In order to serve you better, the Library has initiated the following:
In order to use this library, you must register your full name, address, and telephone number. This information is kept confidential and we ask that you update us with any new changes. Please present your library card each time you check out the material. Library cards may be replaced if lost for $1.00.

All Library materials may be borrowed for a period of 2 weeks and may be renewed one time provided there is no waiting list. The exception to this is the DVDs, which may be borrowed for 1 week.

If we do not have the item you are looking for, please ask about our Interlibrary Loan Service. There is no charge for this service if we find it within our library system.

We have no limit on the items you may take out. Again, the exception is DVDs. A limit of five (5) per card, please. We do ask that you take out no more print material than can be reasonably read in a 2 week period.

Books and other Library materials are the property of the Library and can be returned anytime the Library is open or through the book drop when we are closed.

All materials should be returned by the date on your receipt. Fines for overdue material are 5 cents per day per book and 50 cents per day per video/DVD material with a maximum of $10.00 per item. You may renew your materials online or call the library.

Material that is lost or damaged beyond repair will be replaced at the expense of the patron.

Review our Internet Policy.

We here at the Ashville Library look forward to the opportunity to serve you and your family.

Behavior Policy

All Ashville Free Library facilities are available to persons of all ages. While everyone has an equal right to access library services and facilities, no person has the right to interfere with the ability of others to use and enjoy library resources, services, and facilities. 

For the safety and comfort of library visitors, volunteers, and staff and the protection of library property, the following actions are examples of conduct not allowed on library property:

  • Any activity in violation of federal or state law 
  • Carrying firearms or dangerous weapons of any type, except by law enforcement officials 
  • Being under the influence of alcohol or illegal drugs 
  • Defacing or otherwise damaging library property 
  • Smoking, chewing and other tobacco use or eCigarettes (vaping)
  • Eating in the library, UNLESS permission is given by the library staff
  • Lying down or sleeping on any floor, table, or seat in the library 
  • Soliciting or conducting surveys not authorized by the library 
  • Making loud noise 
  • Running, pushing, shoving, or throwing objects 
  • Using restrooms for bathing or shampooing, doing laundry, or changing clothes 
  • Verbally or physically threatening or harassing other visitors, library staff or volunteers, including stalking, staring, touching, or using offensive language 
  • Using cell phones and pagers in a manner that disturbs other visitors. Cell phone and pager audible ringers must be turned off. 
  • Entering the library barefooted, without a shirt, with offensive body odor or personal hygiene so as to be disruptive to the library environment. 
  • Loitering   
  • Bringing pets or animals, other than service animals, into the library 
  • Act in ways that disrespect or threaten other library users or library staff.

All bags and other articles are subject to inspection by library personnel. The library reserves the right to limit the size and number of items brought into the library. 

Library staff will intervene to stop prohibited activities and behaviors. Failure to comply with the library’s established standards of acceptable behavior may result in removal from the building and/or restriction of library privileges. 

Reviewed by Ashville Free Library Board of Trustees 5/24/2022

Board of Trustees Ethics Statement

As a Trustee of the Ashville Free Library, I understand that I am responsible for holding the Library in trust for the community. This trust is an expression of civic leadership and, as a member of the Board, I am accountable to the community as a whole.

I will receive no compensation as Trustee.

Once the Board adopts a position, I will support it in public settings, regardless of my personal opinion.

I will attend Trustee meetings and participate fully in the deliberations.

I will commit to attaining and maintaining a level of competency appropriate to library trustees.

I will treat my fellow Trustees with respect.

I will respect the confidential nature of library business while being aware of and in compliance with applicable laws governing the freedom of information.

I will avoid situations in which personal interests conflict with my role as Trustee, will disclose any such situations, and will disqualify myself immediately whenever the appearance of a conflict of interest arises.

I will comply with Open Meetings Law.

I understand that the function of the Board is to set board policy direction and monitor adherence to policy and not interfere with the day to day operations of the Library.

