Services & Policies – Warsaw Public Library

Mission Statement

The Warsaw Public Library’s mission is to provide a welcoming destination that supports life-long learning for all ages. The library strives to be a place where the community has access to quality materials, engaging resources and enriching services. The library promotes the joy of reading and strives to foster the pursuit of knowledge to enrich the lives in our community.

Hours Open

Monday 10:00-7:00

Tuesday 10:00-7:00

Wednesday 10:00-6:00

Thursday 10:00-6:00

Friday 1:00-5:00

Saturday 10:00-1:00

Holidays Closed (TBD Annually)

SERVICES OFFERED

The following are services offered by Warsaw Public Library: OWWL on-line catalog circulation of books, audio books, DVD’s & Blu-Rays, magazines, large print books, downloadable e-content and other materials for all ages and interests. A variety of print and computer reference materials are available for use at the library. Assistance with research questions and informal computer and library skills instruction is offered. Several computers, a copy machine, a fax machine, and wireless Internet access are also available for patron use. The library sponsors programs for all members of the community. An adult must accompany preschool age children when attending a program. If necessary, registration dates and program attendance size will be announced by staff. Programs will be publicized in various manners including, local newspapers, posters, our website, and newsletters.

BORROWING AND CIRCULATION POLICIES

Signing up for card

All patrons must sign up for an OWWL library card before borrowing materials, with those over 16 providing current photo identification and proof of current address (if necessary). Children under 17 years old need a parent or guardian’s signature on their registration and the parent or guardian must present current photo identification. Children younger than five years of age may take out materials on a parent, guardian, or adult caregiver’s card, and the adult is responsible for the materials.

The card is free. A replacement card for a lost one costs $2.00. Children must be five years of age to receive a library card.

Using the OWWL Library Card

Residents of Ontario, Wayne, Wyoming and Livingston counties can apply for an OWWL card. This card gives patrons borrowing privileges at Warsaw Public Library as well as access to the resources in the 42 libraries within the four counties of the OWWL Library System. Patrons who have outstanding fines ($5.00 and up), or lost or damaged materials fees will lose borrowing privileges until balance is below $5.00.

Patrons must present their own library card each time they borrow their own materials.

Parents/Guardians should check out their own materials on their own library card.

Exceptions: Patrons may pick up interlibrary loan materials for others if they present the card that the materials were requested under. Patrons may check out books for homebound patrons using their own card or that of the patron who is unable to visit the library. Staff may use their best judgment when following borrowing privilege policy, i.e.: if staff person knows patron, or patron has requested and an alert has been noted on their card that others listed have permission to pick up their material.

OWWL Library Card Pin Numbers

Pin numbers are defaulted to the last 4 digits of the patron’s daytime phone number. Patrons may set their own pin number upon the first use of the OWWL library catalog from an Internet connected computer. Patrons can reserve items from Internet connected computers using the OWWL catalog. They can check when items are due or renew items checked out on their card. Staff can reset pin numbers if the patron presents their OWWL card in person or the patron can change their pin number when using the OWWL catalog from an Internet connected computer.

Circulation

Due Dates

New books, all other books and audio books, magazines 21 days, 2 renewals

DVDs 7 days, and 1 renewal

with the exception of series/seasons 21 days, and 1 renewal

Further renewals of all materials are at staff discretion.

Fees (updated 2/15/2023)

Copies (letter, legal and ledger size) and computer

B/W: $.20 per page

Color: (coming soon) $.50 per page

Fax charges: $.50 per page for incoming/outgoing faxes

$3.00 per page outside North America

Complimentary Cover Sheet (recommended) and Confirmation page free.

Scanning: Scan to an email free

Fines

Museum/Parks Pass $ 1.00 a day, up to $5.00

Replacement Library Card $ 2.00

Fines do not accumulate on days the library is not open.

Interlibrary Loans

Interlibrary loan services are available to patrons free of charge when borrowing materials within the 42-member OWWL Library System. Patrons can put items on hold using the OWWL on-line catalog with or without library staff assistance, and will be notified by phone, text or e-mail (patron’s choice) when the materials they asked for arrive at Warsaw Public Library. Items ordered through Interlibrary loan that are not picked up after one week will be returned to the loaning library.

Damaged or lost materials

All library patrons will be responsible for the materials they use at and borrow from the library. Patrons will be responsible for the cost of replacing materials damaged beyond usefulness and for lost materials. Patrons may not purchase the replacement items themselves in lieu of paying the cost of the lost item to the library. Any damaged or lost items paid for become the property of the patron. Refunds are not issued.

Donations and Gifts

The Warsaw Public Library gift policy is to accept all gifts offered provided that the following provisions are agreeable to the donor. The Library Board may dispose of any gifts as they see fit for the benefit of the Library and its patrons.

The staff will evaluate any and all donated materials. Useful additions will be put in the library collection. All other materials will go to the annual book sale, unless they are too old or in too bad a condition to be sold.

Gift items such as furniture, office equipment, and etc. will be evaluated on the basis of usefulness to the staff and patrons. We reserve the right to accept or reject such gifts. We also reserve the right to dispose of gifts when the time comes that they are worn out or become no longer useful, or when new items become available.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Code of Ethics of the American Library Association

We recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs. Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment. We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations. The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

I. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.

II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

III. We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.

IV. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.

V. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.

VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

VIII. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of coworkers, and by fostering the aspirations of potential members of the profession.

Adopted June 28, 1997, by the ALA Council; amended January 22, 2008.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Computer, Internet, and Wireless Use Policy and Procedures

The Warsaw Public Library provides both Internet access on library computers and wireless Internet connections for patron laptops to try and ensure free access of ideas and information as well as resources for personal enjoyment and education. Warsaw Public Library is only responsible for the content of those pages bearing its name.

Filtering

OWWL Library System contracts with Time Warner to provide content filtering to ensure its libraries are in compliance with the Children’s Internet Protection Act (CIPA). This is in order to remain eligible for certain federal funding. Warsaw Public Library cannot and does not guarantee that the filtering software will block all obscenity, child pornography, or other materials that are harmful to minors. Nor can the Library guarantee that filtering software will not restrict access to sites that may have legitimate research or other value. Parents/Guardians are therefore ultimately responsible for monitoring the Internet activity of their children even though filtering software is used.

All Internet access will be limited to legal use in compliance with the Children’s Internet Protection Act (CIPA) and the Neighborhood Act (PL 106-554).

CIPA Compliant Internet Safety Policy

Users may not access inappropriate matter, such as matter that is obscene, pornographic, threatening or otherwise in violation of community standards.
Users must be cautious when using e-mail, chat rooms, instant messaging, discussion groups, newsgroups, game rooms, and all other forms of communications. Internet users should be aware that viewing certain materials in the public library might be considered improper in time, place, and manner. Users must respect the rights of other library patrons not to be inadvertently exposed to materials and images that may be considered offensive. The library staff reserves the right to end an Internet session at any time if it is creating a disturbance, and will monitor Internet use by minors to the extent practical.
Users may not engage in unlawful online activities or misrepresentation. Users may not attempt unauthorized access including hacking to any computer system.
Users may not make unauthorized disclosure of, or dissemination of a minor’s personal information by means of Internet, e-mail, or any other electronic technology. A minor is anyone under 17 years old.

Confidentiality

Records related to an individual’s Internet use are confidential and shall not be disclosed except to the extent that is necessary for proper library operation, upon request or consent of the user, or where otherwise required by statute.

Guidelines

Patrons may use library computers for up to 2 hours per day. Patrons may use computers for one half-hour per day if other patrons are waiting. Use of computers for school assignments and job searching will take precedence over other uses. This will be determined at staff discretion.
Patrons can only reserve computer time in person and for the same day.
Patrons may print out in B/W from library computers for $.25 a page.
Only two people are allowed to use a single computer at one time.
Patrons may not block or turn computer monitors in any way.
A patron, who accidentally opens an inappropriate web site and cannot close it, should report this fact to the front desk immediately.

Confidentiality of Patron Records (NYS Statutes)

NEW YORK CONSOLIDATED LAWS

CIVIL PRACTICE LAW AND RULES

ARTICLE 45. EVIDENCE

NY CLS CPLR § 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, title reserve requests, or the use of audio-visual 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. 02/03

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY INTERNET USE POLICY

Purpose

The mission of the Warsaw Public Library is to provide a welcoming destination that supports life-long learning for all ages. The library strives to be a place where the community has access to quality materials, engaging resources and enriching services. The library promotes the joy of reading and strives to foster the pursuit of knowledge to enrich the lives in our community. Providing the community access to the Internet can further that mission. Therefore, Warsaw Public Library has adopted this Internet Use Policy to establish guidelines and acceptable behavior for use of the library’s Internet.

The primary goals of Warsaw Public Library’s Internet is to:

Provide the community with free use of the Internet
Provide the community with current digital information
Provide the community access to online resources, research and educational tools, and entertainment.

All community members are expected to follow the rules set forth by the Warsaw Public Library regarding use of the library’s Internet.

Reservations

Users cannot reserve a public access computer for Internet use. Computers are available on a walk-in basis based on the availability of equipment.

Assistance

The library staff is trained to provide limited support.

Acceptable use

Users may not install any software or save any computer files on the computer hard drive.
The Warsaw Public Library reserves the right to remove any file that has inadvertently ended up on the computer and restore the computer’s hard drive to its original configuration.
No changes are to be made in any program setup or the hard drive configuration.
Users are asked to immediately report any problems with equipment to library staff. Damage to Warsaw Public Library’s computer equipment caused by or resulting from inappropriate use or improper behavior may result in civil and/or criminal action being taken.

Minors

It is the policy of the library to comply with the Neighborhood Children’s Internet Protection Act (PL 106-554) by:

(a) preventing user access over its computer network to, or transmission of, inappropriate material via Internet, electronic mail, or other forms of direct electronic communications;

(b) preventing unauthorized access and other unlawful online activity;

Responsibility for monitoring a child’s access to library resources rests with the parents or legal guardians.

Privacy

The Warsaw Public Library does not collect information about community members’ use of the Internet, including when the Internet was accessed and what content was accessed via the library’s Internet.

Disclaimer

Warsaw Public Library is not responsible or liable for the content of postings by third parties accessed via the library’s Internet. Users should be aware that not all sources on the Internet provide accurate, complete, or current information. The library denies any responsibility for the accuracy or quality of information obtained. The library urges patrons to be informed consumers and carefully evaluate information obtained via the Internet.

Ongoing Use Evaluation

The role of the Internet in relation to the mission of the Warsaw Public Library will be evaluated periodically by the Director and Board of Trustees and may be changed or modified at any time at the discretion of the Director as authorized by the Board of Trustees and in accordance with any local, state, or federal laws. Questions or concerns regarding Warsaw Public Library’s Internet Use Policy should be forwarded to the Director. Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Emergencies

In order to provide the best service, Warsaw Public Library is open for scheduled hours whenever possible. The Library is, however, concerned about the safety of its employees and patrons. During extreme weather situations, the Director or staff member in charge in his/her absence may close the library.

