LOGO jpg.jpg

Policy Manual

of the

Macedon Public

Library

Revision begun June 2016/completed and approved July 2017

TABLE OF CONTENTS:  

SECTION A: Introductory Information                        

1     Library Mission Statement & Values                                                            

2     Library Bill of Rights (ALA)                                                                           

3     Code of Ethics (ALA)                                                                                      

4     Statement of Ethics for Trustees                                                                                            

SECTION B: Financial Policy

1     Financial Integrity and Accountability

2     Budget

3     Payment of Bills

4     Purchasing

5     Conference/Travel Meal Costs

6     Claims Auditor

7     Investment Policy

12   Schedule of Eligible Securities

13   Annual Audit        

14   Monthly Financial Report

15   Deposit of Funds

16   Gifts & Donations

17   Disposal and Sales of Surplus or Donated Items

18   Petty Cash                

19   Credit Card Policy

20   Online Banking

21   Financial Signature/Review Policy

22   IRS Form 990 and Municipal Annual Report

23   Record Retention

24   Accepted Financial Procedures

31   Chart Describing Segregation of Duties

SECTION C: Personnel Policy

1     Disclaimer

2     Organizational Hierarchy

3     Definitions and Hours of Operation

4     Observed Holidays

5     Emergency Closings

6     Compensation for Emergency Closings

7     Absences/Tardiness Due to Severe Weather or Other Emergencies & Disability

8     Job Descriptions and Compensation

9      Employee Conduct

10    Rest Periods

11    Unexcused Absences

TABLE OF CONTENTS (CONTINUED)

SECTION C: Personnel Policy (continued)

12    Dress Code

13    Personal Use of Library Equipment

14    Recruitment & Employment

15    Personnel Records

16    Employment Procedures and Terms of Employment

17    Nepotism

18    Library Board Responsibilities

21    Library Director Responsibilities

24    Staff Development Opportunity/Mileage

25    Vacation and Leave

27    Performance Evaluation

28    Sexual Discrimination/Harassment

29    Use of Volunteers

30    Reductions in Staff and Hours

31    Smoking Policy

32    Substance Abuse Policy/Drug Free Workplace

SECTION D: Operations Policy

1     Unattended Children

2     Open Meeting Law

3     Staff & Trustees Subject to Same Rules as Public

4     Public Relations

5     Disposal of Library Property

6     Gifts

7     Donor Bill of Rights

8     Programming: Children & Adults

9     Interlibrary Loan (ILL)

10   Borrowing Privileges

11   Overdues, Fines & Fees

13   Willful Destruction of Library Property

14   Internet/Public Access to Computers

16   Confidentiality of Patron Borrower Records

18   Purchase of Materials for Personal Use

19   Disruptive Behavior

20   Wireless Policy

21   Friends of Macedon Public Library

SECTION E: Collection Development Policy

1     Freedom to Read

2     Free Access to Libraries for Minors

4     Restricted Access to Library Materials

5     Freedom to View

6     Statement on Labeling (ALA)

TABLE OF CONTENTS (CONTINUED)

SECTION E: Collection Development Policy (continued)

7     Materials Selection

8     Responsibility for Selection

10    Weeding

11    Requests for Reconsideration

12    Bullis Collection

APPENDIX

1     Page Job Description

2     Clerk Job Description

3     Programming Librarian Job Description

5     Library Assistant Job Description

6     Annual Performance Evaluation  

12   Volunteer Application

13   Employment Application

14   Exit Interview

15   Reconsideration Request

16   Procurement Policy

20   Emergency Plan

33   Whistle Blower Agreement

35   Conflict of Interest Agreement

ADDENDUM: BULLIS ROOM POLICY

1  Introduction

2  Circulation of Materials

3  Lost or Damaged Materials

4  Care & Maintenance

5  Organization

6  Donations & Acquisitions

7  Duties

Section A:

INTRODUCTORY INFORMATION

SECTION A: Introductory Information                        

1     Library Mission Statement & Values                                                            

2     Library Bill of Rights (ALA)                                                                           

3     Code of Ethics (ALA)                                                                                      

4     Statement of Ethics for Trustees        

Section A: Introductory Information                                                        A-1        

Subsection: Library Vision, Mission Statement and Values

Vision

To connect people and ideas while inspiring delight and a strong desire to return.

Mission Statement

Connecting people and ideas with outstanding customer service, easy access to diverse, relevant resources and a memorable experience.

Values

  1. Integrity:  All patron information will be treated with absolute confidentiality at all times.
  2. Communication: We will keep the community informed of our resources, programs and services and use a variety of tools to keep the lines of communication open.
  3. Creativity: We will offer resources, programs and services targeted at promoting creativity within the community.
  4. Accountability: We will be openly accountable to the community members.
  5. Respecting Diverse Needs:  We recognize that there are many different reasons people choose to use the library.  We respect educational and recreational informational needs and do not judge the needs patrons choose to unveil to us.
  6. Community Partnership: We strive to partner with local community members, businesses and organizations to provide the best possible library.
  7. Ethical and Professional: All library staff and volunteers will consistently treat patrons honestly, amiably and professionally.  
  8. Commitment to Excellence:  All library staff will be trained thoroughly at staff meetings, system meetings and attendance at library or technology orientated conference in order to provide the highest level of service.
  9. Optimistic Attitude: There will consistently be a positive, uplifting vibe in the library.
  10. Inspiring and Empowering: All staff will go above and beyond to both inspire and empower community members to reach and exceed their information needs.
  11. Delight: Patrons will leave the library delighted and have a strong desire to return.  

Section A:         Introductory                                                                        A-2

Subsection:  Library Bill of Rights (ALA)

The American Library Association (ALA) 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 representing all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

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

4.          Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

5.          A person’s right to use a library should not be denied or abridged because of origin, age, background or views or any physical or mental challenges.

6.          Libraries which make exhibits 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.

 

6/18/48             Adopted by ALA

10/19/79           Amended by the ALA Council

Section A:         Introductory                                                                        A-3

Subsection:  Code of Ethics (ALA)

As members of the American Library Association (ALA), 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 ALA Code of Ethics states the values to which we are committed and embodies the ethical responsibilities of the profession in this changing 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.

 

             I.      We provide the highest level of services to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased and courteous responses to all requests.

                            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.

                            IV.      We recognize and respect intellectual property rights.

                             V.      We treat co-workers and other colleagues with respect, fairness and good faith. We advocate conditions of employment that safeguard the rights and welfare of all employees or our institutions.

                      VI.      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 co-workers, and by fostering the aspirations of potential members of the profession.

Section A: Introductory                                                                        A-4

Subsection: Statement of Ethics for Trustees

Trustees must promote the highest level of library service while observing ethical standards.

Trustees must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues or the institution.

It is incumbent upon any trustee to disqualify himself/herself immediately whenever the appearance of a conflict of interest exists.

Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution.

A trustee must respect the confidential nature of library business while being aware of and in compliance with New York’s Freedom of Information Act.

Trustees must be prepared to support to the fullest the efforts of librarians to resist censorship of library materials by groups or individuals.

Trustees who accept appointment to the library board are expected to perform the duties and responsibilities of a trustee.

Endorsed by the boards of directors of the American Library Trustee Association and the Public Library Association, 6/85.

In addition, A Handbook of Trustee Duties and Responsibilities shall be provided by the library to incoming trustees, who will be encouraged to familiarize themselves with it.

Section B:

FINANCIAL POLICY

SECTION B: Financial Policy

1     Financial Integrity and Accountability

2     Budget

3     Payment of Bills

4     Purchasing

5     Conference/Travel Meal Costs

6     Claims Auditor

7     Investment Policy

12   Schedule of Eligible Securities

13   Annual Audit        

14   Monthly Financial Report

15   Deposit of Funds

16   Gifts & Donations

17   Disposal and Sales of Surplus or Donated Items

18   Petty Cash                

19   Credit Card Policy

20   Online Banking

21   Financial Signature/Review Policy

22   IRS Form 990 and Municipal Annual Report

23   Record Retention

24   Accepted Financial Procedures

31   Chart Describing Segregation of Duties

Section B: Financial Policy                                                                        B-1

Subsection: Financial Integrity and Accountability

The Macedon Public Library (MPL) Board of Trustees recognizes their responsibility, to the residents and taxpayers of the Town of Macedon, to assure that the library maintains an internal accounting and administrative control system that protects the Library’s financial resources.  

 

The MPL Board of Trustees will serve in an advisory and oversight role so as to assure that the integrity of the Library’s finances remain unimpeachable.

 

The Director is responsible for developing and maintaining a system of internal financial controls that will adequately protect the library’s assets and funds.  This system of control should involve the staffing and oversight necessary to assure its success.  This system should address controls at the departmental as well as library wide level.

 

The internal control system should be established in accordance with the standards established by the New York State Comptroller’s Office. The internal controls should be periodically reviewed, evaluated and adjusted.  The Director will report evaluations and changes in the internal control system to the MPL Board of Trustees as identified at each regularly scheduled board meeting.

 

The library’s Auditor will submit a written report on the state of the library’s internal controls as a part of the annual audit.

Section B: Financial Policy                                                                        B-2

Subsection: Budget

Budget

 

The Director shall annually draft a preliminary budget for discussion and development by the MPL Board of Trustees.

 

The MPL Board of Trustees will review the proposed annual budget proposal during a regularly scheduled open public meeting.

A Budget Committee, appointed by the President, will prepare an operating budget which includes cost for all programming, management and fund raising and all sources of funding for the following fiscal year that will be presented to the Board of Trustees at the August meeting.  This operating budget shall also be presented to the Town Board members at a date chosen at their pleasure in either September or October.  All members of the budget committee will attend this meeting. Trustees not on the budget committee are also urged to attend this presentation to show support for the proposal.

Section B: Financial Policy                                                                        B-3

Subsection: Payment of Bills

Payment of Bills

 

The fiscal year of the Library shall run from January 1 through, and including, December 31.

 

Bills incurred by the Library shall be presented to the MPL Board of Trustees at each regular MPL Board Meeting. The voucher, invoice and unsigned check for each bill payment shall be reviewed and approved by MPL Board motion as is appropriate.  After such approval, the Finance Officer and Director will co-sign each check used for payment.  If the Finance Officer is unable to sign a check, another authorized Board of Trustees member may do so.

 

The Director may pre-pay payroll and employment tax bills from a separate payroll account requiring only the Director’s signature.  All payroll timesheets shall be checked against the payroll report and bank statement showing the transfer of funds for payroll payment.  A report of any such payments will be made to the Board of Trustees at the next regularly scheduled Board meeting.

 

The Director may pre-pay other bills (such as utilities, personnel benefits or those that carry a significant penalty for late payment) with a check co-signed by the Director and Finance Officer (or another authorized Board member.)  A report of any such payments will be made to the Board of Trustees at the next regularly scheduled Board meeting.

The Director, Finance Officer and one other specially designated MPL Trustee shall have signature cards filed at Lyons National Bank for the purpose of signing checks.

Section B: Financial Policy                                                                        B-4

Subsection: Purchasing

Purchasing

 

All products purchased by the Library require a signed voucher.  The Director is responsible for the signing and maintaining of all vouchers. The Director may delegate portions of that duty to appropriate staff.

 

All services procured by the Library require a written contract.  The Director is responsible for the signing and maintaining of contracts.  The Director may delegate portions of that duty to appropriate staff.

 

All Library purchases will be made in a lawful manner.  Purchases that must by law be made through the competitive bidding process are to be made through the competitive bidding process.  

 

The competitive bidding threshold under General Municipal Law for contracts for public works is $20,000 and the threshold for purchase contracts is $10,000.

 

If, in the opinion of the Director, a purchase that exceeds the thresholds needs not be subject to competitive bidding, the Director will make a recommendation for purchase to the Board of Trustees and present the reasons why bidding is not required.  This will be done at a regular meeting of the Board of Trustees.  The Board must agree by legal vote with the Director’s recommendation for the purchase to be made.  Reasons to dispense with competitive bidding may include emergencies, leases, professional services and sole source procurements.

 

When it is in the Library’s benefit to add to or upgrade an existing system or equipment by using the same vendor who supplied the original existing system or equipment the Director must get Board approval before making such a purchase if the purchase will exceed the competitive bidding threshold.

 

Items or services costing at least $10,000 will be brought to the attention of the full Board of Trustees for discussion and approval.

 

The Director may authorize the purchase of items or services costing less than $10,000.

 

For purchases that exceed $5,000 the Director should get at least two bids.  For any purchase that exceed $7,500 the Director should get at least three bids.

Section B: Financial Policy                                                                         B-5

Subsection:Conference/Travel Meal Costs:

Meal costs (excluding alcoholic beverages) for travel-related approved conferences shall be regulated by board approval. The Macedon Public Library allows $30 per day for meals for employees attending out-of-system conferences.

Reimbursement for Conference/Travel Meal costs are contingent upon the amount of money available within the budget.  Reimbursement will not be available once the funds allocated to this budget line are expended.  Check with the Treasurer or Director to plan accordingly if attending a conference.

In all instances, itemized receipts must accompany the request for reimbursement.

Section B: Financial Policy                                                                        B-6

Subsection: Claims Auditor

The Claims Auditor will be appointed by the Board to ensure that all expenditure vouchers are properly itemized and documented before payments are made. To maintain the position's independence, the claims auditor will be someone who is independent of both the purchasing and check signing functions. The Claims Auditor must delegate the role to another trustee in their absence.

Responsibilities:

-Approves vouchers and invoices submitted to the library board prior to their payment.

-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, which will then be forwarded to the Treasurer for the preparation of checks and to the Board of Trustees for approval.

Audit Checklist:

1. The voucher packet includes an original invoice.

2. The invoice specifies the description and price of the items specified on the purchase order.

3. No unauthorized taxes are paid, discounts are taken, and shipping charges (where applicable) are accurate.

4. There is a receiving signature indicating work has been completed and/or materials were delivered satisfactorily.

5. Charges are not duplicates of items already paid.

6. The proposed payment is for a valid and legal purpose.

7. The unit price billed on the invoice does not exceed the bid or contract authorization.

8. There is supporting documentation if the expenditure was required to be bid.

9. There is evidence the library system policy was followed (written or verbal quotes were obtained) if the expenditure was not required to be bid.

10. The expenditure complies with Board policy (ex: Credit Card)

11. Contract provisions and/or Board minutes support invoices for professional services.

12. Shipping address is Macedon Public Library address.

13. The batch list of all warrants corresponds with all submitted voucher packets

-check there are consecutive voucher numbers on each invoice

-vendor information and total to be paid is clear

-Initial your certification to each entry on the batch printout as well as on each voucher/invoice.

-Initial your certification of total batch expenditures.

16. Report any findings or concerns to the Board President.

Section B: Financial Policy                                                                        B-7

Subsection: Investment Policy

Scope

 

This investment policy applies to all monies and other financial resources available for investment by the Macedon Public Library on its own behalf or on behalf of any other entity or individual.

 

Objectives

 

The primary objectives of the Macedon Public Library’s investment activities are, in priority order,

 

1) to conform to all applicable federal, state and other legal requirements (legal),

2) to adequately safeguard principal (safety),

3) to provide sufficient liquidity to meet all operating requirements (liquidity) and

4) to obtain a reasonable rate of return (yield.)

 

Delegation of Authority

 

The MPL Board’s responsibility for administration of the investment program is delegated to the Library Director and/or his designees and the Treasurer who shall establish written procedures for the operation of the investment program consistent with these investment guidelines.  Such procedures shall include an adequate internal control structure to provide a satisfactory level of accountability based on a data base or records incorporating description and amounts of investments, transaction dates, and other relevant information and to regulate the activities of subordinate employees.

 

Prudence

 

All participants in the investment process shall seek to act responsibly as custodians of the public trust and shall avoid any transaction that might impair public confidence in the Macedon Public Library to govern effectively.

 

Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering safety of the principal as well as the probable income to be derived.

 

All participants involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions.

 

Diversification

 

It is the policy of the Macedon Public Library to diversify its deposits and investments by financial institution, by investment instrument, and by maturity scheduling.