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Bulletin Board Policy

Bulletin board materials may be submitted for posting by nonprofit organizations for civic, educational, or cultural purposes. Such organizations may submit literature publicizing a specific event. Limited space generally allows only short-term notices. No postings concerning personal sales or paid services, i.e. lawn mowing, etc. will be allowed. The director must approve all postings and may prohibit postings which do not meet library standards. Library staff will place and remove postings promptly. 

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Circulation Policy

A. Registration 

All borrowers must be registered and must have a valid system patron card to borrow library materials. 

Patrons must fill out an application form to register for a new library card.  

Identification is required. A driver’s license or student ID is preferred, however, any other official ID or recent nonpersonal piece of mail may be acceptable. 

Applicants under 13 years of age must have a parent or guardian give their consent on the application form before a new card can be issued. This parental signature is not required for children who are renewing cards. 

Materials cannot be checked out until a library card is issued. 

All library cards expire after one year. In order to renew a library card, patrons must produce identification and must clear all outstanding fines and bills.

B. Lost or forgotten cards 

If a patron loses his/her library card, he should notify the library as soon as possible and request a replacement. Library cards will be replaced at a cost of $1.00.

All patrons, adult and juvenile, are expected to bring their library cards with them if they intend to check out items.  

C. Loan periods 

  1. 2 weeks for books, magazines, audiobooks, puzzles, and toys. 
  2. Generally, reference books do not circulate. Upon request, some reference materials may be checked out overnight. 
  3. Interlibrary loans are due the date indicated by the lending library. 
  4. Materials may be renewed once, online by the patron, if there is not a hold for the title. Additional renewals granted by library staff.
  5. One week for DVD’s.  Limit 5.

The director may establish the loan period for special collections, materials which are temporarily in great demand, such as for student projects, or materials added to the collection which are new. There is no limit on the number of items a patron can borrow at one time with the exception of DVD’s.

D. Reserves (Holds)

Reserves may be placed by patrons online by accessing the Chautauqua-Cattaraugus System catalog. There is no charge for these reserves.

E. Fines and charges 

Overdue print material and audio format will be charged five (5) cents per day per item. A maximum fine per item is $5.00. DVD’s will be charged (50) cents per day per item with a maximum fine of $5.00 per item. Once a patron has accrued $10.00 in fines, their account will be blocked and no further material may be borrowed until their account is brought under the $10.00 amount and the overdue material returned. Patron’s giving the library an email address will be notified 3 days in advance of the due date to return or renew material. If the material is still unreturned, a bill will be sent for the material with the cost of replacement and a service charge of $1.95 for processing, cataloging and postage.  

F. Damaged materials 

If materials are damaged so as to be judged by the library as being unsuitable for the collection, the patron must pay the replacement cost. A notice of these charges will be sent to the borrower; a sample of the notice follows. Material, once paid for, will be returned to the patron for their own use if they so desire.  

Dear____________________________ At the time a library patron borrows materials from the public library collection, the patron assumes the responsibility for the care and timely return of the materials. Recently materials checked out on your library card were returned to the library damaged beyond the point of being usable in the Library’s collection. The titles and costs of these materials are listed below: 

———————————- $——— 

Your assistance in clearing this matter promptly will be appreciated and will be necessary in order to retain your borrowing privileges. 

Thank you in advance for your prompt response to this matter. 


G. Confidentiality 

As specified in New York State Confidentiality Law CPLR 4509:

“Records related to the circulation of library materials which contain names or other personally identifying details regarding the users public, free association, school, college, or university libraries and library systems in this state shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user of pursuant to subpoena, court order, or where otherwise required by statute.

The Ashville Free Library adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.

Revised by the Ashville Free Library Board of Trustees 5/24/2022

Computer Use Policy
  1. Computer workstations are available on a first come first served basis.
  2. Use of the computer workstation is limited to one hour during the months of September –June (School year). Time use is at the discretion of the volunteer on duty depending on how many students need to use the computers.

    All others’ use is limited to 1 hour unless no one is waiting to use them.
  3. Patrons must be signed in at the circulation desk prior to using the computers.

User Guidelines

  1. Printing is $.20 per page. Pages are to be picked up from the front desk. No charge for homework or tax forms that are printed.