WARSAW PUBLIC LIBRARY EMERGENCY CLOSING POLICY

PURPOSE

The Warsaw Public Library has adopted this Emergency Closing Policy to ensure a cautionary response to an emergency threatening to impact or immediately impacting the library’s facilities, materials, staff, or community members.

The primary goals of Warsaw Public Library’s Emergency Closing Policy are to establish:

The types of emergencies which may cause the library to close or suspend services
The power of the Director to close the library due to an imminent or immediate emergency
If the library’s Emergency & Disaster Plan needs to be implemented

The library will make every effort to maintain regular library operating hours in accordance with Minimum Standards for New York’s Public and Association Libraries. However, at times, the library may have to close, shorten hours, or cancel programs due to emergency conditions.

ADMINISTRATION

The Director is empowered by the Board of Trustees to address emergency conditions and may close the Warsaw Public Library for up to 72 hours. For closures lasting beyond 72 hours, the Director will consult with the Board President to determine the library’s course of action including the implementation of the library’s Emergency & Disaster Plan.

If the Director is not in the building when an emergency or disaster occurs, the staff should immediately contact the appropriate emergency agencies and then contact the Director. If, for any reason, the Director is unable or unavailable, administrative authority shall be passed to library assts.

TYPES OF EMERGENCIES

The decision to close the library will be made with the health and safety of the library staff and community as the top priority. The following emergency situations may call for closure of the library:

Severe weather events
Local or regional declaration of a State of Emergency
Pests, bugs, or infestation
Loss of critical utilities
Gas leak or suspected gas leak
Water Damage or Flood
Fire
Hazardous spill
Bomb threat
Active shooter
Lockdown/Shelter In Place
Pandemic, serious illness, or public health crisis

Other emergencies may occur that cannot be planned for. The Director will handle such situations in accordance with this policy and the library’s Emergency & Disaster Plan and will coordinate response efforts with the In-House Emergency Team in the best interests of the library facility, staff, and community.

COMMUNICATION

All library closures will be communicated to the public via local news stations and on the library’s website, social media accounts, and outgoing voicemail message. The staff will be notified of library closures by the Director or designee of the Director.

PERSONNEL

If the library is closed due to emergency conditions, staff will be paid for shifts/hours scheduled to work. Staff who were scheduled to be absent due to vacation, illness, or other leave will not receive pay for the time the library is closed.

An interim work or telecommuting schedule may be developed and job descriptions or duties may be temporarily altered or reassigned based on the needs of the library. A reasonable effort will be made to maintain a useful work schedule and provide continuous employment opportunities.

ONGOING USE EVALUATION

The Emergency Closing Policy will be evaluated yearly at the Board of Trustees Annual Business Meeting and updated as needed.

Questions or concerns regarding Warsaw Public Library’s Emergency Closing Policy should be brought to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY CONFIDENTIALITY OF LIBRARY RECORDS

WARSAW PUBLIC LIBRARY CONFIDENTIALITY OF LIBRARY RECORDS POLICY

Warsaw Public Library upholds the ALA adopted policies on privacy^[1], which state that library “users should have the choice to opt-in to any data collection that is not essential to library operations and the opportunity to opt-out again at any future time”; that “libraries should collect and store only personally identifiable data required for specific purposes that are disclosed to the users”; and that “libraries should never share users’ personally identifiable information with third parties or vendors that provide resources and library services, unless the library obtains explicit permission from the user or if required by law or existing contract.”

Warsaw Public Library adheres to New York Civil Practice Law and Rules Section 4509: Library Records.

Section 4509: Library records, Civil Practice Law & Rules (CVP)

Warsaw Public Library does not disclose confidential patron records to any agency except under explicit consent of the patron or due process of law and then only upon the advice of the Library’s legal counsel.

Warsaw Public Library adheres to the OWWL Library System’s Systems Access and Confidentiality of Library Records Policy[2] regarding creation and deletion of Authorized User (defined within) accounts, the acknowledgement requirement for authorized users, utilization of secure passwords, electronic and physical access of library systems and devices, and the appropriate dissemination of the personally identifiable information contained in library systems.

Adopted: 10/8/2024

[1] Privacy: An Interpretation of the Library Bill of Rights, https://www.ala.org/advocacy/intfreedom/librarybill/interpretations/privacy

[2] OWWL Library System Policies, Resolutions, and Bylaws, https://owwl.org/system/policies

FOIL Request Form

Date: __________________________________________

Records Access Officer

Town of Warsaw/Warsaw Public Library

130 North Main Street

Warsaw, New York 14569

Re: Freedom of Information Law

Under the provisions of the New York State Freedom of Information Law, Article 6 of the Public Officers Law, I hereby request records of the portions thereof pertaining to

________________________________________________________________________

I have been informed that the price per page is .25 cents plus mailing/shipping costs if necessary.

The Freedom of Information Law requires that an agency respond to a request within 5 business days of receiving the request. Therefore, I would appreciate a response as soon as possible.

If for any reason any portion of my request is denied, please inform me of the reasons for denial in writing along with a name and address or body to whom an appeal should be directed.

Sincerely,

________________________________________________________________________Written Name/Signature

________________________________________________________________________Printed Name

________________________________________________________________________Address

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY FREEDOM OF INFORMATION LAW POLICY

PURPOSE

The primary goals of the Warsaw Public Library’s FOIL Policy are to establish:

The Administrator of system records
The process for requesting information from the system
The system’s process for responding to information requests

New York State’s Freedom of Information Law allows members of the public to access records from

certain agencies. The full scope of Public Officers Law Article 6 §87 can be found on the New York

State Committee on Open Government website.

This policy was drafted using the “Model Rules for Agencies” on the Freedom of Information Law

Website.1

SCOPE

The people’s right to know the process of government decision-making and the documents

and statistics leading to determinations is basic to our society. Access to such information

should not be thwarted by shrouding it with the cloak of secrecy of confidentiality.

These regulations provide information concerning the procedures by which records may be

obtained.

Personnel shall furnish to the public the information and records required by the Freedom

of Information Law, as well as records otherwise available by law.

Any conflicts among laws governing public access to records shall be construed in favor of

the widest possible availability of public records.

ADMINISTRATION

The Director is responsible for insuring compliance with the regulations herein, and the

Director shall act as records access officer for the library.

The records access officer is responsible for insuring appropriate agency response to public

requests for access to records. The designation of a records access officer shall not be construed

to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so.

The records access officers shall ensure that agency personnel:

Maintain an up-to-date subject matter list.
Assist persons seeking records to identify the records sought, if necessary, and when

appropriate, indicate the manner in which the records are filed, retrieved, or generated to

assist persons in reasonably describing records.

1 Freedom of Information Law, Model Rules for Agencies, https://opengovernment.ny.gov/freedom-information-law

Contact persons seeking records when a request is voluminous or when locating the

records involves substantial effort, so that personnel may ascertain the nature of records

of primary interest and attempt to reasonably reduce the volume of records requested.

Upon locating the records, take one of the following actions:
Make records available for inspection; or,
Deny access to the records in whole or in part and explain in writing the reasons

therefor.

Upon request for copies of records:
Make a copy available upon payment or offer to pay established fees, if any, in

accordance with this policy; or,

Permit the requester to copy those records.
Upon request, certify that a record is a true copy; and
Upon failure to locate records, certify that;
OWWL Library System is not the custodian for such records, or
The records of which the OWWL Library System is a custodian cannot be found after

diligent search.

LOCATION AND HOURS FOR PUBLIC INSPECTION

Records shall be available for public inspection and copying at:

130 North Main St.

Warsaw, NY 14569

Requests for public access to records shall be accepted and records produced during all hours

regularly open for business.

REQUESTS FOR PUBLIC ACCESS TO RECORDS

A written request may be required, but oral requests may be accepted when records are

readily available.

If records are maintained on the internet, the requester shall be informed that the records

are accessible via the internet and in printed form either on paper or other information

storage medium.

A response shall be given within five business days of receipt of a request by:
Informing a person requesting records that the request or portion of the request

does not reasonably describe the records sought, including direction, to the extent

possible, that would enable that person to request records reasonably described;

Granting or denying access to records in whole or in part;
Acknowledging the receipt of a request in writing, including an approximate date

when the request will be granted or denied in whole or in part, which shall be

reasonable under the circumstances of the request and shall not be more than

twenty business days after the date of the acknowledgment, or if it is known that

circumstances prevent disclosure within twenty business days from the date of

such acknowledgment, providing a statement in writing indicating the reason for

inability to grant the request within that time and a date certain, within a

reasonable period under the circumstances of the request, when the request will

be granted or denied in whole or in part; or

If the receipt of request was acknowledged in writing and included an approximate

date when the request would be granted or denied in whole or in part within twenty

business days of such acknowledgment, but circumstances prevent disclosure

within that time, providing a statement in writing within twenty business days of

such acknowledgment specifying the reason for the inability to do so and a date

certain, within a reasonable period under the circumstances of the request, when

the request will be granted or denied in whole or in part.

In determining a reasonable time for granting or denying a request under the

circumstances of a request, personnel shall consider the volume of a request, the ease or

difficulty in locating, retrieving or generating records, the complexity of the request, the

need to review records to determine the extent to which they must be disclosed, the

number of requests received by the agency, and similar factors that bear on the ability to

grant access to records promptly and within a reasonable time.

A failure to comply with the time limitations described herein shall constitute a denial of a

request that may be appealed. Such failure shall include situations in which an officer or

employee:

fails to grant access to the records sought, deny access in writing, or acknowledge

the receipt of a request within five business days of the receipt of a request;

acknowledges the receipt of a request within five business days but fails to furnish

an approximate date when the request will be granted or denied in whole or in part;

furnishes an acknowledgment of the receipt of a request within five business days

with an approximate date for granting or denying access in whole or in part that is

unreasonable under the circumstances of the request;

fails to respond to a request within a reasonable time after the approximate date

given or within twenty business days after the date of the acknowledgment of the

receipt of a request;

determines to grant a request in whole or in part within twenty business days of the

acknowledgment of the receipt of a request, but fails to do so, unless the agency

provides the reason for its inability to do so in writing and a date certain within

which the request will be granted in whole or in part;

does not grant a request in whole or in part within twenty business days of the

acknowledgment of the receipt of a request and fails to provide the reason in

writing explaining the inability to do so and a date certain by which the request will

be granted in whole or in part; or

responds to a request, stating that more than twenty business days is needed to

grant or deny the request in whole or in part and provides a date certain within

which that will be accomplished, but such date is unreasonable under the

circumstances of the request.

SUBJECT MATTER LIST

The records access officer shall maintain a reasonably detailed current list by subject

matter of all records in its possession, whether or not records are available pursuant to

subdivision two of Section eighty-seven of the Public Officers Law.

The subject matter list shall be sufficiently detailed to permit identification of the category

of the record sought.

The subject matter list shall be updated annually. The most recent update shall appear on

the first page of the subject matter list.

DENIAL OF ACCESS TO RECORDS

Denial of access to records shall be in writing stating the reason therefor and advising the

requester of the right to appeal to the individual or body established to determine appeals.

The Director shall be identified by name, title, business address and business

phone number.

