Warsaw Public Library

Services, Policies & Procedures

Warsaw Public Library General Policy and Procedures

 Mission Statement

 (Updated/Adopted as part of Long Range Plan 2018-2021 2/13/2018)

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

Hours Open

Monday           10:00-8:00  

Tuesday          10:00-8:00

Wednesday     1:00-7:00

Thursday         1:00-7:00

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.

Story hours and Programs

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 Privileges

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

Using the OWWL Library Card

Residents of Ontario, Wayne, Wyoming and Livingston counties can apply for an OWWL card. This card gives patrons borrowing privileges at Warsaw Public Library as well as access to the resources in the 42 libraries within the four counties of the Pioneer Library System.   Patrons who have outstanding overdue 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 Pioneer/OWWL library catalog from an Internet connected computer. Patrons can reserve items from Internet connected computers using the Pioneer 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 Pioneer/OWWL catalog from an Internet connected computer.

Children’s Library Use Policy & Procedures (Updated/Revised 5/12/2020)

Service to children is an important part of the library’s mission.  We welcome children in the library and hope that their experiences here will be positive.

Please keep in mind that the library is a public place open to all individuals.  It is not the library staff’s function to provide supervision or to care for unattended children.  The following guidelines will help insure a good library experience:

  • For their comfort and safety, a responsible caretaker must accompany children under 11. 
  • Any child who feels unsafe in the library for any reason should inform a library staff member.
  • If children under 11are left alone in the library, library staff will attempt to contact a parent or guardian.  If no responsible adult can be located, staff will contact the local police department.
  • Caregivers are expected to be aware of the opening and closing times of the library, bearing in mind that these can and do change.  Power failures or other emergencies can occur and may require unexpected closing of the building.  Since children left alone outside the library could be vulnerable, an effort will be made to contact the parent, guardian, or caregiver prior to closing.   If, however, a child is left at the Library after closing time or as the result of an emergency closing, the police will be called.
  • Children ages 11 through 17 may use the library without a caretaker being present.  They are expected to adhere to the same standards of conduct expected of adults.  All library users are expected to respect library property and to act in a manner appropriate to the use and function of the library.  Children who do not use the Library appropriately may be asked to leave the building.
  • The library believes it is the right and responsibility of a parent or guardian to determine what is appropriate material in order to meet personal family standards and guidelines.  Parents are encouraged to accompany their children and to select material with their children or review their children’s selections.  The library is not responsible for a minor’s selection of library materials.
  • Adults who are using the Internet or other library services and programs must supervise or provide guidance and behavior control for minors accompanying them.  The library reserves the right to prohibit Internet use, and/or ask the adults and minor children to leave if unacceptable behavior persists.
  • Library policy requires the signature of a parent or guardian to approve the application for a library card for anyone under age 17.
  • The Library requires the parent or guardian of a minor child to be noted as such in the child’s patron record, and is responsible for all overdue, lost or damaged materials and fines, fees and other debts accrued by a minor child.
  • All library-owned computers in the Warsaw Public Library are currently filtered in compliance with the Children’s Online Protection Act (CIPA).  Filters limit materials accessed by the user, although they do not guarantee that objectionable material will not be seen. The library is not responsible for the content or appropriateness of any materials accessed on the Internet.
  • Children’s use of all library materials, including the Internet, is the sole responsibility of the parent or guardian. As with any library resource, parents and guardians are responsible for supervising their children’s use of the internet.
  • All personal belongings should be kept with patrons at all times.  The staff cannot store personal belongings.                                                                                                                                                                                  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.

Code of Ethics of the American Library Association

We recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

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

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

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

  1. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests,
  2.   II.We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

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

  1. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
  2. We treat co-workers and other colleagues with respect, fairness, and good faith,and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
  3. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

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

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

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

Adopted by the Warsaw Public Library Board of Trustees February 8, 201

Computer, Internet, and Wireless Use Policy and Procedures

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

Filtering

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

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

CIPA Compliant Internet Safety Policy

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

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

Guidelines

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

Board approved November 10, 2009, April 13, 2010, and November 9, 2010, December 14, 2010, November 9, 2015, March 12, 2019, May 12, 2020

Confidentiality of Patron Records (NYS Statutes)

 NEW YORK CONSOLIDATED LAWS

CIVIL PRACTICE LAW AND RULES

ARTICLE 45. EVIDENCE

NY CLS CPLR § 4509

  • 4509. Library records

Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute. 02/03

Continuing Education of Staff

The Library Director and staff will make continuing effort to stay up to date on new library trends and information, periodically attending professional seminars and updating the Board of Trustees.

Damaged or lost materials

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

Donations and Gifts

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

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

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

DVDs/Blu-Rays

Warsaw-owned DVDs/Blu-Rays may be borrowed for 7 days with one renewal. (Exceptions are series/seasons which may be borrowed for 21 days with one renewal.) A $1.00 fine per day is charged for overdue titles. DVDs and Blu-Rays are returnable at the book drop located at the side of the building.

Emergencies

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

Fees

Copies (letter, legal and ledger size) and computer and microfilm printouts:  $.25 per page

First three copies for school projects are free.

Fax charges:      $1.00 per page for local calls

$2.00 first page and $1.00 for each additional page for long distance calls  $3.00 first page and $1.00 for each additional page for overseas calls

Fines

All adult books and magazines                      $.20 a day, up to $5.00

DVDs and  Blu-Rays                                   $ 1.00 a day, up to $5.00

Inter-library loans failure to pick up after one week    $ 1.00 per item

Replacement Library Card                             $ 2.00

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

The Freedom to Read Statement

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

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

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

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

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

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

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

We therefore affirm these propositions:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Freedom to View Statement

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

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

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

Library Bill of Rights

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

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

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

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

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

Interlibrary Loans

Interlibrary loan services are available to patrons free of charge when borrowing materials within the 42-member Pioneer 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 or e-mail (patron’s choice) when the materials they asked for arrive at Warsaw Public Library.  Patrons with no outstanding fines may order materials not found in libraries of the Pioneer system by paying a $5.00 non-refundable fee for each item requested. Items ordered through Interlibrary loan that are not picked up after one week will be charged 1.00 per item and the items will be returned to the loaning library.