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Disasters Policy


Do not panic, but do not under-estimate the potential danger to patrons or staff represented by a fire. At the first indication of smoke or flame, investigate the situation to determine location and extent of the fire. If the fire can obviously be contained and extinguished quickly and safely by staff, proceed to do so. However, if there is any doubt about whether the fire can be controlled, immediately call 911 or the fire department and then clear the building. 

 Health emergencies 

Staff members should exercise caution when administering first aid of even a minor nature because of the safety of the injured individual and the potential liability of the staff member. Without specialized training it is not advisable for staff to undertake more than keeping the sick or injured patron comfortable and protected from needless disturbance until medical help can be obtained. Since each case is unique, staff members should use their own judgment to do what is prudent and reasonable. 

The Rescue Squad/Police (911 ) should be called immediately in the event of any serious problem. 

No medication, including aspirin, should ever be dispensed to the public. 

Bomb threats 

Keep the caller on the line as long as possible. Ask the caller to repeat the message and try to write down every word spoken by the person. 

If the caller does not indicate the location of the bomb or the time of possible detonation, ASK FOR THIS INFORMATION. 

Pay particular attention to peculiar background noises such as motors running, background music and any other sounds which may indicate where the location from which the call is originating. 

Listen closely to the voice (male, female), voice quality (calm, excited), accents and speech impediments. 

Immediately after the caller hangs up, call the police. Clear the building. The police will handle the actual bomb search. 

Snow storms 

The Library will follow the recommendation and actions of the County Sheriff’s Dept. or if necessary, at the discretion of the Library Director. 

If the snow event is serious enough to cause school closings, the library will close at the discretion of the Library Director. Notification of closing will be posted on the radio as well as Facebook.

Revised by the Ashville Free Library Board of Trustees 5/24/2022

Donation Policy – All Gifts

Donations are welcome, with the donor’s acknowledgment and understanding of the following policies and conditions:

The Library reserves the right to accept, refuse or discard any donations. A donation will be judged based on its suitability to the purposes and needs of the Library. Any donation which will cause the Library to incur annual or periodic maintenance costs must be separately endowed by the donor to the satisfaction of the Library.

We WILL accept:

  • Hardcover or paperback books in good condition
  • Clean items with evidence of gentle use
  • Commercially published media (e.g., CDs, DVDs, audiobooks, videogames)

We CANNOT accept:

  • Encyclopedias of any age
  • Readers Digest condensed novels
  • Magazines
  • Academic or Professional textbooks or journals
  • VHS videotapes
  • Non-fiction (cookbooks, self-help, biographies, etc.)
  • Items with visible signs of damage; soiled, smoke or water damage, mold or mildew, infested with insects
  • Computer software

Approved donations will be used, loaned, displayed, donated, traded, sold or otherwise disposed of at the sole discretion of the Library. Donated items will not be returned to the donor, and the Library will not accept anything that is not an outright donation.

Every effort will be made to abide by agreements made with respect to donations. However, because of circumstances such as ordinary wear, theft, mutilation, obsolescence and changing Library needs, no guarantee is made that any donation will be permanently displayed or kept by the Library.

Receipt given by the Library to donor is limited to a general acknowledgment of donation(s) received. Assignment of value for income tax or other purposes is the responsibility of the donor. The Library does not appraise materials for donors, nor endorse appraisals provided by donors. It is recommended that the donor make a list of any item(s) donated. The library, when requested, will furnish to the donor a statement for tax purposes for all donations of cash, but will not specify or estimate the financial value of any non-cash donation.

The Library accepts monetary contributions of any amount. Unrestricted monetary contributions may be used as determined by the Director, as authorized by the Board of Trustees, within the limits of the law. Proposed restrictions on gifts of monies or materials must be submitted in writing and approved by the Board of Trustees.

Memorial Gift Donations

The library encourages memorial donations as a way to remember a friend or loved one. Material donated for this purpose must meet the library’s collection development policy. Memorial bookplates will be placed in the book. 

