Policies – Internal
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:
- Resources:
- Conflict of Interest
- Resources:
- Sample Policies:
- Equity, Diversity, and Inclusion Statement
- Meeting Procedures
- Kent Public Library
- Patterson Library
- Public Comment
- Videoconferencing
- Resources:
- Sample Policies:
- Protests
- Training Mandates:
- Removal of a Trustee
- Resources:
- Powers of trustees of institutions, Education (EDN) Chapter 16, Title 1, Article 5, Part 1, §226
- Sample policies:
- Resources:
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
- Sample Document Destruction Policy
- Retention and Disposition of Library and Library System Records by Warren F. Broderick, NYS Archives
- Resources:
- Code of Ethics
- Public Access to Records (FOIL)
- Public Libraries:
- Association Libraries:
- Public Relations
- Hazeltine Public Library
- Kent Public Library
- Kinderhook Memorial Library
- Crisis Communication Plan
- Sustainability
- Resources:
- Sample Policies:
Financial Controls
- Audit/Review Schedule
- Public Libraries:
- Association Libraries:
- Claims Audit Process
- Sample Policies:
- Credit Card
- Data Security
- Resources:
- Information Technology Governance, Local Government Management Guide (OSC)
- Sample Policies:
- Resources:
- Disposition of Surplus Property
- Resources:
- Sample Policies:
- Friends Group Memo of Understanding
- 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)
- Sample Policies:
- Public Libraries:
- Association Libraries:
- Resources:
- Online Banking & Wire Transfers
- Resources:
- Cash Management Technology, Local Government Management Guide (OSC)
- Sample Policies:
- Resources:
- Petty Cash
- Purchasing/Procurement
- Public Libraries:
- Association Libraries:
- Reserve Funds
- Resources:
- Capital Projects Fund, Local Government Management Guide (OSC)
- Sample Policies:
- Albany Public Library
- Kent Public Library
- North Shore Public Library
- Patterson Library: Operating | Capital
- Resources:
- Travel & Conference
- Whistleblower
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)
- 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)
- Federal
- Sample Policies
Safety
- 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)
- Resources:
- Sample Plans:
- Anderson-Lee Library
- Emergency Procedures Manual, Elmhurst Public Library (IL)
- Emergency Preparedness & Disaster Plan, Hamburg Public Library
- Security and Technology Disaster Recovery Plan Policy, Mendon Public Library
- Emergency Planning & Disaster Policy, Staatsburg Library
- Emergency Plan, West Hurley Public Library
- Workplace Safety/Violence Prevention
- Workplace Violence Prevention Policy Statement, Saratoga Springs Public Library
- Opioid Overdose Prevention Program Procedures, Patterson Library
- Injury and Illness Prevention Program for Workplace Violence Prevention, Commack Public Library