Internal Controls                                                                                B-8

It is the policy of the Macedon Public Library that all moneys collected by any officer or employee be transferred to the Director within three days of deposit, or within the time period specified in law, whichever is shorter.

 

The Director is responsible for establishing and maintaining an internal control structure to provide reasonable, but not absolute, assurance that deposits and investments are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management’s authorization and recorded properly, and managed in compliance with applicable laws and regulations.

 

Designation of Depositaries

 

The banks and trust companies authorized for the deposit of monies are:

 

 Collateralizing of Deposits

 

In accordance with the provisions of General Municipal Law, § 10, all deposits of the Macedon Public Library, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured:

 

1)        By a pledge of “eligible securities” with an aggregate “market value”, or provided by General Municipal Law, § 10, equal to the aggregate amount of deposits from categories designated in Appendix A to this policy.

2)        By an eligible “irrevocable letter of credit” issued by a qualified bank other than the bank with the deposits in favor of the government for a term not to exceed 90 days with an aggregate value equal to 140% of the aggregate amount of deposits and the agreed upon interest, if any.  A qualified bank is one whose commercial paper and other unsecured short-term debt obligations are rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization or by a bank that is in compliance with applicable federal minimum risk-based capital requirements.

3)        By an eligible surety bond payable to the government for an amount at least equal to 100% of the aggregate amount of deposits and the agreed upon interest, if any, executed by an insurance company authorized to do business in New York State, whose claims-paying ability is rated in the highest rating category by at least two nationally recognized statistical rating organizations.

 

Safekeeping and Collateralization

 

Eligible securities used for collateralizing deposits shall be held by the Lyons National Bank and/or a third party bank or trust company subject to security and custodial agreements.

 

                                                                                                

B-9

The security agreement shall provide that eligible securities are being pledged to secure Macedon Public Library deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default.  It shall also provide the conditions under which the securities may be sold, presented for payment, substituted or released and the events which will enable the local government to exercise its rights against pledged securities.  In the event that the securities are not registered or inscribed in the name of the Macedon Public Library, such securities shall be delivered in a form suitable for transfer or with an assignment in blank to the Macedon Public Library or its custodial bank.

 

The custodial agreement shall provide that securities held by the bank or trust company, or agent of and custodian for, the Macedon Public Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities.  The agreement should also describe that the custodian shall confirm the receipt, substitution, or release of the securities.  The agreement shall provide for the frequency of revaluation of eligible securities and for the substitution of securities when a change in the rating of a security may cause ineligibility.  Such agreement shall include all provisions necessary to provide the Macedon Public Library a preferred interest in the securities.

 

Permitted Investments

 

As authorized by General Municipal Law, § 11, the Macedon Public Library authorizes the Director to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments:

 

1)        Special time deposit accounts,

2)        Certificates of deposits,

3)        Obligations of the United States of America,

4)        Obligations guaranteed by agencies of the United States of America where the payment of principal and interest are guaranteed by the United States of America,

5)        Obligations of the State of New York,

6)        Obligations issued pursuant to Local Finance Law § 24.00 or 25.00 (with approval of the State Comptroller) or by any municipality, school district or district corporation other than the Macedon Public Library.

7)        Obligations of public authorities, public housing authorities, urban renewal agencies and industrial development agencies where the general State statutes governing such entities or whose specific enabling legislation authorizes such investments.

8)        Certificates of participation (COPs) issued pursuant to General Municipal Law, § 109-b,

9)        Obligations of the Macedon Public Library, but only with moneys in a reserve fund established pursuant to General Municipal Law, § 6-c, 6-d, 6-e, 6-g, 6-h, 6-j, 6-k, 6-l, 6-m, or 6-n.

 

All investment obligations shall be payable or redeemable at the option of the Macedon Public Library within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided and, in the case of obligations purchased with the proceeds of

                                                                                                

                                                                                                B-10

bonds or notes, shall be payable or redeemable at the option of the Macedon Public Library within two years of the date of purchase.

Authorized Financial Institutions and Dealers

 

The Macedon Public Library shall maintain a list of financial institutions and dealers approved for investment purposes and establish appropriate limits to the amount of investments which can be made with each financial institution or dealer.  All financial institutions with which the Macedon Public Library conducts business must be credit-worthy.  Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the Macedon Public Library.  Security dealers not affiliated with a bank shall be required to be classified as reporting dealers affiliated with the New York Federal Reserve Bank, as primary dealers.  The Director is responsible for evaluating the financial position and maintaining a listing of proposed depositories, trading partners and custodians.  Such listing shall be evaluated at least annually.

 

Purchase of Investments

 

The Director is authorized to contract for the purchase of investments:

 1)        Directly, including through a repurchase agreement, from an authorized trading partner.

2)        By participation in a cooperative investment program with another authorized governmental entity pursuant to Article 5G of the General Municipal Law where such program meets all the requirements set forth in the Office of the State Comptroller Opinion No. 88-46, and the specific program has been authorized by the Board of Trustees.

3)        By utilizing an ongoing investment program with an authorized tracking partner pursuant to a contract authorized by the Board of Trustees.

 

All purchased obligations, unless registered or inscribed in the name of the Macedon Public Library, shall be purchased through, delivered to and held in the custody of a bank

or trust company.  Such obligations shall be purchased, sold or presented for redemption or payment by such bank or trust company only in accordance with the prior written authorization from the Director.   All such transactions shall be confirmed in writing to the Macedon Public Library by the bank or trust company.  Any obligation held in custody of a bank or trust company shall be held pursuant to a written custodial agreement as described in General Municipal Law, § 10.

 

The custodial agreement shall provide that securities held by the bank or trust company, as agent of and custodian for, the Macedon Public Library, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or liabilities.  The agreement shall describe how the custodian shall confirm the receipt and release of securities.  Such agreement shall include all provisions necessary to provide the Macedon Public Library a perfected interest in the securities.

 

                                                                                                B-11

Repurchase Agreements

 

Repurchase agreements are authorized subject to the following restrictions:

 

1)        All repurchase agreements must be entered into subject to a Master Repurchase Agreement.

2)        Trading partners are limited to banks or trust companies authorized to do business in New York State and primary reporting dealers.

3)        Obligations shall be limited to obligations of the United States of America and obligations of agencies of the United States of America where principal and interest are guaranteed by the United States of America.

4)        No substitution of securities will be allowed.

5)        The custodian shall be a party other than the trading party.

Section B: Finance Policy                                                                        B-12

Subsection: Schedule of Eligible Securities

Schedule of Eligible Securities

 

1)        Obligations issued, or fully insured or guaranteed as to the payment of principal and interest, by the United States of America, an agency thereof or a United States government sponsored corporation.

2)        Obligations issued or fully guaranteed by the International Bank for Reconstruction and Development, the Inter-American Development Bank, the Asian Development Bank, and the African Development Bank.

3)        Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the Market Value of the obligation that represents the amount of the insurance guaranty.

4)        Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by a municipal corporation, school district or district corporation of such State or obligations of any public benefit corporation which under a specific State statute may be accepted as security for deposit of public moneys.

5)        Obligations issued by states (other than the State of New York) of the United States rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization.

6)        Obligations of Puerto Rico rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization.

7)        Obligations of counties, cities and other governmental entities of a state other than the State of New York having the power to levy taxes that are backed by the full faith and credit of such governmental entity and rated in one of the three highest rating categories by at least one nationally recognized statistical rating.

8)        Obligations of domestic corporations rated in one of the two highest rating categories by at least one nationally recognized statistical rating organization.

9)        Any mortgage rated securities, as defined in the Securities Exchange Act of 1934, as amended, which may be purchased by banks under the limitations established by bank regulatory agencies.

10) Commercial paper and bankers’ acceptances issued by a bank, other than the Bank, rated in the highest short term category by at least one nationally recognized statistical rating organization and having maturities of not longer than 60 days from the day they are pledged.

11) Zero coupon obligations of the United States government marketed as “Treasury strips”.

 

Section B: Financial Policy                                                                        B-13

Subsection: Annual Audit

Annual Audit

 

The Macedon Public Library will retain the services of a Certified Public Accountant who will provide advice and consultation to the Board of Trustees and the Director.

 

The accountant will also perform an annual audit and shall prepare a written report, including an opinion on the financial statements, at the close of each fiscal year.  This shall be done in accordance with generally accepted accounting principles and in conformity with the requirements of the New York State Office of the Comptroller.

 

Fifteen days after receipt by the Board of Trustees the audit and report shall be made available, through the Director, to anyone who wishes to view it.

Section B: Financial Policy                                                                        B-14

Subsection: Monthly Financial Report

Financial Report

 

The Director will present to the Board of Trustees a monthly financial report that will include:

 

1)  vouchers

2)  a summary of account cash balances

3)  a listing of coded receipts and disbursements including year-to-date totals for all library funds.

4)  monthly bank statement

5)  monthly deposit slips

6)  payroll report with timesheets

The MPL Board of Trustees shall:

1) Inspect all vouchers and assure unsigned check payments align with amount printed on invoice and voucher.

2) Inspect deposit slips and assure deposits align with financial reports and bank statement.

3) Inspect bank statement and assure it is in alignment with financial report.

4) Inspect timesheets and assure all align with payroll report.

5) Three trustees shall provide their signatures confirming they have carefully inspected all of the above.

Director and Finance Officer/Treasurer:

1) Upon complete inspection of all vouchers and checks and motion of the MPL Board to approve payment of invoices, the Director and Finance Officer (or other specially designated MPL trustee) shall both sign checks for payment of said invoices.

2) Bi-weekly, all checks issued by the agreed upon Payroll Service, shall be signed by two of the following three designated people: the Director, the Finance Officer and a specially designated trustee (only in the case that either the Director or Finance Officer is not available).

Section B: Financial Policy                                                                        B-15

Subsection: Deposit of Funds

 

The Director will designate a staff member to deposit all available library funds in the short-term account that he/she feel best meets the Library’s current financial needs.

 

The Director is to report the deposit of all Library funds to the Board of Trustees  in the monthly financial report.

The Board of Trustees expects that the staff member(s) will deposit all available Library funds into authorized accounts in a timely manner and return to the library promptly with the appropriate deposit slip(s) for filing.

Section B: Financial Policy                                                                        B-16

Subsection: Gifts & Donations

The Macedon Public Library welcomes financial and material donations.

 

Financial donations:

All gifts will be used at the Library’s discretion.  For donations in excess of $500.00, the person or institution may request a special usage agreement.  For donations between $500 and $999.99 this agreement can be made between the donor and the Director.  For gifts of more than $1,000 the Board of Trustees must approve the agreement.

 

Materials donations:

The Library may accept donations of library materials.  The Library will choose to accept materials based primarily on the condition of the item, the popularity of the item, the accuracy and currency of the information contained in the item and whether the item compliments the current holdings in the Library’s collections. Acceptance of the item is at the discretion of the Library Director.

 

The Macedon Public Library retains full control over all donated materials.  Donated items are added to the Library’s collections, given to other institutions, donated to Friends of the Macedon Public Library or disposed of in other ways at the sole discretion of the Library.   No agreement will be made to waive this control.

 

The Library does not offer pick-up service for donated material(s). Deliveries of donations must be arranged for during normal operational hours .

 

The Library will acknowledge all monetary donations exceeding $99.99 in writing. Only in the case of financial gifts will monetary values be assigned.  It is the responsibility of the donor to have materials appraised before donating them to the Library.

Section B: Financial Policy                                                                        B-17

Subsection: Disposal and Sales of Surplus or Donated Items

 

The Director may dispose of surplus items in any legal manner.  Disposals of items that originally cost more than $2,000 should be reported to the Board of Trustees.  Disposals of items that originally cost more than $10,000 should be pre-approved by the Board of Trustees.  The Director is authorized to sell surplus items by using a closed bid system.  The receipts of all such sales should be reported to the Board of Trustees at their next regular meeting.

 

The Director may dispose of donated items in any legal manner.  The Director is authorized to sell donated items using either a closed bid system for items valued at more than $500 or a set price system for items valued at less.  The sales of items using a closed bid system should be reported to the Board of Trustees at their next meeting.  The sales of items using a fixed price system should be reported to the Board of Trustees as a part of the monthly financial report.

Section B: Financial Policy                                                                        B-18

Subsection: Petty Cash

 

The Library will establish an account of $150 to be used for small purchases made at the discretion of the Director.  Receipts will be retained for all purchases made from the petty cash account and presented to the Board of Trustees as a part of the monthly warrant.  The petty cash fund shall be replenished following the approval of the monthly warrant at each regular meeting of the Board of Trustees.

Section B: Financial Policy                                                                                B-19

Subsection: Credit Card Policy

A bank business credit card can be established in the name of the Macedon Public Library and the specific name of the Library Director, and be issued to the Library Director.

Expenditures must be within the guidelines of the particular activity of the approved budget and not be used for personal expenses.

Macedon Public Library’s procurement procedures require the use of an invoice/receipt and a voucher form clearly indicating the purpose of the purchase.  

Online invoice printouts and email confirmations will be accepted as proof of purchase. Hardcopy receipts and documentation for each purchase will be attached with account assignment to the credit card statement and forwarded to the Board of Trustees and Finance Officer for payment.

 

The Director must be ready to explain all purchases if questioned.

Card usage must be reconciled with the monthly statement.  The Board of Trustees shall inspect said statement against the supplied receipts and documentation.

Discrepancies will be immediately investigated.  

Payment of the monthly statement must be made in a timely fashion so that finance charges are not incurred.

 

Failure to adhere to this policy constitutes misuse and will result in review, and may result in disciplinary action including termination, civil liability, and/or criminal prosecution.

Section B: Financial Policy                                                                        B-20

Subsection: Online Banking

The Macedon Public  Library has entered into a written agreement with Lyons National Bank (LNB) for online banking services. Unique id’s and passwords are individually secured.

Online banking will only take place on a designated computer located within the confines of the library. The Library Director serves as the administrator on the account.

The Treasurer is a sub-user on the account.

The Finance Officer is a view-only sub-user on the LNB account.

 All deposit accounts are held at Lyons National Bank. Internal account transfers, stopping payment on a check, and printing/viewing statements are authorized activities.

Wire transfers and electronic payments to vendors are not allowed, except debits in the following instances:

 • The payroll service is authorized to debit from Payroll Checking the amount of bi-weekly payroll, payroll taxes, and the payroll service fee per the submitted payroll file.

•NYS Retirement is authorized to debit from Payroll Checking the employee contributions withheld from employee’s paychecks per the Monthly Retirement Report.

Section B: Financial Policy                                                                        B-21

Subsection: Financial Signature/Review Policy

During each annual meeting, or as necessary, the following procedures will be performed:

1. The Board of Trustees shall approve new signers to each bank account.

2. The Board of Trustees shall approve any new and necessary bank accounts.

3. As required, new signers shall complete the appropriate signature card.

4. Name, address and telephone directory of Board of Trustees and officers will be obtained from the Board Secretary.

5. Recommended changes of the current accounting procedures should be approved.

6. All financial institutions should be notified of any changes to the authorized signers of the accounts within three (3) business days.  A copy of the minutes showing the resolution declaring the authorized signers shall be filed at the financial institution.

Section B: Financial Policy                                                                        B-22

Subsection: IRS Form 990 and Municipal Annual Report Policy

IRS Form 990 and Annual Report will be completed annually and a review copy will be made available to Library Trustees and to the Library Director at the March board meeting.  Any necessary corrections will be made.  The board will approve the completed form no later than the April board meeting.  The Treasurer will sign, date, and submit the form by the filing deadline.

The municipal AUD shall be filed within the proper timeline annually.  A review copy will be made available to Trustees and to the Library Director at the October Board Meeting. The Board will approve the completed form no later than the November board meeting.

Section B: Financial Policy                                                                        B-23

Subsection: Record Retention

Records are filed and stored by the Library Director in compliance with the New York State Records Retention and Disposition Schedule MU-1:

http://www.archives.nysed.gov/publications/records-retention-and-disposition-schedule-mu-1

Section B: Financial Policy                                                                         B-24

Subsection: Accepted Financial Procedures

Accepted Accounting Procedures

Monthly

On a monthly basis, the treasurer will review the fiscal records of the library from the previous month, including bank statements, deposit slips and vouchers.