All gifts are accepted with the understanding that it may someday be necessary that they be sold or disposed of in the best interest of the library. The Library cannot commit itself to perpetually housing a donation.  

Hours and Days of Operation Policy

The Ashville Free Library will maintain the following schedule of operation as to the best of its ability with regard to the availability of its volunteers. Although every attempt will be made to secure replacements for unavailable volunteers, it may become necessary to change hours without prior notice to the public. 

Monday, Tuesday, Wednesday 9:30 a.m. – 7:00 p.m.

Thursday, Friday 9:30 a.m. – 5:00 p.m.

Saturday       10:00 a.m. – 1:00 p.m.

Revised by the Ashville Free Library Board of Trustees 5/24/2022

Internet and Computer Policy

To comply with its mission of being a gateway of learning with an emphasis on early childhood, the Library makes available computer workstations for use by its patrons of all ages.

Computer and Internet Policy

The Library cannot monitor or control the information accessed over the Internet and is not responsible for its content. Currently, the Internet is an unregulated medium. As such, while it offers access to a wealth of information that is personally, professionally, and culturally enriching to individuals of all ages, it also enables access to some material that may be offensive, disturbing and/or illegal. Individual users are responsible for the sites they reach.

The Library cannot control the accuracy or the validity of the information, availability of links, or material some may find offensive. The Internet is a global entity with a highly diverse user population and Library patrons use it at their own risk.

It is the library’s policy that parents or legal guardians are responsible for deciding what library materials are resources are appropriate for their minor children. Supervision or restriction of a child’s access to the Internet, as with all library resources, is the responsibility of the parent or guardian. Children also bear the responsibility of using library resources properly.

The Library assumes no responsibility for any damages, direct or indirect, or loss of privacy, arising from the use of its Internet workstations.

Acceptable Use

Use of the Library’s computer workstations shall be guided by the following principles:

  1. Respect for the privacy of others.
  2. Attention to the legal protection provided by copyright and license to programs and data.

Unacceptable Use

The Library’s computer workstations may not be used for any purposes, which violate U.S. or state laws such as the propagation of computer worms and viruses.

  1. Users may not represent themselves as other persons.
  2. Malicious use is not acceptable.
  3. Unsolicited advertising is not acceptable.
  4. Computer resources shall not be used to access pornographic or illegal materials.
  5. Purchases made on the workstations are made at your own risk.  There is no security for credit card numbers or account numbers in the Library’s software.

Failure to comply with the above policies will result in the loss of computer and/or Library privileges. 

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Internet Safety Policy


The Ashville Free Library affirms the legal and constitutional rights to privacy for patrons accessing materials and information from a library.  In compliance with the Federal Children’s Internet Protection Act, it is the policy of the Library to: (a) deter user access over its computer network to, or transmission of, inappropriate material via Internet, electronic mail, or other forms of direct electronic communications; (b) deter unauthorized access and other unlawful online activity; and (c) deter unauthorized online disclosure, use, or dissemination of personal identification information of minors.  


Key terms are as defined in the Children’s Internet Protection Act.*


The Library will take reasonable and prudent measures to protect the privacy of data provided by patrons when using the System’s Integrated Library System (ILS) and the shared wide-area network.  Per New York Civil Practice Law & Rules Section 4509, library records, including internet activity and search histories, are considered confidential and private.  

New York Civil Practice Law & Rules Section 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 to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, films or records, shall be confidential and shall not be disclosed except that such records may 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.

Access to Inappropriate Material 

To the extent practical, technology protection measures (or “Internet filters”) shall be used to block or filter Internet access, or other forms of electronic communications, to inappropriate information, as required by the Children’s Internet Protection Act.  Blocking shall be applied to visual depictions of material deemed obscene or child pornography, or to any material deemed harmful to minors. 

Subject to staff supervision, technology protection measures may be disabled for adults or, in the case of minors, minimized only for bona fide research or other lawful purposes.  Procedures for the disabling or otherwise modifying any technology protection measures shall be the responsibility of the Library Director or appointed representative.

No Internet filter is 100% effective and library staff cannot act In Loco Parentis. Parents/guardians are responsible for the Internet behavior of their minor children.