Materials Selection

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

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

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

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

  1. Criteria- points considered in the selection of materials:
  • Enduring value
  • Accuracy of information
  • Current high interest
  • Literary quality
  • Authority of presentation
  • Social significance
  • Objectivity
  • Balance of subject areas
  • Price and availability
  • Present and future needs of the community
  • Physical format

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

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

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.

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?

Meeting Room Use

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 Pioneer 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. Youth organizations using the meeting room must have at least one adult over 21 present at all times.
  8. Scheduling of the meeting room during hours the library is not open is discouraged.
  9. 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.

Memorials

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

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.

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
  1. 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.
  1. Prohibited postings:
  • partisan political or campaign materials
  • commercial materials
  • sales, solicitations or materials resulting in a personal gain (advertisements, etc.)
  • petitions
  • surveys
  1. 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.
  1. 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.

Reconsideration of Library Materials 

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

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

  • The person with the request for reconsideration should be referred immediately to the Library Director or to the person in charge in the absence of the Director. The person in charge should explain to the patron that selections are made in accordance with the Materials Selection Policy of Warsaw Public Library.  If the user is not satisfied with the explanation received, he or she may ask for reconsideration in the following manner:
  1. The person making the request for reconsideration must complete a Request for Reconsideration of Library Materials Form.
  2. The filled out form will be referred to a committee consisting of the Library Director and other staff members who select items.
  3. The committee will reconsider the item in question using the Materials Selection Policy and reviews from recognized sources.
  4. The Library Director will then write to the patron regarding the committee’s recommended action.
  • If the patron desires further action, he or she may appeal in writing to the Warsaw Public Library Board of Trustees.

Request for Reconsideration of Library Materials Form

 To the person requesting reconsideration:

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

Author/Artist: ______________________________________________________

Title: _____________________________________________________________

Format: Book__, Video__, Audio book__, Other__

Publisher/Producer: __________________________________________________

Copyright/year released____________________

Request initiated by: __________________________________________________

Address: ____________________________________________________________

Telephone: __________________________________________________________

Do you represent yourself______________________________________________?

Name of Organization or other group representing: __________________________

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

Use reverse side as necessary.

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

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

Warsaw Public Library Code of Conduct Policy

The affairs of the Warsaw Public Library are conducted by a Library Board of Trustees. The Warsaw Public Library 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 or his/her designee(s) is authorized and directed by the Board of Trustees to interpret and enforce these rules and regulations.

 In an effort to maintain a safe and secure environment and accommodate the library needs of the community, the Warsaw Public Library Code of Conduct outlines some required and prohibited behaviors. These include, but are not limited to the following:

 LIBRARY VISTORS SHALL:

  • Follow staff instructions and requests
  • Be respectful of library property, staff and other library users
  • Directly supervise children under the age of 11 in their parental or provisional care

 LIBRARY VISITORS SHALL NOT:

  • Interfere with the use of library resources, services and equipment by other library visitors or interfere with library staff in the performance of their duties
  • Deface, destroy or steal library materials, equipment, property or resources
  • Consume alcohol, drugs, smoke or use tobacco or nicotine inhalation devices
  • Be under the influence of alcohol or drugs
  • Engage in illegal activity
  • Use the library computers and/or internet connection in an illegal way
  • Harass, assault or seek to deliberately annoy other patrons or staff
  • Use profanity, abusive or harassing language
  • Fight, verbal or physical
  • Engage in obscene conduct, and/or indecent exposure.
  • Use skates, scooters, skateboards or other wheeled transport. Only wheeled or motorized vehicles necessary for personal mobility are permitted in the library
  • Bring in pets or animals not designated as service animals
  • Enter the library without shirt or shoes; visitors whose bodily hygiene is offensive so as to constitute a nuisance to other persons in the library may be required to leave the building
  • Solicit, proselytize or distribute unauthorized leaflets in the library

(Flyers must be approved before being posted to the community bulletin board)

  • Leave personal property unattended in a manner that restricts or limits the use of library equipment, property or services
  • Sleep in the library

FAILURE TO ADHERE TO CODE OF CONDUCT Library visitors not abiding by these or other rules and regulations of the library may be required to leave the library premises. Library employees may contact the Warsaw Police Department if deemed advisable.

Library visitors who violate these rules and regulations of the library may be denied the privilege of access to the library by the Library Board of Trustees, on the recommendation of the Library Director. Any person denied such access may request a hearing from the Board of Trustees within 30 days of issuance of the letter barring access to the library.

Revisions Adopted by the Warsaw Public Library Board of Trustees 5/12/2020

Safety Policy /Warsaw Public Library

 The safety of the Warsaw Public Library staff and patrons is paramount.

No patron shall engage in inappropriate conduct on the premises of Warsaw Public Library or when participating in library programs. “Library premises” include the interior of the library’s buildings, sidewalks, library parking area and lawn.

 Inappropriate conduct shall include any individual or group activity that is disruptive to other persons who are lawfully using the library premises or any behavior otherwise inconsistent with the activities normally associated with a public library. In general, behavior that violates the law, behavior that interferes with the use and enjoyment of the library by others, and behavior that interferes with library employees in the performance of their duties is prohibited.

Library users (patrons) are required to observe the Patron Code of Conduct, which is posted in the library, on the library web site and available at the reference desk, and to follow all rules and policies governing the use of the Library. If any patron defies an order personally communicated by an authorized library employee to not enter the library or to not remain in the library for failure to comply with the library’s rules or policies, that patron is subject to arrest for trespass.