In the event this review does not occur in a given month, then the records from two months will be reviewed by the treasurer.

The Treasurer will provide a monthly Report of Vouchers, Deposits, and Journal Entries from QuickBooks.

Monthly Checklist (Treasurer):

1. Examine Bank Statements and Reconciliations  

-Promptly reconcile the bank statement.

- Check for any inconsistent check numbers, signatures, cash balances and payees.  

-Initial and date first page of each bank statement reviewed.  

-Initial and Date Reconciliations  

-Present list of vouchers and unpaid bills details for review by the Claims Auditor (Financial Officer or other delegated Trustee). This will be approved at the next regularly scheduled meeting.

2. Reconcile each account promptly. All accounts will be reconciled no later than 30 days after receipt of the monthly bank statements. The following steps should be performed for each reconcilliation:

-A comparison of dates and amounts of any deposits as shown on the bank statements with Quickbooks.  

-An investigation of items rejected by the bank, i.e., returned checks or deposits.  

-A comparison of canceled checks with invoices, disbursement, and journal entries.  

-An accounting for the sequence of checks both from month to month and within a month.

- An examination of canceled checks for authorized signatures and alterations.  

-A review and proper mutilation of voided checks.  Investigate and write off checks which have been outstanding for more than one year.

3. Examine Lists of Invoices and Deposits and Journal Entries from QuickBooks  

-Spot check Date , Payee, Account, and Amount against Actual Invoices or Deposits on Bank Statements  

-Print and file monthly Report of Vouchers, Deposits, and Journal Entries from QuickBooks.  

-Reconcile bank accounts monthly using Quickbooks.  

-Prepare all financial reports.

Quarterly                                                                                         B-25        

-On a quarterly basis (October, January, April, July) the Financial Officer and one member of the finance committee will join the treasurer to review these records in addition to payroll records.

-In addition to the monthly Report of Vouchers, Deposits, and Journal Entries the Treasurer will also provide a Report of Payroll Transactions for the quarterly review. -These functions may be performed by the Financial Officer for a period of time up to six months in the event of a new treasurer.

 Quarterly Checklist:

 1. Examine Bank Statements and Reconciliations  

-Check Timeliness of Reconciliation

- Initial and Date Reconciliations

2. Examine Lists of Vouchers and Deposits and Journal Entries from QuickBooks  

-Check Date , Payee, Account, and Amount against Actual Invoices or Deposits on Bank Statements

- Initial and Date Vouchers and Deposits List

3. Examine Payroll Reports and Timesheets to assess for accuracy

-Initial and Date Payroll report

 4. Report to the Board of Trustees the results of the quarterly review using the Quarterly Audit Form (Appendix 1E).

-The report should be included in the minutes of the meeting when presented.

Yearly

  1. Contact contracted accounting firm for yearly audit and tax preparation.
  2. Prepare any files or reports requested by accounting firm.
  3. Meet with accounting firm representative.  
  4. File tax forms in a timely manner.  
  5. Collect Town of Macedon Tax Allocation and take directly to the bank for deposit in the money market account.  

Maintenance of General Ledger Procedures

Treasurer Responsibilities

1. File all receipts, deposits, and disbursements.

2.  Print and file payroll reports.

3. File all bank statements.

4. Manage the petty cash fund.

5.Double check all reimbursement requests against receipts provided.

6. Backup Quickbooks monthly (see procedure E).

7. These functions may be performed by the financial officer in the event of a vacancy and for a period of time up to six months for a new treasurer.

Bank Reconciliations

1. The Treasurer upon receipt of the completed bank reconciliations will prepare any general ledger adjustments.

2. Copies of the completed bank reconciliations will be made available to the financial officer for his/her review.

Other General Ledger Accounts Reconciliations                                                  B-26

1. Assets - These accounts will include petty cash, property and equipment.

-The balances in cash accounts should agree with the balances shown on the bank reconciliations for each month.

-Property and Equipment - The amounts in this account should equal the totals generated from the audited depreciation schedules. When additional purchases are made during the year, the balances in the accounts may be updated accordingly.

2. Liabilities - These accounts are described liabilities, or amounts due to others.

 -Payroll Tax Liabilities - The amounts in these accounts should equal amounts withheld from employee paychecks as well as the employers portion of the expense for the period that has not been remitted to the government authorities.

3. Other Income/Expenses - These accounts are described as income from fines, memorials, grants, and other expense line items.

-Other Income - The amounts charged to the various cash accounts should be reconciled with funding requests, funders reports, draw down schedules, etc.

-Gross Salary Accounts - The balances in the gross salary accounts should be added together and reconciled with the amounts reported on quarterly payroll reports.

Financial Statements Procedures

Monthly Reports

A set of month-end financial reports will be distributed to the Board of Trustees.

The reports should include:

-a consolidated balance sheet and consolidated income and expense report

-a budget-to-actual report for all accounts included in the annual operating budget

Year-End Reports

At the end of the fiscal year a year-end report should be prepared summarizing the total income and expense activity for the year. A balance sheet should be prepared as of December 30 and should be attached to the income and expense report.

*This report will be initially reviewed by the Financial Officer prior to distribution at the annual meeting. 

Insurance Protection Procedures

1. An insurance policy will remain in effect to cover loss by destruction or damage to the library building or contents, liability, or crimes.

2. Once a year the Audit Committee will verify that the insurance premiums have been paid for insurance coverage towards

-Commercial Application

-Property

-General Liability

                                                                                                

B-27

-Equipment Floater

-Workers’ Compensation

-Umbrella

-Officers’ and Director’s Liability.

3. Once a year the Audit Committee will review existing insurance coverage and endorsements, the amount of insurance, and premiums. Any recommendations to changes in coverage will be made to the Board of Trustees.

4. Claims for the following must be reported promptly, by contacting the insurance agency.

A. FIRE – In the event of fire call 911 immediately and notify the town supervisor

B. THEFTS AND VANDALISM – In the event of losses or damage to property contact the police by calling 911 immediately. Only the police are authorized to conduct an investigation or take action regarding criminal acts such as theft or vandalism.

C. DISHONESTY OF EMPLOYEES - Report losses immediately to the police and/or Audit Committee. Indicate the circumstances of the loss, the date of loss, location, and the amount of the loss. Once a loss due to the dishonesty of an employee becomes known, the insurance company may not pay for any future losses caused by such employee; there is a duty to report claims promptly and take action to prevent or reduce further loss.

D. LIABILITY OR INJURY TO NON-EMPLOYEE - Upon becoming aware of an incident which might lead to a liability claim and when a claim for liability is received, immediately notify the Library Director and give the director a completed incident report.

E. EMPLOYEE INJURY - Report injuries promptly. All other injuries (other than First Aid) must be reported immediately. Contact the Town of Macedon for details concerning filing a workers compensation claim

5. Every few years the Library Director should request insurance quotes for coverage purchased solely on behalf of the library.  There shall be at least 2 quotes provided in addition to the cost charged by the current provider.

Payroll Procedures

1. Timesheets are to be prepared by all staff persons and submitted biweekly. Time should be input on a daily basis and, if in writing, completed in ink. Correction fluid should never be used in preparing timesheets. If an error needs to be corrected, a line should be drawn through the item and the corrected information recorded, and initialed by the person who made the correction.

2. Timesheets are to be authorized by the staff person and his/her supervisor.

 3. All approved timesheets should be submitted to the Library Director, who will verify the hours worked against his/her record.

4. The Library Director should then process the time and report the information to the payroll service. The information reported should include: hours, sick leave, vacation leave, and holiday pay.

                                                                                                B-28

5. NYS Employee Retirement data should be reported by the Library Director or payroll service prior to the 7th of each month for the prior month.

Memorials and Donations Procedure

 1. Memorial gifts will be deposited directly into the memorial account in the general ledger.

2. Each gift will include a description in the ledger with the donor name and memorium designation in addition to the amount.

3. For donations exceeding $100, an acknowledgement will be mailed mentioning the donation amount.  This may serve as a receipt the donor may use for income tax purposes.

4. Donations, designating monetary gifts, will be handled in the same manner as memorials.

5. Donors of gifts other than cash will be offered a receipt form.  Donors will fill in the value of the donated items on the form and staff will sign the bottom of the form to indicate receipt of the items.

 7. All monetary donations will be deposited within a week of receipt.

Petty Cash Ledger Procedure

1. Petty Cash drawer will have a maximum balance of $150

2. When cash is taken for a purchase

A. Enter the date

B. Enter the amount taken under the appropriate line item column

C. Enter the new balance of the drawer

D. Two people Initial the entry

E. Place receipt for the purchase in the designated envelope.

3. At end of each month, 2 staff members will count the balance in the drawer and compare to the balance on the ledger and initial.

4. As needed:

A. Attach all receipts to the ledger page and submit to Treasurer for review

B. The Treasurer will reimburse the petty cash drawer for the total of the receipts, returning the drawer balance to $150

C. Upon replenishing the drawer to $150, begin new ledger sheet

Cash Drawer Excel Spreadsheet Procedure                                                         B-29

1. Receipts or register tape must be issued for all payments received, the receipt should include the date, payee, reason and amount. If a check is received the receipt should include the check number.

2. . On a daily basis, two employees must count the cash collected and compare the total to the total amount indicated on the Excel spreadsheet.

3. Every night, the highest ranking employee on duty will remove monies from the cash drawer.  The cash drawer will be have no more or less than $40 in it for the start of business the next day.  The money removed will be placed in an envelope.  The cash drawer and deposit envelope will be locked up at the close of business.

4. The cash drawer will be recounted each morning before the start of business to ensure it contains no more or less than $40.  

5. Money removed from the cash drawer will be deposited at the bank.  The deposit slip will be stapled to the Excel spreadsheet and filed in a three ring binder.  

6. All bank deposits will be made within a week of money being received.

7. Weekly the Director will:

-Total the amount received as indicated by each spreadsheet

-Total the amount printed on each deposit slip.

-Ensure that the total amounts for the spreadsheets and deposit slips balance.

8. Monthly the Director will:

-Supply access to the binder containing deposit slips and spreadsheets to the Finance Officer and Treasurer.  Finance Officer will reconcile this information with the information entered into Quickbooks and bank statements.

Operating Budget/Expense System/Finance Procedures

1. Income and expenses will be logged by the Treasurer using an approved financial ledger system and following accounting practices, which conform to accepted standards.

2. A Monthly Financial Report will be prepared by the Treasurer and presented to the Board of Trustees.

 3. The Board must approve expenses, i.e. conferences, travel, capital equipment (over $500).

 4. A checking account and savings account has been established for the Macedon Public Library and will be reconciled monthly by the Treasurer.

5. An Annual Financial Summary prepared by the Treasurer and audited by the Fiscal Officer will be submitted to the Board of Trustees.

B-30                

 6. An independent review of financial statements, prepared by a Certified Public Accountant at least every three years and/or in the event the Library Director is replaced.

7. IRS Form 990 and State Annual Report will be filed within proper time lines.

8. The municipal AUD shall be filed within the proper time line.

Section B: Financial Policy                                                                        B-31

Subsection: Chart Describing Segregation of Duties

ROLE:

Annual Report

Municipal AUD

Form 990

Paid Audit

Yearly Budget

Signature Cards

Bills

Payroll

Deposit of Funds

Verification of funds

Treas-

urer

Preparation of financial section

Preparation

Preparation

Implements policies and procedures identified and written by Board.  

Collaborates with Director, Finance Officer and Budget Committee to design a fiscally responsible budget proposal.

Does not have authority

to sign checks.

Enters data into Quick-

Books using

appro-

priate line numbers, de-

scriptions and vendor infor-

mation, cuts checks

Enters payroll report infor-

mation into Quick-

books.

Finance Officer

Review for accuracy

Review for accuracy

Review for accuracy

Collaborates with Director, Treasurer and Budget Committee to design a fiscally responsible budget proposal.

Signature card filed at bank.  Updated each January.

Reviews Quickbook reports to ensure vouchers received are in line with these reports and bank state-

ments.

Ensures payroll report coin-

cides with time-

sheets and bank debits

Checks bank statements against deposit slips for accuracy, checks Quickbooks reporting is correct

Director

Review for accuracy

Review for accuracy

Review for accuracy

Implements policies and procedures identified and written by Board.  Ensures staff follow all policies and procedures.  Makes report available to the public on website.

Collaborates with Finance Officer, Treasurer and Budget Committee to design a fiscally responsible budget proposal.

Signature card filed at bank.  Updated each January.

Purchases items and provides document-ation in the form of a voucher with receipt to the Treasurer, Finance Officer and Board of Trustees.

Ensures reported hours, vacation time, sick time and holiday time are correct. Reports annual wages to payroll service in Dec.

Claims Auditor

Scru-

tinizes all

Voucher packets at monthly board mtg.

Board of Trustees

Approval

Approval

Approval

Reviews report and amends policies and procedures accordingly to maintain internal controls

Collaborates with Director, Treasurer and Finance Officer to design a fiscally responsible budget proposal.

President or Vice-

President files signature card at bank.  Updated each January.

Authorizes

payment

Reviews report to check it coin-

cides with the bank debits.

 CPA

Paid to do a complete financial audit & procedural audit

ROLE:

Annual Report

Municipal AUD

Form 990

Paid Audit

Yearly Budget

Signature Cards

Bills

Payroll

Deposit of Funds

Verification of funds

Desig-

nated Staff Mem

ber

Takes money to bank for deposit, returns immediately with deposit slip

Counts all money for de

posit with Director to verify amount being deposited, ensures deposit slip matches, initials log sheet

Section C:

PERSONNEL POLICY

SECTION C: Personnel Policy

1     Disclaimer

2     Organizational Hierarchy

3     Definitions and Hours of Operation

4     Observed Holidays

5     Emergency Closings

6     Compensation for Emergency Closings

7     Absences/Tardiness Due to Severe Weather or Other Emergencies & Disability

8     Job Descriptions and Compensation

9      Employee Conduct

10    Rest Periods

11    Unexcused Absences

12    Dress Code

13    Personal Use of Library Equipment

14    Recruitment & Employment

15    Personnel Records

16    Employment Procedures and Terms of Employment

17    Nepotism

18    Library Board Responsibilities

21    Library Director Responsibilities

24    Staff Development Opportunity/Mileage

25    Vacation and Leave

27    Performance Evaluation

28    Sexual Discrimination/Harassment

29    Use of Volunteers

30    Reductions in Staff and Hours

31    Smoking Policy

32    Substance Abuse Policy/Drug Free Workplace

33    Vacation and Training/Conference Scheduling Policy

Section C: Personnel                                                                                C-1

Subsection: Disclaimer

Personnel policies are presented as a matter of information so employees may become acquainted with Macedon Public Library’s policies and rules.  While the Library believes in the policies here-in, they do not represent all conditions or terms of employment.

The Library reserves the right to modify, revoke, suspend, terminate or change any or all policies, in whole or in part, at any time, with or without prior notice, due to funding limitations, dynamic legal situations and/or requirements, and for other conditions or reasons currently unforeseen.

The language in this manual is not intended to create, nor is it to be construed as, a contract between the Library and one or all of its employees.

Section C: Personnel                                                                                C-2

Subsection: Organizational Hierarchy

 Org Chart Cell Phone Pic.jpg

Section C: Personnel                                                                                C-3

Subsection: Definitions and Hours of Operation

  1.  The work week shall consist of six days, Monday through Saturday.

  1. All employees work a variety of schedules which may include some weekends and evenings.

  1. The Library Director will establish work schedules.

  1. 40 hours per week will constitute full-time employment for the Library Director.

  1. 38 hours per week will constitute full-time employment for the Librarian I and Library Assistant.