If requested records are not provided promptly, as required in this policy, such failure shall

also be deemed a denial of access.

The Director and Library System Board President shall determine appeals

regarding denial of access to records under the Freedom of Information Law.

Any person denied access to records may appeal within thirty days of a denial.
The time for deciding an appeal by the individual or body designated to determine appeals

shall commence upon receipt of a written appeal identifying:

the date and location of requests for records;
a description, to the extent possible, of the records that were denied; and
the name and return address of the person denied access.
A failure to determine an appeal within ten business days of its receipt by granting access

to the records sought or fully explaining the reasons for further denial in writing shall

constitute a denial of the appeal.

The person or body designated to determine appeals shall transmit to the Committee on

Open Government copies of all appeals upon receipt of appeals. Such copies shall be

addressed to:

NYS Committee on Open Government

Department of State

One Commerce Plaza

99 Washington Avenue, Suite 650

Albany, NY 12231

The person or body designated to determine appeals shall inform the appellant and the

Committee on Open Government of its determination in writing within ten business days of

receipt of an appeal. The determination shall be transmitted to the Committee on Open

Government in the same manner as set forth in item 7 of this section.

FEES

There shall be no fee charged for:
inspection of records;
search for records; or
any certification pursuant to this part.
Copies may be provided without charging a fee.
Fees for copies may be charged, provided that:
the fee for copying records shall not exceed 25 cents per page for photocopies not

exceeding 9 by 14 inches. This section shall not be construed to mandate the

raising of fees where agencies or municipalities in the past have charged less than

25 cents for such copies;

the fee for photocopies of records in excess of 9 x 14 inches shall not exceed the

actual cost of reproduction; or

an agency has the authority to redact portions of a paper record and does so prior

to disclosure of the record by making a photocopy from which the proper

redactions are made.

The fee an agency may charge for a copy of any other record is based on the actual cost of

reproduction and may include only the following:

an amount equal to the hourly salary attributed to the lowest paid employee who

has the necessary skill required to prepare a copy of the requested record, but only

when more than two hours of the employee’s time is necessary to do so; and

the actual cost of the storage devices or media provided to the person making the

request in complying with such request; or

the actual cost to the agency of engaging an outside professional service to

prepare a copy of a record, but only when an agency’s information technology

equipment is inadequate to prepare a copy, and if such service is used to prepare

the copy.

When an agency has the ability to retrieve or extract a record or data maintained in a

computer storage system with reasonable effort, or when doing so requires less employee

time than engaging in manual retrieval or redactions from non-electronic records, the

agency shall be required to retrieve or extract such record or data electronically. In such

case, the agency may charge a fee in accordance with paragraph (4)(a) and (b) above.

The System shall inform a person requesting a record of the estimated cost of preparing a

copy of the record if more than two hours of an agency employee’s time is needed, or if it is

necessary to retain an outside professional service to prepare a copy of the record.

The System may require that the fee for copying or reproducing a record be paid in advance

of the preparation of such copy.

The System may waive a fee in whole or in part when making copies of records available.

PUBLIC NOTICE

A notice containing the title or name and business address of the records access officers and

appeals person or body and the location where records can be seen or copies shall be posted in a conspicuous location wherever records are kept and/or published in the System’s Designated

Newspaper.

SEVERABILITY

If any provision of these regulations or the application thereof to any person or circumstances is

adjudged invalid by a court of competent jurisdiction, such judgment shall not affect or impair the

validity of the other provisions of these regulations or the application thereof to other persons and

circumstances.

Adopted: November 12, 2024

LIST OF RECORDS MAINTAINED BY THE WARSAW PUBLIC LIBRARY FREEDOM OF INFORMATION LAW

Legal Compliance

Maintained pursuant to Public Officers Law § 87(3)(c)

“a reasonably detailed current list by subject matter, of all records in the possession of the

agency, whether or not available under this article. Each agency shall update its subject

matter list annually, and the date of the most recent update shall be conspicuously

indicated on the list. Each state agency as defined in subdivision four of this section that

maintains a website shall post its current list on its website and such posting shall be

linked to the website of the committee on open government. Any such agency that does not

maintain a website shall arrange to have its list posted on the website of the committee on

open government.”

(Note: Not all listed records are available pursuant to the Freedom of Information Law [FOIL]).

Items below and other records maintained by the Warsaw Public Library are subject to the Library’s Records Retention Policy.

Subject Matter List

Board

Annual Reports/Plans of Service
Bylaws
Charter
Conflicts of Interest Reports
Meeting Agendas
Meeting Minutes
Organizational Amendments
Records of Motions
Resolutions
Strategic Plans
Whistleblower Reports

Financial Records

Budget Reports-Town of Warsaw Library Fund
Accounts Payable Records
Accounts Receivable Records
Audit Work Papers, Reports, and Files
Bank Reconciliations
Bank Statements
Cash Activity Reports
List of Monthly Vouchers – Paid, Reviewed, and Board Approved
Planning and Budget Documents
Receipt and Deposit of Funds Records/Logs
Year to Date Reports/Trial Balances/General Ledger/Balance Sheets
Year-End Financial Statements

Contracts/Purchasing Records

Bidders’ Proposal Files
Contract Files
Sales Tax Exemption Information

Employment Information

Employee Contracts or Agreements?
Employee Summary Service Records
Employee Travel Authorizations and Expense Files?
Job Descriptions
Payroll Records
Timesheets

Policy Manuals

Policies: External Policy Manual/Internal Employee Handbook

Adopted: November 12, 2024

THE FREEDOM TO READ STATEMENT

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label “controversial” views, to distribute lists of “objectionable” books or authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.

Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be “protected” against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials.

Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference.

Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the original contributions to social growth. It is essential to the extended discussion that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.

We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority.

Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we believe but why we believe it.

Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated.

Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper.

It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.

No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.

There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others.

It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous.

The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.

It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to public information.

It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read, and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship.

It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a “bad” book is a good one, the answer to a “bad” idea is a good one.

The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader’s purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support.

We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.

This statement was originally issued in May of 1953 by the Westchester Conference of the American Library Association and the American Book Publishers Council, which in 1970 consolidated with the American Educational Publishers Institute to become the Association of American Publishers.

Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

FREEDOM TO VIEW STATEMENT

The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore these principles are affirmed:

To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.

This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989. Endorsed January 10, 1990, by the ALA Council.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

LIBRARY BILL OF RIGHTS

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948, by the ALA Council; amended February 2, 1961; amended June 28, 1967; amended January 23, 1980; inclusion of “age” reaffirmed January 24, 1996.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

MATERIALS SELECTION POLICY

Goals– to guide library staff in selection of materials and inform the public about the principles upon which the selections are made.

Objectives- to select materials in a variety of formats, which assist people in the library service area to:

Educate themselves continually
Keep pace with progress in all fields of knowledge
Develop their creative and spiritual capacities
Contribute to the growth of knowledge
Make use of leisure time

Authority- The authority and responsibility for the selection of library materials are delegated to the library director and to staff under his/her direction. Suggestions from patrons are welcome and given consideration within the criteria from selection.

Criteria- points considered in the selection of materials:

Enduring value
Accuracy of information
Current high interest
Literary quality
Authority of presentation
Social significance
Objectivity
Balance of subject areas
Price and availability
Present and future needs of the community
Physical format

DVDs/Blu-rays– The library purchases a wide variety of titles for our DVD/Blu-Ray collection. Feature films, non-fiction and family titles are purchased to meet popular patron demand and include a wide range of film genres.

The Library’s acquisition of any resource does not constitute endorsement.

Weeding- An up-to-date useful, appealing collection is maintained by replacing and removing materials on a continuous basis. Examples of materials removed include outdated and worn ones, and materials no longer in demand.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

PATRON COMPLAINT POLICY AND PROCEDURES

While the Warsaw Public Library endeavors to provide the highest
levels of satisfaction and library services to its patrons, we recognize that occasionally, patrons may wish to raise a complaint pertaining to an issue that interferes with their use and enjoyment of the Library.

A Library patron initially may choose to raise his or her complaint on an informal, verbal basis with the Library’s staff. In the event that the patron elects not to do so, or that the complaint proves not susceptible to informal resolution, the patron should request and complete a Patron Complaint Form (see attached). The Library Director will review promptly all completed Complaint Forms, and where appropriate, attempt to resolve the complaint directly.

If the patron is not satisfied with the response provided, and/or if the Director identifies the situation as one in which Board input is warranted, either or both parties may bring the written complaint to the attention of the Board of Trustees. Patrons desiring to do so may also request an opportunity to address the Board at one of its monthly meetings.
The Board will promptly review all complaints presented to it, provide a verbal and/or a written response to the complainant, and take any further remedial action warranted by the particular circumstances.

The decision of the Board of Trustees with respect to a complaint
shall be final.

Warsaw Public Library Patron Complaint Form

Please complete all fields below. We will attempt to resolve your complaint
quickly and fairly.

Name: ________________________________________
Phone #: ________________________________________
Explain the nature of your complaint in the space below.
To the extent relevant, include in your description: the date and time of day when the event occurred, the location in which the event occurred, the full names of any Library staff or patrons involved and the nature of their involvement, any previous efforts made by you and/or Library staff to resolve the complaint, and any other significant information regarding the nature of the complaint
What attempts have you made to resolve this specific situation with a staff member?
Do you think the employee has made a fair attempt to explain policy/procedure (if relevant) and/or work with you to come to a fair resolution of the complaint.
What course of action would you like the Board of Trustees to take in this Matter?

MEETING ROOM USE POLICY

Rules and Regulations: In line with the Library Bill of Rights, the Warsaw Public Library welcomes the use of its meeting room for activities of a civic, cultural, and educational nature. The room is not available for purely social or religious purposes, for benefit of private individuals or commercial concerns, or where, in the judgment of the Library Director, disorder may be likely to occur. The room is available to nonprofit groups in the community regardless of the beliefs or affiliations of their members. Library-oriented programs will be given preference for use of the room. It is understood that all meetings held will be open to the public, should anyone wish to attend. Upon adequate notice and for adequate reasons, the Library Director reserves the right to revoke permission to use the meeting room.

Reservations: Requests for the use of the meeting room should be made to the Library Staff as much in advance as possible. It is the responsibility of the group to schedule the meeting room.

Regulations: To be posted in the Meeting Room

No admission fee may be charged or collection taken.
No product of service may be sold without the permission of the Library Director.
Light refreshments may be served, providing organizations provide their own utensils and clean up.
Organizations requiring special audiovisual equipment must request well in advance, as the library may be required to borrow it from the OWWL Library System.
Any organization using the room is responsible for setting it up according to their needs and returning it to the order in which it was found.
All publicity for the meeting room use is the responsibility of the organization, and the address of the library may not be the official address of the organization.
Youth organizations using the meeting room must have at least one adult over 21 present at all times.
Scheduling of the meeting room during hours the library is not open is discouraged.
No group or organization using the meeting room will discriminate on the basis of race, color, national origin, sex, religion, age or handicapped status in the provision of services. Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

MEMORIAL AND DEDICATION/HONORARIUM POLICY

Money donations for memorials and dedications may be used to purchase materials, equipment or furniture as designated by the donor. Refer to donations and gifts policy.