The Library will comply with the requirements of Children’s Internet Protection Act while upholding the constitutional and legal rights to privacy and confidentiality of their patrons.  

Inappropriate Network Usage 

To the extent practical, steps shall be taken to promote the safety, and security of users of the Library’s computer network when using electronic mail, chat rooms, instant messaging, and other forms of direct electronic communications. 

Specifically, as required by the Children’s Internet Protection Act, inappropriate network usage includes: (a) unauthorized access, including so-called ‘hacking,’ and other unlawful activities; and (b) unauthorized disclosure, use, and dissemination of personal identification information regarding minors. 


This Internet Safety Policy was adopted by the Board of Trustees at a public meeting, following normal public notice, on September 27, 2016. 


* CIPA definitions of terms: 

MINOR. The term “minor” means any individual who has not attained the age of 17 years. 

TECHNOLOGY PROTECTION MEASURE. The term “technology protection measure” means a specific technology that blocks or filters Internet access to visual depictions that are: 1. OBSCENE, as that term is defined in section 1460 of title 18, United States Code; 2. CHILD PORNOGRAPHY, as that term is defined in section 2256 of title 18, United States Code; or 3. Harmful to minors. 

HARMFUL TO MINORS. The term “harmful to minors” means any picture, image, graphic image file, or other visual depiction that: 1. Taken as a whole and with respect to minors, appeals to a prurient interest in nudity, sex, or excretion; 2. Depicts, describes, or represents, in a patently offensive way with respect to what is suitable for minors, an actual or simulated sexual act or sexual contact, actual or simulated normal or perverted sexual acts, or a lewd exhibition of the genitals; and 3. Taken as a whole, lacks serious literary, artistic, political, or scientific value as to minors. 

SEXUAL ACT; SEXUAL CONTACT. The terms “sexual act” and “sexual contact” have the meanings given such terms in section 2246 of title 18, United States Code.

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Materials Selection/Collection Development Policy

A. Objectives 

The purpose of the Ashville Free Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time. 

Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy with which to meet community interests and needs. 

The materials selection/collection development policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection. 

The Library Bill of Rights and The Freedom to Read Statement ( https://www.ala.org) have been endorsed by the Ashville Free Library Board of Trustees and are integral parts of the policy. 

The materials selection/collection development policy, like all other policies, will be reviewed and/or revised as the need arises.

B. Responsibility for Selection 

The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the Ashville Free Library Board of Trustees. This responsibility may be shared with other members of the library staff; however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.

C. Criteria for Selection 

  1. The main points considered in the selection of materials are:
    • a. individual merit of each item 
    • b. popular appeal/demand 
    • c. suitability of material for the clientele 
    • d. existing library holdings 
    • e. budget 
  2. Reviews are a major source of information about new materials. The primary sources of reviews are Publisher’s Weekly, School Library Journal, and Amazon.com.  
  3. The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title which is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged on the basis of the work as a whole, not on a part taken out of context. 

D. Interlibrary Loan 

Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library’s collection. 

In return for utilizing interlibrary loan to satisfy the needs of our patrons, the Ashville Free Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.

E. Gifts and Donations 

See Donation policy

F. Weeding 

An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director and is authorized by the Board of Trustees. Withdrawn materials will be handled in a similar manner and under the same authority as donated materials. 

G. Potential Problems or Challenges 

The Ashville Free Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in this policy. 

Responsibility for the reading of children rests with their parents or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children. 

Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft. 

H. Challenged Materials 

Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection may bring their concern to the library director.  The inquiry will be placed on the agenda of the next regular meeting of the Ashville Free Library Board of Trustees.

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

Open Meeting Policy

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, Ashville Free Library Board of Trustee meetings shall be open to the general 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, and any matter formally voted upon and the vote thereon. Minutes of a public meeting will be available 30 days following the date of the meeting. Regular board meetings are scheduled for the fourth Tuesday of each month, except August and December when the Board does not meet. Meetings are held at the library at 7:00 PM. Dates of the meetings are posted on the bulletin board in the entry of the library.