  1. A part-time, Civil Service Library Clerk I may work up to, but not exceed 30 hours per week.

  1. A non-certified, part-time Library Clerk may work up to, but not exceed 20 hours per week.

  1. A temporary employee is defined as any employee retained for less than a four month period.

  1. Hours of operation:

        Monday-Thursday: 10 am-8 pm

        Friday and Saturday: 1 pm-5 pm

Section C: Personnel                                                                                C-4

Subsection: Observed Holidays

Full-time employees shall receive a full days’ pay for all observed holidays listed below:

New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day and the Day Following Thanksgiving

Christmas Eve, Christmas Day and the Day Following Christmas

New Year’s Eve Day

In the event that an observed holiday falls on a day when the library is routinely closed, full-time employees shall be given the option to take one floating day off.  The day shall be equivalent to the usual number of hours that constitutes a full-time day of work in their schedule (ex: Director would receive 8 hours).

The board reserves the right to add an additional day off to the scheduled holiday when it falls on a day when the library is routinely closed.  If an additional day is granted, full-time employees do not gain a floating day off.

If the observed holiday also encompasses a day the library chooses to remain open, but is not part of the full-time employees work schedule (ex: The Day After Christmas falling on Saturday), the full-time employee shall gain a floating day off.

Unobserved Federal Holidays (the library remains open):

Dr. Martin Luther King, Jr. Day

President’s Day

Columbus Day

Veteran’s Day

Section C: Personnel                                                                                C-5

Subsection:Emergency Closings

Since Macedon Public Library is a public service agency, every attempt will be made to adhere to the previously stated library hours of operation.

In cases of severe weather or conditions or other man-made emergencies (such as heating or air conditioning problems, epidemic level illness, accidents, etc) decisions regarding library closing will be made by the Library Director who will notify the Library Board President.  When possible, all such emergency closings will be immediately announced through multiple media venues and the electronic window signage will stay turned off.

During extraordinary times or events, the Library Director or a designee appointed by the Director (or in the absence of the Director, the Board President) or the Library Board President must approve any communication with the media.  

Section C: Personnel                                                                                C-6

Subsection: Compensation for Emergency Closings

If the Library must be closed for any emergency, all scheduled employees will be paid for a period of five or fewer days.  Employees will be compensated for the minimum hours they would have worked without the emergency closure.

If the emergency continues for longer than five, consecutive days, the Board will meet to determine how compensation will be handled.

Section C: Personnel                                                                                C-7

Subsection: Absences/Tardiness Due to Severe Weather or Other Emergencies & Disability

Every employee shall work their scheduled hours.  If an employee cannot work their scheduled hours, they must inform the Library Director as soon as possible, preferably the day before, but not later than one hour before their scheduled work time.

Hours that individuals are scheduled to work will be posted on the calendar two weeks beforehand. Time sheets must accurately reflect the hours worked and must be signed by the employee and the Director.  Payroll checks shall be generated from these time sheets.  

Hours not worked will not be compensated except for in the case of full-time employees.  Full-time employees are given sick days to use throughout the course of the fiscal year, but they are of a finite number.  Once an employee uses up the set number of sick days for the year, no further sick days will be issued until the following fiscal year.  Unused sick days are not carried over into the following fiscal year.  The full-time employee may also elect to use the set number of vacation days allotted each fiscal year for sick days if needed.  Once used up, no further vacation days will be issued until the following fiscal year.  Unused vacation days are also not carried over into the following fiscal year.

An employee unable to work who has used all of his/her sick days and vacation days will be eligible to receive disability insurance benefits.  Disability comes in the form of cash payment only; it does not cover medical treatment- this is the responsibility of the employee.  Benefits are 50% of the employee’s average weekly wage and not permitted to exceed the maximum benefit allowed (as of 2017, $170 per week).  

Benefits are paid for a maximum of 26 weeks of disability during 52 consecutive weeks (WCL §205). For employed workers, there is a 7-day waiting period for which no benefits are paid. Benefit rights begin on the eighth consecutive day of disability (WCL §208). An employer must supply a worker who has been disabled more than seven days with a Statement of Rights under the Disability Benefits Law (form DB-271S)adobe pdf ), within five days of learning that the worker is disabled (WCL §229[2]).

If severe weather conditions or other natural or man-made emergencies (including severe medical issues) force any employee to be absent or late for work, the employee shall contact the Library Director as soon as able to advising them of the impending absence or lateness and stating the expected time of arrival.  A reasonable delay in arriving to work due to poor travel conditions will not be a basis for charging annual leave.

If the Library Director finds that he/she will be absent for an extended period because of the above stated reasons, contact must first be made to the Board President and then to the library staff.

Section C: Personnel                                                                                C-8

Subsection: Job Descriptions and Compensation

  1.  The staff consists of professional and clerical (both full and part-time) personnel.  The qualifications for and responsibilities of these positions will generally follow the New York State Library Association’s “Typical class specifications for clerical and supportive staff positions in public and school libraries under Civil Service in New York State.”

  1. Wage and salary ranges are set by the Board of Trustees.  Such ranges will be examined annually to determine what changes, if any, are to be made in keeping with the Library’s budget and federal and state wage mandates.

  1. Pay dates are bi-weekly.  Deductions are made where applicable for withholding taxes and social security as established by law.  

  1. Overtime is not scheduled, nor is it allowed at the Library at any time.  Employees must stay within the number of hours defined by their job title and schedule each week.

Section C: Personnel                                                                                C-9

Subsection: Employee Conduct

The conduct of every employee plays an important part in maintaining a positive image of and continuing respect for Macedon Public Library.  Each employee is expected to:

  1.  Act in a professional manner at all times (for example: when dealing with his/her supervisor, staff, the public, and the personnel within other Town Departments).

  1. Present an appearance consistent with the work they are required to do.

  1. Avoid all unnecessary risks to the safety and/or well being of patrons, themselves or others.

  1. Exercise good judgment in caring for the property entrusted to Macedon Public Library by the taxpayers.

Section C: Personnel                                                                                C-10

Subsection: Rest Periods

Employees are allowed a 15 minute break period for every 4 hours they work.  They must notify their supervisor before leaving and upon returning from break.  This break must be taken when another employee of the library is present.  The employee has the right to refuse his/her break, but the employer will make a break period possible whether the employee wishes to participate in it or not.

Employees working 6 or more hours are also required to take a 30 minute break.  This is in addition to the 15 minute break offered for every 4 hours worked.  As with the 15 minute breaks, the employee has the right to refuse his/her break, but the employer will make a break period possible whether the employee wishes to participate in it or not.

Section C: Personnel                                                                                C-11

Subsection: Unexcused Absences

An unexcused absence occurs any time that an employee is scheduled to work but is not present at that time, and this absence has not been excused in advance by the Director.  

If employees trade shifts, it is expected both employees will report for the traded shifts.  Both employees will receive the consequences noted below if a trade results in a shift not being covered by either one.  For that reason, employees are urged to make absolutely certain each employee knows exactly when to report to work as a result of the agreed upon trade.  

All trading of shifts is subject to the approval of the Director.

Consequences for unexcused absences:

Section C: Personnel                                                                                C-12

Subsection: Dress Code

All employees of the Macedon Public Library represent the Library to the general public.  Employees are expected to maintain a neat, clean and appropriate appearance while working at the library.  

The Library Director reserves the right to ask an employee to go home and change if any of the following conditions are observed:

Clothing includes all textiles used to cover either the male or female body and shall include shoes, hats and scarves.  

Section C: Personnel                                                                                C-13

Subsection: Personal Use of Library Equipment

Habitual personal use of Library equipment (including the telephone, Xerox machine and computers) is not allowed.  The Library Board of Trustees does recognize the necessity for the occasional personal use of Library equipment by employees.  Abuse of this privilege is to be determined by the Director and will result in disciplinary action.

Section C: Personnel                                                                                C-14

Subsection: Recruitment & Employment

All library position openings will be posted until they are filled, or for a minimum of three days, whichever is longer.  They may be posted in:

The Macedon Public Library is an equal opportunity employer and does not discriminate against current or prospective employees on the basis of: race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination. Individuals will be selected for promotion based on skill and ability. Where skill and ability are equal, preference will be given to applicants living in the tax-base area.  The length of continuous employment will also be a determining factor in a case where two or more candidates are equally qualified and local tax-base community members.

All qualified applicants will be considered for advertised positions.

Section C: Personnel                                                                                C-15

Subsection: Personnel Records

Personnel records are kept confidential and stored in a locked cabinet.

No record created after employment shall be placed in an employee’s personal file without the employee’s prior knowledge.

Entries must be dated and signed by the employee.

Employees shall be furnished copies of any record added to their permanent, personnel file.

Employees have the right to reject copies of records, but they must sign and date the original record for the personnel file.

Employees have the right to state in writing either their agreement or disagreement with any record filed in their permanent, personnel file.  The employee’s written statement will be filed with the record it concerns.

All employees must promptly notify the Director in writing if any changes occur in the following information:

Section C: Personnel                                                                                C-16

Subsection: Employment Procedures and Terms of Employment

Employment of the Library Director is the responsibility of the Macedon Library Board of Trustees.

Employment of library staff is the responsibility of the Library Director.

The Library Director is the only one authorized to hire or promote staff members.

The Board approves the recommended hiring selections of the Library Director.  If the Board feels there is a need for qualification in a decision made, the Board will, along with the Library Director, review the criteria and procedures used for selection.

The Board reserves the right to make the final decision when the propriety of evaluations, promotions, hiring and firing are called into question.

Section C: Personnel                                                                                C-17

Subsection: Nepotism

Hiring more than one person from the same family is discouraged.  However, in unique situations, with Board approval, exceptions may be made.  

Section C: Personnel                                                                                C-18

Subsection: Library Board Responsibilities

The Library Board responsibilities are stated in A Handbook for Library Trustees of New York State, 2015 edition:

Trustee/board members owe allegiance to the institution and must act in good faith with the best interest of the institution in mind. The conduct of a trustee/board member must, at all times, further the institution's goals… Statement on the Governance Role of a Trustee or Board Member; New York State Board of Regents.

A trustee is a person to whom property is legally committed in trust. A library trustee's commitment is to both the physical property and resources of the library and the services it provides. The library board has the final responsibility to see that its library provides the best possible service to its community.

The New York State Board of Regents, the institution responsible for the chartering and oversight of education corporations in New York, describes the duties of trustees as those of “Care, Loyalty and Obedience.” All actions must be taken with these principles in mind.

Duty of Care

A trustee or board member must act in good faith and exercise the degree of diligence, care and skill that an ordinary prudent individual would use under similar circumstances in a like position.

Duty of Loyalty/Conflicts of Interest

Trustees/board members owe allegiance to the institution and must act in good faith with the best interest of the organization in mind. The conduct of a trustee/board member must, at all times, further the institution’s goals and not the member’s personal or business interests…A trustee/board member should avoid even the appearance of impropriety…. Acts of self-dealing constitute a breach of fiduciary responsibility that could result in personal liability and removal from the board.

Duty of Obedience

The responsibilities of trustees are few in number but broad in scope. They are:

Section C: Personnel                                                                                C-19

Subsection: Library Board Responsibilities

Every trustee makes a personal commitment to contribute the time and energy to faithfully carry out these duties. Although the board is legally responsible for all aspects of the library as an institution, it is unreasonable to expect a trustee or the whole board to be an expert on every activity or concern that affects the library. Sometimes the most important thing a board can do is acknowledge that it does not have enough information or resources, and to ask for help. A trustee must make decisions based on the best information available. It is often wise to consult with your public library system staff or specialists such as lawyers, accountants, architects, insurance professionals, IT professionals and other knowledgeable experts. Under New York State law, library boards have broad and almost exclusive powers and authority to administer the library. The board should not only be concerned with the internal operations of the organization but also alert to external trends and changes that can affect the library’s program of services. Being proactive and open to change is imperative in order to survive and thrive in a world in which change is the only constant. Checklist for Effective Library Trustees:

Section C: Personnel                                                                                C-20

Subsection: Library Board Responsibilities

Resources:

Section C: Personnel                                                                                C-21

Subsection: Library Director Responsibilities

Section C: Personnel                                                                                C-22

Subsection: Disciplinary Action/Grounds for Dismissal

No attempt is made here to specify all the possible reasons for corrective or disciplinary action.  In general, corrective or disciplinary action may be taken whenever an employee conducts him/herself in a manner that is not consistent with the best interest of the library, its patrons, and its staff.  The corrective or disciplinary action may be:

  1. Verbal warning

  1. Written reprimand

  1. Suspension without pay

  1. Demotion

  1. Termination

If the Library Director determines that corrective or disciplinary action is warranted, these rules apply:

  1. The employee shall be notified in writing within a reasonable period of time that corrective or disciplinary action, other than a verbal warning, is being imposed.

  1. If the employee disagrees with a verbal warning or written reprimand, they may state the reasons in writing in a letter to the Director.

  1. If the employee writes a letter to the Director and a conference with the Director about the grievance is had, but the employee still feels dissatisfied, the employee may write a letter to the Board of Trustees.

  1. If the employee is in disagreement with a suspension, demotion, reassignment or termination of employment, they have 20 working days of the action to notify the Board of Trustees of the action and to file the formal grievance letter to the Board.

  1. The employee will attend a meeting with the full Board, in executive session, at the next monthly meeting or on a date and time that is mutually agreed upon by the Board and the employee, but does not extend beyond one week of the next scheduled Board meeting.

All documents relating to any corrective or disciplinary action, including documentation of verbal warning, shall be placed in the employee’s personnel file.

Sufficiently egregious behavior may be grounds for immediate dismissal.

Section C: Personnel                                                                                C-23

Subsection: Resignation/Exit Interview

All employees should file written notice of intent to resign at least two weeks in advance of their last day of employment.  The notification should be addressed to the President of the Library Board and Director of the Library.  

An exit interview shall be held with each employee upon their leaving the employ of the Library.

Section C: Personnel                                                                                C-24

Subsection: Staff Development Opportunity/Mileage

The staff of the Library will be provided with opportunity for professional growth at appropriate seminars and workshops.  Costs will be paid out of Library funds at the Director’s discretion, as the library budget warrants.  

Also, important to staff development is the concept of cross-training, or learning another staff member’s duties.  All permanent employees of the library will be cross-trained in all the necessary areas to allow for smooth running of the library at all times.

Staff attending training via the use of their own vehicle may file a claim to receive mileage reimbursement.  Mileage reimbursement shall be the same as that posted by New York State for state employees.  Mileage will not be offered for training occurring at Pioneer Library System or any other place within 50 miles of Macedon.

Section C: Personnel                                                                                C-25

Subsection: Vacation and Leave

**No benefits will carry over from year to year.**

For full-time employees only:

  1. the employee has enough remaining sick/personal days and (continued)

Section C: Personnel                                                                                C-26

Subsection: Vacation and Leave

             2. the presence of the employee is required to care for a family member, to accompany a

             family member to a physician, or where the absence of the employee would have a direct

negative effect on the family member’s medical condition.  Documentation from the   attending physician to support the request may be required by the Director or Board.  Such leave shall be charged against the sick/personal leave time, but shall not exceed the number of sick/personal days to which they are entitled.  Days in excess of the employee’s sick/personal allotment may be taken without pay.  “Family member” is defined as:

For Part-time Employees:

Part-time employees shall receive one paid day equal to the average number of hours they work in one day during a typical work week at the end of the year during the final pay period.

Unpaid Leave:

        

Section C: Personnel                                                                                C-27

Subsection: Performance Evaluation

A written evaluation of all employees’ work performance will be conducted once per year.  The Director will report at the December Regular Board Meeting that staff evaluations were completed.  In evaluating the staff, the Director will meet individually to make written comments on their evaluations.  Evaluations will be signed and dated and kept in the permanent personnel files.  A copy will be furnished to each staff member for his/her personnel file if desired.

The Board President and Vice President will evaluate the Library Director as well as the Treasurer.  Other Board members will be invited to provide input on the evaluation of the Director and Treasurer, too.   In December, a written evaluation will be furnished to the Library Director in a conference with the Board President and Vice-President.  The Director’s evaluation will be signed and dated and kept in the permanent personnel file.  A copy will be furnished to the Director for his/her personnel file if desired.