WARSAW PUBLIC LIBRARY PUBLIC POSTING POLICY

Purpose:

The Warsaw Public Library, in keeping with its role as a source for community information and at its sole discretion, may provide bulletin boards, tables, racks, or other designated space for public postings or the distribution of information. Space may be available or otherwise provided under the following conditions:

Priority of announcements, publications or activities:

Warsaw Public Library
Friends of the Warsaw Public Library
Non-profit organizations announcing events within 30 days of date posted

Content of postings allowed:

Must be of an educational, cultural or charitable nature.
The presence of a poster, brochure, flyer, or any other notice in the library does not necessarily indicate that the Warsaw Public Library either advocates or endorses viewpoints expressed.

Prohibited postings:

partisan political or campaign materials
commercial materials
sales, solicitations or materials resulting in a personal gain (advertisements, etc.)

petitions
surveys

Prior approval required:

No items may be posted or left for distribution without prior approval of Library staff. Any materials left without approval shall be discarded.

Return of materials posted or left for distribution:

Warsaw Public Library does not assume any responsibility or liability for any materials posted or left for distribution.

The Warsaw Public Library, in order to keep bulletin boards and literature racks or shelves neat and of current content, reserves the right to:

determine where and how item(s) will be posted or displayed;
limit the size and quantity of item(s) to be posted or displayed;
limit the length of time item(s) will be posted or displayed;
dispose of expired/time-sensitive materials posted or displayed.

Because Warsaw Public Library is a public institution, discretion must be exercised in the quantity and nature of posters, handouts, and other promotional materials posted in the library. Display space is not available for the sale or promotion of business products or services; nor is it available for political purposes or religious proselytizing.

In line with the Library Bill of Rights, the Board of Trustees of Warsaw Public Library does not discriminate against any group or individual or the purpose they represent. Acceptance of an exhibit, pamphlet or poster does not imply library endorsement.

A bulletin board is located near the side entrance at Court St. and pamphlet holders are placed in various locations in the library. Postings of materials will be limited to library items and items of community interest.

Disclaimer: Warsaw Public Library assumes no legal responsibility for postings and handouts.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

RECONSIDERATION OF LIBRARY MATERIALS POLICY

In line with the Library Bill of Rights, the Warsaw Public Library Board of Trustees holds the choice of library materials by patrons is an individual matter. While a person may reject materials for himself, he may not exercise censorship to restrict access to the materials by others.

In recognizing that a diversity of materials may result in some requests for reconsideration, the following procedures have been developed to assure that objections, complaints and suggestions are handled in an attentive and consistent manner.

The person with the request for reconsideration should be referred immediately to the Library Director or to the person in charge in the absence of the Director. The person in charge should explain to the patron that selections are made in accordance with the Materials Selection Policy of Warsaw Public Library. If the user is not satisfied with the explanation received, he or she may ask for reconsideration in the following manner:

The person making the request for reconsideration must complete a Request for Reconsideration of Library Materials Form.
The filled out form will be referred to a committee consisting of the Library Director and other staff members who select items.
The committee will reconsider the item in question using the Materials Selection Policy and reviews from recognized sources.
The Library Director will then write to the patron regarding the committee’s recommended action.

If the patron desires further action, he or she may appeal in writing to the Warsaw Public Library Board of Trustees.

Warsaw Public Library Request for Reconsideration of Library Materials Form

To the person requesting reconsideration:

Library policy requires that complaints be filed on this form. A copy of Warsaw Public Library Materials Selection Policy will be made available to you, along with the Library Bill of Rights, the Freedom to Read Statement and Freedom to View Statement which have been adopted by the Board of Trustees.

Author/Artist: ______________________________________________________

Title: _____________________________________________________________

Format: Book__, Video__, Audio book__, Other__

Publisher/Producer: __________________________________________________

Request initiated by: __________________________________________________

Address: ____________________________________________________________

Telephone: __________________________________________________________

Do you represent yourself______________________________________________?

Name of Organization or other group representing: __________________________

To help us in our response, please answer as many of the following questions as possible.

Use reverse side as necessary.

Specifically, to what do you object in the material?
Did you read, listen to, or view the material in its entirety? If not, what parts did you examine?
What is good about this material?
For what age group would you recommend this material?
Other comments:

Please return this form to the Library Director. A decision regarding the material in question will be returned to you within one-month time. If you desire further action, you may then appeal to the Warsaw Library Board of Trustees in writing.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY PROGRAMMING POLICY

Purpose

The mission of the Warsaw Public Library is to provide a welcoming destination that supports life-long learning for all ages. The Warsaw Public Library supports this mission by developing and presenting programs and classes that provide additional opportunities for information, life-long learning, recreation, and entertainment and has therefore adopted this Programming Policy.

Programming is an integral component of library service that:

Extends the library’s role as a community institution
Introduces the community to library resources
Expands the visibility of the library

Ideas for library programming may be generated by library staff based on professional research, requests by patrons for programming on particular topics, or community organizations seeking to present useful information to library patrons. The Director and library staff use the following criteria in making decisions about program topics, speakers, and accompanying resources:

Relevance to library patrons or the community as a whole.
Availability of adequate facilities at library or off-site locations.
Available funds for library programming.
Staff resources required to plan, schedule, and present the program.
Success or lack of response to similar programs at the library.
Treatment of content for intended audience
Presentation quality and presenter background/qualifications in content area
Historical or educational significance
Connection to other community programs, exhibitions, and/or events
Relation to library collections, resources, exhibits, and/or other programs

Depending on available resources and the criteria above, library programs may be:

Presented by library staff using library resources.
Presented by an organization, expert, or performer contracted by the library for the program.
Presented by library staff in conjunction with a community organization that has needed expertise or resources for the program.

All Warsaw Public Library programs are open to the public.

Guidelines

When selecting programming, the Warsaw Public Library will work to accommodate and include all community members
Registration may be required for planning purposes and/or when space is limited.
Any sales of products at library programs must be approved by the Director and benefit the library.
Programs are not used for solicitation of business, or recruitment of membership in religious or partisan organizations
The library reserves the right to cancel a program. Rescheduling is at the discretion of the library.

Outreach

Library staff members are available to speak to community groups on topics relating to libraries and information services, in the library and off-site, as time allows. Special programs for children’s groups visiting the library and off-site programs for children by library staff may be scheduled as time allows.

Outside Presenters

The Warsaw Public Library may partner with other agencies, organizations, educational and cultural institutions and/or individuals to develop and present co-sponsored public programs.

Professional performers and presenters who reflect specialized or unique expertise may be hired and compensated for their time and talent.
Library staff who present or facilitate programs do so as part of their regular job and are not hired as outside contractors for programming.
External organizations or individuals partnering with the library on programs must coordinate marketing efforts with the Director.
Library sponsorship of a program does not constitute an endorsement of the content of the program or the views expressed by facilitators, presenters, and/or participants.
Performers and presenters will not be excluded from consideration because of their origin, background, or views.
Community organizations may reserve space in a library facility to present their own programming without the participation of library staff or the contribution of library funds or resources. Such events are not considered to be library programs and are subject to the Library’s Public Meeting Room Policy.

Programming Evaluation

Library programs will be evaluated by the library director and library staff based on the number of attendees, feedback from attendees, effectiveness of the presenter, and the effective use of library resources. Programs that do not meet expectations in these areas may not be repeated in the future.

Access Statement

The Warsaw Public Library’s philosophy of open access to information and ideas extends to library programming. Imposing monetary fees on program participation or attendance presents a barrier to access and does not support the Warsaw Public Library’s mission.

Ongoing Use Evaluation

The Programming Policy will be periodically evaluated in relation to the mission of the Warsaw Public Library by the Director and Board of Trustees. The Director and Board of Trustees may update or modify this policy as needed.

Questions or concerns regarding Warsaw Public Library’s programming or this policy should be forwarded to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 11/7/2023

Warsaw Public Library Code of Conduct Policy

The affairs of the Warsaw Public Library are conducted by a Library Board of Trustees. The Board of Trustees is empowered to provide an environment ensuring the safety, security and availability of library space, equipment and resources for all library visitors and staff and has established rules and regulations for this purpose. The Library Director and designee(s) are authorized and directed by the Board of Trustees to interpret and enforce these rules and regulations.

Library patrons, visitors and staff are expected to follow the Code of Conduct, which is posted on the library’s website and available at the reference desk. Entering the library implies agreement to abide by these rules while on library property. Failure to do so may result in expulsion from the library and/or loss of library privileges.

While in the library, visitors, patrons and staff will respect the rights of others to use and enjoy the library’s resources by:

Keeping noise to a moderate level
Following staff guidance
Leaving animals at home (other than service animals)
Treating the library building, furnishings, and collections with care
Being fully clothed, including a shirt and shoes, during your visit
Taking care of personal hygiene so that personal scent does not interfere with others’ experience

Some behaviors are not allowed in the library, including, but not limited to:

Illegal Activities, such as:

Committing or attempting to commit any activity that constitutes a violation of any federal, state, or local statute or ordinance.
Engaging in sexual conduct or lewd behavior on Library premises (New York Penal Law, Section 245: Offenses Against Public Sensibilities)
Use of controlled substances on Library premises. (New York State Penal Law, Section 220: Controlled Substances Offenses)
Smoking or vaping on Library premises within 100 feet of a library entrance. (New York State Public Health code, Section 1399-O)
Drinking alcoholic beverages on Library premises.

Harmful, Disruptive, or Destructive behavior, such as:

The use of abusive or threatening language or gestures
Excessively loud or boisterous behavior
Recording patrons or patron service areas during normal hours of operation
Soliciting, petitioning, or distributing written materials or canvassing on library premises for any purpose without express permission of Library employees
Using library materials, equipment, furniture, fixtures, or building in a destructive, abusive, or potentially damaging manner, likely to cause personal injury to any person, or in any other manner inconsistent with the customary use thereof.
Interfering with the free passage of library employees or patrons in or onto library premises
Disobeying the reasonable direction of employees
Use of any communication or entertainment devices at a volume that disturbs others, with or without headphones.
Inebriation or being under the influence of illegal substances.

Children in the Library

Library employees are committed to:

Helping children find materials for educational and recreational pursuits;
Providing an environment that encourages study, exploration, and play;
Planning programs that inform and enrich

Library staff cannot supervise each individual child.

Therefore, parents or guardians should ensure that children visiting the library:

Understand appropriate behavior as described in the Patron Code of Conduct.
Understand basic personal safety. The library is an open facility and cannot monitor children’s interactions with other patrons.
Understand parental/guardian expectations regarding which materials in the library are appropriate. Library staff cannot monitor or restrict access to information.
Have emergency contact information of a responsible adult, including address and phone number
Are in good health and have appropriate hygiene.

The library is not responsible if children leave library property unattended.

Library staff will attempt to contact a parent, guardian, and/or caregiver in circumstances such as the following:

An unattended child is engaging in behavior that is disruptive to other library users, staff, or the normal operations of library business.
An unattended child is involved in a situation that is potentially harmful to the health or safety of the child and/or others.
An unattended child is left alone in the Library at closing time.

