Main Library Page           Policies Index                                                                                                    Policy 9



Adopted: August 14, 2008
Revised: March 10, 2016 Page 1 of 2 Revised:

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 director or a board member in accordance with appropriate budgetary limitations.


Revised: Page 2 of 2

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.

Monthly, the Board of Trustees shall designate bills to be paid pending audit by resolution at the regular meetings, and Trustees as assigned shall conduct such audit of all vouchers presented before disbursing funds.