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 at Temporary Location- 6 West Court St. Side Entrance to the First UMMC of Warsaw.

Monday           10:00-7:00  

Tuesday           10:00-7:00

Wednesday     10:00-6:00

Thursday         10:00-5:00

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 

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 $1.00. 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 

Copies (letter, legal and ledger size) and computer

B/W: $.20 per side  

Color:   $.50 per side

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    $ 1.00

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.

WARSAW PUBLIC LIBRARY LENDING RULES/CIRCULATION POLICY

CATEGORIES OF ELIGIBILITY

Persons who reside in the Town of Warsaw & Warsaw Central School district are issued a library card at no charge upon presentation of acceptable proof of residency, in person, as described in the Acceptable Identification Section.

Residents in good standing must have cards renewed every second year at which time residency will be verified. This card may be used at any one of the 42 member libraries in the OWWL Library System. Children must be five years old or older to register for a card.

Persons who work, live, full-time or part-time, or pay taxes in either the Town of Warsaw, Warsaw Central School District or service areas within the OWWL Library System are issued a library card, at no charge, upon presentation of acceptable identification as described in the Acceptable Identification Section.

Special permission for obtaining a library card without fulfilling these requirements may be granted by the Library Director.

The Warsaw Public Library Board of Trustees has adopted and declared that it will adhere to and support the Library Bill of Rights adopted by the American Library Association Council that was adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.

ACCEPTABLE IDENTIFICATION

When registering for a card, the borrower must provide valid (photo) government issued identification, and proof of current address.

Minors ages 5-17 may register for a library card with parental or legal guardian approval. A parent or legal guardian is required to provide acceptable identification. It is understood that the parent or legal guardian is responsible for all materials borrowed by the minor.

BORROWING LIBRARY MATERIALS

RESPONSIBILITY

In order to borrow library materials, a patron must present a valid library card or acceptable identification, as described above at the time of check out.  The patron is responsible for all library materials checked out on their library card. For patrons under the age of eighteen (18), the adult who signed the registration form takes this responsibility. A patron will have his/her library privileges suspended if one or more of the following conditions exists:

• a patron owes $5.00 or more in replacement costs of materials; or
• another library requests the suspension.

Library privileges will be restored when accounts have been cleared and/or updated.

LOAN PERIODS AND LIMITS

Loan periods and limits are designed to balance the individual user’s needs against those

of the user community. The Board of Trustees sets these loan periods and limits.

The majority of items within the library’s collection may be borrowed for twenty-one (21) days. If the due date falls on a holiday when the library is closed, then the loan period will be extended until the next day that the library is open. Loan periods for materials from other libraries will be adjusted, whenever possible, to conform with Warsaw Public Library’s loan periods.

Special periods have been established for the following library materials:

• DVDs: seven (7) days.
• TV Series DVDs: twenty-one (21) days.

Borrowing privileges are suspended when a user owes $5.00 or more

RENEWALS

A circulating item may be renewed twice (excluding special items) if it is not on hold for another patron. Current renewal periods are outlined below. Items may be renewed in the library, via the OWWL System website or by telephone. Items renew automatically if no one is waiting for them.

• Books – two (2) renewals.
• Magazines – two (2) renewals.
• Books on CD – two (2) renewals.
• DVDs – 1 renewal.

RETURN OF ITEMS

Items may be returned to any library in the OWWL Library System (excluding special items).

OVERDUE NOTICES

In order to remind users that they have overdue items, notices will be sent out when an item is approximately 7 and 14 days late, via email or phone.  A bill for the value of the outstanding item(s) is sent out after the item(s) is twenty-eight (28) days late. At that time item(s) are considered lost. The user is responsible for all applicable fees, unless the material is returned.

EQUIPMENT

The library does not accept any responsibility for damage caused to patrons’ equipment as a result of using borrowed media.

CHARGES AND FEES

FINES

There are no fines for overdue library materials, but the user is responsible for the return in good condition of all items signed out on their card.

FEES

Lost library cards: $1.00

Lost or damaged items are assessed at their current, full replacement costs. The library does not accept replacement materials unless a special arrangement is made with the Director.

The Director or designated employee has the option of waiving or reducing charges on lost and damaged items. Refer to fine forgiveness policy.

SPECIAL SERVICES

RESERVES OR SYSTEM HOLDS

Library users may place a reserve or hold on circulating items within the OWWL Library System. Patrons may reserve these materials at any OWWL Library System library, in the library, via the OWWL System website, or by telephone. There are no applicable charges.

INTERLIBRARY LOAN REQUESTS

The OWWL Library System may offer to attempt to locate and borrow for a patron’s use a specific book or magazine article that is not available in the OWWL Library System. The system sets the condition and fees associated with this service.

Board Approved: [8/12/2025]

Warsaw Public Library Fine Forgiveness Policy

Purpose

Warsaw Public Library does not charge overdue fines for library materials. However, patrons remain responsible for the items they borrow. This policy outlines the procedures for forgiving fines or fees under specific conditions to ensure consistency, transparency, and compassion in our service.

