Internal Policies

Board

Code of Ethics/Conduct

• Resources
  • Public Library Trustee Ethics Statement (United for Libraries, ALA)
• Sample Policies:
  • Anderson-Lee Library
  • The Bryant Library
  • Catskill Public Library
  • Roeliff Jansen Community Library
  • Sachem Public Library

Conflict of Interest

• Resources
  • Non-Profit Revitalization Act (2013) and NYS Libraries and Library Systems (New York State Library)
• Sample Policies:
  • Hendrick Hudson Free Library
  • Mid-Hudson Library System
  • New York Library Association
  • Annual Disclosure Form
    • Mid-Hudson Library System

Equity, Diversity, & Inclusion Statement

• Claverack Free Library
• Roeliff Jansen Community Library
• Saratoga Springs Public Library
• Grinnell Library (Wappingers)

Meeting Procedures

• Kent Public Library
• Patterson Library
• Public Comment
  • Catskill Public Library
  • Claverack Free Library
  • Ellicottville Memorial Library
  • Grinnell Library (Wappingers)
• Videoconferencing
  • Resources
    • Guidance from the NYS Committee on Open Government
    • Sample Policies
      • Highland Public Library
      • Mid-Hudson Library System
      • Uniondale Public Library
• Protests
  • Resources
    • Responding to and Preparing for Controversial Programs and Speakers Q&A (ALA)
  • Sample Policies
    • Northland Public Library (PA)
    • University of Wisconsin-Madison (WI)

Training Mandates

• Resources
  • Trustee Education Requirements
  • Sexual Harassment Prevention Training
• Sample Policies
  • Claverack Free Library
  • Kent Public Library
  • Roeliff Jansen Community Library

Removal of a Trustee

• Resources
  • Powers of trustees of institutions, Education (EDN) Chapter 16, Title 1, Article 5, Part 1, §226
• Sample Policies
  • Claverack Free Library
  • Kingston Library
  • Compilation of bylaw clauses related to removal of a trustee from libraries in New York

Administrative

Inclement Weather/Closing

• Central Islip Public Library
• Kingston Library
• Poughkeepsie Public Library District

Records Retention

• Resources
  • Retention and Disposition of Library and Library System Records by Warren F. Broderick, NYS Archives
    • Public libraries are required to adopt and follow Retention and Disposition Schedule for New York Local Government Records (LGS-1) from the New York State Archives by January 1, 2021.
    • Association libraries are “not required to use a State schedule to dispose of records” (Source: Retention and Disposition of Library and Library System Records by Warren F. Broderick)
  • The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored. While public libraries currently are not under Sarbanes-Oxley, the law provides guidance on minimum retention requirements that MHLS recommends libraries follow.
    • The Sarbanes-Oxley Act and Implications for Nonprofits
      • Independent Sector
      • GuideStar
    • Sample Document Destruction Policy
      • American Institute of Certified Public Accountants
      • Public Counsel

Code of Ethics

• Code of Ethics (ALA)

Public Access to Records (FOIL)

• Public Libraries
  • Heermance Memorial Library
  • Poughkeepsie Public Library District
• Association Libraries
• Roeliff Jansen Community Library

Public Relations

• Hazeltine Public Library
• Kent Public Library
• Kinderhook Memorial Library
• Crisis Communication Plan
  • Resources
    • Crisis Communication Information Resources & Tools (ALA)

Sustainability

• Resources
  • Resolution for the Adoption of Sustainability as a Core Value of Librarianship (2019)
  • Sustainability in Libraries: A Call to Action (ALA)
  • Sustainable Libraries Initiative
• Sample Policies
  • Curtis Memorial Library (ME)
  • Highland Public Library
  • Longwood Public Library
  • Mid-Hudson Library System
  • Millbrook Library
  • Roeliff Jansen Community Library

Financial Controls

• Audit/Review Schedule
  • Public Libraries:
    • Pound Ridge Library
    • Saugerties Public Library
  • Association Libraries:
    • Roeliff Jansen Community Library
  • Claims Audit Process
    • Resources:
      • Claims Auditing (OSC)
      • Improving the Effectiveness of Your Claims Auditing Process, Local Government Management Guide (OSC)
      • Audits of Public Libraries: Common Findings (MHLS)
  • Sample Policies:
    • The Community Library
    • Town of Tonawanda Public Library
    • West Hurley Public Library

Credit Card

• Bethlehem Public Library
• Harborfields Public Library
• North Shore Public Library
• Pound Ridge Library

Data Security

• Resources
  • Information Technology Governance, Local Government Management Guide (OSC)
• Sample Policies
  • Mendon Public Library
  • Rochester Public Library
  • Shaker Library (OH)

Disposition of Surplus Property

• Resources
  • §104-c Disposal of surplus computer equipment
  • §318 Distribution of surplus computers
• Sample Policies
  • Clifton Park-Halfmoon Public Library (Policy 7.9)
  • Marcellus Free Library
  • Plattekill Library
  • Grinnell Library (Wappingers)

Friends Group Memo of Understanding

• Resources
  • “A Primer of Friends Operating Agreements,” Friends of Libraries Section, NYLA
  • Sample Memorandum of Understanding Between Friends and Libraries (United for Libraries, ALA)
• Sample MOUs:
  • Johnson Creek Public Library (WI)
  • Pembroke Public Library (Ontario, Canada)
  • Webster Public Library

Fundraising/Gift Acceptance

• William K. Sanford Town Library (Colonie)
• Kent Public Library
• Millbrook Library
• Patterson Library
• Roeliff Jansen Community Library

Inventory/Fixed Assets