement adopted by the American Library Association, and

C) The Free access to Libraries for Minors Statement,

all of which are made a part hereof.

Approved 3/10/1997.


Multipurpose Room


Monroe Free Library (“MFL” or “library”) subscribes to the philosophy stated in Article VI of the Library Bill of Rights. The MFL Multipurpose Room (“the multipurpose room”) will be made available to the public served on an equitable basis, regardless of the beliefs or affiliations of individual or groups requesting its use. A person’s right to use MFL’s multipurpose room will not be denied or abridged because of race, gender, origin, age background or views.


Application for the use of the multipurpose room is made to the Library’s Director or Assistant Director by the individual responsible for the meeting who must complete and sign the Multipurpose Room Application form. A photo ID or library card may be requested for proof of identification. Reservations for use of the multipurpose room may be made on a regular schedule. Each single event must be confirmed with the Director or Assistant Director at least one week prior to the meeting. The Library’s Director or Assistant Director is to be notified of any cancellation or meeting date changes within forty-eight (48) hours prior to the event. Failure to notify the Director or Assistant Director may result in the organization not being able to use the space in the future. In fairness to the numerous groups of the community, reservations are taken not more than three (3) months in advance. It is not the intent of MFL to provide space on a permanent basis to support the primary activities of a group or organization.

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

The Multipurpose Room may be used for educational, cultural, informational or civic activities and may include public lectures, panel discussions, workshops and other similar functions. Use of the library multipurpose room does not imply endorsement by the library administration, staff or Trustees of the viewpoints presented.

Meetings must be open to the public at no cost.

Meetings must be held during regular library hours.

Meetings must be conducted in a manner not disturbing library operations. Meetings for personal and family use or religious services are prohibited.

Programs involving the sale, advertising, promotion of commercial products or services, or programs sponsored by a business firm, regardless of purpose, are prohibited unless the Library co-sponsors the event.

No admission fee, registration fee, donation or monetary solicitation may be sought from meeting attendees unless the Library co-sponsors the program. An exception to this is a fee that may be charged for the cost of materials that are to be used for a program.

No alcohol may be served at any time. No smoking is permitted. Burning of any materials, including incense and candles, is prohibited.

No games of chance may be played.

Beverages and food may be served, however, kitchen facilities will not be available unless approved by the Library Director or Assistant Director.

Programs including children must have 2 adults, age 21 or over, in attendance and both must be present, in the multipurpose room, at all times.

The maximum number of persons attending a function in the multipurpose room is twenty-eight (28), pursuant to local Fire Safety provisions.

Meetings must be concluded 15 minutes before Library closing and the condition of the multipurpose room returned to its original state.

The Library reserves the right to close the building in extremely bad weather or unforeseen emergencies.

Library personnel must have free access to the multipurpose room at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with the above regulations. Infringement of any of the regulations here stated shall be grounds for denial of future use of the multipurpose room.

Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to and/or in the building and/or equipment beyond normal wear.

The Library assumes no responsibility whatsoever for personal injury to any participant, guest, or affiliated person who participates in any program utilizing the multipurpose room.

The Library is not responsible for lost or stolen articles.

Multipurpose room policy is determined by the Board of Trustees, and is subject to review and revision at the discretion of the Board. Appeals to any of these policies may be submitted to the Board of Trustees in writing.

Revised October 2010.








An important component of service to the public is that of programming.  Programs, whether informational, educational, or for entertainment, provide a means to encourage library usage, promote information, and extend library service to all members of the community.


Library initiated programming utilizes library staff, the library facility, and library resources.  It can include library and community resource people, displays and media presentations.  The program may occur inside or outside of the library building and may be presented by a staff member or other presenter.  A program may be sponsored by the library, the Friends of the Library, the Board of Trustees, an outside agency, or combination of all these groups.  As much as is possible, programming should be an extension of the information found in the library’s collection.