Policy Overview

• No Overdue Fines: As stated in the Lending Rules Policy, “FINES: There are no fines for overdue library materials, but the user is responsible for all items signed out on their card.”
• Integrated Library System (ILS) Clarification: All fines, bills, and checkouts are associated with the library from which the item was checked out, not the library that owns the item.
• Annotation Requirement: Any staff member who forgives a fine or fee must include an annotation in the account. The note must include:
  • A brief explanation of the reason
  • Staff initials / Date / WAR

Forgiveness Scenarios

1. Fine Issued in Error

• Staff may forgive fines that were incorrectly charged.
• Action:
  • Forgive the fine.
  • Annotation: “Fine issued in error – [brief explanation]. [Initials/Date/WAR]”

2. Legacy Fines from Warsaw Public Library

• Patrons may have old fines on their accounts from before Warsaw became fine-free.
• Action:
  • Forgive the fine.
  • Annotation: “We are fine-free. [Initials/Date/WAR]”

3. Fines from Other Libraries

• Warsaw does not collect fines for other OWWL libraries.
• Action:
  • Inform the patron that they are not required to pay those fines at Warsaw.
  • If the patron insists on paying: Accept the payment and follow standard cash-handling procedures.

4. Inactive Patron Accounts (3+ Years of Inactivity)

• ILS accounts are marked inactive after three years of no activity.
• If the items are owned by Warsaw, the Library Director or a designated employee may forgive bills tied to those items.
• Action:
  • Forgive the fines or lost item charges.
  • Annotation: “Account inactive >three years – items and bills removed per policy. [Initials/Date/WAR]”
  • Delete the associated item(s) from the system.

5. Items Lost for Over 3 Years

• Long-lost items may be removed from billing if they were borrowed from Warsaw.
• Action:
  • Forgive the bill if the item is owned by Warsaw.
  • Annotation: “Item lost >3 years – forgiven per policy. [Initials/Date/WAR]”
  • Delete the item record.

6. Hardship or Catastrophic Events

Examples include fire, flood, eviction, illness, loss of income, or homelessness.

• Action:
  • Gather relevant details from the patron (verbal explanation is sufficient; documentation is not required).
  • Refer to the Library Director for review.
  • If forgiveness is granted:
    • Annotation: “Forgiven due to hardship – [brief reason]. [Initials/Date/WAR]”

7. Patron Disputes Lost Items

• Patrons may dispute responsibility for lost items (e.g., returned but not checked in, claimed never borrowed).
• Action:
  • Document the patron’s explanation.
  • Refer to the Library Director for review.
  • If forgiveness is granted:
    • Annotation: “Lost item disputed – forgiven per Director review. [Initials/Date/WAR]”

Staff Guidance

• When in doubt, refer the situation to the Library Director.
• Do not override bills for items owned by other libraries.
• Always act with courtesy and discretion. Our goal is to remove barriers to access.

Approved: [8/12/2025]

WARSAW PUBLIC LIBRARY COLLECTION DEVELOPMENT AND RECONSIDERATION OF MATERIALS POLICY

ADOPTED by the Board of Trustees 9/6/2022, amended 10/14/2025

1. Purpose

The Warsaw Public Library recognizes its responsibility to carefully select and maintain its print, nonprint, and digital collections in support of its mission and has therefore adopted this Collection Development Policy.

The primary goals of Warsaw Public Library’s Collection Development Policy are to:

• Acquire materials that fit the educational, informational, and recreational needs of the community in a wide range of subject areas.
• Make resources available to every patron regardless of national origin, age, background, or personal beliefs.

The Warsaw Public Library, as part of this Collection Development Policy, uses the following documents as guiding principles: Library Bill of Rights, Interpretations of the Library Bill of Rights, Freedom to Read Statement, Freedom to View Statement, Access to Library Resources and Services for Minors, and Statement on Labeling and Rating Systems. These documents may be viewed on the American Libraries Association (ALA) website http://www.ala.org/.

2. Authority

The Director administers development of the library’s collection under the authority of the Board of Trustees. At the discretion of the Director, qualified staff may be assigned selection and deaccession responsibilities.

3. Scope of the Collection

The collection serves the Warsaw Public Library community from birth through adulthood and includes a wide range of materials in a variety of physical and digital formats.

The Children’s Collection serves children from birth to approximately 12 years of age, as well as the parents, caregivers, teachers, and professionals involved in service to children. Responsibility for monitoring a child’s access to library resources rests with the parent(s) or legal guardian(s).

The Young Adult (“Teen”) Collection focuses on the informational and recreational needs of adolescents (approximately grades 6 – 12) and seeks to provide a wide range of materials to meet and stimulate the interest of teenagers in reading and in the world around them, as well as the parents, caregivers, teachers, and professionals involved in service to teens.  Responsibility for monitoring a teenager’s access to library resources rests with the parent(s) or legal guardian(s).

The Adult Collection serves adults of all ages.

