Internal Policies

Code of Ethics/Conduct

• Resources
  • Public Library Trustee Ethics Statement (United for Libraries, ALA)

Conflict of Interest

• Resources
  • Non-Profit Revitalization Act (2013) and NYS Libraries and Library Systems (New York State Library)

Equity, Diversity, & Inclusion Statement

Meeting Procedures

Training Mandates

• Resources
  • Trustee Education Requirements
  • Sexual Harassment Prevention Training

Removal of a Trustee

• Resources
  • Powers of trustees of institutions, Education (EDN) Chapter 16, Title 1, Article 5, Part 1, §226
  • Compilation of bylaw clauses related to removal of a trustee from libraries in New York

Artificial Intelligence

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)
  • 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. 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 and Implications for Nonprofits
      • Independent Sector
      • GuideStar

Code of Ethics

• Code of Ethics (ALA)

Public Access to Records (FOIL)

Public Relations

• Resources
  • Crisis Communication Plan
    • 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

Audit/Review Schedule

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)

Credit Card

Data Security

• Resources
  • Information Technology Governance, Local Government Management Guide (OSC)

Disposition of Surplus Property

• Resources
  • §104-c Disposal of surplus computer equipment
  • §318 Distribution of surplus computers

Friends Group Memo of Understanding

• Resources
  • Sample Memorandum of Understanding Between Friends and Libraries (United for Libraries, ALA)

Fundraising/Gift Acceptance

Inventory/Fixed Assets

Investments

• Resources
  • Investing and Protecting Public Funds, Local Government Management Guide (OSC)
  • Public Library Investments, Public Library District Toolkit (New York State Library)

Online Banking & Wire Transfers

• Resources
  • Cash Management Technology, Local Government Management Guide (OSC)

Petty Cash

Purchasing/Procurement

Reserve Funds

• Resources
  • Capital Projects Fund, Local Government Management Guide (OSC)

Travel & Conference

Whistleblower

• 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)

Airborne Infections Disease Exposure Prevention Plan / Pandemic Response Plan

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)
  • Additional resources in the MHLS Facilities Toolkit

Workplace Safety/Violence Prevention