 Any staff member who observes or receives complaints of inappropriate behavior may:

  • Handle the problem directly with the patron, preferably after making another staff member aware of the situation, and, if warranted, request assistance from another staff member.
  • Contact the police if the offending person(s) will not conform to the Patron Code of Conduct and the request of the staff to do so. The safety of the staff and other patrons is paramount.

In all cases, the Director shall be kept informed of the situation and shall oversee the documentation of the situation as well as its satisfactory resolution.

Incident reports shall be filed within one (1) business day in all cases when a patron has been confronted for being involved in violation of the Patron Code of Conduct or engaging in any other inappropriate behavior.

Incident reports will be used to document security or safety issues as well as to monitor ongoing problems on library property. They should be filled out as completely as possible and should include any information that might be helpful to resolve the situation.

INAPPROPRIATE CONDUCT – MINOR VIOLATIONS

Staff members may use their judgment to determine the severity of the violations that they observe. If a violation is considered “minor” – i.e. if there is no immediate threat of damage to the library’s facility, collection or furnishings, or danger to staff or patrons– the following steps should be taken:

  • Ask the patron politely to cease the behavior and point out it is disruptive to others. If that is questioned by the patron, the staff member will supply the patron with the Patron Code of Conduct to notify the patron that they are in violation.
  • If the patron persists with the behavior for which they have been notified, they will be asked to leave the premises. If the patron leaves as asked, they will be banned from the premises for the rest of the day. The Director will follow up on the incident and may extend the ban up to one (1) week, if the situation warrants. The patron must be verbally notified that they are banned for the day and that they may be subject to a longer ban. All staff should receive written notice of the situation.
  • If the patron does not comply with the request to leave the premises, the police will be called. If this step is necessary, the incident becomes a major violation and the offending patron will be banned from the library for a minimum of thirty (30) days per procedures below.
  • At any time, if there is any escalation of the violating behavior, the staff will notify police of a need for possible intervention and will await police arrival.

INAPPROPRIATE CONDUCT – MAJOR VIOLATIONS

If a staff member observes a patron involved in a significantly serious violation of library rules, they will notify police of a need for possible intervention and will await police arrival. A “significantly serious violation” of the Patron Code of Conduct may include– but is not limited to – theft, vandalism, harassment, threats, criminal activity, or violent or dangerously reckless behavior.

 The patron may be banned from the library premises for a minimum of thirty (30) days to six (6) months at the discretion of the Library Director, depending on the nature of the offense, the extent of damage or disruption that was caused, and the history of prior violations.

If a patron commits a serious violation and banning of thirty (30) days or more is being considered, the following steps will be taken:

  1. The Library Director will review the incident report and interview any staff members who were involved with the situation.
  2. The Director, or the staff person designated to act on the part of the Director in their absence, will provide a written decision regarding the banning within three (3) business days of the violation.
  3. The written decision will set forth the period during which the patron will be banned from the library and will specify the reasons for the determination. The patron may be banned for a serious violation for thirty (30) days up to six (6) months.
  4. The patron and all staff will be notified in writing of the reasons for and the length of banning. A copy will also be sent to the Village of Warsaw Police Department and the Library Board President.
  5. The Director may review or reconsider the decision and may shorten or terminate the banning period if information submitted by the patron or staff merits such modification. If such a decision is made, both the staff and the patron will be notified in writing.

 INAPPROPRIATE CONDUCT – PERSISTENT VIOLATIONS – EXTENDED AND PERMANENT BANNING

Any patron who persists in violating the Patron Code of Conduct – including what may be considered a minor offense – may be considered to be subject to extended banning of thirty (30) days or more as deemed appropriate by the Director. The same procedures for extended banning of thirty (30) days or more described above will be followed.

Any patron who enters or remains on library premises after having been notified of a period of banning by an authorized individual will be subject to arrest and prosecution for trespassing. This may be considered to be grounds for permanent banning of the individual.

In the event that a patron regains access to the library after a major violation and banning — and then repeats that activity, he or she may be permanently banned from the library premises.

  1. The Library Director and Library Board will review the incident report and staff statements at the next Library Board meeting.
  2. After discussion with the Library Board, the Director will provide a written decision regarding the permanent banning as soon as possible after the repeat offense.
  3. The written decision will state that the patron is permanently banned from the library and will specify the reasons for the determination.
  4. The patron and all staff will be notified in writing of the permanent banning. A copy will also be sent to the Village of Warsaw Police Department and the Library Board President.

Incident Report

Name:

Address:

Telephone:

Date:                                     Time of Day: 

Witness(s):

Address:

Telephone:

Staff on Duty:

Description of Incident:

Calls to:

Director:

Police:  

Fire & Emergency Squad:

Response:

Photos:

Person Writing Report: 

Written Determination Letter

Date

TO:

on ____________ at approximately ____________ you were observed at the Warsaw Public Library.   

_____ Violating the Rules of Conduct Policy

_____in the library despite previous banning until _________________

COMMENTS:

Because of the conduct listed above, and/or other history of inappropriate conduct at Warsaw Public Library, you are banned from until the date listed below. If you enter Warsaw Public Library before the return date listed below, police will be called and you will subject to being arrested for trespassing.

You may file a written request to Director, Warsaw Public Library, 130 N Main St., Warsaw, NY 14569 to reconsider this ban from Warsaw Public Library. Your written request shall set forth your reasons for reconsideration of the ban.  The length of this ban from Warsaw Public Library shall remain as stated in this document unless the director issues a written determination altering the terms of this document. 

BANNED FROM LIBRARY ________________________
RETURN DATE __________________________________
Staff initials: ______________

Smoking

No smoking is allowed in the library or on any library grounds.

Video Surveillance Policy and Procedures

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

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

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

 When an incident occurs on Library premises:

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

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

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

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

  • While it is recognized that video surveillance will not prevent all incidents, its potential deterrent effect, and resource as a means of identifying and prosecuting offenders is considered worthwhile.

Code of Ethics of the American Library Association

We recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.