4. Criteria for Materials Selection

While a single standard generally cannot be applied, potential resources are judged by appropriate criteria and/or considerations, including but not limited to:

• Relevance to community needs, interests, and demands
• Balance with the current collection
• Suitability to the intended audience including subject, style, format, interest, and reading level
• Authority and Competency of the author, composer, filmmaker, publisher, or producer
• Accuracy, clarity, currency, and comprehensiveness
• Comprehensiveness in breadth and scope.
• Durability, ease of use, and ability to be housed in a library collection
• Price

Standard professional journals, as well as popular and local media sources, are also used in the selection process. To assure the acquisition of resources desired by Library users, patron requests will be considered if the item is available, the item is consistent with this Collection Development Policy & the collection development policy of the OWWL Library system, and the item does not place a stress on the materials budget.

The library’s acquisition or use of any resource does not constitute approval or endorsement.

5. Use of Library Material

The library recognizes that any material can be controversial and any given item may offend a library user. Selections will not be made on the basis of any anticipated approval or disapproval, but solely on the merits of the works in relation to building of the collection and to serving the interests of the community.

Library materials will not be marked or identified to show approval or disapproval of the contents, and no item will be sequestered except for the express purpose of protecting it from injury or theft.

The use of rare and scarce items of great value may be controlled to the extent required to preserve them from harm, but no further.

Responsibility for the reading, listening, and viewing of materials by children rests with their parents or legal guardians. Selection will not be inhibited by the possibility that materials may inadvertently come into possession of children.

6. Guidelines for Selection

The library adheres to the principles in the American Library Association Bill of Rights and the American Library Association statements on the “Freedom to Read” and the “Freedom to View”.

The library recognizes the purpose and resources of other area libraries and shall not needlessly duplicate functions and materials. Through cooperative agreements, the resources of these libraries may be made available to the Warsaw Public Library.

Legal and medical works will only be acquired to the extent that they are useful to the general public.

Because the library serves a public embracing a wide range of ages, educational background and reading abilities, it will always seek to select materials of varying complexity.

In selecting materials for the collection, the library will consider the special, commercial, industrial, cultural and civic enterprises of the community.

7. Criteria for Withdrawal

The library continually evaluates its collection. Resources are withdrawn from the collection in order to maintain its usefulness, currency, relevance, and condition. Staff members may utilize the guidelines set out in CREW: A Weeding Manual for Modern Libraries. Considerations for withdrawal include:

• Condition (example: damaged or missing parts)
• Dated content, accuracy, reliability, and/or relevancy
• Low use
• Online availability of content
• Space limitations [as new items are acquired]
• Multiple copies of an item no longer necessary

Deaccessioned materials may be sold, offered to other libraries or non-profit organizations, recycled, or discarded.

It is the responsibility of the Director to assess the need for replacing materials that are damaged or lost. Items are not automatically replaced. Decisions are based on need, demand, and budget.

8. Request for Reconsideration of Library Materials

Procedures have been developed for the reconsideration of materials to assure that objections or complaints are handled in an attentive and consistent manner.

Reconsideration of Library Materials and Programs

1. Purpose

Materials and programs through the Warsaw Public Library are available to all patrons. The choice of library materials and programs used is an individual matter. Parents or guardians are the authority in determining what programs and materials are appropriate for children in their care. While a patron may accept or reject materials and programs for themself, they may not insist or restrict access to others. The library recognizes that a diversity of materials and programs may result in requests for reconsideration.

The purpose of this policy is to establish a procedure that assures requests for reconsideration of library materials and programs are addressed in an attentive and consistent manner.

2. Policy

If a person at least 18 years of age, and a resident of the town of Warsaw for a period of 30 days makes a request for reconsideration of library materials or programs, they will be referred to the director or staff member in charge.

The director should speak with or contact the patron to provide a copy of the Library Collection Development Policy and answer any clarifying questions regarding the policy.

If the individual is not satisfied with the explanation, they may choose to make a written request for reconsideration. The director should inform the individual that the request form is available at the library and the Reconsideration policy is available online, or a hard copy available at the library upon request.

If an individual chooses to make a written request for reconsideration, they must complete a Request for Reconsideration form and deliver it to the library director by US mail or in person.

You will receive a response in writing that indicates either:

1. a) your request for Re-Evaluation has been evaluated and no change is required;

OR

1. b) your request has been evaluated by the Library and the Selection or Cataloging of the item will be changed, which shall be briefly described in the reply.

If the Library determines that no action is needed, and you disagree, you may appeal this determination within fourteen (14) calendar days by submitting a copy of your original Request, and the Director’s reply, together with statement saying “I request an appeal” to the Board of Trustees by mailing the request to the Warsaw Public Library, attention : Warsaw Public Library Board of Trustees.

The Board of Trustees meets the second Tuesday of each month, at least 10 times annually. Therefore, any appeal regarding a Request for Re-Evaluation will be finalized within sixty (60) days. Any material under review will remain in circulation until such time as the Library determines it must be removed.