Such situations will be handled on a case-by-case basis. If parents, guardians, and/or caregivers cannot be reached, or are unresponsive, the library will work with other agencies as needed. Under no circumstance will a library staff person transport a child home. A detailed incident report will be filed with the Director should a situation arise when a minor is left unattended at the time of closing of the library. If a lateness pattern is observed, suspension of library privileges may be imposed.

Alternative Actions for Code Violations

Library employees are authorized to suspend library privileges for up to a week for violations of this policy, including banning patrons from entering the library. The Director, or designee is authorized to suspend library privileges of patrons for periods of time longer than a week based on the severity of the violation(s).

Employees must submit a written Incident Report to the Director no later than the next business day whenever a patron’s privileges have been suspended under this policy. The report will, at the least, include the name of the patron, the name of the parent/guardian if the patron is under 18 years of age, the description and date of the incident, and the length of time the patron’s library privileges have been suspended. In the event that the name of the patron cannot be obtained, the library may use a photograph of the patron to note and enforce the ban. In such instances, an effort will be made to obtain the name of the patron to update the records related to the incident and banning.

Employees may verbally give notice for suspension of privileges up to a week in length. In the case of any suspensions, a letter noting the cause and length of the ban will be kept on file with the incident report and any other applicable documents. If possible, based on the availability of a mailing address or email account, suspension of a patron’s privileges longer than a week will be communicated to the patron in writing by the Director or designee. For patrons under the age of 18, written notice shall be sent to the patron’s parent or guardian.

At the completion of the suspension, the patron may be required to meet with the Director or designee before being allowed access to the library again.

If the patron repeats a violation after a suspension, it may be considered grounds for a permanent ban. The Director and Library Board will review the incident report(s) at the next Library Board meeting after the incident. The Director will provide a written decision regarding the ban as soon as possible. The written decision will state that the patron is permanently banned from the library and will specify the reasons for the determination. The patron may appeal the decision in writing, addressed to the President of the Library Board.

The patron and all staff will be notified in writing of the permanent ban. A copy will also be sent to the village of Warsaw Police Department and the Library Board President.

Library employees may ask a patron to leave the premises with or without prior warning, depending on the seriousness of the violation.

Criminal violations may result in prosecution under state and/or federal law.

Violations of the code of conduct and attendant policies by Library employees are subject to discipline, up to and including termination.

Suspension of Borrowing Privileges for Health/Safety Reasons

It is the responsibility of the Library to maintain a healthy, clean and safe environment and to protect library collections, equipment and property. In order to fulfill this responsibility, the library may restrict a patron’s ability to borrow materials and/or to visit library facilities when such use may jeopardize the health and cleanliness of library facilities, collections and other patrons.

Examples of situations where borrowing of materials may be suspended include, but are not limited to:

Evidence that items on loan to a patron may have been returned with insects that are known to be damaging to library materials, e.g. roaches, termites, silverfish and some types of beetles;
Evidence that items on loan to a patron may have been returned with insects that can result in pest infestations in library facilities, e.g. bed bugs, ants, fleas or roaches;
Evidence that items on loan to patrons may have been returned with fungi that can be damaging to library materials, e.g. black mold.

Reinstatement of borrowing privileges relating to suspensions due to pest infestation will be made in response to written requests. Decisions will be made by the Director or designee based upon evidence showing that the address in question has been inspected with no sign of infestation or that the residence has been treated. Confirming information may include copies of receipts for treatment, a letter from a licensed pest control company, or a written statement from the owner or property manager of a multi-family rental residence. In some circumstances, proof of a change of residential address may also be accepted.

Board Approved 2/13/2024

GUIDELINES FOR ANIMALS IN THE LIBRARY

Pets are not allowed in the library.
While the library occasionally presents educational programs that feature animals, members of the public may only enter the library with an animal if it is a service animal that requires accommodation under the Americans with Disabilities Act (ADA).
Under the ADA, a service animal is an animal that has been individually trained to do work or perform tasks for an individual with a disability. The animal must be trained to take a specific action to assist the person with a disability, and the task(s) performed must be directly related to the disability.
Companion animals which have not been trained to perform a specific job or task do not qualify as service animals under the ADA.
If it is not obvious that an animal brought into the library is a service animal, a staff member may ask the following questions:

○ Is the service animal required because of a disability?

○ What specific work or task has the animal been trained to perform?

A staff member attempting to ascertain whether a dog is a service animal will never ask about the nature of a person’s disability.

Service animals must be under the immediate control of their handlers at all times.
Service animals which are not housebroken, make excessive noise, are uncontrolled, or are otherwise disruptive will be required to leave the premises.
Animals may never be left unattended on library grounds.
Service animals are not allowed on library furniture or fixtures and must remain on the floor or be carried (as appropriate) by their handlers at all times.
Misrepresenting an animal as a service animal may result in suspension of library privileges.

Questions or concerns regarding the Warsaw Public Library or these guidelines should be forwarded to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY INTERNAL SOCIAL MEDIA POLICY (FOR STAFF)

Purpose

The mission of the Warsaw Public Library is to provide a welcoming destination that supports life-long learning for all ages. The use of social media can further that mission. Therefore, Warsaw Public Library has adopted this Social Media Policy to establish guidelines, procedures, and best practices for the use of social media websites, platforms, and resources.

The primary goals of Warsaw Public Library’s use of social media are to:

Promote the library’s programs, materials, and services
Call for library advocacy
Share relevant community resources

When necessary, social media will also be used by the Warsaw Public Library to share emergency communications, public service announcements, and other service-related information.

The primary audience is the Warsaw Public Library community.

For the purposes of this policy, “social media” refers to any social media site, blog, network, and communication tools that exist now and in the future that allow public feedback and sharing on the internet including Facebook, Instagram, YouTube, and Twitter.

Guidelines

New social media accounts may be established with Director’s approval. All login information including user names and passwords must be shared with the Director and included on the library’s master list. This will ensure that the library maintains institutional access to accounts if staffing changes but also in the event that emergency communications must be quickly broadcast to the public. Social media accounts should have more than one staff member named as an Administrator.

Best Practices

All accounts should incorporate library branding
Posts are representing the library and the content created and shared is a reflection of the organization
The tone should be consistent with the communication and marketing strategy of the library
Content should be written from the point of view of the “We,” which represents the library as a whole
Maintain copyright and fair use when posting content
Content should be current, accurate, and relevant to the intended audience
Content should be easy to read and understand
Posting to social media should be done regularly
Graphics and images should be hi resolution
Include links and tags when appropriate
Respond to comments and messages as necessary
Posts and comments should be friendly yet professional and should not include the expression of personal, political, or religious views
The library does not provide medical, legal, financial, investment, or other similar matters advice to library patrons or community members
Social media is not to be used to collect information about library patrons or community members
All other library policies apply equally to use of social media

Moderation

Social media accounts will be monitored for content that violates Acceptable Behavior (see External Social Media Policy) including:

○ Selling, solicitation, commercial interests, and spam

○ Copyright violations

○ Obscenity

○ Child pornography

○ Defamatory and libelous comments

○ Imminent or true threats against the library, its staff, its Board of Trustees, or community members

○ Other speech or content not protected by the First Amendment

Content cannot be removed on the basis of disagreement with their viewpoint
If content is removed, it should be printed and filed for one year
Repeat violations of Acceptable Behavior may result in temporary or permanent removal from the system’s social media page(s)
Persons wishing to appeal a removed post or a temporary or permanent ban can file an appeal with the Director to review with the Board of Trustees Personal Social Media Use.

Warsaw Public Library does not intend to limit or restrict an employee’s right to utilize social media for personal reasons. However, if an employee identifies themself as a Warsaw Public Library employee, the following statement must be included in the employee’s account profile: “Opinions are my own and do not reflect that of my employer.” Additionally, staff should not represent themselves as speaking on behalf of the Warsaw Public Library unless granted express and specific permission to do so by the Director.

All rules regarding confidential and proprietary library information apply in full to use of social media. Any information that cannot be disclosed through a conversation, a note, or an email also cannot be disclosed through social media.

Ongoing Use Evaluation

The role of social media in relation to the mission of the Warsaw Public Library will be evaluated periodically by the Director and Board of Trustees and may be changed or terminated at any time at the discretion of the Director as authorized by the Board of Trustees. Questions or concerns regarding Warsaw Public Library’s social media accounts or this policy should be directed to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY SOCIAL MEDIA POLICY

Purpose

The primary goals of Warsaw Public Library’s use of social media are to:

Promote the library’s programs, materials, and services
Call for library advocacy
Share relevant community resources

When necessary, social media will also be used by the Warsaw Public Library to share emergency communications, public service announcements, and other service-related information.

The primary audience is the Warsaw Public Library community.

For the purposes of this policy, “social media” refers to any social media site, blog, network,

and communication tools that exist now and in the future that allow public feedback and

sharing on the internet including Facebook, Instagram, YouTube, and Twitter.

Guidelines

New social media accounts may be established with Director’s approval.

All login information including user names and passwords must be shared with the Director and

included on the library’s master list. This will ensure that the library maintains institutional

access to accounts if staffing changes but also in the event that emergency communications

must be quickly broadcast to the public.

Social media accounts should have more than one staff member named as an Administrator.

Best Practices

All accounts should incorporate library branding
Posts are representing the library and the content created and shared is a reflection of

the organization

The tone should be consistent with the communication and marketing strategy of the

library

Content should be written from the point of view of the “We,” which represents the

library as a whole

Maintain copyright and fair use when posting content
Content should be current, accurate, and relevant to the intended audience
Content should be easy to read and understand
Posting to social media should be done regularly
Graphics and images should be hi resolution
Include links and tags when appropriate
Respond to comments and messages as necessary
Posts and comments should be friendly yet professional and should not include the

expression of personal, political, or religious views

The library does not provide medical, legal, financial, investment, or other similar

matters advice to library patrons or community members

Social media is not to be used to collect information about library patrons or community

members

All other library policies apply equally to use of social media

Moderation

Social media accounts will be monitored for content that violates Acceptable Behavior

including:

○ Selling, solicitation, commercial interests, and spam

○ Copyright violations

○ Obscenity

○ Child pornography

○ Defamatory and libelous comments

○ Imminent or true threats against the library, its staff, its Board of Trustees, or

community members

○ Other speech or content not protected by the First Amendment

Content cannot be removed on the basis of disagreement with their viewpoint
If content is removed, it should be printed and filed for one year
Repeat violations of Acceptable Behavior may result in temporary or permanent

removal from the system’s social media page(s)

Persons wishing to appeal a removed post or a temporary or permanent ban can file an

appeal with the Director to review with the Board of Trustees

Personal Social Media Use

“Opinions are my own and do not reflect that of my employer.” Additionally, staff should not

represent themselves as speaking on behalf of the Warsaw Public Library unless granted express and specific permission to do so by the Director.

All rules regarding confidential and proprietary library information apply in full to use of social

media. Any information that cannot be disclosed through a conversation, a note, or an email

also cannot be disclosed through social media.