Programming Issues:

The content of the programming is to be non-commercial in nature.  While in some programming business or professional people may be asked to speak at a program, their information must be generic in nature, however, authors would be allowed to discuss and present their works.

Library programs must meet the information needs and interests of the public.  They may respond to current topics and/or issues.  They may, for a time, follow certain themes.  Public input on programming ideas is always welcome.

Local talent and support, in the form of assistance, is often utilized at the discretion of the programming coordinators and the Director of the Library.

Programs are generally held in the library either during library hours or after hours if special arrangements are made.  Special arrangements include permission from the Director as well as a check on space availability.  Programs may also be held out of the library building as in outreach to schools or other facilities and areas.

Programs are of various durations: one time, weekly, or monthly.

Every effort is made to schedule programs at times convenient to the target audience.

All programs offered by the library will be free of registration charge.  In some instances, materials fees may be charged or registrants may be required to provide their own materials.

All efforts will be made to comply with any requirements speakers/presenters may request.  These may include, but not be limited to, overhead projectors, water, flip charts, blackboards, books, videos, special seating arrangements, etc.  All filled requests must be approved by the Director.

Under no circumstances may a speaker/presenter solicit personal information from program attendees.

In the process of presenting a program, a speaker may include a business card in any informational material they may distribute, however, the material may contain only information that is generic in nature.

All informational material that will be distributed at a program must be approved, in advance, by program coordinator and/or Director.

Attached (Appendix A) is a broad, non-inclusive list of general programming ideas.


Due to the nature of some programs, advanced registration is required.  When advanced registration is required, the following rules and regulations must be adhered to unless special permission has been granted by the Director. 

Programs may require certain proofs of age or residency.  In the case of a minor, a parent or legal guardian must present identification.  Program participation will be denied to anyone not producing the required proof. 

In cases where program registration is limited, program registration rules and procedures will be followed ( for example, lottery system, first come first served etc.)

Residency requirements may differ between programs.  In cases where program registration is open to anyone, Town of Monroe residents will be given first consideration with out of district residents accommodated on a first come, first served basis.

Children must be specified age by date of registration for tat particular program.

Registration may be made by phone or in person depending on the specific requirements of each particular program.

Registration for programs will occur at the reference desk unless otherwise specified.

Grant funded programs will be subject to the regulations of the grantor.

Any restrictions imposed by registration requirements are solely due to limitations in space, resources etc.  A person’s right to attend a library initiated program “should not be denied or abridged because of origin, age, background, or view” (Article 5 of the Library Bill of Rights.)

Every effort will be made to fulfill any special accommodations necessary for attendance at programs by person’s with disabilities.

Responsibility for Programming:

Responsibility and decisions in regard to all registration procedures for library initiated programming will be given to the Department Head under whose jurisdictions the program falls.  The Department Head may assign some programs or responsibility for some part of a program to staff under their direction.  Ultimate responsibility will rest with the Director.

Implementation of programs must not interfere with other library services.  Schedule and budget considerations will limit the amount of programming available throughout the year.

Some programming may involve food or refreshments.  Depending on the programs, either refreshments will be provided or participants will be requested to bring a certain type of food.  Unless otherwise specified, refreshments for most programs will be provided by the Friends of the Monroe Free Library.  Program directors may also solicit donations from outside sources for refreshments, in which case, some type of recognition will be made ( for example display of business card and/or public mention during program.)

In order to best facilitate positive programming results, the following considerations should be implemented:

1. Consider when it would be best to hold the program.  Check for conflicts with other activities in the area.

2.  Plan as far in advance (see Appendix C) as possible to insure speaker availability and adequate publicity time.

3. Consider writing a letter of invitation to speakers with a confirmation sheet (see Appendix B) outlining all pertinent points such as : title and theme of program, when and where it will be held, the sponsoring group if any, a brief description of the target audience, the type of presentation desired and a general statement of what outcomes the program will effect, the length of time scheduled, the amount of honorarium if any, and a request for any special requirements the speaker may have.  Request that a biographical sketch be provided as soon as possible.