All Requests for Re-Evaluation will be evaluated per the Library’s plan of service, policies, and the following excerpts from the American Library Association’s Code of Ethics

The library provides 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.

1. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
2. 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.

The Board of Trustees’ determination is final.

Form to Request Re-Evaluation of Library Resource

This Request for Re-Evaluation is governed by the Library’s Collection Management Policy and the Library’s Request for Reconsideration of Library Materials Policy.

For current copies of these documents, visit the library.

To initiate a Re-Evaluation of a Library Resource, please fill out the form and follow the instructions below:

The Warsaw Public Library Board of Trustees has delegated the responsibility of selection and evaluation of the Library collection to the professional librarians employed by the Warsaw Public Library. The established procedure is to address patron concerns about a library resource using this form. Please tell us about the library item you have concerns with.

Title: ______________________________________________________________________

Author: ________________________________________________________________________

Publication Date: ________________ Format (Book, DVD, CD, etc.): ______________

1. What brought this material to your attention?

2. What concerns you about this material? Please be as specific as possible.

3. Have you read, listened to, or viewed the material in its entirety? Yes or No.

If No, what parts have you examined?

4. What would you like the Library to do about this material?

Your Name: _______________________________________________________________________

Organization you represent (if applicable): ________________________________________

Address: _____________________________________________________________________

Email: _______________________________________________________________________

Signature: ____________________________________________________________________

Date: ________________________________

Please submit your completed form in a sealed envelope addressed to:

Warsaw Public Library c/o Director

130 North Main St.

Warsaw, NY 14569

Warsaw Public Library Acceptable Use and Internet Safety Policy

Purpose

The Warsaw Public Library (“the Library”) provides access to computers, digital devices, and the Internet to support its mission of promoting life-long learning, equitable access to information, and enrichment for all members of the community.

This policy establishes acceptable use guidelines for Library-provided computers, networks, and wireless Internet (Wi-Fi) access, and ensures compliance with the Children’s Internet Protection Act (CIPA) and participation in the federal E-Rate program, which provides discounted Internet connectivity and services to libraries.

Compliance and Internet Safety

In accordance with the OWWL Library System Acceptable Use and Internet Safety Policy, the Library works with the System to implement measures that, to the extent practical, protect against:

• Access to images that are obscene or harmful to minors (on computers accessed by minors);
• Access by minors to inappropriate matter on the Internet;
• Unauthorized access, including “hacking,” and other unlawful online activity by minors;
• Unauthorized disclosure, use, or dissemination of personal information regarding minors; and
• Restricting minors’ access to materials harmful to them.

The OWWL Library System provides and manages filtering technology at each member library to support these safeguards.

However, no filtering system is infallible. The Library cannot and does not guarantee that filtering software will block all prohibited content, nor that it will never restrict access to sites with legitimate educational or research value.

Parents and guardians are ultimately responsible for monitoring their children’s use of the Internet, even when filtering is in place.

Public Access to the Internet

The Library provides free public access to the Internet through both public computers and wireless (Wi-Fi) connectivity.

Internet access expands the scope of resources available to patrons beyond the Library’s physical and digital collections. However, the Internet is an unregulated medium; the Library is not responsible for the accuracy, quality, or legality of information found online.

Users are solely responsible for evaluating and verifying online content.

Wireless Internet (Wi-Fi)

• The Library offers free Wi-Fi access for use with laptops, smartphones, tablets, and other wireless devices.
• While the Library’s content filtering applies to Wi-Fi connections, the network is open to users of all ages.
• The Library cannot guarantee that the Wi-Fi network will be available at all times.
• The Library assumes no responsibility for the security, integrity, or functionality of a patron’s personal device or data while connected to the network.
• Patrons may not use Library Wi-Fi for illegal activity, excessive commercial use, or purposes that impede others’ equitable access to bandwidth.

Access to Library Computers

• Computers are available on a first-come, first-served basis.
• When others are waiting, use is limited to 30 minutes per session.
• Public computers automatically shut down 10 minutes prior to closing; time cannot be extended beyond the automated shutdown.
• Parents or guardians are responsible for determining whether their child may use Library computers and are encouraged to discuss safe Internet practices with them.

Acceptable Use

All patrons using the Library’s computers or Internet services must comply with this policy and all applicable local, state, and federal laws.

General Rules

• No more than two people may use a computer workstation at a time.
• Patrons may not alter, damage, or attempt to modify computer settings, software, or hardware.
• Files saved to Library computers are deleted after the session ends or when the computer is restarted. Recovery of deleted files is not possible.
• Patrons are responsible for maintaining the physical condition of the Library’s technology and may be held liable for damages caused by misuse.
• The Library assumes no responsibility for loss or corruption of data.

Rights and Responsibilities

• Library computers are located in shared public spaces. Patrons must consider the diverse community and refrain from displaying content that may reasonably be deemed offensive or disruptive.
• Phone calls and loud conversations at or near computer stations are discouraged.
• Internet use is not private. While the Library does not monitor individual activity, all online communications and transactions are inherently insecure.
  Patron records are treated as confidential under New York State Civil Practice Law and Rules §4509 and are only released as required by law or court order.

