Main Library Page           Policies Index                                                                                                    Policy 9



Adopted: August 14, 2008

Revised: March 10, 2016 Page 1 of 1

Library Materials: Books, Magazines, Audio Visual, and other such

materials intended for patron use are generally purchased from vendors offering

volume discounts or vendors offering a state contract. Materials available only

from the publisher are generally purchased with little or no discount.

Capital and One-Time Purchases: The following schedule is related to

capital or one-time purchases on non-library materials where individual items are

at the stated prices and for which there are sufficient budget appropriations.

Purchase Amount:

Up to $1000 - Discretion of the Director.

$1001 - $2,999 - Minimum of three documented telephone quotes

approved by the Director prior to purchase and reported to and

approved by the Board of Trustees.

$3,000 - $4,999 - Minimum of three written quotes approved by the

Board of Trustees.

Over $5,000 - Formal bid process approved by the Board of Trustees.

The Library District will comply with all New York State requirements for

public works projects.

Emergencies: In the event of an emergency expenditure of over $1000, the

Director will obtain three verbal quotes if possible. Either the Treasurer or the

President will approve the expense. The Director will subsequently report on it.

Materials that are purchased from a specific vendor on a regular basis

should be documented through a purchase order signed by the library assistant,

library director or board member in accordance with appropriate budgetary


Regular foreseeable expenses, such as utilities, contracts, and other

services should be authorized by purchase order in a board meeting at the

beginning of each calendar year when it is reasonable to do so.