2.1 Town of Springfield

2.1.1 Budgeting and Purchasing Policy

The Library's principal source of funds is its annual appropriation as approved by the voters of the Town.  The annual budget is developed by the Library Director with the advice and consent of the Board of Trustees and submitted to the Town Manager for approval by the Selectboard.

The Springfield Town Library follows the purchasing guidelines in the Town of Springfield Purchasing Policy attached herein as Appendix P.

2.1.2 Sustainable Purchasing Policy

The Springfield Town Library strives to be a responsible steward of its resources and to decrease its impact on the environment. The Library shall endeavor to use sustainable and environmentally sound procurement practices in purchasing supplies and equipment.

Library purchasing agents shall take the following factors into consideration when making purchases:

1. Suitability – The library will favor products or services that best meet the needs of the library.

2. Sustainability and Social Equity

a. Recyclability of the items

b. Amount of post-consumer recycled content in the items and their packaging

c. Disposability of items, such as batteries and hardware

d. Transportation distances

e. Ability for an item to be repaired or re-purposed rather than re-purchasing

f. Vendors who incorporate environmentally friendly practices

g. Vendors from groups that historically have been socially and economically marginalized

3. Economic Feasibility – Products that have the most competitive price, meet the requirements of the Town of Springfield Purchasing Policy (Appendix P, AFFIRMATIVE ACTION AND LOCAL PREFERENCE section), and best meet the triple bottom line ideals of being environmentally sound, economically feasible, and socially equitable will be chosen.

Initial Adoption Date: Portions adopted at least as early as February 11, 1971, prior to becoming a town department

Modified Dates:

  • May 3, 1976 - Language regarding town manager and selectmen added

  • October 10, 2023 - Change “Board of Selectmen” to Selectboard. Add language regarding the Town of Springfield Purchasing Policy and reference it as an Appendix.

  • March 13, 2024 -Added Sustainable Purchasing Policy to meet a requirement of the Sustainable Libraries Certification.

2.1.3 Library Trust Funds

Library Trust Funds are managed by the Trustees of Public Funds as specified under the Town Administrative Code, Section 2-49 (Appendix Q).  Income from these funds goes into the Town's General Fund to offset Library expenses.  Trust Fund principal may be expended in accordance with the terms of the bequests and with the concurrence of the Selectboard and the Library Board of Trustees. Library Trustees have restricted 10% of the fund’s market value to preserve principal due to market variability. The Library Director will contact the Trustees of Public Funds to request meeting agendas and quarterly financial reports. A Library Trustee or the Library Director will attend the quarterly meetings to represent library interests.

Initial Adoption Date: The first mention found of Endowment was in the February 11, 1971 Policy Manual (earlier dates may be found in the future)

Modified Dates:

  • May 3, 1976 - Policy changed to include “Endowment funds are administered by the Trustees of Public Funds.”

  • October 10, 2023 - Change “Board of Selectmen” to Selectboard. Added reference to Appendix. Corrected reference to the process for expending funds held in trust.

  • April 10, 2024 - Added language restricting 10% of the fund market value to preserve trust principal.

  • May 8, 2024 - Add language specifying Library presence at quarterly Trustee of Public Funds meetings and fund oversight by Library Trustees.