Illegal and Prohibited Activities

Patrons may not use Library computers or networks for:

• Viewing or distributing obscene material or child pornography;
• Committing fraud, hacking, or unauthorized access to computer systems;
• Engaging in harassment, threats, or libelous activities;
• Violating copyright, licensing, or software agreements.

Patrons observed or reported engaging in illegal or policy-violating behavior may have Library privileges suspended or revoked, be banned from the premises, and/or be referred to law enforcement.

Staff Assistance

Library employees can provide limited assistance with basic computer and Internet use and, as time allows, may help patrons connect personal devices to the Library’s Wi-Fi network.

Staff cannot alter patron devices, install software, or assist in any way that could void a warranty or compromise device security.
One-on-one technology help may be available by appointment when scheduling permits.

Cybersecurity and Data Protection

The Warsaw Public Library partners with the OWWL Library System to protect its networks, devices, and data against unauthorized access and ensure the confidentiality, integrity, and availability of information.

Despite these efforts, the Library cannot guarantee complete security of network communications.

Policy Compliance and Enforcement

Failure to comply with this policy may result in:

• Temporary or permanent loss of computer and Internet privileges;
• Suspension of Library privileges; and/or
• Legal action if warranted.

Adopted by the Warsaw Public Library Board of Trustees: September 6, 2022
Amended: October 14, 2025

Warsaw Public Library Code of Ethics

Purpose

The Warsaw Public Library’s Code of Ethics affirms the Library’s commitment to the highest standards of integrity, service, and public trust.

This Code reflects both the American Library Association (ALA) Code of Ethics and the mission, vision, and values of the Warsaw Public Library.

As a cornerstone of our community, the Library’s mission is to provide a welcoming destination that supports life-long learning for all ages. We strive to ensure that every member of our community has access to quality materials, engaging resources, and enriching services that foster the joy of reading and the pursuit of knowledge.

This Code serves as a framework for ethical decision-making and professional behavior by all staff, volunteers, and trustees of the Warsaw Public Library.

1. Commitment to Service

We are dedicated to providing the highest level of service to all who enter our Library—treating every individual with courtesy, equity, and respect.

We promote open and equitable access to information, resources, and technology, ensuring that all community members can learn, explore, and grow.

Our service is guided by professionalism, empathy, and a commitment to continuous improvement.

2. Intellectual Freedom and Access to Information

We uphold the principles of intellectual freedom as expressed in the ALA Code of Ethics and the Library Bill of Rights.

We defend the right of every individual to read, view, and access information without restriction, bias, or censorship.

We do not allow personal beliefs, political views, or external pressures to interfere with providing open access to information and ideas.

3. Privacy and Confidentiality

We safeguard the privacy and confidentiality of all library users in accordance with New York State Civil Practice Law and Rules §4509.

We protect records and information related to library use, including materials borrowed, resources accessed, and personal data.

We only disclose patron information when required by law or court order.

4. Respect and Professional Conduct

We treat all people (patrons, coworkers, trustees, and community partners) with respect, fairness, and good faith.

We maintain a welcoming and inclusive environment where everyone feels valued and heard.

We avoid conflicts of interest and do not advance personal or private interests at the expense of the Library or its users.

We act with honesty, integrity, and transparency in all professional relationships.

5. Equity, Diversity, and Inclusion

We affirm the inherent dignity and worth of every person.

The Warsaw Public Library is committed to recognizing and addressing inequities, dismantling barriers to access, and fostering an environment of belonging for all.

Our collections, programs, and services reflect the diversity of our community and promote understanding, empathy, and inclusion.

6. Stewardship and Accountability

As stewards of public funds and trust, we act with responsibility and transparency.
We manage library resources efficiently, ethically, and in the best interest of our community.

We ensure that our decisions and actions reflect our commitment to the public good and uphold confidence in the Library as a trusted institution.

7. Lifelong Learning and Professional Growth

We believe in the transformative power of lifelong learning—both for our patrons and ourselves.

We continually develop our knowledge, skills, and competencies to provide the most relevant and responsive services possible.

We encourage and support one another in professional development, mentorship, and the pursuit of excellence.

8. Relationship to the ALA Code of Ethics

The Warsaw Public Library’s Code of Ethics is informed by and consistent with the American Library Association’s Code of Ethics (revised 2021).

We affirm our shared responsibility to uphold the ethical principles of the library profession while applying them through the lens of our local mission, community, and values.

Reviewed and approved by the Warsaw Public Library Board of Trustees
Date: October 14, 2025

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. Staff scheduled to work will be paid for the hours closed if scheduled.

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.

Reviewed and approved by the Warsaw Public Library Board of Trustees
Date: October 14, 2025

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.

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.

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

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

1. 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.

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

obtained.

3. 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.

4. 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:

1. Maintain an up-to-date subject matter list.
2. 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

3. 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.

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

therefor.

