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

BOARD

• Code of Ethics/Conduct
  •  Resources:
    • Public Library Trustee Ethics Statement (United for Libraries, ALA)
  • Sample Policies
• Conflict of Interest
  • Resources
    • Non-Profit Revitalization Act (2013) and NYS Libraries and Library Systems (New York State Library)
  • Sample Policies
    • Annual Disclosure Form
      • Mid-Hudson Library System
• Equity, Diversity, and Inclusion Statement
  • Sample Policies
• Meeting Procedures
  • Sample Policies
• Public Comment
  • Sample Policies
  • 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

• 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
  • View Samples
• Records Retention
  • View Samples
  • 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)
  • View Samples
• Public Relations
  • View Samples
• Crisis Communication Plan
  • Resources:
    • Crisis Communication Information Resources & Tools (ALA)
• Sustainability
  • Resources:
    • Resolution for the Adoption of Sustainability as a Core Value of Librarianship (2019)
    • Sustainability in Libraries: A Call to Action (ALA)
    • Sustainable Libraries Initiative
  • View Samples

FINANCIAL CONTROLS

• Audit/Review Schedule
  • View Samples
• Claims Audit Process
  • Resources:
    • Claims Auditing (OSC)
    • Improving the Effectiveness of Your Claims Auditing Process, Local Government Management Guide (OSC)
    • Audits of Public Libraries: Common Findings (MHLS)
  • View Samples
• Credit Card
  • View Samples
• Data Security
  • Resources:
    • Information Technology Governance, Local Government Management Guide (OSC)
  • View Samples
• Disposition of Surplus Property
• Resources:
  • 104-c Disposal of surplus computer equipment
  • 318 Distribution of surplus computers
  • View Samples
• Friends Group Memo of Understanding
  • Resources:
    • “A Primer of Friends Operating Agreements,” Friends of Libraries Section, NYLA
    • Sample Memorandum of Understanding Between Friends and Libraries (United for Libraries, ALA)
  • View Sample MOUs
• Fundraising/Gift Acceptance
  • View Samples
• Inventory/Fixed Assets
  • View Samples
• Investments
  • Resources:
    • Investing and Protecting Public Funds, Local Government Management Guide (OSC)
    • Public Library Investments, Public Library District Toolkit (New York State Library)
  • View Samples
• Online Banking & Wire Transfers
  • Resources:
    • Cash Management Technology, Local Government Management Guide (OSC)
  • Sample Policies
• Petty Cash
  • View Samples
• Purchasing/Procurement
  • View Samples
• Reserve Funds
• Resources:
  • Capital Projects Fund, Local Government Management Guide (OSC)
  • View Samples
• Travel & Conference
  • View Samples
• Whistleblower
  • View Samples

PERSONNEL

• Resources:
  • Development Personnel Policies, Community Tool Box. University of Kansas
  • Fair Labor Standards Act
  • Required policies (the following is offered for information purposes only, MHLS is not in a position to provide legal advice):
    • Federal
      • Equal Employment and Anti-Discrimination Policy
      • Family Medical Leave Act (FMLA) Policy (50 or more employees)
      • Jury Duty Leave
      • Military Service Leave
      • Sexual Harassment Policy
    • New York State:
      • Crime Victim Leave
      • Domestic Violence Leave
      • FMLA
      • Jury Duty Leave (10 or more Employees)
      • Lactation
      • Meal and Rest Breaks
      • Military Service Leave
      • Organ and Bone Marrow Donor Leave (20 employees)
      • Paid Family Leave
      • Paid Time Off
      • Sexual Harassment Prevention Policy
      • Sick Leave
      • Volunteer Emergency Responders Leave
      • Voting Leave
      • Retirement Savings Plan (10 or more employees)
• View Samples

SAFETY

• Airborne Infections Disease Exposure Prevention Plan / Pandemic Response Plan
  • View Samples
• Disaster Preparedness Plan / Emergency Action Plan / Continuity of Operations Plan (COOP) / Incident Action Plan
  • Resources:
  • Templates
    • Librarian’s Disaster Planning and Community Resilience Guide Book and Workbook (New Jersey State Library)
    • Template: Library Employees Emergency Response Procedures & Instructions: How to complete the Library Employees ERP Template (Massachusetts Library System)
    • Pocket Response Disaster Plan Template
    • dPlan
  • Tools & Info:
    • Evacuation Plans and Procedures Tool (OSHA)
    • Emergency Action Plan Checklist (OSHA)
    • Emergency Preparedness and Response: How to Safely Stabilize, Salvage, and Recover Collections in a Water Emergency, National Library of Medicine
    • Workplace Violence (OSHA)
    • Information Technology Contingency Planning, Local Government Management Guide (OSC)
  • View Samples
• Workplace Safety/Violence Prevention
  • View Samples