Section C: Personnel                                                                                C-28

Subsection: Sexual Discrimination/Harassment

All employees are entitled to a work environment free from unwanted and illegal discrimination and harassment.  Title VII of the Federal Civil Rights Act of 1964 makes it an “unlawful employment practice for an employer...to discriminate against any individual with respect to compensation, terms, conditions, or privileges of employment, because of such individual’s...sex.”  Such discrimination is also made unlawful by state law (Executive Law- Article 15- Human Rights Law).  Such illegal discrimination and harassment undermines the integrity of the employment relationship and the dignity of the individual employees, impairs the efficiency and productivity of employees in delivering library programs and services, and erodes public confidence in government.  Illegal discrimination and harassment will not be tolerated and therefore is prohibited.

The purpose of this policy is to establish procedures by which allegations of sexual harassment may be filed, investigated and adjudicated.

Sexual harassment means conduct directed at a particular person consisting of unwelcome words or actions of a sexual nature, such as sexual advances, requests for favors, or gender-specific expressions of disrespect or disparagement, when:

  1. Submission to such conduct is made either explicitly or implicitly a condition of an individual’s securing or continuing employment, or
  2. Submission to or rejection of such conduct by an individual is used as the basis of employment decisions affecting such individual, or
  3. Such conduct, provided it is sufficiently severe or pervasive, has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Claims of sexual discrimination and/or harassment will be brought before the Director who will immediately seek legal consultation on proceeding.  If the claim is against the Director, the President of the Macedon Public Library Board of Trustees will immediately seek legal consultation by reaching out to the Town Supervisor’s office for the Town Attorney to be contacted.  The Board President will ensure the instructions of the Town Attorney are followed.

Section C: Personnel                                                                                C-29

Subsection: Use of Volunteers

MPL volunteers will be used to assist employees in special projects within the library.  They will be required to abide by all employee regulations.  They will not be utilized as replacements for regular employees.

It is inadvisable for trustees to volunteer as this poses a conflict of interests.

                                                                                                

Section C: Personnel                                                                                C-30

Subsection: Reductions in Staff and Hours

If reductions in staff or scheduled hours are necessary, the Library Director will notify the employee(s) in advance.  Necessary reductions may come up as a result of funding cuts, unexpected budgetary expenditures or other unexpected events.  Seniority and job performance will be taken into account when reductions are necessary.

Section C: Personnel                                                                                C-31

Subsection: Smoking Policy

MPL is a smoke-free work area.  Absolutely no smoking is permitted in the Library.  This includes smoking in all formats such as e-cigarettes and any other such smoking devices.

Section C: Personnel                                                                                C-32

Subsection: Substance Abuse Policy/Drug Free Workplace

Illegal drugs and the abuse of alcohol have no place in the Library’s environment.  This protects the safety of the public with whom we interact and the employees with whom we work.

The unlawful use, possession, dispensation, distribution, manufacture, or sale of a controlled substance by an employee at the work site is prohibited.

Any employee with an alcohol/substance abuse problem is urged to seek help, obtain information regarding available treatment programs, and develop a plan of action for dealing with his/her substance abuse problem.  Employees may use physician prescribed medications, provided the use of such drugs does not adversely affect job performance or the safety of the employee or others in the workplace.

Under reasonable suspicion, and to ensure the safety and well-being of the Library’s staff and patrons, the Library may test employees if there is a reasonable suspicion to believe that they are under the influence of alcohol and/or and illegal/unauthorized controlled substance in the workplace.  A determination that there is reasonable suspicion to believe that an employee is under the influence shall be based upon objective factors including, but not limited to the following: odor of alcohol on the employee’s breath, slurred speech, unsteady or erratic movements.

Employees violating this policy or failing to seek assistance will be subject to disciplinary action.

Section C: Personnel                                                                                 C-33

Vacation and Training/Conference Scheduling Policy

A vacation is defined as not working at the library for four consecutive days or longer, including Monday through Saturday.  For example, an employee requesting Wednesday, Thursday, Friday and Saturday off would be asking for a vacation even if they do not normally work all of these days.

Less than five days off constitutes regular time off.  Regular time off requests may be denied if requested when a staff member has requested time off for a vacation or a training/conference.

A conference or training is defined as professional development opportunities offered by a recognized library or library related association which requires multiple days of attendance.

This policy applies to both part-time and full-time employees.

Vacation and conference/training scheduling will be done in four month blocks.

Requests for January-February must be given to the Director by November 15 (of the previous year). The Director will act on the requests by November 30.

Requests for March-April must be given to the Director by January 15. The Director will act on the requests by January 31.

Requests for May-June must be given to the Director by March 15. The Director will act on the requests by March 31.

Requests for July-August must be given to the Director by May 15.  The Director will act on the requests by May 31.

Requests for September-October must be given to the Director by June 15. The Director will act on the requests by July 31.

Requests for November-December must be given the Director by August 15.  The Director will act on the requests by September 30.

Vacation and conference/training scheduling may not overlap. Only one staff member at a time will be permitted to take a vacation at a time.  Rare exceptions may be made at the discretion of the Director.

Vacation and conference/training scheduling request approval will be determined by the Director based upon the viability of the request in relation to the needed degree of coverage to maintain the Library’s optimum level of customer service.

Vacation and conference/training scheduling requests submitted after the deadlines will be considered on a case by case basis and may be denied at the Director’s discretion.

In the case of two staff members seeking the same dates, the staff member who has requested the said time first will be given first priority for the requested dates.

                                                                                                C-34

Vacation and conference/training time requests are to be marked on the appropriate calendar within the Payroll Sheet binder.  The employee must print their first and last name and mark the date of their request in each square of the calendar they are requesting off.  All requests must be printed on the calendars in non-erasable ink.

Employees should request vacation or conference/training time off as soon as the need for the time off becomes apparent as a courtesy to all staff members and the Director.  

Time off requests may be made as much as one year in advance.  It is highly recommended that requests be marked on the appropriate calendar as soon as the employee is aware of the need for the time off.  

Vacation time may not be longer than 14 consecutive days unless pre-approved by the Director.  A vacation that exceeds 14 consecutive days may be permitted for a special instance no more than once per year.  Vacations exceeding 14 consecutive days may also not exceed 28 days.

Section D:

OPERATIONS POLICY

SECTION D: Operations Policy

1     Unattended Children

2     Open Meeting Law

3     Staff & Trustees Subject to Same Rules as Public

4     Public Relations

5     Disposal of Library Property

6     Gifts

7     Donor Bill of Rights

8     Programming: Children & Adults

9     Interlibrary Loan (ILL)

10   Borrowing Privileges

11   Overdues, Fines & Fees

13   Willful Destruction of Library Property

14   Internet/Public Access to Computers

16   Confidentiality of Patron Borrower Records

18   Purchase of Materials for Personal Use

19   Disruptive Behavior

20   Wireless Policy

21   Friends of Macedon Public Library

Section D: Operations                                                                                         D-1

Subsection: Unattended Children

Children under the age of nine may not be left unattended in the library.  If it appears that a child under the age of nine is unattended or lost, and that a parent or caregiver cannot be found within 10 minutes, the the staff will proceed as follows:

  1. A staff person will notify the Library Director that there is a lost or unattended child in the building.
  2. The Director (or employee with most seniority in absence of the Director)  will attempt to locate the child’s parents or caregiver in the building.
  3. If the parents or caregiver are not located within 30 minutes, or if the library is closing, the police will be immediately notified.
  4. Only under emergency circumstances (fire, earthquake, etc.) shall a staff member take the child out of the building.

Section D: Operations                                                                                         D-2

Subsection: Open Meeting Law

All meetings of the Library Board of Trustees, including those conducted by special committees created by the Board, shall be conducted in accordance with the Open Meetings Law of the State of New York.  

Section D: Operations                                                                                         D-3

Subsection: Staff & Trustees Subject to Same Rules as Public

The Staff and Trustees of the MPL are subject to the same rules and policies as the patrons and general public.

Section D: Operations                                                                                         D-4

Subsection: Public Relations

In recognition of the Library’s responsibility to maintain communication with present and potential users, the Board adopts the following as a matter of policy.  

Staff, Trustees and the Library Director shall:

  1. Support the Library in providing materials, services and programs to enable members of the community to lead informed, productive and enriched lives.
  2. Stimulate public understanding and support of MPL and its role in the community.
  3. Assure that consistent and accurate information is provided to the public during normal and extraordinary times- such as natural disasters, fires, major building activities or other events.
  4. Assure that all MPL facilities are used by “not-for-profit” groups or organizations providing benefit to the Macedon Community.

The following means shall be used to accomplish the above objective:

  1. Development of a strategic plan of specific goals and objectives.
  2. Maintain contacts with government officials, service clubs, civic associations, and other community organizations.
  3. Publish the dates of all meetings.
  4. Produce and distribute internal communications and distribute widely within the community.
  5. Maintain updated policies that are transparent and accessible to the public.

*During extraordinary times or events, the President of the Macedon Board of Trustees and Director, or a designee appointed by the President or Director, must approve communication of MPL information to the media and general public.  Staff are to refer all media inquiries and questions from the general public to the President, Director or appropriate designee.

Section D: Operations                                                                                         D-5

Subsection: Disposal of Library Property

The Library will follow processes and procedures very similar to those used by the Town of Macedon for the disposal of its properties.

The MPL Board will discuss the estimated worth of any items considered for disposal and vote to declare the items as surplus, either for donation or sealed bids.  All items whose estimated value is more than $100.00 each will be put out for bid.  If no bids are received, the Library Director shall determine the disposition of these items.

The Library Director may donate or sell used books without bids if the estimated per item value is less than $100.00.

Section D: Operations                                                                                         D-6

Subsection: Gifts

All monies and materials donated to the MPL shall become the property of the Library and shall be used in accordance with the policies of the Library.

All monetary gifts shall be applied to the current yearly budget as approved by the Board, unless other arrangements are made with the donor.

Large monetary gifts (such as an adopted Library area or Library section) will be used as directed by the Board and the donor.

Donations of books, magazines, CDs or other circulatable items will be accepted at the discretion of the Library Director.  Materials not acceptable for inclusion in the collection shall be put in the Library book sale or otherwise discarded.  

Donations of other items must have prior approval of the Library Director, and if advisable, the Board.

If the donor so requests, a receipt will be given for the items or monies donated.  However, receipts shall not include a monetary value for the items donated.  

Memorial gifts are to be encouraged.  The materials purchased will honor the requests of the donor in as far as possible.

Section D: Operations                                                                                         D-7

Subsection: Donor Bill of Rights

The library believes that all donors are entitled to being treated according to the following principles.

Donors have the right:

  1. To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
  2. To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
  3. To have access to the organization’s most recent financial statements.
  4. To be assured their gifts will be used for the purposes for which they were given.
  5. To receive appropriate acknowledgment and recognition.
  6. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law.
  7. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
  8. To be informed whether those seeking donations are volunteers, employees of the organization, or hired solicitors.
  9. To have the opportunity for their names to be deleted from mailing lists.
  10. To feel free to ask questions when making a donation, and to receive prompt, truthful, and forthright answers.

From: Robert Pierpont from the National Society of Fund-Raising Executives

Section D: Operations                                                                                         D-8

Subsection: Programming: Children & Adults

All patrons will be eligible to sign up for MPL programs on a first-come, first-serve basis.

Section D: Operations                                                                                         D-9

Subsection: Interlibrary Loan (ILL)

Interlibrary Loan (ILL) is a service of the Pioneer Library System.  It is provided through the forty-two public libraries of Ontario, Wayne, Wyoming and Livingston counties.  If a request cannot be filled in the member libraries, the search can be widened to reach neighboring library systems.  A search fee of $5.00 will be assessed on any out-of-system item, regardless of its being filled.  If appropriate, the Director may decide to purchase the item for the MPL collection.

Section D:         Operations                                                                                                        D-10

Subsection:  Borrowing Privileges

The MPL Board of Trustees has endorsed the American Library Association’s ‘Library Bill of Rights’ and the ‘Right to Read’ concept. Therefore, all materials in the MPL are available to any patron with valid identification. The decision as to “appropriate” material(s) for juveniles is to be made by the parents, not the library staff.

 

MPL library cards shall be issued to any adult showing valid identification. Young people age 3 through 15 years of age must have their library card applications signed by a parent/guardian who has valid identification.

VALID FORMS OF IDENTIFICATION:

  1. New York State Driver’s License or NYS Non-Driver’s ID
  2. Mail received with the last 2 weeks at your current address
  3. Working papers
  4. School Identification
  5. Safe Child ID
  6. New York State Driver’s License or NYS Non-Driver’s License of parent/guardian of a minor

Section D:         Operations                                                                              D-11

Subsection:  Overdues, Fines and Fees

OVERDUE NOTICES SCHEDULE

Two Weeks Overdue – 1st Overdue Notice

Patrons will receive their 1st overdue notice (email or phone call) when the library materials are two weeks overdue.

 

Six Weeks Overdue - 2nd Overdue Notice

Patrons will receive their 2nd overdue notice within four weeks of the 1st overdue notice. This  notice will be mailed to the patron requesting immediate return of, or payment for the materials. Replacement costs will be included with the 2nd notice, and also a copy of New York State Law, Section 265 relating to the borrowing of library materials.

 

Beyond Ten Weeks Overdue – Macedon Police Department Letter

If the materials were not returned or paid for within 4 weeks of the mailing of the 2nd overdue notice, a letter will be requested (if the amount due is $100) or more from the Macedon Police Department to the patron about the overdue materials.

 

Twelve Weeks Overdue – Possible legal action by MPL Board of Trustees

If the materials were not returned or paid for within 2 weeks of the Macedon Police Department letter, the MPL Board of Trustees may take legal action to recover the materials or the costs thereof.

FINES AND FEES

1.          A fine of $1.00 per each day overdue will be collected for videos and videogames.  This fine shall be capped at a maximum charge of $15.00 per item.  

                           

2.          There is no fine collected on overdue books, audiobooks or music CDs or other miscellaneous library materials (unless noted on the item) when at Macedon Public Library in person. The fines are forgiven when at the Macedon Public Library in person.  Failure to return the item within the maximum loan period for the item will result in the patron being billed for the item as it will be assumed lost.

3.         The full cost of any lost or damaged item will be billed to the patron’s account.  The cost will be determined by the price listed on the catalog record entered on Evergreen.  Replacement costs will not be refunded.  An item that is found after being reimbursed will become the property of the patron.

4.         Any patron accruing a fine or fines totaling $5.00 or more will be unable to borrow more items from the library until the total amount billed to their account is decreased to less than $5.00.

Section D:         Operations                                                                              D-12

Subsection:  Overdues, Fines and Fees

5.          The following fees will be assessed for damages which can be repaired:

Section D:         Operations                                                                              D-13

Subsection:  Willful Destruction of Library Property

Any patron who willfully destroys or damages library property either within or outside of the library will be asked to pay the total replacement cost for the property in question.  If the patron is a minor, the parent or guardian will be held responsible for this replacement cost.

Section 3:         Operations                                                                D-14

Subsection:  Internet/Public access to computers

MPL provides computers and access to the Internet to expand the information resources available to our community. Although the Internet can be used for a variety of purposes, the library will focus access and usage towards those functions that are consistent with its mission. Generally, the Library does not monitor the Internet or have control over the information accessed through this environment. While patrons are free to access whatever Internet sites they wish, the viewing of material that is in violation of the Children’s Internet Protection Act (CIPA) or the Town of Macedon’s Adult Entertainment Policy (See L.L. No. 2-1991 Town of Macedon Policy: Chapter 34- Adult Entertainment) will not be permitted.  There may be situations where a MPL Staff member will request a patron to leave a particular Web Site, remove text/images from a computer screen or to log-off the computer and exit the Library if it is in violation of either policy.

 

Patrons should be aware that not all sites on the global Internet provide accurate, true, complete or current information. Further, some internet sites may carry information that a patron could find false, controversial or inappropriate.

 

Computer/Internet Access 

·         The use of MPL public access computers is on a first-come, first-served basis.

·         MPL may establish computer usage priorities and/or overall computer usage time limits if necessary due to high demand in order to accommodate patrons with research, school, or business needs before those with entertainment and/or recreational interests.

·         A maximum usage time will be enforced if there is a queue of patrons waiting for computer access or for other usage conditions.