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

accordance with this policy; or,

1. Permit the requester to copy those records.
2. Upon request, certify that a record is a true copy; and
3. Upon failure to locate records, certify that;
4. OWWL Library System is not the custodian for such records, or
5. 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

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

readily available.

2. 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.

3. A response shall be given within five business days of receipt of a request by:
4. 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;

1. Granting or denying access to records in whole or in part;
2. 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

1. 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.

4. 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.

5. 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:

1. 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;

1. 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;

1. 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;

1. 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;

1. 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;

1. 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

1. 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

1. 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.

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

of the record sought.

3. 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

1. 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.

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

also be deemed a denial of access.

3. The Director and Library System Board President shall determine appeals

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

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

shall commence upon receipt of a written appeal identifying:

1. the date and location of requests for records;
2. a description, to the extent possible, of the records that were denied; and
3. the name and return address of the person denied access.
4. 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.

7. 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:

1. NYS Committee on Open Government

Department of State

One Commerce Plaza

99 Washington Avenue, Suite 650

Albany, NY 12231

8. 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

1. There shall be no fee charged for:
2. inspection of records;
3. search for records; or
4. any certification pursuant to this part.
5. Copies may be provided without charging a fee.
6. Fees for copies may be charged, provided that:
7. 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;

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

actual cost of reproduction; or

1. 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.

4. 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:

1. 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

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

request in complying with such request; or

1. 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.

5. 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.

6. 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.

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

of the preparation of such copy.

8. 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

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.

1. Name: ________________________________________
2. Phone #: ________________________________________
3. 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
4. What attempts have you made to resolve this specific situation with a staff member?
5. 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.
6. What course of action would you like the Board of Trustees to take in this  Matter?

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

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

1. No admission fee may be charged or collection taken.
2. No product of service may be sold without the permission of the Library Director.
3. Light refreshments may be served, providing organizations provide their own utensils and clean up.
4. Organizations requiring special audiovisual equipment must request well in advance, as the library may be required to borrow it from the OWWL Library System.
5. 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.
6. 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.
7. Scheduling of the meeting room during hours the library is not open is discouraged.
8. 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 12/10/2024

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:

1. 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

2. 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.

3. Prohibited postings:

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

• surveys

4. 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.

5. 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

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

SOCIAL MEDIA

Warsaw Public Library recognizes that many employees engage in social media activity. This policy establishes a set of rules and guidelines for any activity and participation in “social media” by all Warsaw Public Library ‘s employees. These rules are intended to be adaptable to the changes in technology and norms of online communication and behavior and may be amended by Warsaw Public Library at any time, for any reason, without notice to employees. This policy also applies to social media activity when on or off duty, while using the Library’s or personal electronic resources, and whether the employee posts anonymously or using a pseudonym.

DEFINITIONS

For purposes of this policy, “social media activity” includes all types of postings on the internet, including, but not limited to, postings on social networking sites, such as Facebook, Instagram, LinkedIn, and Tumblr; blogs and other on-line journals and diaries; bulletin boards and chat rooms; microblogging, such as Twitter; and postings of video or audio on media-sharing sites, such as YouTube or TikTok.

The term “social media” applies to any web-based and mobile technologies, in use now or developed in the future, that enable individuals or entities to disseminate or receive information, communicate, or otherwise interact and includes, without limitation, email, texting, messaging, social networking, blogging, micro-blogging, bulletin boards and so on.

EXERCISE RESPONSIBILITY ONLINE

If, from an employee’s post in a blog or elsewhere in social media, it is clear the employee is a Warsaw Public Library employee or if the employee mentions Warsaw Public Library or it is reasonably clear the employee is referring to Warsaw Public Library or a position taken by Warsaw Public Library and the employee expresses an opinion regarding Warsaw Public Library ‘s positions or actions, the post must specifically note that the opinion expressed is the employee’s personal opinion and not necessarily Warsaw Public Library ‘s position. This is necessary to preserve Warsaw Public Library ‘s good will in the marketplace.

FOLLOW EXISTING POLICIES AND TERMS OF USE

Observe and follow: (a) existing Warsaw Public Library policy and agreements, such as our Employee Handbook; (b) the policies and terms of use of the particular social media forum or service that is being used; and (c) applicable laws and regulations. This means that employees are prohibited from using social media to post or display comments about co-workers or supervisors of Warsaw Public Library that are knowingly false, vulgar, obscene, threatening, intimidating, disparages the Library’s services, depicts the employee engaging in conduct that is unlawful or in violation of Warsaw Public Library ‘s workplace policies against workplace violence or discrimination and harassment based on any protected status under federal, state or local law.

Thus, the rules in Warsaw Public Library’s Employee Handbook including but not limited to its Equal Employment Opportunity, Non-Harassment/Non-Discrimination, Code of Ethics, and Standards of Conduct policies apply to employee behavior within social media and in public online spaces.

