Purpose
The purpose of this policy is to establish guidelines for the procurement of goods and services in a manner that ensures efficiency, transparency, and fiscal responsibility while complying with applicable New York State laws, including General Municipal Law (GML) Sections 103 and 104-b.
Article 1 – General Guidelines
Ethical Standards
1.1 All purchases shall be made in the best interest of the Library.
1.2 Library staff and trustees involved in procurement shall adhere to ethical standards and avoid conflicts of interest.
Budget Compliance
1.3 Purchases must be within the approved annual budget unless otherwise authorized by the Board of Trustees.
Competitive Pricing
1.4 The Library will seek competitive pricing to ensure cost-effectiveness and fiscal responsibility.
Article 2 – Procurement Thresholds & Procedures
| Purchase Amount | Required Action |
| Up to $2,500 | Discretion of the Library Director or designee; at least one verbal or written quote recommended. |
| $2,500 – $9,999 | At least three verbal or written quotes from responsible vendors, documented in library records. |
| $10,000 – $19,999 | At least three written quotes from responsible vendors, documented in library records. |
| $20,000+ (Goods & Equipment) | Formal Competitive Bidding Process required per GML §103. |
| $35,000+ (Public Works/Contracts) | Formal Competitive Bidding Process required per GML §103. |
• In cases where competitive quotes are not obtained, a written explanation must be provided and retained in procurement records.
Article 3 – Professional Services & Exceptions
3.1 Professional services (e.g., legal, auditing, architectural) are exempt from formal bidding requirements but should be selected based on qualifications, experience, cost-effectiveness, and with the expectation of Board of Trustees approval.
3.2 Emergency Purchases: The Library Director may approve emergency purchases when immediate action is required. An email will be sent immediately, if in excess of $2,500. The Board of Trustees will review the purchase at the next scheduled meeting.
3.3 Sole Source Procurement: When only one vendor can provide the required goods or services, documentation must justify the sole-source selection.
Article 4 – Approval Authority
4.1 The Library Director is authorized to approve routine purchases within budgeted amounts.
4.2 Purchases over $2,500 require prior approval from the Board of Trustees unless pre-approved in the budget.
4.3 The Board of Trustees must approve all contracts and capital expenditures.
Article 5 – Purchasing Methods
5.1 Library Credit Cards: May be used for small, routine purchases following the Library Credit Card Policy
5.2 Reimbursement: Employees making approved purchases with personal funds must submit receipts for reimbursement.
Article 6 – Conflict of Interest & Vendor Relations
6.1 Trustees and staff must not have a financial interest in any Library contracts or purchases.
6.2 Employees and Board of Trustees must not accept personal gifts or favors from vendors.
Article 7 – Record-Keeping & Compliance
7.1 All procurement records will be maintained for a minimum of six years.
7.2 The Library will comply with all New York State audit and reporting requirements.
Article 8 – Policy Review & Amendments
This policy shall be reviewed annually by the Board of Trustees and updated as necessary to comply with state laws and best practices.
Adopted by the Board of Trustees on July 2, 2025
This policy aligns with New York State minimum standards for public libraries, ensuring accountability, transparency, and legal compliance in procurement.