Unless otherwise specified, the Monroe Free Library will handle all publicity for programs ( See Public Relations manual.)


Library initiated programs are funded in part by the operating budget with occasional additional support from grants, contributions from the Friends and/or other gifts and donations.  Any speaker fee or honorarium must be approved by the Director as this may result in a program fee.  Reading incentives shall be funded through gifts and donation.

Evaluation and Follow-Up:

Library initiated programs have quality presenters and content, both of which are regularly evaluated and, if necessary, changed to meet the needs of the public as well as to insure the effective administration of the facility.  When appropriate, an evaluation form will be filled out by program participants.  A letter of thanks and appreciation will be sent to the presenters.


The library does not endorse the statements or philosophies expressed in any program.

 The library reserves the right to cancel any registered program that does not meet minimum registration requirements.

All programs must be approved by the Library Director.

Concerns, questions, or complaints about programs are handled according to the same written policy and procedures which govern reconsideration of other library resources.



  • Book discussion
  • Storytime Programming
  • Family Nights
  • Craft Programs
  • Children’s Reference Workshop
  • Movies
  • Parades
  • Teen Programming
  • Read-Ins
  • Adult Interest Programs
  • Summer Reading Program
  • Special Children's Programming (example, American Girl Doll Tea and Dinosaur Diorama)


  1. Schools
  2. Senior Citizen Center
  3. Other

Approved 1/11/1999.






Public Access
to Records

The Monroe Free Library is a free association library chartered by the State of New York. As such it is subject to the Public Officers Law, Article 7- Open Meeting Law.

The Library will attempt to comply with request from members of the community for information concerning the operation of the library. The procedure for requesting a record(s) is as follows:

A formal request for information must be recorded on the Application for Public Access to Records and submitted to the Library Director. No verbal application will be accepted. Application on forms other than the Library form will not be accepted.

The application for a request of records will either be approved or denied at the discretion of the Director on the merits of the request.

If the request is for access to the Minutes of the meetings of the Board of Trustees, these shall be made available by the Director in accordance with the provisions of the Freedom of Information law within two weeks from the date of the last meeting and within one week of all previous meetings.

The cost of photocopying shall be borne by the requestor and shall be accomplished in the Library. No documents may be removed from Library property.

No documents will be released which fit within the exemption clauses of Public Officers Law, Article 7, Open Meetings Law.

Approved May 14, 2001







Originally Issued: 3/13/2000

Revisions: 4/2010, 11/2016

In keeping with Monroe Free Library's mission to enrich the community's quality of life, to support formal and lifelong independent learning, and to provide services necessary for supporting these ends, the following guidelines are to be observed in regard to use of facilities by tutors.

1.  Tutoring may be carried out by members of established and recognized institutions, groups and associations with educational, cultural or civic purposes.

2.  Tutoring on the premises of the library may not be carried out for individual profit, salary or any other form of personal financial gain.

3.  Minors, under the legal age of 18 years of age, must be accompanied by two adults for the tutoring session: two adults at least 18 years of age or older. A tutor of majority age will count as one of the two required adults.

4.  Minor students are the responsibility of the adult parent, guardian or caregiver, 18 years or older while on the library premises; and released to a parent, guardian or caregiver or to transportation authorized in writing by the parent, guardian or caregiver pursuant to the Unattended Children Policy.

Approved 11/14/2016






Unattended children

(approved 7/21/16)

The Monroe Free Library strives to provide and maintain a safe environment for all patrons. It is with this goal in mind that the following policy in regard to unattended children is instituted. For reasons of safety and the well-being of young children, the following rules will be followed:

1. Parents* of children under 18 are responsible for the behavior of their children.

2. Parents are responsible and are expected to be aware of the Library's hours of operation and to pick up their children prior to closing.

3. All children 6 years old or younger must at all times be attended and supervised by a parent*.

If it is determined that a parent is needed to remove a disruptive child or pick a child up for any reason, and the parent cannot be reached or located within 30 minutes, library staff may call the police or child protective services. A staff member will remain with the child until the authorities arrive. 