Ongoing Use Evaluation

Questions or concerns regarding Warsaw Public Library’s social media accounts or this policy should be directed to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

VIDEO SURVEILLANCE POLICY AND PROCEDURES

At Warsaw Public Library the Board of Trustees strives to maintain a safe and secure environment for its staff and patrons. In pursuit of this objective, selected public areas of the library premises are equipped with video cameras that are recording at all times. The video security cameras will be positioned to record only those areas specified by the Director, and will complement other measures to maintain a safe and secure environment in compliance with library policies. Signage will be posted at the library entrance disclosing this activity. Camera locations shall not be changed or added without the permission of the Director. The Library’s video security system shall be used only for the protection and safety of patrons, employees, assets and property.

Reasonable efforts shall be made to safeguard the privacy of patrons and employees. Video cameras shall not be positioned in areas where there is a reasonable expectation of personal privacy such as restrooms, employee break or changing rooms.

Images from the Library video security system are stored digitally on hardware in the Library. It is the intent of the Library to retain all recorded images for approximately 14 days. Typically, images will not be continuously monitored in real-time, nor reviewed by library staff, except when specifically authorized by the Director or other Authorized Employee.

When an incident occurs on Library premises:

– Video image recordings may be used to identify the person or persons responsible for Library policy violations, criminal activity, or actions considered disruptive to normal Library operations.

– Video records may be used to assist law enforcement agencies in accordance with applicable state and federal laws.

– Video recordings of incidents can be retained and reviewed as long as considered necessary by the Library Director.

– Images may be shared with other Library staff to identify person(s) suspended from Library property and to maintain a safe and secure environment.

While it is recognized that video surveillance will not prevent all incidents, its potential deterrent effect, and resource as a means of identifying and prosecuting offenders is considered worthwhile. Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Code of Ethics of the American Library Association

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.
We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

Adopted June 28, 1997, by the ALA Council; amended January 22, 2008.

WARSAW PUBLIC LIBRARY RECORDS RETENTION POLICY

Purpose

The mission of the Warsaw Public Library is to provide a welcoming destination that supports life-long learning for all ages. Records and administrative documents that provide planning, decision making, and operational information can assist in that mission. Therefore, the Warsaw Public Library has adopted this Records Retention Policy to establish an institutional archive and to ensure that the system in in compliance with all laws and regulations relating to records management.

The primary goals of Warsaw Public Library’s Records Retention Policy are to:

Establish guidelines for complying with legal, fiscal, and administrative requirements for records retention.
Maintain a consistent records management program
Consider the historical value of documents before disposal

For the purposes of this policy, “records” refers to both paper and electronic documents and files, including email. Therefore, any electronic records that fall into one of the document types on the Document Retention Schedule will also be maintained for the appropriate amount of time.

Administration

The Director shall be the administrator of the Records Retention Policy. The Administrator’s responsibilities include supervising and coordinating the retention, destruction, and disposal of documents pursuant to the Document Retention Schedule outlined in this policy.

Records Retention Schedule

Retention periods are in accord with Schedule LGS-01 from the New York State Archives.

ITEM	Retention Period
Charter, Bylaws, and Amendments	Permanent
Board of Trustee Meeting Minutes	Permanent
Meeting files of Board including agendas Background materials	1 year
Long-Range Plans	7 years after expiration
Employer Identification (EIN)	Permanent
Canceled bids file (no purchase completed)	1 year
Budget Preparation file (estimate submitted To town)	6 years
Annual Report	Permanent
Library card application (This is maintained in Evergreen database)	3 years after card expires
Legal agreement including lease	6 years after final payment
Correspondence (legal)	Permanent
Complaint regarding public services; Appraise for historical Significance	Permanent if significant. If routine 1 year after disposition of complaint
Library material complaint records	6 Years
Personnel Files, including age, dates of employment, Job titles	Permanent
Declination of retirement benefits	6 years after end of employment
Insurance Records, Accident Reports, Workers’ Compensation Claims	Permanent
Timesheets	6 years
Employee training records	6 years after termination of employment
Requests for employment or salary verification	3 years
Recruitment, hiring, interview And selection records	4 years after completion of personnel Action
General employment inquiries When not related to posted vacancies	0
Copy of order of protection for employee	6 months after order expires
Community service records Performed by person sentenced by Court	6 years, or 3 years after person attains Age 18, whichever is longer
Unemployment insurance records	6 years
Policies and Procedures Manual	Current Version noted with Dates of revision
Vouchers and supporting invoices	6 years
Invoice, packing slip or similar record	6 years
Daily cash record Including adding machine tapes	6 years
Banking records, including deposit slips, Reconciliations	6 years
Record of gifts and bequests	6 years
Correspondence (patrons and vendors)	0 after no longer needed
Inventories of Materials, Equipment, And Supplies	6 years
Grant Applications, Agreements, Narratives Evaluations, and Closeout Reports	6 years after close of grant
Newsletters, press release, annual report to the Community (Item #68) appraise for historical significance)	0 after no longer needed, Permanent if significant
Opinion Survey, questions and summary of responses	6 years
Gift of historical art, artifact or manuscript	Permanent
Repair, installation, maintenance record	6 years
Fire safety inspection records	Master summary: Permanent Report and notice of violation: 21 years
Records Disposition documentation, Description of records disposed of and Date of disposition	6 years

Document Destruction & Disposal

The Administrator is responsible for the ongoing process of identifying records which have met the required retention period and overseeing their destruction and disposal. Destruction of financial and personnel-related records will be accomplished by shredding. Document destruction will be suspended immediately upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

Compliance

Unauthorized removal or modification of records from the Warsaw Public Library is not permitted. Destruction or disposition of records not in accordance with the Records Retention Schedule is prohibited.

Ongoing Use Evaluation

The Records Retention Policy will be periodically evaluated in relation to the mission of the Warsaw Public Library and in accordance with all local, state, federal laws and regulations by the Director and Board of Trustees. The Director and Board of Trustees may update or modify the Document Retention Schedule as necessary. Modifications must be reviewed and approved at a regular meeting of the Board of Trustees.

Questions or concerns regarding Warsaw Public Library’s records or this policy should be forwarded to the Director.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Warsaw Public Library Trustee Education Policy

Purpose

The purpose of the Trustee Education Policy is to comply with New York State Education Law Section 260-d^[1] to require members of library board of trustees, beginning January 1, 2023, to complete a minimum of two hours of trustee education annually from a provider approved by the commissioner that addresses the financial oversight, accountability, and fiduciary responsibilities and the general power and duties of library trustees.

Each member of the Warsaw Public Library Board must demonstrate compliance with this policy by filing evidence with the Board President annually.

Administration

Each year Trustees are required to complete two hours of continuing education during their term on the Warsaw Public Library Board.

According to Section 260-D, each Trustee shall demonstrate compliance with the requirements by filing with the President of the Board of Trustees evidence of completion of Trustee Education from an approved provider. Such evidence shall include one of the following:

certificates of completion issued by one or more approved providers; or
a signed self-assurance of completion (included at the end of this policy).
1. Such assurance shall identify the approved trustee education providers, a description of the format and content of the completed instruction activities, the date and time such member began and completed each instruction activity and an explanation of why a certificate of completion was not available from such approved providers.

Evidence of completion shall be submitted to the Board President by December 31 of each year.

Should a Trustee fail to submit evidence of completion by the above date, the Trustee will be suspended from duty until evidence of completion is filed. Should a Trustee in suspension fail to provide evidence of completion within 90 days, they will have assumed to have resigned from the board.

Compliance will be tracked through the System’s Annual Report to the State.

Approved Providers

At the state level, trustee education providers and activities (topics and formats) are approved by the New York State Library acting on behalf of the Commissioner of Education.

In addition to pre-approving public library systems as trustee education providers, the State Library has delegated authority to public library systems to approve additional trustee education providers and activities (topics and formats) for their member libraries^[2].

Pre-approved providers:

New York State Library/Division of Library Development
Public Library Systems
WebJunction
New York Library Association (including the Library Trustees Section and other Sections/Roundtables)
Reference and Research Library Resources Councils
Empire State Library Network (formerly New York 3Rs Association)
PULISDO (Public Library System Directors Organization)
ALA including United for Libraries and other Divisions

Allowable Formats:

Trustee education may be delivered online or in person. The format of this education may include any of the following:

Lectures
Workshops
Webinars
Online courses
Educational programs held at in-person or virtual regional
State or national library association conferences

Costs of Continuing Education

Modest and reasonable costs incurred by a Trustee in complying with the trustee education requirements may be reimbursed by the Warsaw Public Library in accordance with the Conference and Travel Policy in the Employee Handbook. All continuing education requesting reimbursement must be pre-approved by the Library Board.

Self-Assurance of Trustee Education Activity Completion

Beginning January 1, 2023, each library trustee, elected or appointed, of a board of trustees is required to complete a minimum of two hours of trustee education annually. (Education Law 260-d as added by Chapter 468 of the Laws of 2021)

Please use this self-assurance form if a certificate of completion is not available from the approved education activity provider. Please submit this form to the library board president for review and signature. Trustees should retain a copy of the signed form.

I give the following assurance that I attended the following trustee education activity:

Trustee Name:

Approved Provider:

Title of Activity:

Topic/Content:

Format (e.g. workshop, webinar, online course):

Date and Time of Activity:

Contact Hours:

Reason for the Absence of a Completion Certificate:

Trustee Signature Date

Adopted: September 6, 2022

Warsaw Public Library Purchasing and Procurement Policy

It is the policy of Warsaw Public Library (WPL) to obtain the maximum practical value when purchasing goods and services required for the effective operation of the organization consistent with the provisions of this policy, standard business practices and in accordance with applicable laws and statutes. WPL requires competitive bids for certain items and services to keep costs at a minimum; to give interested, qualified suppliers an equal opportunity to supply goods and services to WPL; and, to guard against favoritism, extravagance and fraud, waste and abuse. This policy sets forth the provisions to ensure compliance with applicable NYS General Municipal Law.

Pursuant to New York State law, all public work contracts in excess of $35,000 and all purchase contracts in excess of $20,000 shall be subject to competitive bidding.

This resolution sets the policy and procedures of the Warsaw Public Library to meet the requirements of New York State General Municipal Law, section 104(b). Furthermore, this policy helps the Warsaw Public Library Board of Trustees and Director meet their fiduciary obligations, avoids favoritism, and supports the regular review of the library’s expenditures by the Board of Trustees. The Board of Trustees adopted this policy to exercise good fiscal stewardship.

General

Only the Library Director, or another agent designated by the Board of Trustees, may commit the Library for purchases.
The materials, equipment, supplies, and services to be purchased shall be of the quality and quantity required to serve the functions of the Warsaw Public Library in a satisfactory manner.
It is the responsibility of the Library Director to secure the appropriate bids or to investigate alternative suppliers to ensure the most economical purchase of required items. The process of securing bids is further described in this policy. The Library Director or designee shall have the final authority on all purchase decisions not requiring Library Board of Trustees approval.
Library Materials and other such materials intended for patron use are generally purchased from vendors offering volume discounts or vendors offering a state contract. Materials available only from the publisher are generally purchased with little or no discount.
Purchase Orders: The Library Director shall be responsible for establishing procedures for the proper and cost-effective preparation and execution of purchase orders if the vendor requires them.
Insufficient Appropriations: There will be no purchases for items where there is no appropriation. The Library Director shall have the authority to transfer funds within defined budget lines. The need to transfer funds outside the limits established by the Board shall require prior approval by the Board of Trustees.