·         Patrons will make the computer available within 5 minutes of being advised that their time limit has expired.

·        Consent to use the Internet is given upon parental/guardian consent for a minor’s library card. Unless the parent/guardian informs the library the minor is not allowed to use the Internet, the child will be allowed access.

Computer/Internet Hardware/Software

 ·         Patrons are not allowed to add, delete, or modify the installed computer hardware and /or software.

·         Patrons may not install any software or save any files on the computer. The Library reserves the right to remove any unauthorized files and restore the computer to its original configuration.

·         Patrons who knowingly abuse, misuse, or engage in any use of the computer equipment not authorized by the library will be prohibited from using this service and will be subject to loss of library privileges and possible criminal prosecution.

Section 3:         Operations                                                                D-15

Subsection:  Internet/Public access to computers

Computer/Internet Services & Conditions 

·         The MPL staff is trained to provide limited computer/internet support. They will assist patrons as their time allows. Formal group computer instruction and information on the Internet will be provided at intervals to be determined by the interest level of patrons.

·         Printing services are available at 25c per page.

·         MPL is not responsible for any damage or loss of data resulting from the use of our computers.

·         MPL does not condone nor tolerate using library resources to break any law. Computer resources may only be used for legal purposes.

·         It is unacceptable to use MPL resources to interfere or disrupt other users, services or equipment. Use of the Internet is intended for private, non-commercial activities, and does not permit unauthorized sales and marketing of products and services.

·         Misuse of the computers or Internet access will result in suspension of the patron’s library  privileges.

 

Section 3:         Operations                                                                D-16

Subsection:  Confidentiality of Patron Borrower Records

Gould’s Consolidated Laws of New York

        Volume 1 – Civil Practice law and Rules:

        Section 4509: “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 relating 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.”

 

        In relation to the law quoted above, the MPL’s policy on Confidentiality of Patron Records is as follows:

 

               Any information in a patron’s record, either personal or pertaining to the materials borrowed, is confidential and may not be given to anyone who is not a staff member, except in the following cases:

1.          A patron may be given information about his or her own record upon presentation of appropriate I.D. (or Library card).

2.          A parent or guardian may be given information about the borrowing record of his or her child upon presentation of appropriate identification only if the child has a bill on the account for an item assumed lost. Identification may include the child’s library card, printed overdue notice, or personal identification that confirms that the adult is the guardian listed in the child’s patron record. Parents and guardians are legally responsible for the borrowings of minor children under the age of 16 and may inquire about materials that have generated a bill.  Those materials on a minor’s account that are borrowed and in good standing shall not be revealed to the parent or guardian as it would be a violation of the child’s right to privacy.

Section D:         Operations                                                                D-17

Subsection:  Confidentiality of Patron Borrower Records

No provision herein shall be deemed to be contrary to the provisions of the Education Law of the State of New York, the Civil Service Law, or any other laws affecting libraries.

 

The MPL shall abide by existing civil service employment requirements and requirements established by the New York State Education Department.

 

Section D:         Operations                                                                D-18

Subsection:  Purchase of Materials for Personal Use

Personal book or other material purchases through the use of library vendors and accounts is not allowed.  As a nonprofit entity, the library is given the privilege of tax-exempt status and that status is not legally transferable to any employee or volunteer associated with the library.

The purchase of book sale items is permitted.  Employees must ask a fellow staff member to ring up the sale at the circulation desk.  Volunteers also must be tended to by a staff member.  In order to preserve honesty and avoid any possible misconception, no person is permitted to purchase and pay for any book or material within the book sale without the assistance of a staff member.

Section D:         Operations                                                                D-19

Subsection:  Disruptive Behavior

One goal of the MPL facility is to provide a safe, comfortable environment that is conductive to the use of the library tools and materials, either by individuals or small groups.  Patrons are expected to observe all MPL rules, the rights of other patrons and MPL staff members while using the library for its intended purposes.

 

The following items are examples of behavior that is not allowed in the library:

A.        Any behavior that endangers the safety or health of others

B.         Violation of any local, state, or federal law while in the library

C.         Vandalism or deliberate destruction of library materials

D.        Theft of library materials or the personal property of other patrons or staff members

E.         Deliberate disruption of library procedures

F.          Use of abusive language or personal gestures

G.        Loud talking or laughing that disturbs or could disturb other patrons

H.        Smoking, vaping, eating or drinking lidless beverages in the library

I.           Inappropriate dress including any style of clothing that exposes the private areas of a person’s body or boasts disruptive or lewd statements.

 

In most cases, patrons who are behaving inappropriately in the library will be given one warning by the designated MPL supervisor and requested to behave in an appropriate manner. Patrons who refuse to correct their behavior after one warning will be asked to leave.

 

If a patron is causing a major disturbance, he will be asked to leave the library immediately and, if the behavior is severe enough and/or repetitive the director may choose to contact the police and/or suspend library privileges.*

In cases where a patron is creating a major disturbance, poses a clear danger to themselves or others, deliberately violates the law, or refuses to leave the library after being asked to leave by the designated MPL supervisor, the police will be called to handle the situation.

 

The policy on Unattended Children will be used for disruptive persons under the age of nine.

 

*Loss of library privileges, conditions and limits for disruptive behavior are determined by the Director in consultation with the Board of Trustees.

*Patrons may appeal suspended privileges by writing a letter to the current President of the Macedon Public Library Board prior to the next regularly scheduled library board meeting and attending said meeting.

Section D:         Operations                                                                D-20

Subsection:  Wireless Policy

The Macedon Public Library provides wireless Internet connectivity (wi-fi) as a service for users with wireless-enabled laptops and other devices.  

This service may not be used as a permanent Internet connection.  

Staff may assist customers in explaining how to access the wi-fi or give them verbal troubleshooting tips when the patron reports having problems.  For the protection of the patron’s equipment, staff are not permitted to physically handle the patron’s personal technology device.

By choosing this free, wireless service, the user agrees to abide by the library’s Internet Use Policy that prohibits abusive or illegal activity and the viewing of prurient materials as outlined in the Children’s Internet Protection Act (CIPA) and the Town of Macedon Decency Policy.  Those in violation will be asked to stop.  Failure to stop will result in the suspension of library privileges and possible legal consequences.

It is the responsibility of the user to avoid viewing inappropriate websites, to refrain from spamming and to not engage in any illegal activities or any other activity prohibited by CIPA or the Town of Macedon Policy Decency Policy.

Use of the wireless network is at the patron’s own risk.  Neither the library, nor the Town of Macedon, nor any officers, agents or employees are responsible for any damage that may occur to the patron’s computer or to the patron’s other materials and/or work while connected to the wi-fi.

Section D:         Operations                                                                D-21

Subsection:  Friends of Macedon Public Library

The Board of Trustees recognizes the Friends of the Macedon Public Library as a vital source of funding support and advocacy for the aims and purposes of the library.  As such, the Macedon Public Library Board wishes to maintain a close, cooperative and harmonious relationship with its Board of directors.

 

Cooperative projects for the benefit of the library are encouraged, provided no such project compromises the Library’s Board of Trustees’ statutory responsibility for library policy and management.

 

Cooperative projects should be selected by the Library Director, in consultation with the Friends Board of Directors and/or authorized representatives, for their appropriateness in meeting current need, practicality, and conformance to policies of the Board of Trustees.

 

The Board’s policy regarding the Friends organization is not intended to limit or prohibit working relationships with other nonprofit organizations that provide assistance to the library, or with other individuals who seek to offer contributions and/ or volunteer assistance to the library.

 

The Board of Trustees and library employees alike are encouraged to lend active support to the work of the Friends through non-executive membership and participation in Friends activities.

Section E:

COLLECTION

DEVELOPMENT POLICY

SECTION E: Collection Development Policy

1     Freedom to Read

2     Free Access to Libraries for Minors

4     Restricted Access to Library Materials

5     Freedom to View

6     Statement on Labeling (ALA)

7     Materials Selection

8     Responsibility for Selection

10    Weeding

11    Requests for Reconsideration

12    Bullis Collection

Section E: Collection Development                                                                   E-1          

Subsection: Freedom to Read (ALA)

The Macedon Public Library adopts the following core values from the Freedom to Read Statement:

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

2.      Publishers and librarians do not need to endorse every idea or presentation contained in the books they make available.

3.      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.

4.      It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality of thought and expressions.

 

Based on the Freedom Statement adopted June 25, 1953; revised January 28, 1972, January 16, 1991 by the ALA Council and The AAP Freedom to Read Committee.

Section E: Collection Development                                                                E-2                  

Subsection: Free Access to Libraries for Minors

The Macedon Public Library adopts the ideas contained within the following interpretation of the Library Bill of Rights (LBOR):

Library policies and procedures which effectively deny minors equal access to all library resources available to other users violate the LBOR. The American Library Association opposes all attempts to restrict access to library services, materials, and facilities based on the age of library users.

 

Article V of the LBOR states, “A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.” The “right to use a library” includes free access to, and unrestricted use of, all the services, materials, and facilities the library has to offer. Every restriction on access to, and use of, library resources, based solely on the chronological age, educational level, or legal emancipation of users violates Article V.

 

Libraries are charged with the mission of developing resources to meet the diverse information needs and interests of the communities they serve. Services, materials, and facilities, which fulfill the needs and interests of the library users at different stages in their personal development, are a necessary part of library resources. The needs and interests of each library user, and resources appropriate to meet those needs and interests, must be determined on an individual basis. Librarians cannot predict what resources will best fulfill the needs and interests of any individual user based on a single criteria such as chronological age, level of education, or legal emancipation.

 

The selection and development of library resources should not be diluted because of minors having the same access to library resources as adult users. Institutional self-censorship diminishes the credibility of the library in the community and restricts access for all library users.

 

Librarians and governing bodies should not resort to age restrictions on access to library resources in an effort to avoid actual or anticipated objections from parents or anyone else. The mission, goals, and objectives of libraries do not authorize librarians or governing bodies to assume, abrogate, or overrule the rights and responsibilities of parents or legal guardians. Librarians and governing bodies should maintain that parents – and only parents – have the right and the responsibility to restrict the access of their children – and only their children – to library resources. Parents or legal guardians who do not want their children to have access to certain library services, materials or facilities, should so advise their children. Librarians and governing bodies cannot assume the role of parents or the functions of parental authority in the private relationship between parent and child. Librarian and governing bodies have a public and professional obligation to provide equal access to all library resources for all library users.

 

Librarians have a professional commitment to ensure that all members of the community they serve have free and equal access to the entire range of library resources regardless of content, approach,

Section E: Collection Development                                                                           E-3

Subsection: Free Access to Libraries for Minors

format, or amount of detail. This principle of library service applies equally to all users, minors as well as adults. Librarians and governing bodies must uphold this principle in order to provide adequate and effective service to minors.

 

Adopted June 30, 1972; amended July 1, 1991, by the ALA Council.

Section E: Collection Development                                                                                              E-4        

Subsection: Restricted Access to Library Materials

The Macedon Public Library adopts the ideas contained within the following interpretation of the Library Bill of Rights (LBOR):

 

Libraries are a traditional forum for the open exchange of information. Attempts to restrict access to library materials violates the basic tenets of the LBOR.

 

Historically, attempts were made to limit access by relegating materials into segregated collections. These attempts are in violation of established policy. Such collections are often referred to by a variety of names, including “closed shelf,” “locked case,” “adults only,” “restricted access,” or “high demand.”  Access to some materials also may require a monetary fee or financial deposit. In any situation that restricts access to certain materials, a barrier is placed between the patron and those materials. That barrier may be age related, linguistic, economic, or psychological in nature.

 

Because materials placed in restricted collections often deal with controversial, unusual, or “sensitive” subjects, having to ask a librarian or circulation clerk for them may be embarrassing or inhibiting for patrons desiring the materials. Needing to ask for materials may pose a language barrier or a staff service barrier. Because restricted collections often are composed of materials which some library patrons consider “objectionable”, the potential user may be predisposed to think of the materials as “objectionable” and, therefore, are reluctant to ask for them.

 

Barriers between the materials and the patron which are psychological, or are affected by language skills, are nonetheless limitations on access to information. Even when a title is listed in the catalog with a reference to its restricted status, a barrier is placed between the patron and the publication (see also “Statement on Labeling”).

 

There may be, however, countervailing factors to establish policies to protect library materials – specifically, for reasons of physical preservation including protection from theft or mutilation. Any such policies must be carefully formulated and administered with extreme attention to the principles of intellectual freedom. This caution is also in keeping with ALA policies, such as “Evaluating Library Collections,” “Free Access to Libraries for Minors,” and the “Preservation Policy”.

Finally, in keeping with the “Joint Statement on Access” of the American Library Association and the Society of American Archivists, restrictions that result from donor agreements or contracts for special collection materials must be similarly circumscribed. Permanent exclusions are not acceptable. The overriding impetus must be to work for free and unfettered access to all documentary heritages.

 

Adopted February 2, 1973; amended July 1, 1991, by the ALA Council.

Section E: Collection Development                                                                        E-5

Subsection: Freedom to View (ALA)

The Macedon Public Library adopts the values described in this Freedom to View statement also adopted by the American Library Association (ALA):

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 possible 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 constraints of labeling or prejudging film, video and other audiovisual materials on the basis of 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.

Section E: Collection Development                                                                                  E-6

Subsection: Statement on Labeling (ALA)

The Macedon Public Library adopts the ideas expressed within the American Library Association’s Statement on Labeling:

Labeling is the practice of describing or designating certain library materials by affixing a prejudicial label to them or segregating them by a prejudicial system. The American Library Association opposes this as a means of predisposing people’s attitudes towards library materials for the following reasons:

 

1.          Labeling is an attempt to prejudice attitudes and as such, it is a censor’s tool.

2.          The American Library Association opposes the establishment of criteria for judging publications as objectionable.

3.          Libraries do not advocate the ideas found in their collections. The presence of books and other resources in a library does not indicate an endorsement of their contents by the library.

 

The American Library Association opposes efforts which aim at closing any path to knowledge. This statement does not, however, exclude the adoption of organizational schemes designed as directional aids or to facilitate access to materials.

 

Based on a policy adopted July 13, 1951; amended June 25, 1971; July 1, 1981 by the ALA Council.

Section E: Collection Development                                                                               E-7

Subsection: Materials Selection

This policy functions as a general guide for the selection of materials that enable the library to meet the goals enumerated in its mission statement.

 

SELECTION PHILOSOPHY

 

Materials for the library collection are chosen to serve the informational, educational, and recreational needs of the community. The primary goal of selection is to provide the best possible collection with the financial resources available. The decision to purchase any item for the collection is usually based on demand or anticipated need. The library staff is constantly gathering information concerning the needs of library users by means of surveys, circulation statistics, interlibrary loan requests, and patron input. Follow-up studies are conducted on those items or subject areas for which demand is constant.

 

Selection based on demand: We believe that the library patron is an important part of the selection process. An individual request from a patron for a title is usually honored if the request conforms to the guidelines outlined in this policy statement.

 

Selection based on need: Some materials are chosen for the purpose of updating and developing specific subject areas. Materials added in this manner are selected from reviews, availability lists, vendors’ catalogs, bibliographies, and local experts.

 

The library strives to present materials representing all sides of an issue in a neutral, unbiased manner. The existence of a particular viewpoint in the collection is an expression of the library’s policy of intellectual freedom, not an endorsement of that particular point of view. The library provides service to all within the framework of its rules and regulations and does not knowingly discriminate in its material selection regarding race, creed, gender, sexual orientation, occupation or financial position.

 

The Macedon Public Library endorses the LIBRARY BILL OF RIGHTS  and the FREEDOM TO READ STATEMENT of the American Library Association, both of which are included and intended to be a part of this policy statement.

Section E: Collection Development                                                                                   E-8         Subsection: Responsibility for Selection

The responsibility for materials selection and the development of the library collection rests with the Library Director, who works under the authority of and the policies determined by the Board of Trustees.

Materials may be available in a variety of formats. Factors governing the choice of format include anticipated use, storage requirements, ease of access, and the format of earlier editions. When all other factors are equal, ease of access by the public should be the primary consideration.

