In an effort to establish greater control over expenditures, the Trustees have implemented the following procedures which must be adhered to strictly by each Trustee, employee, and volunteer authorized to expend Library funds:
- As a general rule, in no instance shall funds be expended in excess of the amounts budgeted by the Trustees.
- Expenditures of funds up to $1,500.00 may be approved orally by the Library Director, however, if the Library Director is not available, then the Treasurer or President may approve.
- In an emergency situation, two out of the four officers can approve expenditures in excess of $1,500.00. However, the approval shall be in writing to all Trustees and the Director.
- Expenditures of funds in excess of $1,500.00 must be approved in advance and in writing by the Library’s Board of Trustees, which approval shall be evidenced by the adoption of a resolution in accord with the Library’s By-Laws.
- Any expenditure made other than in strict compliance with the procedures set forth above shall be deemed to be unauthorized by the Library’s Board of Trustees and shall become the personal responsibility of the individual, whether a trustee, employee, or volunteer, who authorized such expenditure.
- Procurement policy: the Board will instruct the Director (or other appropriate party) to seek three competitive bids for the following services:
- electrician
- plumber
- painter
- landscaper
- oil provider
- septic
Revised and approved by the Pound Ridge Library Board of Trustees, May 13, 2003
Policy approved by the Pound Ridge Library Board of Trustees, November 10, 2009
Policy approved by the Pound Ridge Library Board of Trustees, December 20, 2011
Policy approved by the Pound Ridge Library Board of Trustees, April 14, 2022
Policy approved by the Pound Ridge Library Board of Trustees, August 25, 2022