Adopted by the Ashville Free Library Board of Trustees 5/24/2022

Unattended Children Policy

Unattended children

The safety of children left alone in a library building is a serious concern. Library Director, staff and volunteers are not responsible for children who are unattended. Parents or caregivers may not leave children under the age of 8 years unattended in the Library.

Children Left at Closing 

Should it be determined that a child has been left at the library without a ride or assistance home at closing time, every attempt will be made to contact an adult or family member. Staff is not permitted to remain after hours with an unattended child nor give him/her a ride home. If an adult or family member cannot be reached, the Chautauqua County Sheriff’s Dept. will be called to escort the child home or keep the child until parents can be reached. Staff member will remain with the child until the police have arrived. The Library Director will be informed whenever this action becomes necessary. The Director will contact the child’s parent or guardian to explain the library policy and why the action was required.

Emergency Closings

The library may have sudden emergencies such as the lack of heat or electricity. This may necessitate the Library closing without warning. Significant inclement weather may also necessitate a Library closing. Children should know what to do if the Library must close unexpectedly. If a child is left unattended during an emergency closing, then the same guidelines outlined above under regular closings will apply.

Library Hours

Monday Wednesday 9:30 a.m. – 7:00 p.m. 

Thursday-Friday 9:30 a.m.-5:00 p.m.

Saturday – 10:00 a.m. – 1:00 p.m.

Hours are subject to change due to the availability of our volunteer staff.

Revised by the Ashville Free Library Board of Trustees 5/24/2022

Volunteer Policy

It is the policy of the Ashville Free Library to encourage community-minded people to serve as volunteers. Library Volunteers:

  • Supplement the efforts of the Library Director
  • Serve to encourage citizens to become familiar with their library
  • Have an opportunity to feel personal satisfaction while performing a vital service for the community

A volunteer shall be considered as any individual who assists the Director without remuneration.

Volunteers must be at 18 years of age.

Volunteers who apply to work will be expected to fill out a volunteer information/application sheet which will be kept on file. Candidates will be accepted only after a successful interview with the Library Director.

Volunteers work under the direction of the Library Director. The Library Director is authorized to create or amend procedures to support this policy.

Volunteers will inform the Library Director if they will not be able to fulfill their duties on a particular day or evening as soon as possible. If possible, the volunteer will make an attempt to find another volunteer to cover their designated time slot.

Volunteers must have a library card and be in good standing with the Chautauqua-Cattaraugus Library System.

Volunteers are expected to comply with all the policies of the Library.

Revised by the Ashville Free Library Board of Trustees 5/24/2022

Whistleblower Policy

The Ashville Free Library requires trustees, employees, and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Employees and representatives of the Ashville Free Library must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility
It is the responsibility of all trustees, employees, and volunteers to report ethics violations or suspected violations in accordance with this Whistleblower Policy. Appropriate subjects to raise under this policy include financial improprieties, accounting or audit matters, ethical violations, or other similar illegal or improper practices or policies.

Reporting Procedures and Corrective Action for Employees
Employees should first discuss their concerns, in confidence, with their immediate supervisor. If after speaking with his or her supervisor, the employee is convinced that his or her concern is unwarranted or that, in the opinion of the employee, the supervisor will take appropriate steps to resolve the employee’s concern, no further action is required by the employee.

However, further action is required if the employee (a) continues to have reasonable grounds to believe the concern is valid and that the response of his or her immediate supervisor is not adequate or (b) the immediate supervisor recommends that the issue should be referred to a higher level in the organization. In this situation, the employee should write a formal complaint to the Library’s Director who will investigate the matter promptly.

If the employee’s supervisor is the subject of the employee’s concern or is possibly involved, the employee may choose to discuss their concern directly and in confidence with the Library’s Director and then write a formal complaint. It is the responsibility of the Director to investigate promptly the circumstances of the complaint.

In extraordinary circumstances and after due consideration, an employee who suspects or believes that the Director is involved in unethical or illegal behavior may take his or her concerns directly to the President of the Library’s Board of Trustees.

