Mid-Hudson Library System

Internal Policies Development Tips & Samples

The library boards’ ultimate responsibility is to ensure and protect the reputation of the institution – best realized through the adoption of clearly written library policies. Written policies provide consistency for patrons and staff, help to resolve misunderstandings, reduce incidents of conflict and help to protect from litigation.

The MHLS Public Library Policies Development Tips & Samples is divided into four key parts:

Policy Basics | Internal Policies | External Policies | Essential Documents

Internal Policies:
Policies that impact library operations.

Board

Code of Ethics/Conduct
- Resources:
  - Public Library Trustee Ethics Statement (United for Libraries, ALA)
- Sample Policies:
Conflict of Interest
- Resources:
  - Non-Profit Revitilization Act (2013) and NYS Libraries and Library Systems (New York State Library)
- Sample Policies:
  - Hendrick Hudson Free Library
  - Mid-Hudson Library System
  - New York Library Association
  - Annual Disclosure Form
    - Mid-Hudson Library System
Equity, Diversity, and Inclusion Statement
Meeting Procedures
- Kent Public Library
- Patterson Library
- Public Comment
- Videoconferencing
  - Resources:
    - Guidance from the NYS Committee on Open Government
  - Sample Policies:
- Protests
  - Resources:
    - Responding to and Preparing for Controversial Programs and Speakers Q&A (ALA)
  - Sample Policies:
    - Northland Public Library (PA)
    - University of Wisconsin-Madison (WI)
Training Mandates:
- Resources:
  - Trustee Education Requirements
  - Sexual Harassment Prevention Training
- Sample Policies:
Removal of a Trustee
- Resources:
  - Powers of trustees of institutions, Education (EDN) Chapter 16, Title 1, Article 5, Part 1, §226
- Sample policies:

Administrative

Inclement Weather/Closing
Records Retention
- Resources:
  - Retention and Disposition of Library and Library System Records by Warren F. Broderick, NYS Archives
    - Public libraries are required to adopt and follow Retention and Disposition Schedule for New York Local Government Records (LGS-1) from the New York State Archives by January 1, 2021.
    - Association libraries are “not required to use a State schedule to dispose of records” (Source: Retention and Disposition of Library and Library System Records by Warren F. Broderick)
  - While public libraries currently are not under Sarbanes-Oxley, the law provides guidance on minimum retention requirements that MHLS recommends libraries follow. The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored.
    - The Sarbanes-Oxley Act and Implications for Nonprofits
      - Independent Sector
      - GuideStar
    - Sample Document Destruction Policy
      - American Institute of Certified Public Accountants
      - Public Counsel
Code of Ethics
- Code of Ethics (ALA)
Public Access to Records (FOIL)
- Public Libraries:
  - Heermance Memorial Library
  - Poughkeepsie Public Library District
- Association Libraries:
  - Roeliff Jansen Community Library
Public Relations
- Hazeltine Public Library
- Kent Public Library
- Kinderhook Memorial Library
- Crisis Communication Plan
  - Resources:
    - Crisis Communication Information Resources & Tools (ALA)
Sustainability
- Resources:
- Sample Policies:

Policies – Internal

Internal Policies Development Tips & Samples

Board

Administrative

Financial Controls

Personnel

Safety

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