Under no circumstances may a staff member drive a child home.

*includes parents, guardians, care-givers







In order to maintain a safe and healthy environment in which library users as well as staff can engage in appropriate use of the library structure and materials, the following restrictions will be adhered to.

Patrons shall not:

Smoke or use tobacco or tobacco products.

Bring in or consume food or beverages.

Enter the library without shirt or shoes.

Use loud or offensive or abusive language (Disorderly Conduct).

Engage in lewd or indecent behavior or noisy/boisterous activities that disturb others.

Possess firearms or other weapons or explosives.

Play audio equipment so that others can hear it.

Bring pets or animals into the library (excepting animals required for guidance).

Use rollerblades, rollerskates, skateboards, or other sports equipment in the library or on library property.

Enter unauthorized work spaces or office areas.

Engage in aggressive or threatening behavior (Disorderly Conduct).

Use, possess, or distribute alcohol, narcotics or any other non-prescription drug (Criminal Possession of a Controlled Substance).

Hold unauthorized or unscheduled group meetings or conversations.

Participate in any game which produces noise or conversation.

Run, fight, roughhouse, or display other disruptive behavior.

Leave children six (6) years and under unattended.

Tamper with, alter, or damage computer hardware and/or software (Computer Related Offenses).

Sleep or loiter.

Engage in any illegal activity.

Sit, or place feet, on tables.

Block or interfere with the free movement of individuals.

Solicit, sell, or distribute leaflets not specifically approved by the Director.

Use library telephones intended for library personnel.
Destroy, damage, or steal library books, materials, furniture, or other property (Criminal Mischief).

Sing or talk loudly to others or in monologues.

Stare at another person/s or follow another person/s with the intent to annoy that person/s.

The Library reserves the right to examine all packages, briefcases and any other container before patrons exit the building. The Library accepts no liability for damage or loss to any patron's personal property. All Library users shall obey the reasonable requests of Library staff.

Failure to comply with any of the above may result in immediate suspension of Library privileges including access. Persons who persist in disapproved conduct or who refuse to leave the public library grounds or building when requested to do so will be held for violation of the adopted policies of the Library Board and subject to arrest and prosecution. A patron whose privileges have been denied may have the decision reviewed by the Board of Trustees.






(approved 8/10/98)

Volunteers are a valuable asset to the Monroe Free Library, and individuals and groups are welcomed to perform service to their community through the library.

In order to provide a positive experience for both the volunteer and the library, the following policy will be followed for all volunteers, including those performing community service by court order. When performing library duties, volunteers must act in accordance with library policy and standards.

Volunteers must be age 12 or older. Volunteers under 16 years of age must have written permission from a parent or guardian.

Prospective volunteers must fill out and submit an application which will be reviewed by the Library Director or Supervising Staff member.

If no suitable job matches are available at time of application, prospective volunteers will be contacted and informed that his/her application will be kept on file for one year, and if within that time an appropriate position opens, he/she will be contacted.

If after application a job match exists, the prospective volunteer may be required to be interviewed by either the Library Director or Supervising Staff member.

Volunteers will not take the place of paid staff and will provide special, unusual, or supplemental services.

All volunteers shall have access to staff restrooms and kitchen during their work hours.

All volunteers must complete a time sheet.

Volunteers can be terminated for any of the same reasons as a paid staff member.







(approved 6/8/98)

In order to best fulfill the Monroe Free Library's mission of providing material which supports formal and lifelong independent learning, the library strives to maintain a collection of material which is continually evaluated as to currency, balance, condition, and use. Having outdated or inaccurate materials in a collection discourages use, gives a false impression of the adequacy of the collection, wastes the time of the staff, and obstructs users in their search for useful materials.