 

SELECTION GUIDELINES

 

Adult and young adult books are selected on a variety of criteria in addition to demand or need. As a general rule the library will only acquire works of interest to the layperson. The library does not support educational curriculums through the purchase of textbooks. However, textbooks may be added to the collection if they provide the best or only source of information on a subject or to complement an existing area with another perspective.

 

Price, accuracy and timeliness are other factors influencing selection. The library does not commonly purchase out-of-print or dated material for the collection. No attempt is made to purchase all the works by a certain author.

 

Periodicals are added to the collection on the basis of need. Prime consideration is given to those that fill a particular void in the library’s collection and are relevant to community members’ interests.

 

Newspapers are an important source of information. The library attempts to provide a range of newspapers.

 

Sound and video recordings are an intrinsic part of the library’s collection. Many subjects can only be covered adequately by an audio or video recording. The library’s collection also includes movies and music recordings.

Visual media are added to the library’s collection in a manner consistent with patron demand and budget constraints. As technology changes the library will acquire visual media in the prevailing formats.

 

Children’s books and other material expressly purchased for children are selected to meet the informational and recreational needs of persons below sixth grade. The criteria of patron demand and need are also considered in acquiring children’s materials.

Section E: Collection Development                                                                                                   E-9

Subsection: Responsibility for Selection

Historical materials dealing with Western New York, Wayne County, and the Macedon area are actively sought by the library. The library prefers to confine itself to the printed or spoken work in the collection and preservation of this material. The library does not usually attempt to include artifacts as part of the collection, although certain admissions can be made which extend or enhance the rest of the collection.

Gifts of books, periodicals and other materials are encouraged with the understanding that they will be included in the collection only if they are in formats currently in use for the public and if they meet the criteria for selection outlined in this policy. Special interest materials representing particular organizations or points of view may be accepted and displayed as space permits. A few gift periodicals of more general interest may be handled as part of the regular periodical collection. The Library Director will decide where and how long gift periodicals will be kept. For more information, see the policy statement “Gifts.”

 

Memorials are welcomed. If cash donations are made for materials in a person’s name, it is helpful if a subject is also named so the funds will be expended for the appropriate subject. Direct donations of books or other materials are accepted under the provisions of the separate policy statement “Gifts.”

Section E: Collection Development                                                                                            E-10  

Subsection: Weeding

“Weeding” of the collection is an ongoing process directly related to collection development. Materials that are worn, damaged, outdated, duplicated, or no longer used may be removed from the collection. Other factors taken into consideration are frequency of use, community interest, and availability of other material on the subject.

In general, the “M-U-S-T-Y”* Weeding Criteria will be applied:

M = Misleading, inaccurate and/or obsolete information

U = Ugly in appearance due to wear and tear, filth and changes in book cover styles.  Damages unable to be repaired in an attractive manner.

S = Superseded A newer, updated version is available or too many duplicates are on hand

T = Trivial The writing is poor, the information is substandard, interest level has faded

Y  = Your collection has no use for the book. It is irrelevant to your community.

* Coined by the American Library Association  

The Bullis Collection is a special collection in the general trust of the Town of Macedon that is housed within the library.  No weeding criteria shall apply to this special collection as it is legally prohibited as per the terms of the Town accepting the trust.

Section E: Collection Development                                                                                           E-11

Subsection: Requests for Reconsideration

Individuals or groups wishing to lodge a complaint concerning material held in the library collection must use the following procedure:

 

1.          An individual or group wishing to question the presence of an item in the collection should contact the Library Director.

2.          If the patron wishes to carry the objection further, a written objection will be taken to the Board for further consideration.

3.          Items the Board deems appropriate for the collection will not be removed except by court order. (A form for Reconsideration of Library Materials is included in Appendix D).

4.          No item shall be removed that infringes upon the Freedom to Read Act.

Section E: Collection Development                                                                                           E-12

Subsection: Bullis Collection

The Bullis Collection of Rare Literature was entrusted to the Town of Macedon by Jeanette (Nettie) Bullis.  The collection represents the reading interests of the Bullis family and gives a glimpse of New York State heritage for public understanding, enjoyment and study.

The Library Director works to help organize the materials in the Bullis Collection to provide easier access for patrons.

Any materials added to the Bullis Collection by the Macedon Public Library due to relevance and enrichment are not to be considered additions to the property of the Bullis Collection.  These materials will remain the property of Macedon Public Library and, should the Bullis Collection ever be relocated elsewhere, the Macedon Public Library would have every right to any materials added to the collection by Macedon Public Library.  

APPENDIX

APPENDIX

1     Page Job Description

2     Clerk Job Description

3     Programming Librarian Job Description

5     Library Assistant Job Description

6     Annual Performance Evaluation  

12   Volunteer Application

13   Employment Application

14   Exit Interview

15   Reconsideration Request

16   Procurement Policy

20   Strategic Plan

Appendix                                                                                Appendix-1

Subsection: Page Job Description                                                                                                

PAGE

DISTINGUISHING FEATURES OF THE CLASS:

The work includes shelving of library materials, shelf maintenance, and performing minor clerical tasks. Provides simple directions to patrons. May be asked to perform simple physical tasks to support library programs or procedures. The work is performed under direct supervision and requires no prior knowledge of library procedures, as employees are trained on the job. Does related work as required.

 

TYPICAL WORK ACTIVITIES:  (Illustrative Only)

Sorts, shelves, relocates and searches for library materials;

Reads shelves for accuracy of order, re-shelving materials as needed;

Checks library materials in and out;

Provides simple directional information to patrons;

Clears study tables and keeps furniture in order;

Dusts or cleans materials;

Assists patrons in use of A/V equipment;

Does simple mending of library material;

Assists in preparation of displays.

 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Ability to understand and carry out simple oral and written directions;

Courtesy, good judgment, accuracy, and orderliness;

Ability to sort material in alphabetic or numeric order;

Ability to lift objects such as books, supplies and files.

 

MINIMUM QUALIFICATIONS:

None

Appendix                                                                                Appendix-2

Subsection: Clerk Job Description  

CLERK  

DISTINGUISHING FEATURES OF THE CLASS:

The work involves the performance of  routine library clerical duties necessary for the proper organization and distribution of library materials. No prior knowledge of library procedures is required; on the job training is provided. Work is performed under direct supervision of experienced clerks or Librarians. May supervise pages and volunteers. Does related work as required

 

TYPICAL WORK ACTIVITIES:  (Illustrative Only)

Arranges or files materials according to library filing rules;

Performs routine searches of and updates to computer records;

Issues borrowers cards according to library procedures;

Performs routine circulation, reserve and overdue functions;

Makes and checks routine arithmetic computations;

Operates office machinery such as photocopiers, fax machines or computers;

Answers the telephone and takes messages;

Calls patrons to deliver messages or information on library materials;

Types cards, lists, labels or short entries on forms.

 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Working knowledge of office terminology, procedures and equipment as applied to library clerical work;

Working knowledge of business arithmetic;

Working knowledge of library filling and shelving rules;

Ability to understand and follow oral and written instructions;

Ability to operate an alphanumeric keyboard such as a typewriter, terminal, or personal computer accurately – skilled typing is not necessary;

Tact and courtesy in dealing with other staff personnel and the public.

 

MINIMUM QUALIFICATIONS:

 

High school graduate or possession of a high school equivalency diploma.

Appendix                                                                                Appendix-3

Subsection: Programming Librarian Job Description

PROGRAMMING LIBRARIAN

DISTINGUISHING FEATURES OF THE CLASS:

The work involves performance of complex library and non-library related tasks. Requires aptitude to operate independently within prescribed responsibilities. The work is performed under the general supervision of the Library Director.  Does related work as required.

 

TYPICAL WORK ACTIVITIES:  (Illustrative Only)

Assists Librarian in providing reference services, providing directional assistance to commonly used materials;

Performs triage function, funneling reference questions requiring interpretation to the Librarian;

Assists Librarian in cataloging, collection development, interlibrary loan, or indexing, applying library principles as directed by a Librarian;

Creates public relations materials such as press releases or newsletters;

Prepares research and completes forms relative to grant proposals;

Performs system operation, maintenance and back-up for PC or on-line computer systems;

Prepares library exhibits and displays;

Conducts tours, book talks, multi-media programs and program scheduling;

Maintains and operates audio-visual equipment;

Compiles data for statistical reports;

Inspects returned library material for damage;

Arranges or files materials according to library filing rules;

Issues borrower cards according to library procedures;

Performs routine circulation and reserve functions;

Operates office machinery such as photocopiers and fax machines;

Answers telephone, takes messages;

Assists in book ordering and patron requests.

 

Conducts programming for children, teens and adults: (3/4 time)

                Technical responsibilities:

1.          Plan and develop program themes.

2.          Select appropriate books and materials.

3.          Keep a written record of books and materials used in current story time session.

4.          Introduce new participants to the library policies and materials.

5.          Reserve, set-up and cleanup program areas.

6.         Keeps accurate statistical information.

7.         Reflects on programs and strives for continuous improvement.

8.         Able to offer programs on identified community needs and interests.

Appendix                                                                                Appendix-4

Subsection: Programming Librarian Job Description

   9.      Deliver programs in a clear, friendly manner.

  10.     Encourage appropriate behavior, assuming responsibility for children’s activity.

  11.     Organizes supplies for programs in orderly and responsible fashion.

  12.     Assists in promotion and registration for programming activities.

  13.     Opens and closes the building responsibly and independently.

  14.  Conduct programs as follows:

a.           Preschool: able to drive to locations to implement push-in programs

b.          Summer Reading Activities for all ages

c.           Outreach programming for all ages

d.          Adult programming

e.        Teen programming

 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS:

 

Working knowledge of library services and practices;

Good knowledge of library filing and shelving rules;

Good attention to detail and ability to follow procedures consistently;

Good knowledge of layout, writing and public relations skills;

Working knowledge of basic computer systems procedures, e.g. start up, desktop publishing, PC set-up;

Ability to recognize the titles of and retrieve basic reference sources as requested by patrons;

Ability to do library research at a user level;

Ability to express ideas clearly and accurately both orally and in writing;

Ability to read and comprehend written material;

Ability to carry out assignments independently;

Tact and courtesy in dealing with staff personnel and public

Patient with all ages and skill sets.

Ability to teach people of all ages.

Amiable personality with a highly approachable air.

 

Appendix                                                                                Appendix-5

Subsection: Library Assistant Job Description

LIBRARY ASSISTANT

DISTINGUISHING FEATURES OF THE CLASS:

The work involves the performance of para-professional librarian or specialized non-librarian duties. Requires aptitude to operate independently within prescribed responsibilities. The work is performed under the general supervision of the Director. Does  related work as required.

 

TYPICAL WORK ACTIVITIES:  (Illustrative Only)

·         Assists Librarian in providing reference service, providing directional assistance to commonly used materials;

·         Performs a triage function, funneling reference questions requiring interpretation to the Librarian;

·         Assists Librarian in cataloging, collection development, interlibrary loan, or indexing applying library principles as directed by a Librarian.

·         Creates public relations material such as press releases or newsletters;

·         Prepares research and completes forms relative to grant proposals;

·         Performs system operation, maintenance and backup for PC or on-line computer systems;

·         Prepares library exhibits and displays;

·         Conducts tours, book talks, multi-media programs, and program scheduling;

·         Maintains and operates audio-visual equipment;

·         Conducts story hours and other children’s programming when needed.

·       Supervises library clerks and reports to Director on their activity regularly

 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Good attention to detail and ability to follow procedures consistently, good knowledge of layout, writing and public relation skills; working knowledge of basic computer systems procedures, e.g.,start-up, desk-top publishing, PC set-up; ability to recognize the titles of and retrieve basic reference sources as requested by patrons; ability to do library research at a user level; ability to operate and maintain audio-visual equipment; ability to express ideas clearly and accurately both orally and in writing; ability to read and comprehend written material; ability to carry out assignments independently; ability to supervise people, tact and courtesy in dealing with staff and public.

MINIMUM QUALIFICATIONS:

 

Bachelor’s degree from a regionally accredited college or university or one recognized by the New York State Education Department as following acceptable educational practices.

 

 

Appendix                                                                                Appendix-6

Subsection: Staff Evaluation

ANNUAL PERFORMANCE EVALUATION

 

Name:

 

Position: ______________________________________________

Appraisal Date:________________________________________

 

Purpose and Instructions:

 

The mission of Macedon Public Library is to connect people and ideas with our outstanding customer service, diverse collection of resources and a memorable experience.

 

In support of this mission, the overall goal of the library is to achieve a high level of patron satisfaction. Employees are an integral part of achieving this goal. This appraisal should provide feedback to employees on their contribution in support of our mission. The appraisal

will also provide employees with constructive comment regarding development needs. The appraisal will provide the employees with specific examples of their strengths or weaknesses.

 

Scoring: Using the rating guidelines, use a mark (x) to rate each appraisal factor based upon specific work examples and data, if applicable and available. If a particular appraisal factor does not apply based on the requirements of the position, mark (x) the NOT APPLICABLE rating.

 

Ratings:

Outstanding

– Performance consistently and significantly exceeds objectives with respect to this factor.

Superior

– Performance often exceeds objectives with respect to this factor.

Solid Performer

– Consistently meets objectives with respect to this factor.

Needs Improvement

– Sometimes or often fails to meet objectives with respect to this factor.

Not Applicable

– This factor does not apply based on the requirements of the position.

PART I

JOB RELATED SKILLS AND KNOWLEDGE

This section is to evaluate how well the employee demonstrates an understanding of the job procedures, methods, processes, skills, equipment and materials required to perform the job. Use the comment section to provide specific examples of the employee’s strengths or weaknesses or for other appropriate comments.

 

1. Patron Services

– Manages patron interactions in a polite and professional manner. Is

proactive, goes “above and beyond” to support to provide excellent patron service.

Often anticipates what the patron might need, then asks permission to take care of the

additional need where appropriate. Exhibits

effective and positive communication skills.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

2. Job Knowledge

– Proficient in skills, methods, and knowledge required for position.

Keeps abreast of current developments in field. Utilizes available

technology effectively and efficiently.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

3. Productivity/Quantity of Work Produced

– Produces acceptable or above results in a timely manner. The volume of work produced is acceptable compared to expected results.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

4. Quality of Work Produced

– The employee’s work is accurate, neat, and thorough.

Tasks are performed to completion and errors are minimal. Employee’s work and

behavior exhibits commitment to the Library’s mission, vision, and goals.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

5. Working Relationships

– The employee interacts effectively with managers, coworkers, and patrons. The employee acts as a team player in terms of cooperative spirit. Exhibits effective

and positive communication skills.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

6. Reliability

- Dependable. Can be counted on to work as needed to achieve results

and/or meet targets within established time frames. Employee complies with the

District’s absence and lateness policy.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

7. Problem Solving and Decision Making

– Anticipates and identifies problems. Uses

logic and sound judgment to solve problems and make decisions.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

8. Adaptability

– Employee is able to adjust to a variety of situations, maintains flexibility.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

9. Leadership Skills

– When appropriate and necessary, provides a balance of support

and guidance to others.