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

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

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

  1. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
  2. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
  3. We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.
  4. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
  5. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
  6. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
  7. 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.
  8. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.

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

Warsaw Public Library Board of Trustees approved  Reviewed/Updated 5/12/2020

WARSAW PUBLIC LIBRARY CONTACT TRACING POLICY

Purpose

The Warsaw Public Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Contact Tracing Policy.

The primary goals of Warsaw Public Library’s Contact Tracing Policy are to:

  • Comply with the criteria for reopening mandated in NY Forward (ny.gov)
  • Provide guidelines for maintaining a log of staff, visitors, and patrons for the purposes of Contact Tracing related to COVID-19
  • Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons

Cooperation with local health departments’ Contact Tracing efforts is required. The Director, under the authority of the Board of Trustees, is designated to enforce this policy and the following guidelines.

Guidelines

 The library will maintain a continuous log of every person, including staff and visitors, who may have close contact with other individuals at the library or on library property. This excludes deliveries that are performed with appropriate PPE or through contactless means and patrons, who may be encouraged to provide contact information to be logged but are not mandated to do so.

  • The Director will maintain the log
  • The log will be kept at the circulation desk
  • The log will collect the name, contact information, and date for each staff member, visitor, and patron (if they opt to provide information) each time they enter the library
  • If a staff member, visitor, or patron who has visited the library reports testing positive for COVID-19, the library will immediately notify local health officials and follow all directives
  • The log will be used only to notify staff, visitors, and patrons should an outbreak be identified at the library
  • The library will maintain all individuals’ rights to the privacy of their health information and the confidentiality of library records

Evaluation

This policy and related procedures will be enforced under all current and future New York State Executive Orders and the criteria mandated for organizations to safely and legally reopen and operate under NY Forward. The practices in this policy may be updated as needed to conform with modifications to NY Forward, as well as mandates from the Center for Disease Control (CDC), Occupational Safety and Health Administration (OSHA), and local government agencies.

Questions or concerns regarding this policy should be brought to the library Director.

This policy will remain in effect until the Board of Trustees votes to remove or revise it.

ADOPTED by the Warsaw Public Library Board of Trustees 6/9/2020

WARSAW PUBLIC LIBRARY EMERGENCY CLOSING POLICY

PURPOSE

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

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

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

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

ADMINISTRATION

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

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

TYPES OF EMERGENCIES

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

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

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

COMMUNICATION

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

PERSONNEL

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

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

ONGOING USE EVALUATION

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

Questions or concerns regarding [LIBRARY NAME]’s Emergency Closing Policy should be brought to the Director.

ADOPTED by the Warsaw Public Library Board of Trustees 6/9/2020

WARSAW PUBLIC LIBRARY EMPLOYEE HEALTH SCREENING POLICY

 Purpose

The Warsaw Public Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Employee Health Screening Policy.

The primary goals of Warsaw Public Library Employee Health Screen Policy are to:

  • Comply with the criteria for reopening mandated in NY Forward (ny.gov)
  • Provide guidelines for a continuous health screening process for staff
  • Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons

The Director, under the authority of the Board of Trustees, is designated to enforce this policy and the following processes to comply with current public health obligations and ensure a safe workplace.

Guidelines

  • Mandatory, continuous health screening practices will be implemented for all staff
  • Screening will be performed remotely and reported to the Director by [TELEPHONE/TEXT/ELECTRONIC SURVEY] before the staff member reports to the library
  • Screening will include individual staff members:
    • Taking their own temperature and attesting that it is below 100.3 or as current CDC guidelines dictate.
    • Attesting they have not knowingly been in close or proximate contact in the past 14 days with anyone who has tested positive for COVID-19 or who has had symptoms of COVID-19
    • Attesting they themselves have not tested positive for COVID-19 in the past 14 days nor have they experienced any symptoms of COVID-19 in the past 14 days
  • All staff screening responses collected on a daily basis will be reviewed by the Director and a record of such review will be maintained
  • If a staff member has a temperature of 100.3 or higher, or as current CDC guidelines dictate, they are not to report to work or they must leave the premises immediately, if already at work, and monitor symptoms
  • If a staff member experiences the following symptoms, even if a fever is not present, they are not to report to work or they must leave the premises immediately, if already at work, and notify the Director:
  • Fatigue
  • Dry cough
  • Shortness of breath
  • Aches and pains
  • Sore throat
  • Nausea
  • Loss of smell or taste
  • If a staff member tests positive for COVID-19 they must not report to work or they must leave the premises immediately, if already at work, and notify the Director
  • The Director will notify the local department of health if a staff member tests positive for COVID-19 and follow guidance specific to workplaces with a positive case
  • If a staff member has a fever or symptoms consistent with COVID-19 they must not report back to work until they have met all of the following criteria in consultation with a healthcare provider:
    • The staff member has had no fever for at least 72 hours (3 full days) without the use of medicine that reduces fevers
    • Respiratory symptoms have improved
    • They received two negative tests in a row at least 24 hours apart
  • If a staff member tests positive for COVID-19 they must not report back to work until they have met all of the following criteria in consultation with a healthcare provider:
    • The staff member has had no fever for at least 72 hours (3 full days) without the use medicine that reduces fevers
    • Respiratory symptoms have improved
    • At least 10 days have passed since their symptoms first appeared
  • The Director will keep the health status of staff members confidential

Staff members who cannot medically comply with this policy must discuss options for reasonable accommodation(s) with the Director.

Reporting to work with a fever or symptoms consistent with COVID-19 or failure to adhere to the guidelines outlined above will be considered a violation of library policy and may result in disciplinary action.

Compensation

The library will adhere to the Families First Coronavirus Response Act (FFCRA) regarding paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. More information regarding FFCRA can be found on the U.S. Department of Labor website.