Do not post any information or conduct any online activity that violates applicable federal, state, or local laws and regulations. Any conduct which is impermissible under the law if expressed in any other form or forum is also impermissible if expressed through social media. In addition, most social media websites/services have rules concerning the use of and activity conducted on their sites. These are sometimes referred to as “Terms of Use.” Employees must follow the established terms and conditions of use that have been established by the venue and not do anything that would violate those rules.

SAFEGUARD CONFIDENTIAL PERSONAL AND PROPRIETARY INFORMATION

Employees should exercise caution when posting their own or others’ personal information. It is inappropriate to use or disclose “confidential personal information” (as defined below) about another individual or use or disclose Warsaw Public Library ‘s “proprietary confidential information” in any form of social media.

For purposes of this policy, “confidential personal information” refers to information that could be used to commit identity theft such as an individual’s Social Security Number, financial account numbers, driver’s license number or personal medical information (including family medical history).

Warsaw Public Library ‘s “proprietary confidential information” refers to internal information that is not subject to the Freedom of Information Law (FOIL) or subject to Open Meetings.

All Warsaw Public Library’s rules regarding Warsaw Public Library ‘s confidential proprietary information and confidential personal information, apply in full to social media, such as blogs or social networking sites.

IDENTIFY YOURSELF IN ENDORSEMENTS

Employees must disclose their affiliation with Warsaw Public Library if they endorse the Library’s services in social media. When commenting on or promoting any Warsaw Public Library venue or service on any form of social media, we suggest that employees be completely transparent and disclose their identity for their personal protection. Additionally, when commenting on or promoting any Library product or service on any form of social media, an employee must clearly and conspicuously disclose their relationship with Warsaw Public Library to the members and readers of that social media.

EXPECTATIONS OF PRIVACY

Warsaw Public Library may access and monitor its Information Systems and obtain the communications within the systems, including email, Internet usage and the like, with or without notice to users of the system, in the ordinary course of business when the Library deems it appropriate to do so. When using such systems, employees should have no expectation of privacy regarding time, frequency, content, or other aspects of use, including the websites the employee visits and other Internet/Intranet activity. The reasons Warsaw Public Library accesses and monitors these systems include, but are not limited to maintaining the system, preventing, or investigating allegations of system abuse or misuse, assuring compliance with software copyright laws and complying with legal and regulatory requirements.

IDENTIFY ANY COPYRIGHTED OR BORROWED MATERIAL WITH CITATIONS AND LINKS

When publishing any online material through social media, employees must respect and follow all copyright and other intellectual property laws and should use citations and links to original material, where possible.

ADDRESSING PERSONAL CONCERNS

Consistent with the Library’s Open Communication policy employees are encouraged to address work related concerns through their supervisor, the Director, or Board President with whom they feel comfortable rather than through social media.

ADDITIONAL INFORMATION

The Library will monitor social media to the fullest extent permitted by applicable law and will take disciplinary action against those who violate the policy.

Contact the Director for additional information or clarification of any aspect of this policy.

Board reviewed/approved 12/10/2024

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 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

 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

WORKPLACE MONITORING AND SURVEILLANCE CAMERA POLICY

The Warsaw Public Library strives to maintain a safe and secure environment for

its patrons and staff. Section 226 of the New York State Educational Law authorizes the Board of Trustees (“the Board”) to adopt regulations to ensure the safety of all Library staff and patrons, to protect the Library’s property, and to maintain order in the Library. Selected areas of the Library are equipped with video surveillance cameras for the

safety and security of the building, employees and patrons.

To this end the Board has purchased and installed video surveillance equipment for security, deterrence and identification, and has established policies regarding patron behavior. 

Security Camera Locations

The Library understands that privacy is important to patrons and staff. This policy is in force to deter public endangerment, vandalism, theft, and mischief, and to identify those individuals involved in such activity for law enforcement purposes, while adhering to the Freedom of Information Act. Selected public areas of the Library are equipped with video cameras that detect and record all movement in those areas. Images may be used only for purposes set out in the policy.

Reasonable efforts are made to safeguard the privacy of Library patrons and staff. Cameras are positioned to record high traffic areas and areas with a pattern of security incidents, and will complement other measures to maintain a safe and secure environment in compliance with Library policies. Camera locations will not be changed or added without permission of the Director. Cameras will not be installed in locations where staff and patrons would have a reasonable expectation of privacy, such as restrooms; nor are they positioned to intentionally identify a person’s reading, viewing, or listening activities in the Library.

Disclosure of Surveillance

The public is notified via signage throughout the building that the Library is under video surveillance.

Access to Digital Images / Recordings

Live camera footage will not be available to the public for viewing at any time. Library staff and the Board have access to live footage and digital recordings. Only the Director and their designees have access to the administrative settings of the surveillance systems. Only the Director and other authorized employees, designated by the Director, shall be authorized to operate the video security system.  Access to video records shall be limited to the Director and authorized employees, who will only access records during the course of their assigned duties.  

Live footage will only be viewed in cases where Library staff cannot actively monitor the area(s) being recorded. Recordings are viewed only to investigate pre-defined occurrences.