Under normal circumstances, contracts shall be awarded to the lowest responsible bidder. Circumstances under which the contract may not be awarded to the lowest responsible bidder may include, but are not limited to: (1) vendor cannot guarantee delivery of goods or services within the time frame or under the conditions established by the library; (2) vendor’s terms of payment are disadvantageous to the library; (3) vendor cannot comply with the full specifications set forth in the bid; and (4) vendor’s after purchase support services are deemed inadequate.

Awards to Other than the Lowest Responsible Dollar Bidder

Whenever a contract is awarded to other than the lowest responsible dollar offer, the reasons such an award furthers the purpose of General Municipal Law, section 104 (b), as set forth herein, shall be documented as follows:

Notations and/or copies of all documents and notations for verbal and other data justifying why any purchase is made from other than the lowest responsible vendor or contractor submitting a complying quotation or proposal, as being in the best interest of the Warsaw Public Library, shall be included with the purchase records. If full compliance with this provision is not practical, a written note of explanation shall be made and placed with the purchase records.

Reasons to dispense with competitive bidding or quotations may include: true leases, professional services, sole source procurements, multiple purchases of items of a consumable nature, and federal, state, county, and town contracts. The process of soliciting competitive quotations, as long as the procurements are below the bid thresholds, is not necessary if the procurement adds to an existing system, and it is in the library’s best interest to deal with one vendor for a particular system.

A good faith effort shall be made to obtain the required number of quotations or proposals. If the purchaser is unable to obtain the required number of proposals or quotations, the purchaser shall document the attempt made at obtaining the quotations or proposals. In no event shall the failure to obtain the proposals be a bar to procurement.

Public Works

Public Works	Up to $35,000	Discretion of Director
Public Works Competitive Process	Over $35,000	Requires Request for Proposal or Request for Quote approved by Board of Trustees Minimum # of Quotes – 3
*Purchase Items and Consulting/Professional Contracts	Up to $20,000	Discretion of Director
Purchase Items and Consulting/Professional Contracts Competitive Process	Over $20,000	Requires Request for Proposal or Request for Quote approved by Board of Trustees Minimum # of Quotes -2

Purchases may not be fragmented to avoid higher approval authorities.

General Purchases/Services

Purchases or Services

Up to $7,500

Discretion of Director

Purchases or Services

$7,500 – $10,000

Requires Request for Proposal or Request for Quote approved by Board of Trustees

Minimum # of Quotes -2

Purchases or Services

Over $10,000 – $20,000

Requires Request for Proposal or Request for Quote approved by Board of Trustees

Minimum # of Quotes – 3

Single and Sole Source Purchases

Single source purchases are allowed. Single source purchases are those in which other qualified sources may be available but competition would not be beneficial because of prior agreements or technical considerations. Sole source purchases are those in which there are no other qualified suppliers. In the absence of competition, reasonable attempts to negotiate fair and reasonable pricing are required.

Multi-Year Contracts

Multi-year contracts are allowed; however new quotes must be obtained when the contract expires.

Documentation

A file that includes a copy of records of quotes/bids, packing slip, invoice, vendor claim form and check or voucher number will be established and filed in accordance with established procedures. If it is a sole or single source procurement or the low bidder is not chosen, adequate justification for price paid is required.

Supplier Qualification

Reasonable efforts will be made to ensure suppliers providing goods and services to WPL are qualified and reputable. It is WPL policy to purchase goods and services from qualified local sources when prices are fair and reasonable.

Sales Tax Exemption

WPL is not required to pay NY state sales tax on purchased items.

Payment from Invoice

As a general rule, payments are made from an invoice.

Ethical Practices and Conflict of Interest

Individuals purchasing goods and services must conduct business in a professional manner and qualified vendors must be given an equal opportunity to compete for WPL business. Purchasing decisions should be made with integrity and objectivity, free from any personal bias or benefit. The WPL Conflict of Interest Policy provides specific guidelines regarding gifts and gratuities and WPL persons holding interests in suppliers doing business with WPL. Employees who would benefit financially from a given prospective supplier selling goods or services to WPL may not participate in the supplier selection process.

Responsibility

The Director of WPL has overall responsibility for purchasing for WPL and for implementing effective procedures that comply with the requirements of this policy and demonstrate effective internal controls.

Additional Considerations:

In emergency situations, verbal quotes should be obtained in so far as practical under the circumstances.
Documentation for leases of personal property will include written quotes, cost benefit analysis of leasing versus purchasing, etc. The Library will note that the contract is a true lease and not an installment purchase contract.
Documentation for Insurance will include bid advertisements, specifications and the awarding resolution. Alternatively, written or verbal quotation forms will serve as documentation if formal bidding is not required. “Request for Proposals” (RFPs), documented in the same manner may also be used.

Unintentional Failure to Comply

The unintentional failure to comply fully with the

provisions of General Municipal Law, section 104(b) shall not be grounds to void action taken or give rise to a cause of action against the Warsaw Public Library or any officer or employee thereof.

The Board of Trustees shall review and, when necessary, update this policy and Procedures.

Approved by the Warsaw Public Library Board of Trustees 5/11/2021 and 9/6/2022

Warsaw Public Library Disposition of Surplus Property Policy

Purpose:

This policy establishes procedures for the disposal of surplus library property to ensure efficient use of resources and compliance with relevant regulations.

Definition:

Surplus Property: Library materials, equipment, or furniture no longer deemed necessary for library operations.

Declaration of Surplus:

Director’s Authority: The director can declare surplus property valued under $500.00.
Board Approval: Surplus property valued at $500.00 or more requires board approval.

Disposal Methods

Donation: Surplus materials may be donated to local non-profit organizations or libraries.
Sale: Valuable items may be sold through public auction or other methods approved by the Board of Trustees.
Disposal: Items with no resale value may be recycled or discarded in accordance with regulations.

Proceeds

Proceeds from sales will be deposited into the library’s general fund.

Special Considerations

Valuable Items: Items with unusual, historic, or artistic value will be reviewed by the Board for disposition.
Technology Equipment: Computer equipment will be disposed of through a technology recycling company or recycled through the OWWL Library System.

Compliance

All disposal activities must comply with applicable laws and regulations.
Documentation of disposal methods will be maintained.

By adhering to this policy, the Warsaw Public Library can ensure proper management of surplus property and optimize resource allocation.

Approved by the Warsaw Public Library Board of Trustees 9/10/2024

WARSAW PUBLIC LIBRARY INTERNAL/ FINANCIAL POLICIES

Financial Controls

Generally accepted accounting principles

Need for this Policy:

A statement is needed to establish the accounting principles of the Library.

Policy:

The Library follows the Generally Accepted Accounting Principles, and accounting guidelines set forth by the New York State Comptroller in the Financial Management Guide for Local Governments.

Responsibilities:

The Director, as well as the annual auditing firm chosen by the Board are responsible for ensuring the Library is following generally accepted accounting principles and complies with the guidelines set forth by the New York State Comptroller.

Budget Development and Review

Need for this Policy:

A method for budget development and review is necessary to ensure the budget is prepared in a timely fashion and that the line of responsibility is established.

Budget Development

The Director will prepare the budget recommendations with input from all Board members.

Responsibility:

Director is responsible for proposing all budgets to the Board prior to submitting the tentative budget to The Town of Warsaw.

The Board is responsible for approving the final budget.

Audit

Need for This Policy:

To ensure external oversight of the management of the Library’s fiscal procedures

Policy

Each year the Library will have a full audit of its financial activities performed by a certified public accountant individual or firm authorized to do business in the State of New York. Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

BUDGET POLICY

The Warsaw Public Library operates on a January – December fiscal year.

During the fourth quarter of the fiscal year, the Director shall annually draft a preliminary operating budget for the subsequent year, for discussion and development by the Board of Trustees.

The Board of Trustees will review the proposed annual budget during a regularly scheduled open public meeting. The Board of Trustees will approve the subsequent year’s budget by vote at a regularly scheduled open public meeting before the end of the fiscal year.

The Board of Trustees will review and approve amendments to the operating budget throughout the year as needed by vote at regularly scheduled open public meetings.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

PETTY CASH POLICY

WARSAW PUBLIC LIBRARY PETTY CASH POLICY

The Warsaw Public Library will establish a petty cash fund of no more than $100 for small expenses made at the discretion of the Director. Receipts will be retained for all purchases made from the petty cash fund and presented to the Warsaw Public Library Board of Trustees as part of the monthly Board Meeting if applicable. The petty cash fund shall be replenished as needed following the Board approval.

The following shall apply when considering disbursements from the petty cash fund:

Purchases must be approved by the Director before a purchase is made.
The purchase of materials, supplies, postage, or services are eligible for reimbursement. Each purchase must not exceed the amount available in petty cash. A collection of receipts from the same day and same store will be treated as one purchase.
The primary purpose of the petty cash fund is to expedite payment of one-time or infrequent staff purchases to keep the Library operating smoothly. Recurring expenses, should be a budgeted expense and purchased as part of the Library’s regular operating expenses.
Original receipts must be presented for reimbursement. Sales tax shall be reimbursed at the discretion of the Director. Tax exempt forms will be available for staff to use.

Adopted: October 8, 2024

GIFTS AND DONATIONS POLICY

Monetary Gifts

The Warsaw Public Library gratefully accepts monetary donations for collection development, library equipment and special projects in accordance with the mission of the Warsaw Public Library.

Memorials/Honorariums

The library actively encourages monetary donations as memorials and as tributes to living individuals. Such acts provide the library with an opportunity to add materials or equipment it might not otherwise be able to afford. In addition, such donations provide individuals an opportunity to honor loved ones with a lasting statement of admiration and respect that is beneficial to the community.

A memorial/honor bookplate designates memorial/honor books or other library materials, unless otherwise requested. Gifts of furnishings and equipment may be identified with a small plaque.

Books and other library materials will be chosen in accordance with the libraries’ selection/collection development policy.

Donors are encouraged to suggest titles or topics to reflect the interests of the deceased/honoree. Library staff will review what current titles are available on a specified subject matter, and select a title within the given price range allotted. The library will make every effort to honor the donor’s wishes regarding the selection to be purchased. However, the final decision rests with the library in accordance with its needs and selection criteria. It should be remembered that in the case of an item that must be ordered, it could take up to six – eight weeks for it to arrive at the Library before processing.

A bookplate will be placed in the item(s) purchased. The bookplate will record the honoree as well as the donor. The Library will send letters to notify all parties of this gift. A letter noting the gift will be sent to the honoree or family of the deceased and a

letter acknowledging the gift will be sent to the donor. A memorial/honorarium list will be maintained at the library, noting the donor and honoree and include the material selected.