Plan of Replacement:
In 1996, Monroe Free Library began a systematic plan of replacement and weeding, ensuring a collection of depth, relevancy, and scope based on proscribe methods of weeding. It should be noted that the purpose of this procedure is not to remove materials presumed to be controversial or disapproved of by segments of the community. Collection Maintenance involves:
Looking at material for age and condition.

Being aware of damage: torn plastic covers, split bindings, stains, etc.

Monitoring material for lack of interest and use.

Recommending titles for replacement.

Supplementing the cataloged collection with periodicals & paperbacks.

Recommending titles for purchase.

Keeping lists of subjects which need more materials.

Weeding is a valuable tool that provides the opportunity to:

Review the collection for content, keeping it updated and balanced.

Keep aware of the changes in the way the community uses the collection.

See what is being used or not used.

Become familiar with authors and their works.

Share knowledge by keeping other staff informed and submitting replacement requests and recommendations for subject collection development.

Identify gaps in the collection and fill them.





Access Policy.

(approved June 2008)

The Monroe Free Library is pleased to provide free wireless Internet access for the use of our patrons. Agreement to abide by the following rules is a precondition for having access to the wireless network.

Patrons must accept the library’s basic Internet policy and rules for access to the Internet. Paper copies of this policy are available at the Reference desk. The library does not monitor the use of the Internet by laptop users. Parents need to be aware that wireless access for laptops is free and unrestricted. Violations of our policy will result in the loss of library and computer privileges.

Access to the library’s computers requires an authenticated barcode and password. Holders of the Ramapo Catskill Library System library cards may access the network by using their assigned barcode and PIN number.

The patron is responsible for setting up his or her laptop and software to permit wireless access through the library’s network.

Patrons may not use the library’s printers with their own laptop equipment.

The library does not assume responsibility for the safety and integrity of personal equipment, laptop configurations or data files. The library is not responsible for any damage to personal equipment, i.e., viruses, power surges, etc. Patrons are responsible for providing virus protection for personal equipment.

The library cannot vouch for the security of wireless communications. It is strongly advised that wireless communication not be used for the transmission of sensitive or personal information.

Library staff members are not permitted to configure a person’s personal laptop or to provide assistance with the installation of hardware or software.

The library cannot vouch for the reliability of any website nor the success of any given online transaction.

The library’s wireless network may require periodic maintenance, and the library cannot be held responsible for unforeseen downtime.

Patrons using personal laptops in a manner disturbing to others in the library will be asked to turn off the equipment. Repeated violation of this rule will result in suspension of user privileges.




No Smoking

(approved November 2016)

To protect and enhance our indoor air quality and to contribute to the health and well-being of all staff and patrons, the facilities and the immediate premises of the Monroe Free Library shall be entirely smoke free.  Additionally, the use of all tobacco products, including chewing tobacco and electronic cigarettes are banned from the library except as designated in this policy.

Smoking is prohibited in all of the enclosed areas within the library at both library structures, 40 and 44 Millpond Parkway.  This includes all public and private areas, meeting rooms, offices, staff kitchen, restrooms, supply and mechanical rooms and all other enclosed areas.

Smoking is also prohibited on the library premises. No one may smoke along any pathway or walkway leading to or from the library's premises, nor may patrons or staff smoke at any picnic table nor outdoors in any of the grassy areas or the parking lot.  It is not acceptable that either patrons or staff be required to walk through smoke to reach their vehicle or any other destination on the library premises.  

Patrons and staff may smoke in their personal vehicles but the smoke and tobacco products must be completely contained within the vehicle.  Staff who choose to smoke in their vehicles do so at their own risk.  Smokers and users of tobacco products must dispose of the remains in proper disposal containers to help keep a clean environment for our patrons and staff.

Staff who fails to comply with this policy will be subject to disciplinary action that can lead up to and include the termination of employment.

Patrons who fail to comply with this policy may be subject to the suspension of their library privileges and/or prohibited from visiting library property. This may be challenged to the Board of Trustees.

Signs will be posted indicating “No Smoking on Library Premises”.

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