USE AND DISCLOSURE OF VIDEO RECORDS 

1. Video records may be used to identify the person or persons responsible for or involved in violations of Library policies, practices and procedures, alleged illegal conduct on Library premises or actions considered disruptive to normal Library operations or damaging or harmful to the provision of Library Services. 
2. Video records may be used to assist law enforcement agencies in accordance with applicable state and federal law upon receipt of an enforceable legal process.  Video records may be viewed by authorized employees when appropriate or, upon approval by the Director, to identify person(s) suspended from Library property and otherwise to maintain a safe, secure and appropriate environment. 

Only the Director reserves the right to disclose surveillance camera images to law enforcement personnel voluntarily or upon request and only in accordance with the policies and conditions listed above.  In no event – unless required by an enforceable legal process – shall any such records be released to the media, to patrons, or to other persons. 

Approved by the Warsaw Public Library Board of Trustees 12/10/2024

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.

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:

1. certificates of completion issued by one or more approved providers; or
2. 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

1. Only the Library Director, or another agent designated by the Board of Trustees, may commit the Library for purchases.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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

Purchases may not be fragmented to avoid higher approval authorities.

General Purchases/Services

 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

1. Purpose:

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

2. Definition:

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

3. 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.

4. 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.

5. Proceeds

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

6. 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.

7. 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

1. 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

WARSAW PUBLIC LIBRARY GIFTS AND DONATIONS POLICY

Monetary Gifts

The Warsaw Public Library gratefully accepts monetary donations to support collection development, library equipment, and special projects in accordance with the mission of the library. Monetary gifts may be made in the form of cash or check payable to the Warsaw Public Library.

Memorials and Honorariums

The library encourages monetary donations as memorials or tributes to living individuals. These gifts allow the library to purchase materials or equipment it might not otherwise afford and provide donors with an opportunity to honor loved ones in a meaningful way.

• A memorial or honorarium bookplate will designate purchased materials, unless otherwise requested. Gifts of furnishings and equipment may be identified with a small plaque.
• Books and other library materials will be selected in accordance with the library’s collection development policy. Donors are welcome to suggest subjects or titles, and library staff will make every effort to honor donor preferences. Final selection decisions rest with the library.
• Memorial and honorarium items may take six to eight weeks to arrive and be processed.
• A bookplate will record the honoree and donor. Letters of acknowledgment will be sent to both the donor and the honoree or family. A memorial/honorarium list will be maintained at the library.
• Memorial or honor gifts added to the collection are subject to the same weeding and withdrawal process as purchased materials.

Memorial/honorarium forms are available at the circulation desk.

Material Donations

The library gladly accepts donations of books and other materials with the understanding that they become the property of the Warsaw Public Library.

• Donated items may be added to the collection if they are needed, in good condition, and meet the same selection standards applied to all library materials.
• Items not added to the collection may be given to other libraries or nonprofit agencies, sold, or discarded.
• Donated items will not be accepted with restrictions or conditions.
• Items will not be returned to the donor unless specifically requested in advance.
• The library reserves the right to withdraw donated materials from the collection in accordance with its de-selection and disposition policy.
• The library does accept digital donations, such as funding for our Overdrive digital collection, databases, software licenses, etc.

The library will acknowledge receipt of donations but cannot provide appraisals or assign market value. (e.g., IRS Publication 561) Donors who wish to claim tax benefits are responsible for establishing value or obtaining expert appraisal.

In cases where a donor offers materials from a personal collection as a memorial gift, the library will decide acceptance based on its collection development policy. If the gift is not accepted and the donor has not requested return, the library will handle it as it sees fit.

Property Donations

Personal property, art objects, portraits, antiques, and similar items will be accepted only at the discretion of the Board of Trustees and the Library Director. Acceptance decisions will be based on:

• suitability of the gift to the library’s purposes and needs,
• compliance with laws and regulations governing ownership, and
• the library’s ability to cover insurance, security, and maintenance costs.

Acknowledgment and Recognition

All gifts will be formally acknowledged. Recognition may include bookplates or plaques, as appropriate. Naming rights or other forms of recognition require approval by the Board of Trustees.

Governance

All gifts are subject to local government and state laws as applicable to municipal property rules.

Approved by the Warsaw Public Library Board of Trustees Dated 10/14/2025

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:

1. total cost exceeds $200.00
2. useful life is extended two or more years, and
3. 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:

1. 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.
2. I will not permit the card to be used by any person other than myself.
3. I will only use the card for official business purposes.
4. I will immediately report any unauthorized use of card to the bank and to the library board of trustees.
5. 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.
6. I will notify the bank and board of trustees of any name change or contact details.
7. I will immediately report loss or theft of card to bank and board of trustees.
8. 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.

1. 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.
2. 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.
3. The Warsaw Public Library will communicate information about closures through signage, the library website, and social media.
4. If feasible, the Warsaw Public Library will maintain digital services, including the online catalog, digital publications, and wifi access during emergency closures.
5. In the event of an extended closure, late fines will be suspended.
6. 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.
7. 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