In those instances, where an individual wishes to purchase or donate a memorial book or material from his personal collection, the decision to accept the gift will be based on the principles described in accordance with the libraries’ selection/collection development policy. If accepted, the bookplate and notification will be handled in a normal manner. If not accepted, the book or material will be added to the library’s annual book sale, unless the donor requests the material is returned.

Memorial Gifts added to the collection may be withdrawn in the same manner as purchased material following the library’s de-selection/weeding policy.

Memorial/Honorarium forms are available at the circulation desk. Monetary gifts may be made in the form of cash or check payable to the Warsaw Public Library.

Material Donations

The library gladly accepts the donation of books and other items with the understanding that the library may do with them as it sees fit. Gift materials will be added to the collection if they are needed, in good condition, and if they meet the selection standards that are applied to all materials added to the collection. Gifts accepted for the collection become the property of Warsaw Public Library. Gifts not added to the collection will be disposed of in a way that will be most advantageous to the library, such as putting the material in the annual used book sale.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Capital Fixed Asset Policy

This policy will be used to provide accountability and to safeguard capital assets as defined herein: Capital assets with an estimated useful life of more than one year and an original cost of $5,000 or more will be accounted for as capital assets. In addition, the aggregate of all books and similar materials with a useful life of more than one year, regardless of the original cost, will be considered capital assets. For accountability and safeguarding of assets an inventory will be kept on all computers and on all items costing less than the thresholds noted above, but more than $500, which will be classified as non-capitalized assets.

Machinery, Equipment, and Furniture

The definition of machinery and equipment is an apparatus, tool, or conglomeration of pieces to form a tool. The tool will stand alone and not become a part of a basic structure or building.

Machinery and equipment includes computers, office machines, telephone systems, copiers, replicating equipment, postage machines, microfilm readers/printers, vacuum cleaners, mowers, power tools, and floor machines.

Furniture is also part of this category and includes tables, chairs, desks, shelving, and file cabinets.

The library will capitalize and tag items with an individual value equal to or greater than $200.00 Machinery, equipment and furniture combined with other machinery to form one unit with a total value greater than the above mentioned limit will be one unit.

A computer (CPU, monitor, keyboard, and printer) is considered one unit. A telephone system is considered one unit. A row or course of shelving is considered one unit.

The library will capitalize the cost of improving or renovating machinery, equipment, and furniture only if the result meets the following conditions:

total cost exceeds $200.00
useful life is extended two or more years, and
total cost will be greater than the current book value and less than the fair market value.

The library will record donated machinery, equipment and furniture at fair market value on the date of transfer with any associated costs.

Purchases made using Federal or State funding will follow the source funding policies and above provisions.

Fixed Asset Policy

This policy is enacted to enable:

The preparation of financial statements more closely resembling Generally Accepted Accounting Principles (GAAP)
Adequate insurance allowances
Control and accountability of all fixed assets

Criteria for Fixed Asset Capitalization

The asset has a useful life of one (1) year or longer and
The cost of is equal to or greater than $100.00 singularly (ie. wastebaskets purchased in the quantity of twenty at one time may equal more than $100.00 and last longer than one year but they singularly cost only $20.00)

Valuation

Fixed assets will be recorded at actual cost at the point purchase. Fixed assets not previously recorded will be done so at fair market value.
Fixed assets that are donated will be recorded at “thrift store” value, which are standards set by entities such as The Salvation Army and Goodwill, at the date of donation. Donations of new fixed assets will be recorded at fair market value as evidenced by receipt or appraisal.
Depreciation schedules will use date placed in service to record useful life valuation.

Classifications

Land and Buildings •Land and Building Improvements •Furniture and Equipment •Vehicles •Software

Fixed Asset Management

The Library Director is appointed the Fixed Asset Manager and is responsible for initiating procedures and recordkeeping of fixed assets. All library employees have the responsibility to report damage, removal and or theft of fixed assets to the Library Director and / or the Fixed Asset Manager.

At the time of purchase, the Library Director and/or the Fixed Asset Manager will assign a numbered property tag to be affixed to all items in the Furniture and Equipment classification. This asset number will be used for identification and tracking purposes.

Requests for asset disposal must be completed and submitted to the Library Director who will obtain approval of the Board of Trustees for consideration of disposal.

All Library policies have been designed to maximize available resources and ensure accessibility. They are always subject to review and revision by the Board of Trustees as necessary.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WARSAW PUBLIC LIBRARY CREDIT CARD POLICY

Policy:

library director shall be given a company credit card

where the nature of the job requires such use. company

card may only be used for business expenses and may not

be used for expenses of a personal nature. the card holder is responsible for ensuring the credit card purchases are within budget and /or properly approved. maximum credit limits set by board will not be exceeded

Purpose:

the purpose is to ensure that company credit card is used for appropriate purposed and that adequate controls are established for day to day use.

Responsibility for using credit card:

retain receipts and provide explanations for all company credit card transactions
employee must retain and initial receipts and note purpose of the expense on back of each receipt
cannot be used for cash advances, personal or non-business related purchases, or the purchase of alcohol
all entities are tax exempt
employee shall submit the original corresponding receipts, along with credit card statement to board
use of company credit card for expenses of a personal nature of any kind may result in disciplinary action up to and including dismissal.it may result in the expenses being deducted from the employee’s paycheck

Business credit card compliance agreement

I have read and understand Warsaw public library credit card policy and agree to all terms outlined in the policy. I understand and agree that the business credit card is issued to me with the express understanding that I will, at all times, comply with the following conditions:

use:

The business credit card is the property of Warsaw public library and is in my possession and under my strict control. I am responsible for any and all charge transactions that are made using the credit card, except for unauthorized use of the card due to loss, theft, or fraud by a third party.
I will not permit the card to be used by any person other than myself.
I will only use the card for official business purposes.
I will immediately report any unauthorized use of card to the bank and to the library board of trustees.
I agree to cooperate fully with any audit and to immediately place into operation any recommendations resulting from such audit after approval by the library board trustees.
I will notify the bank and board of trustees of any name change or contact details.
I will immediately report loss or theft of card to bank and board of trustees.
I acknowledge that I have reviewed the policies for using said card.

date: _______________ cardholder_________________________________________

date: ________________board president____________________________________

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

Public Comment Policy

The Warsaw Public Library Board of Trustees welcomes public comment at board meetings.

The Public Comment Policy ensures that members of the public are allowed to present their views while permitting the Warsaw Public Library Board of Trustees to conduct meetings in an efficient and effective manner. The Public Comment Policy will apply to regular, special and committee meetings.

Public comments are permitted during the time designated on the library board agenda, unless otherwise directed by the Board President or presiding officer.

The Board President or presiding officer determines the order in which speakers will be recognized.

Each speaker will provide his/her name and group affiliation (if any).

Each speaker is allowed a maximum of three minutes to address the board, with additional time provided at the discretion of the Board President or presiding officer.

There will be no more than 15 minutes for public comment, except with consent of the Board.

All comments shall be made with civility and courtesy. The Board President or presiding officer may prohibit further comment if proper decorum is not displayed.

The public comment period is not a question and answer period and the Board is not obligated to respond to comments.

Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

EXTENDED EMERGENCY CLOSURES POLICY

To protect the health and safety of patrons and staff of the Warsaw Public Library, occasionally the library may need to close for extended periods of time. The Library Director and Board of Trustees regularly monitors federal, state, and local resources to assess situations that would warrant a closure or curtailment of some services.

The Warsaw Public Library follows emergency advice and directives from federal, state, and local authorities. In the event that external agencies proclaim a travel ban, quarantine, or any other regional curtailment of services, the Warsaw Public Library will close until instructed to reopen.
The Library Director, in consultation with the Board of Trustees President, may close the Warsaw Public Library for up to 48 hours based on factors such as local travel disruption, absences among the staff, or other contingencies. For closures lasting beyond 48 hours, the Director should consult with the full Board of Trustees on the situation, determine the duration of the closure, develop plans for overseeing critical facility needs, and define conditions that would warrant reopening the library.
The Warsaw Public Library will communicate information about closures through signage, the library website, and social media.
If feasible, the Warsaw Public Library will maintain digital services, including the online catalog, digital publications, and wifi access during emergency closures.
In the event of an extended closure, late fines will be suspended.
If circumstances warrant, the Library Director may instruct staff to implement ad hoc procedures or curtailments (e.g. social distancing measures or cancelation of some programming). These decisions should be communicated to the Board of Trustees.
Approved by the Warsaw Public Library Board of Trustees Dated 9/6/2022

WHISTLEBLOWER POLICY

WARSAW PUBLIC LIBRARY WHISTLEBLOWER POLICY

Purpose

The Warsaw Public Library is committed to operating in an environment of honesty and integrity and in compliance with all applicable laws, rules, and regulations, including those concerning accounting and auditing. Therefore, the Warsaw Public Library Board of Trustees has adopted this Whistleblower Policy.

The goals of the Warsaw Public Library Whistleblower Policy are to:

Combat unlawful or fraudulent conduct by any of the library’s Trustees, Officers, employees, or Volunteers.
Outline expectations for conduct of Trustees, Officers, employees and volunteers.
Outline a procedure for employees to report actions that they reasonably believe violates a law or regulation or that constitutes fraudulent accounting or other practices.

This policy applies to any matter which is related to the library’s business and does not relate to private acts of an individual not connected to the business of the library.

Guidelines

If a Trustee, Officer, employee, or volunteer has a reasonable belief that a(nother) Trustee, Officer, employee, or volunteer or that the library as a whole has engaged in any action that violates any applicable law or regulation, including those concerning accounting and auditing, or constitutes a fraudulent practice, that person is required and expected to immediately report such information to the Director.
If the person does not feel comfortable reporting the information to the Director, they are to report the information to the President of the Board of Trustees. That person may, in addition, report the matter to a local, state, or federal agency.
All reports will be acted upon promptly and an investigation conducted. The person assigned to conduct the investigation will deliver their findings to the Board of Trustees. In conducting such investigations, the library will strive to keep the identity of the complaining individual as confidential as possible while conducting a review and investigation.
The library will not retaliate against an employee in the terms and conditions of employment because that employee:

(a) reports, in good faith, to a supervisor, the Director, the Board of Trustees, or to a federal, state, or local agency what the employee believes, in good faith, to be a violation of the law; or

(b) participates, in good faith, in any resulting investigation or proceeding; or

(c) exercises their rights under any state or federal law(s) or regulation(s) to pursue a claim or take legal action to protect the employee’s rights.

The library may take disciplinary action (up to and including removal/termination) against a Trustee, Officer, employee, or volunteer who, in the Board of Trustees’ assessment, has engaged in retaliatory conduct in violation of this Whistleblower Policy or has violated other provisions of this policy.

Ongoing Use Evaluation

The Warsaw Public Library’s Whistleblower Policy will be periodically evaluated in accordance with all local, state, and federal laws and regulations by the Director and Board of Trustees. The Director and Board of Trustees may update or modify the Whistleblower Policy as necessary. Modifications must be reviewed and approved by the Board of Trustees at an open meeting.

Questions or concerns regarding Warsaw Public Library or this policy should be directed to the Director. ADOPTED by the Warsaw Public Library Board of Trustees 10/13/2020

Reviewed/Approved 03/12/2024