Authority & Evaluation

This policy and related procedures will be enforced under all current and future New York State Executive Orders and the criteria mandated for organizations to safely and legally reopen and operate under NY Forward. The practices in this policy may be updated as needed to conform with modifications to NY Forward, as well as mandates from the Center for Disease Control (CDC), Occupational Safety and Health Administration (OSHA), and local government agencies.

Questions or concerns regarding this policy should be brought to the library Director.

This policy will remain in effect until the Board of Trustees votes to remove or revise it.

ADOPTED by the Warsaw Public Library Board of Trustees 6/9/2020

WARSAW PUBLIC LIBRARY PERSONAL PROTECTIVE EQUIPMENT POLICY

Purpose

The Warsaw Public Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Personal Protective Equipment (PPE) Policy.

The primary goals of Warsaw Public Library’s Personal Protective Equipment Policy are to:

  • Introduce guidelines for PPE use for patrons wishing to use the library’s services
  • Provide reasonable access to library services to all community members while still protecting the library’s staff and other patrons
  • Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons

The Warsaw Public Library staff has the authority to enforce these measures like any other of the library’s policies.

For the purpose of this policy, “PPE” refers specifically to masks and cloth face coverings consistent with CDC guidelines and all New York State Executive Orders.

Acceptable Behavior

  • All individuals are required to wear a mask or face covering on library property, inside the library’s facilities, and when interacting with library staff and other patrons.
  • Individuals who cannot medically tolerate the wearing of a mask or face covering are asked to contact the library before visiting so reasonable accommodation(s) for services can be made.
  • Masks or face coverings may be cloth or homemade so long as they comply with the guidance outlined in Executive Order 202.17 or future executive guidance.
  • Masks or face coverings should completely cover the mouth and nose in accordance with guidelines issued by the Center for Disease Control (CDC).
  • Patrons are not permitted to approach other patrons to comment on or question their PPE practices. Concerns regarding the practices of other patrons should be directed to the library staff only.
  • Along with wearing PPE, the library will enforce strict social distancing guidelines of at least 6 feet between all individuals on library property.
  • Patrons refusing to abide by this policy will be subject to the corrective action steps, including possible banning, as outlined in the library’s Code of Conduct.

Authority & Evaluation

This policy and related procedures will be enforced under all current and future New York State Executive Orders, including those pertaining to PPE, workforce and occupancy reductions, and social distancing guidelines. The practices in this policy may be modified as needed to conform with such Executive Orders, as well as mandates from the CDC, Occupational Safety and Health Administration (OSHA), and local government agencies.

Questions or concerns regarding this policy should be brought to the library Director.

This policy will remain in effect until the Board of Trustees votes to remove or revise it.

ADOPTED by the Warsaw Public Library Board of Trustees 6/9/2020

WARSAW PUBLIC LIBRARY WORKING REMOTELY POLICY

PURPOSE

The Warsaw Public Library has adopted this Working Remotely Policy to make provisions for staff to work remotely.

The primary goals of Warsaw Public Library’s Working Remotely Policy are to establish:

  • The eligibility of staff to work remotely
  • The responsibilities of the staff, library, and Director
  • An inclusive work environment that allows all employees to make a meaningful contribution to the library

The Working Remotely Policy is designed to ensure an efficient workplace and employee productivity during various situations, planned and unplanned, including long-term library closures.

ELIGIBILITY

Staff members may work remotely/from home under the following guidelines:

  • The employee position must be conducive to working remotely
  • All remote work requests must be approved by the Director
  • The staff member must be able to demonstrate their ability to complete essential job duties while working remotely
  • Remote working hours must comply with the staff member’s regular working schedule
  • Staff members must be available to the library by email, chat, and/or phone within a reasonable amount of time
  • Staff members are responsible for providing the necessary technology and equipment to facilitate their work remotely

Staff members will not be reimbursed for phone calls, Internet access, equipment, or other expenses incurred.

EMERGENCY CLOSINGS

If the library is closed due to emergency conditions, 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 Working Remotely Policy will be periodically evaluated by the Director and Board of Trustees and updated as needed.

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

ADOPTED by the Warsaw Public Library Board of Trustees 6/9/2020

NON-HARASSMENT/NON-DISCRIMINATION POLICY

 Warsaw Public Library is committed to maintaining a workplace free from all forms of unlawful harassment, including sexual harassment. Harassment based on any legally protected basis is a form of workplace discrimination. The Warsaw Public Library prohibits unlawful harassment against anyone, for any reason, including, but not limited to an individual’s actual or perceived: race; color; sex; age; creed; disability; religion, citizenship; national origin; ancestry; military status or veteran status; marital status; familial status; gender identity and expression; partnership status; credit worthiness or credit history; status as a caregiver; sexual orientation; status as a victim of domestic violence, stalking; or sex offenses; predisposing genetic characteristics; genetic information and any other status protected by law. All employees, interns, and non-employees conducting business in our workplace must refrain from engaging in unlawful harassment.

Workplace harassment will not be tolerated at Warsaw Public Library. All applicants, employees, interns (paid or unpaid), contractors and individuals conducting business with Warsaw Public Library are required to conduct themselves in a manner that prevents sexual or other forms of harassment in the workplace. Any employee or individual covered by this policy who engages in workplace harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination. This policy is one component of Warsaw Public Library ‘s commitment to a discrimination-free work environment where all employees and interns are treated with dignity and respect.

Harassment based on a protected class is against the law. All employees have a legal right to a workplace free from illegal harassment. Employees can enforce this right by filing a complaint internally with Warsaw Public Library, or with a government agency or in court under federal, state or local antidiscrimination laws.

DEFINITION OF SEXUAL HARASSMENT

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender.

Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:

  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
  • Such conduct is made either explicitly or implicitly a term or condition of employment; or
  • Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.

A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.

Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.

Sexual harassment is offensive, is a violation of our policies, is unlawful, and may subject Warsaw Public Library to liability for harm to targets of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including supervisors who engage in sexual harassment or who allow such behavior to continue, will be penalized for such misconduct.