Reporting Procedures and Corrective Action for Individuals Not Employed By The Library
Individuals who are not employees of the Library should submit their concerns in writing directly to the President of the Board of Trustees. If the President of the Board of Trustees is not available or is the subject of the concern, the complaint should be directed to the Vice-President of the Board of Trustees.

The President or Vice-President shall be responsible for designating an appropriate committee, as circumstances dictate, to investigate and make appropriate recommendations to the Board of Trustees with respect to all concerns received in writing. The designated committee has the authority to retain outside legal counsel, accountants, private investigators, or any other resource deemed necessary to conduct a full and complete investigation of the allegations.

The President or Vice-President shall inform the originator of the receipt of the written complaint. All trustees of the Library shall be informed of the nature of the complaint with emphasis on maintaining the confidentiality appropriate for personnel issues.

The Board of Trustees and its designated committee shall resolve all complaints in a timely fashion and inform the individual submitting the complaint of the Board’s final action.

No Retaliation
No trustee, employee or volunteer who in good faith reports an ethics violation shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns, in good faith, within the Ashville Free Library prior to seeking resolution outside the Library.

Acting in Good Faith
Anyone reporting a concern must act in good faith and have reasonable grounds for believing the information disclosed indicates financial improprieties, accounting or audit matters, ethical violations, or other similar illegal or improper practices or policies. The act of making allegations which prove to be unsubstantiated and to have been made maliciously, recklessly, or with the foreknowledge that the allegations are false, will be viewed as a serious disciplinary offense and may result in discipline, up to and including termination of employment or dismissal from the trustee or volunteer position. Such conduct may also give rise to other actions, including civil lawsuits.

Reports of concerns and their investigations shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. Disclosure of reports of concerns to individuals not involved in the investigation will be viewed as a serious disciplinary offense and may result in discipline, up to and including termination of employment. Such conduct may also give rise to other actions, including civil lawsuits.

Adopted by the Ashville Free Library Board of Trustees 5/24/2022

Who May Use The Library

Library Bill of Rights/ Freedom to Read Statement

A. The library will serve all residents of the community and the public library system area. Service will not be denied or abridged because of religious, racial, social, economic, or political status; or because of mental, emotional, or physical condition; age; or sexual orientation. 

B. The use of the library may be denied for due cause. Such cause may be failure to return library materials or to pay penalties, destruction of library property, disturbance of other patrons, or any other illegal, disruptive, or objectionable conduct on library premises. 

C. The Library Bill of Rights and The Freedom to Read Statement ( https://www.ala.org)

Adopted by the Ashville Free Library Board of Trustees 1/28/2014

Reviewed by the Ashville Free Library Board of Trustees 5/24/2022

World Pandemic Policy

A pandemic is the worldwide spread of a new disease.

 (World Health Organization https://www.who.int) 

I: Purpose 

  1. To establish the protocol to be used in the event of a pandemic. If there is a pandemic, the library may be required to operate on limited staffing or take unique measures to help slow the spread of the illness, including service restrictions, limited hours of operation, or possible closure by order of local public health officials.

II: Definition 

  1. Pandemic Plan – A pandemic plan differs from a general emergency preparedness policy or procedure. With an emergency preparedness policy, there is an assumption that staff will return to the building or begin rebuilding, almost immediately after the event or crisis. Recovery from a pandemic may be slow and limited staff, services, and hours may be necessary for an extended period of time. 

III: Library Closure 

  1. Public Health Mandate 

The Ashville Free Library will close due to pandemic in the event of a mandate order or recommendation for closure issued by public health or government officials on the local, county, state, or federal level. 

  1. Discretionary Service Level Changes 

At the discretion of the Library Director or designee, and in consultation with the Library Board of Trustees, the Library may close, reduce its operating hours, or limit services temporarily if

  1.  there is not sufficient staff to maintain appropriate staffing levels 
  2. Staff is unable to maintain adequate social distancing for health and safety 
  3. In the event of closure or reduction in operating hours, the Library Director or designee will maintain communication with staff, Library Board of Trustees, and the community.