Any employee who feels harassed should report the harassment to director or the board so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

 EXAMPLES OF SEXUAL HARASSMENT

The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:

  • Physical assaults of a sexual nature, such as:
    • Touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employee’s body;
    • Rape, sexual battery, molestation or attempts to commit these assaults.
  • Unwanted sexual advances or propositions, such as:
    • Requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;
    • Subtle or obvious pressure for unwelcome sexual activities.
  • Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
  • Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people’s ideas or perceptions about how individuals of a particular sex should act or look.
  • Sexual or discriminatory displays or publications anywhere in the workplace, such as:
    • Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
  • Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
    • Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
    • Sabotaging an individual’s work;
    • Bullying, yelling, name-calling.

 DEFINITION OF OTHER UNLAWFUL HARASSMENT

The creation of an intimidating or hostile working environment, based on one or more of the above protected categories, constitutes unlawful harassment. Specific types of unlawful harassment, in addition to sexual harassment covered above, include, but are not limited to:

  • Physical harassment refers to pushing, hitting, crowding, cornering or unwanted physical touching;
  • Verbal abuse refers to verbal comments, including but not limited to jokes or the use of slurs or other offensive language regarding, or made because of, an individual’s actual or perceived membership in one of the protected categories listed above;
  • Written harassment refers to derogatory or degrading written comments regarding, or made because of, an individual’s membership in one of the categories listed above. Specific examples include, but are not limited to: e-mail, text messages, memos, notes, graffiti, other visual depictions or pictures, cartoons, drawing, videos;
  • Inappropriate, unwelcomed behaviors, such as offensive gestures and wearing clothes, jewelry, signage, etc. known to be offensive to particular protected classifications; and
  • Any other unwelcome conduct that has the purpose or effect of creating an intimidating, hostile, or offensive working environment as defined by law, or has the purpose or effect of unreasonably interfering with an individual’s work performance or otherwise adversely affecting an individual’s employment opportunities.

Unlawful harassment, whether it is physical, verbal or visual in nature, is a form of employee misconduct which undermines the integrity of the employment relationship within our Library.

 WHO CAN BE A TARGET

Harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid interns, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. A perpetrator of workplace harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.

WHERE CAN HARASSMENT OCCUR

Unlawful harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer-sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises, on personal devices or during non-work hours.

REPORTING HARASSMENT

Preventing workplace harassment is everyone’s responsibility. Warsaw Public Library cannot prevent or remedy sexual harassment unless the Library knows about it. Any employee, intern (paid or unpaid) or non-employee who has been subjected to behavior that may constitute unlawful harassment is encouraged to report such behavior to the director or board. Anyone who witnesses or becomes aware of potential instances of workplace harassment should report such behavior to the director or board.

Reports of workplace harassment may be made verbally or in writing. The written complaint form is located at the end of the handbook, attached to this policy. All employees are encouraged to use this complaint form. Employees who are reporting potential harassment on behalf of other employees should use the complaint form and note that the complaint is being made on behalf of another employee.

Employees, interns (paid or unpaid) or non-employees who believe they have been a victim of workplace harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.

Any employee who feels harassed should report the harassment so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

 MANAGEMENT RESPONSIBILITIES

All supervisors who receive a complaint or information about suspected workplace harassment, observe what may be harassing behavior or for any reason suspect that harassment is occurring, are required to report such suspected sexual harassment to the board.

In addition to being subject to discipline if they engaged in harassing conduct themselves, supervisors will be subject to discipline for failing to report suspected workplace harassment or otherwise knowingly allowing workplace harassment to continue.

Supervisors will also be subject to discipline for engaging in any retaliation.

COMPLAINT INVESTIGATION

All complaints or information about suspected workplace harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner and will be confidential to the extent possible.

An investigation of any complaint, information or knowledge of suspected harassment will be prompt and thorough. All persons involved, including complainants, witnesses and alleged perpetrators, will be accorded due process, as outlined below, to protect their rights to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected workplace harassment. Warsaw Public Library will not tolerate retaliation against employees who file complaints, support another’s complaint or participate in an investigation regarding a violation of this policy.

While the process may vary from case to case, investigations should be done in accordance with the following steps:

  • Upon receipt of complaint, director or board will conduct an immediate review of the allegations, and take any interim actions, as appropriate. If the complaint is verbal, the individual will be encouraged to complete the “Complaint Form” in writing. If he or she refuses, director or board will prepare a Complaint Form based on the verbal report.
  • If documents, emails or phone records are relevant to the allegations, steps will be taken to obtain and preserve them.
  • Director or board will request and review all relevant documents, including all electronic communications.
  • Director or board will interview all parties involved, including any relevant witnesses.
  • Director or board will prepare written documentation of the investigation (such as a letter, memo or email), which contains the following:
  • A list of all documents reviewed, along with a detailed summary of relevant documents;
  • A list of names of those interviewed, along with a detailed summary of their statements;
  • A timeline of events;
  • A summary of prior relevant incidents, reported or unreported; and
  • The basis for the decision and final resolution of the complaint, together with any corrective actions action(s).
  • Written documentation and associated documents will be maintained by the Library.
  • Following the investigation, director or board will promptly notify the complainant and the individual(s) about whom the complaint was made of the final determination and implement any corrective actions identified in the written document.
  • Director or board will inform the complainant of their right to file a complaint or charge externally as outlined in the Legal Protections and External Remedies section of this policy.

 CORRECTIVE ACTION

If a report of workplace harassment is found to be valid, immediate and appropriate corrective action will be taken. Employees or interns (paid or unpaid) who violate this policy, including the provision against retaliation, will be subject to disciplinary action, up to and including termination. This determination will be based on all the facts of the case.

RETALIATION

Warsaw Public Library will not tolerate retaliation against anyone who, in good faith, complains or provides information about suspected harassment.

Unlawful retaliation can be any action that could discourage an employee from coming forward to make or support a workplace harassment claim including, but not limited to being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation (e.g., threats of physical violence outside of work hours).

Retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in a “protected activity.” Protected activity occurs when a person has:

  • made a complaint of harassment, either internally or with any anti-discrimination agency;
  • testified or assisted in a proceeding involving harassment under the Human Rights Law or other anti-discrimination law;
  • opposed harassment by making a verbal or informal complaint to management, or by simply informing a supervisor of harassment;
  • reported that another employee has been harassed; or
  • encouraged a fellow employee to report potential harassment.

 Even if the alleged harassment does not rise to the level of a violation of law, the individual is protected from retaliation if the person had a good faith belief that the practices were unlawful. However, the retaliation provision is not intended to protect persons making intentionally false charges of harassment.

 LEGAL PROTECTIONS AND EXTERNAL REMEDIES

Harassment is not only prohibited by Warsaw Public Library but is also prohibited by state, federal, and (where applicable) local law. Aside from the internal process at Warsaw Public Library, employees may also choose to pursue legal remedies with the following governmental entities. While a private attorney is not required to file a complaint with a governmental agency, employees may seek the legal advice of an attorney.

New York State Division of Human Rights (DHR)

The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns and non-employees, regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court.

Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged discrimination. An individual may not file with DHR if they have already filed a HRL complaint in state court.

Complaining internally to Warsaw Public Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.

An attorney is not needed to file a complaint with DHR, and there is no cost to file with DHR.

DHR will investigate your complaint and determine whether there is probable cause to believe that harassment/discrimination has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If harassment/discrimination is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, attorney’s fees and civil fines.

DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400, www.dhr.ny.gov.

Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.

 United States Equal Employment Opportunity Commission (EEOC)

The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.

The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred. In general, private employers must have at least 15 employees to come within the jurisdiction of the EEOC.

If an employee believes that he or she has been discriminated against at work, he or she can file a “Charge of Discrimination.” The EEOC has district, area and field offices where complaints can be filed. Contact the EEOC by calling (800) 669-4000 (800) 669-6820 (TTY), visiting their website at www.eeoc.gov or via email at info@eeoc.gov.

If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.

Local Protections

Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, NY, NY; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.

Contact the Local Police Department

If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.

Adopted by the Warsaw Public Library Board of Trustees on 11/13/2018

CONFLICT OF INTEREST POLICY OF WARSAW PUBLIC LIBRARY

 Article I

Purpose

The purpose of this conflict of interest policy (this “Policy”) is to protect the Warsaw Public Library’s  (the “Library”) interest when it is contemplating entering into a transaction, agreement or other arrangement that might benefit the private interest of an officer, trustee or Key Employee (as such term is defined herein) of the Library or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II

Definitions

  1. “Interested Person” means any trustee, officer or Key Employee who has a Financial Interest (as such term is defined below).
  2. “Financial Interest” means, directly or indirectly, through business, investment, or family:
  3. An ownership or investment interest in any entity with which the Library has a transaction or arrangement;
  4. A compensation arrangement with any entity or individual with which the Library has a transaction or arrangement; or
  5. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Library is negotiating a transaction or arrangement.
  6. “Key Employee” means any person who is in a position to exercise substantial influence over the affairs of the Library. The term Key Employee expressly includes the Director.
  7. “Related Party” means any (a) any trustee, officer or Key Employee of the Library or any Affiliate of the Library, (b) any Relative of any trustee, officer or Key Employee of the Library or any Affiliate of the Library or (c) any entity in which any individual described in (a) or (b) above has a thirty-five percent (35%) or greater ownership or beneficial interest or, in the case of a partnership or professional corporation, a direct or indirect ownership interest in excess of five percent (5%).
  8. “Related Party Transaction” means any transaction, agreement or any other arrangement in which a Related Party (as such term is defined herein) has a financial interest and in which the Library or any Affiliate of the Library is a participant.
  9. “Relative” of an individual means his or her spouse, ancestors, brothers and sisters (whether whole or half-blood), children (whether natural or adopted), grandchildren, great-grandchildren and spouses of brothers, sisters, children, grandchildren and greatgrandchildren and domestic partner.
  10. “Affiliate” of the Library means any entity controlled by, in control of, or under common control with the Library.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A Financial Interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a Financial Interest may have a conflict of interest only if the Library’s board of trustees (the “Board”) or an authorized committee thereof decides that a conflict of interest exists.

Article III

 Procedures

  1. Duty to Disclose

 In connection with any actual or possible conflict of interest, an Interested Person must disclose the existence of the Financial Interest and be given the opportunity to disclose all material facts to the Board and any authorized committee considering the proposed transaction or arrangement.

  1. Determining Whether a Conflict of Interest Exists

After disclosure of the Financial Interest and all material facts, and after any discussion with the Interested Person, he/she shall leave the Board or committee meeting while the determination of a conflict of interest is deliberated and voted upon. The remaining Board or committee members shall decide if a conflict of interest exists.

  1. Procedures for Addressing the Conflict of Interest
  2. An Interested Person may make a presentation at the Board or committee meeting, but after the presentation, he/she shall leave the meeting during the deliberation of, and the vote on, the transaction or arrangement involving the possible conflict of interest. The Interested Person shall not attempt to improperly influence the deliberation of or vote on the matter giving rise to the potential conflict of interest.
  3. The chairperson of the Board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
  4. After exercising due diligence, the Board or committee shall determine whether the Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
  5. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board or committee shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in the Library’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
  6. Violations of the Conflicts of Interest Policy
  7. If the Board or committee has reasonable cause to believe a person has failed to disclose an actual or possible conflict of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.
  8. If, after hearing the person’s response and after making further investigation as warranted by the circumstances, the Board or committee determines the person has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV

Records of Proceedings

 The minutes of the Board and all committees with board delegated powers shall contain:

  1. The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible conflict of interest, the nature of the Financial Interest, any action taken to determine whether a conflict of interest was present, and the Board’s or committee’s decision as to whether a conflict of interest in fact existed.
  2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V

Compensation

  1. No member of the Board may receive direct compensation from the Library. A voting member of the Board who receives compensation from the Library for services, indirectly, is precluded from voting on matters pertaining to that member’s compensation. For purposes of this article, reimbursement of reasonable expenses incurred in performance of duties as a trustee is not compensation.
  2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library for services is precluded from voting on matters pertaining to that member’s compensation.
  3. No voting member of the Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI

 Annual Statements

  1. Annual Statements

 Each trustee, officer, and key employee shall annually sign a statement (the “Annual Statement”) which affirms such person:

  1. Has received a copy of the Policy,
  2. Has read and understands the Policy,
  3. Has agreed to comply with the Policy,
  4. Understands the Library is charitable and in order to maintain its tax exempt status it must engage primarily in activities which accomplish one or more of its tax-exempt purposes, and
  5. Has set forth existing potential conflicts of interest.

 A form of Annual Statement for use by the Library is attached as Appendix A.

  1. Statement Required Prior to Initial Election of any Trustee

Each potential trustee of the Library shall be required to complete, sign and submit the Annual Statement to the Secretary of the Library prior to any initial election of such trustee to the Board.

Article VII

Periodic Reviews

To ensure the Library operates in a manner consistent with its charitable purposes and does not engage in activities that could jeopardize its tax-exempt status or are otherwise unlawful, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  1. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
  2. Whether partnerships, joint ventures, or other arrangements conform to the Library’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

Article VIII

Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, the Library may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.

 Article IX

Related Party Transactions

  1. In General

The Library shall not enter into a Related Party Transaction (as such term is defined in Article II, Section 5 of this Policy) unless such transaction is determined by the Board to be fair, reasonable and in the Library’s best interest at the time of such determination. Any trustee, officer or Key Employee who has an interest in a Related Party Transaction shall disclose in good faith to the Board, or an authorized committee thereof, the material facts concerning such interest.

  1. Procedure

Except as otherwise provided herein, the procedure for disclosing, addressing and documenting a Related Party Transaction shall be in accordance with the procedures set forth in Article III Section I, Article III Section 3 and Article IV of this Policy, respectively.

  1. Extraordinary Related Party Transactions

 With respect to any Related Party Transaction in which a Related Party has a substantial financial interest, the Board, or an authorized committee thereof, shall:

  1. Prior to entering into the transaction, consider alternative transactions to the extent available;
  2. Approve the transaction by not less than a majority vote of the Board or committee members present at the meeting; and
  3. Contemporaneously document in writing the basis for the Board’s or authorized committee’s approval, including its consideration of any alternative transactions

Appendix A

CONFLICT OF INTEREST POLICY OF WARSAW PUBLIC LIBRARY

Annual Statements by Trustees, Officers and Key Employees

 The undersigned, a trustee, potential trustee, officer and/or key employee of the Warsaw Public Library (the “Library”), affirms that:

  1. I have received a copy of the Library’s Conflict of Interest Policy (the “Policy”);
  2. I have read and understand the Policy;
  3. I agree to comply with the Policy;
  4. To the best of my knowledge, below is a list of every entity in which I am an officer, trustee, member, owner or employee and with which the Library has, or may have, a relationship:

○ NONE    ______________________________________________

  1. To the best of my knowledge, below is list of any transaction in which the Library is a participant and in which I might have a conflicting interest:

○NONE ______________________________________________

  1. I understand the Library is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

 

____________________________ ___________________________________________ 

Signature                                                   Print Name                                                                             Date

THIS FORM MUST BE DIRECTED TO THE SECRETARY OF THE LIBRARY, WHO MUST PROVIDE A COPY TO THE LIBRARY’S AUDIT COMMITTEE, OR, IN THE ABSENCE OF AN AUDIT COMMITTEE, TO THE LIBRARY BOARD PRESIDENT

Warsaw Public Library Board of Trustees Updated/ Revised: 2/13/2018

Warsaw Public Library Payment and Audit Policy

The Director of the Library shall be the fiscal officer and shall keep detailed accounts of all financial arrangements of the Board. Treasurer shall provide a financial report for each meeting. The Director shall present bills at each meeting for approval and cause the approved payment of bills to be presented to the treasurer for payment.

The abstract of all payments made will be reviewed for accuracy and accounting by at least two board members, and then approved by Board motion.

Responsibilities

  • Approves vouchers and invoices submitted to the Library. Ensures proper documentation and itemization are provided and that payment is for proper library purposes.
  • Indicates his or her approval of claims by signing or initialing each individual voucher.

 Audit Checklist

  1. The voucher packet includes an original invoice.
  2. The invoice specifies the description and price of the items.
  3. The director’s signature is provided authorizing the release of payment.
  4. No unauthorized taxes are paid, discounts are taken, and shipping charges, where applicable, are accurate.
  5. If required, there is a receiving signature indicating work has been completed and/or materials were delivered satisfactorily.
  6. Charges are not duplicates of items already paid.
  7. The payment is for a valid and legal purpose.
  8. The unit price billed on the invoice does not exceed the bid or contract authorization.
  9. If required, a contract or purchase order is on file supporting the amount paid.
  10. There is supporting documentation if the expenditure was required to be bid.
  11. There is evidence the Library policy was followed (written or verbal quotes were obtained) if the expenditure was not required to be bid.
  12. The expenditure complies with Board policy (e.g., travel and conference reimbursements and credit card use).
  13. Contract provisions and/or Board minutes support invoices for professional services.
  14. The batch printout corresponds with all voucher/invoice packets; check corresponding voucher numbers on each invoice, vendor information and total paid. Initial certification to each entry on the voucher/invoice.
  15. Report any findings or concerns to the Board President.

Board Approved 2/13/2018

Warsaw Public Library Board of Trustees 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.

 Board Approved/Adopted: 2/13/2018

 

 

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