____ Outstanding

____ Superior

____ Solid Performer

____ Needs Improvement

 

Comments on PART I:

 

 

 

 

 

 

 

PART II: WORK HABITS

1. Attendance or tardiness

Attitude toward all types of attendance and leave:

____ Excellent attendance and punctuality; never abuses leave privileges

____ Very good attendance; requires no overseeing of leave privilege

____ Average attendance; sometimes late or absent

____ Needs improvement

 

2. Communication

The effectiveness in communicating with others, including co-workers, superiors, or the public, using both verbal and written skills necessary for the job:

____ Outstanding performance

____ Exceeds standard requirements of the job

____ Meets standard requirements of the job

____ Needs improvement

 

3. Record-keeping

The employee’s organization, neatness, and timeliness of the required paperwork including timesheets,daily statistics, ILL requests, etc:

____ Outstanding performance

____ Exceeds standard requirements of the job

____ Meets standard requirements of the job

____ Needs improvement

Comments on PART II:

PART III: OVERALL PERFORMANCE RATING

 

Outstanding

Superior

Solid Performer

Needs Improvement

Patron Services

 

 

 

 

Job Knowledge

 

 

 

 

Productivity/Work Quantity

 

 

 

 

Quality of Work

 

 

 

 

Working Relationships

 

 

 

 

Reliability

 

 

 

 

Problem Solving

 

 

 

 

Adaptability

 

 

 

 

Leadership Skills

 

 

 

 

Attendance/Tardiness

 

 

 

 

Communication

 

 

 

 

Record Keeping

 

 

 

 

 

___Outstanding                         ___Superior                 ___Solid Performer   ___Needs Improvement

 

PART IV: SUMMARY OF STRENGTHS AND AREAS FOR IMPROVEMENT

 

1. Strengths: Employee assets and areas for potentially outstanding growth.

 

 

 

 

 

 

 

 

2. Accomplishments: Areas of notable improvement.

 

 

 

 

 

 

 

 

3. Areas of Improvement: Goals to improve productivity and/or service in the coming year of employment.

 

 

 

 

 

 

 

 

 

PART V: ACKNOWLEDGMENT AND SIGNATURES

 

Rated by: ______________________________________

 

I have reviewed this evaluation and have discussed the contents with my supervisor/manger. My signature indicates that I have been advised

of my performance and does not necessarily imply my agreement. I completely understand its contents.

 

Employee signature ______________________ Date________________

Appendix                                                                                Appendix-12

Subsection: Volunteer Application

DATE:___________________________________________________________________________________

FIRST AND LAST NAME:__________________________________________________________________

ADDRESS:_______________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

TELEPHONE/CELL PHONE:_______________________________________________________________

EMAIL ADDRESS:________________________________________________________________________

AGE (if younger than 18):__________________________________________________________________

HIGHEST LEVEL OF EDUCATION COMPLETED:_____________________________________________

WHY DO YOU WANT TO VOLUNTEER AT THE LIBRARY?  WHAT WOULD YOU LIKE TO DO?

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

WHAT DAYS ARE YOU AVAILABLE?_______________________________________________________

WHAT TIMES ARE AVAILABLE?___________________________________________________________

DO YOU HAVE VOLUNTEER EXPERIENCE?  IF YES, WHAT HAVE YOU DONE?_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

GIVE THE NAME AND PHONE NUMBER OF TWO REFERENCES THAT ARE NOT RELATIVES:

1.___________________________________________________________________________________

2.___________________________________________________________________________________

Appendix                                                                                Appendix-13

Subsection: Employment Application

Use the current application issued by Wayne County Civil Service.

Request applicant include a cover letter, resume and three references.

Link to Wayne County Civil Service Job Application:  http://web.co.wayne.ny.us/wp-content/uploads/Human%20Resources/Wayne-County-Civil-Service-Personnel.pdf

Appendix                                                                                Appendix-14

Subsection: Exit Interview

         Can give reference ____    Can only give date of hire and termination _____                                                                                                                      

  ______________

  Date of Interview

  ________________________                                       _________________________

  Employee Name                                                            Supervisor

  ________________________                                       ______________________

  Effective date of Termination                                       Date Insurance Termination

  ______________                                                           __________________________

  Last day worked                                                           Action form/letter of resignation

  ________________________

  Amount of time with Library

 

1.          Reason for leaving: _____________________________________________________

 

2.          What have you accomplished while here, projects, etc.? ________________________

         __________________________________________________________________________

 

3.          Was your job description accurate? _____

 

4.          Were you adequately trained? _____

 

5.          Any suggestions to improve library? _______________________________________

          ________________________________________________________________________

 

6.          What did you like most about working here? _________________________________

          _________________________________________________________________________

 

7.          What did you like least? __________________________________________________

           ________________________________________________________________________

 

8.          If the opportunity ever presented itself would you consider coming back? _______

 

9.          What in your opinion can we do to make this a better environment for our employees?          

            __________________________________________________________________________

          __________________________________________________________________________

 

10.  What in your opinion can we do to make this a better library for our patrons? __________

           ____________________________________________________________________________

 

11.  Other comments? _______________________________________________________________

           ____________________________________________________________________________

 

Appendix                                                                                Appendix-15

Subsection: Reconsideration Request

Any patron wishing to have any library item or program reconsidered is asked to write a letter that includes the following information:

  1. Title, author, and publisher (if a book)

  1. Title, artist and studio (if media)

  1. Name of program and date it occurred

  1. Name of person making request

  1. Address, phone number and email address of person making request

  1. Please describe what is objectionable about the item or program.  Be as specific as possible and cite actual examples from the item or program that illustrate your objections.

  1. What do you think could occur as a result of engaging with this item or program?

  1. What age group is this item or program aimed at?

  1. What value can be found in this item or program?

  1. Did you engage with the item or program in its entirety or did you only engage with a portion of it?

  1. What do you believe is the purpose of this item or program?

  1. What would you like the library to do about this item or program?  Should the library:

                        -not allow your child to engage with it

                        -not allow any community member to engage with it

                        -re-evaluate its being part of the library collection or slate of activities

Letters must be signed by the person making the complaint and can be given to the Library Director.

Appendix                                                                                Appendix-16

Subsection: Procurement Policy

Competitive bidding determination.

A.

Every purchase made will be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to § 103 of the General Municipal Law: purchase contracts under $20,000 and public works contracts under $35,000; emergency purchases; certain municipal hospital purchases; goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under state and county contracts; and surplus and secondhand purchases from another government entity.

B.

The decision that a purchase is not subject to competitive bidding will be documented in writing by the individual making the purchase. This documentation may include written or verbal quotes from vendors, a memo from the purchaser indicating how the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, or a memo from the purchaser detailing the circumstances which led to an emergency purchase.

§ 26-6    Method of securing.

All goods and services, except those goods and services purchased through a county or state contract, from agencies for the blind or severely handicapped, from correctional institutions or purchases pursuant to § 26-8B of this article will be secured by use of written requests for proposals, written quotations, verbal quotation, or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided.

§ 26-7     Method of purchase.

A.

The following method of purchase will be used in order to achieve the highest savings, except purchase contracts under $20,000 and public works contracts under $35,000; goods purchased

from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under state and county contracts; or purchases pursuant to § 26-8B of this article:

Estimated Amount of Purchase Contract

Method

Up to $499

Discretion of the purchaser

$500 to $1,999

3 verbal quotations

$2,000 to $19,999

3 written/fax quotations or written request for proposals

Estimated Amount of Public Works Contract

Method

Up to $250

Discretion of the purchaser

$250 to $2,999

2 verbal quotations

$3,000 to $9,999

3 written/fax quotations

$10,000 to $35,000

3 written/fax quotations or written request for proposals

B.

A good-faith effort shall be made to obtain the required number of alternate proposals. If the purchaser is unable to obtain the required number of alternate proposals, the purchaser will document the attempt made at obtaining the proposals, but in no event shall the failure to obtain the proposals be a bar to the procurement.

§ 26-8   Documentation.

A.

Documentation is required of each quotation or request for proposals taken in connection with each procurement.

B.

Documentation and an explanation are required whenever a contract is awarded to other than the lowest best value responsive and responsible bidder or offerer. This documentation will include an explanation of how the award will achieve savings. The purchaser will be responsible for determining if the bidder is best value/responsible.

§ 26-9   Exceptions.

A.

In the following circumstances it is not in the best interests of the Town of Macedon to solicit quotations or document the basis for not accepting the lowest bid. In these circumstances, the individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity, moral worth, and the ability to have a close relationship with the governing body. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of the services are such that they do not readily lend themselves to competitive procurement procedures. The citizens of the municipality deserve the benefit of expertise in these types of services as it may ultimately save the taxpayers money.

(1) Services of an attorney;

(2) Services of a physician;

(3) Technical services of an engineer engaged to prepare plans, maps and estimates;

(4) Securing insurance coverage and/or services of an insurance broker;

(5) Services of a certified public accountant;

(6) Investment management services;

(7) Printing services involving extensive writing, editing or art work;

(8) Management of municipally owned property; and

(9) Computer software or programming services for customized programs, or services involved in substantial modification and customizing of prepackaged software.

B.

In addition, in the following situations it is not in the best interests of the municipality to secure alternate proposals because of the time required and type of purchase:

(1) Emergency purchases pursuant to § 103(4) of the General Municipal Law;

(2) Purchases of surplus and secondhand goods pursuant to § 103(6) of the General Municipal Law; and

(3) Purchases under $100.

§ 26-10When effective; annual review.

This policy shall go into effect upon the filing of the Best Value Purchasing Local Law[1] with the Secretary of State and said policy will be reviewed annually.

[1]

Editor's Note: See Ch. 26, Art. I, Best Value Contracts.

As accessed from E-360 Town of Macedon Policy Handbook on June 23, 2017:

http://ecode360.com/30882315?highlight=procurement#30882315

Appendix                                                                                Appendix-20

Subsection: Strategic Plan

 

 

 

 

MACEDON PUBLIC LIBRARY

Strategic Plan

 

 

 

Developed by:

The Community of Macedon

&

Macedon Public Library Board of Trustees

 

 

 

 

 

 

 

Macedon Public Library

 

Strategic Plan for

 services, programming and

development at the Macedon Public Library

 

Developed July 2015

 

To be reviewed quarterly.

 

 

Contents

Background.......................................................................................................................4

Vision................................................................................................................................ 5

Mission...............................................................................................................................5

Values................................................................................................................................ 5

Goals & Priorities...............................................................................................................6

Projected Costs..................................................................................................................9

Success Measures...........................................................................................................................10

Action Plan……………………………………………………………………………………….13

 

 

Background

 

1.        The Macedon Public Library is a municipal public library situated within the Village of Macedon.  The library receives funding as part of the tax levy collected by the Town of Macedon.  The library receives a small amount of additional funding as a result of previous school ballot referendum votes held in both the Pal-Mac and Gananda School Districts.  To date, the library is also given a small amount of non-contractual funding from the Town of Farmington to account for a significant number of Farmington residents using this library (on average 9 to 10 % of our circulation is attributed to Farmington residents).

2.        The library is staffed by the equivalent of 6 full-time employees. Two staff members are full-time and the rest are part-time working 25 or less hours per week.  One employee, the director, holds an ALA-accredited MSLIS as mandated by the State of New York due to the size of the service population.  There are ten active volunteers during the spring, summer and fall months.  During the winter, the number of active volunteers dwindles to two or three

3.        The Macedon Public Library exists to provide equal access to all types of information in an array of formats to all community members.  Providing access to all types of information is critical to maintaining the firm foundation of the United States of America as a Democratic nation and empowers all citizens to be empowered citizens and individuals.

4.        Macedon does not have a high number of economically disadvantaged citizenry.  The economic situation of the majority of residents is considered average and even above average in comparison to other communities within New York State. As such, many Macedon residents have access to technology within their own homes.  Most also value education and reading.  Two areas of strong need are providing technology literacy skills and providing extremely current reading materials.

5.        The Macedon Public Library serves a chartered population of just  under 10,000 people.  Approximately one third of residents are active patrons.  This library also attracts active patrons from other municipalities

including (but not limited to): Palmyra, Farmington, Manchester, Shortsville, Victor and Walworth.

6.        Currently, the library circulates the most materials to adults with adult fiction being the most highly circulated item.  The majority of patrons tend to be females that are middle-aged to senior-aged followed closely behind by mothers of young children.  The circulation of videos and children’s materials is remarkable.  The library is actively engaged in attracting more young adults to increase the circulation of YA materials and teen rated video games.  The library is also considering viable means of attracting more males of all ages to the library.

Vision

Connect people and ideas while inspiring delight and a strong desire to return.

 Mission

Connecting people and ideas with outstanding customer service, easy access to diverse, relevant resources and a memorable experience.

Values

Goals and Priorities

 

I.  Seek secure funding in line with our staffing and materials needs.

-Currently, our funding is designated at the pleasure of the Town of Macedon Board of Trustees.  The funding is increased 2% each year.  This level of funding is not commensurate with our increasing expenses due to minimum wage increases, our need for more staff due to our increase in the number of programs offered, and the demand for brand new resources for patrons to check out.  We currently operate a library with a growing structural deficit.  We need to decide how to increase our revenues.

                                    -Possible options:  Request more funding from the Town of Macedon

                                                                             Request more funding from the residents of Macedon by offering a 414 vote.

-Address the current reserve fund not spent.  This reserve is earmarked for collection usage only and must be completely spent.

                                                                            

II.  Develop a space that is more conducive to welcoming the community and motivating people to seek the library out as a space to be for either relaxing or working.

-reorganize floor space to develop a café-like feel

-re-envision the circulation desk area to offer a more open space

-mobilize staff with technology to offer roving reference capabilities

-consider ways to offer space for children to play constructively while parents are free to browse

-update interior decorating to include more comfortable furniture, shorter stacks, better flow from space to space and more private cul-de-sacs for study or work

-invest in panels that can be used to display art and offer privacy arrangements as needed

-put all furniture and fixtures on wheels to offer flexible floor plan arrangements, install smooth flooring

-create a coffee nook

-create a children’s area that encourages hands-on creativity by offering such materials as: play dough, lego, bristle blocks, an easel with washable paints, markers and crayons, giant blocks for building- if possible, enclose children’s area to cut down on noise

-reimagine the Bullis Room by storing much of the collection and displaying the veritable gems in climate controlled cases

-consider ways to reduce noise levels (sound barriers, white noise, etc).

III.  Develop innovative means of offering technological literacy instruction.

-form partnerships with local colleges and universities to be able to offer high-quality of relevant instruction

-hire a full-time librarian able to teach technology skills and implement teen programming

-develop a relevant technology literacy curriculum through in-put from community, Pal-Mac School District, local colleges and universities and with leadership of library director, library technology consultant and technology librarian.

-develop opportunities for staff to be trained regularly on the use of new, integrated technologies

IV.  Develop a signature Macedon Public Library event.

-work with MPL Friends and MPL Board of Trustees to brainstorm ideas for a possible event

-decide if event will be a fundraiser for the library

-seek partnerships with local businesses and organizations

 

V.  Re-envision collection development

-offer multiple copies of high demand titles in adult fiction

-the majority of collection no older than three years old (with the exception of classic works and popular series)

-offer a highly current, high demand collection of materials rather than a large collection of mostly esoteric materials

-with freed up space, display more books in the fashion of a book store to encourage serendipitous browsing in all collection area

-use paperback area to offer older titles that may still be in some demand, but do not warrant being kept in hardcover edition

VI.  Develop our brand through use of our logo and consistent, active, daily modeling of our mission statement.        

-ensure all communications display logo

-ensure all promotional materials display logo

-ensure logo and vision are prominent and visible on communication materials

-ask patrons regularly: Would you recommend this library to a friend?  Why or why not?  Use results to inform action (what are we doing well versus what needs to be changed).       

                                                                                           

VII.  Develop strong relationships with community businesses and organizations to develop an expanded array of programming.

-reach out to community businesses and find out if they may be willing to either offer or sponsor various programs or events at the library.

-find out how to be involved with the Chamber of Commerce

-develop a strong outreach presence at already existing, local events (ex: school fairs, lumberjack festival)

 

VIII. Develop a means of offering services to all people at times beyond the constraints of our assigned library hours

-develop a self-service, virtual library branch stocked with items to check out 24/7.

-develop a means of offering meeting space beyond library hours.

 

Projected Costs

Hire Full-Time Tech & Teen Librarian I    $30-$32 K

 

Contractual Increase (Books & Materials)$58 K

 

Reimagine Existing Space                             $75 K

 

Electronic Messaging Board                     $35-40 K

 

TOTAL:$147 K

*NOTE:  Additional money must be secured in budget for addition of staff.  However, the reserve money can be used for the reimagining of the space and a sign.

 

 

Success Measures: Objectives Paired with Realistic, Measurable Goals

Objectives:

Develop a space that is more conducive to welcoming the community and motivating people to seek the library out as a space to be for either relaxing or working.

 

 

 

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Increased foot traffic by 10%.

Monthly report.

Increased circulation by 10%.

Monthly report.

Develop innovative means of offering technological literacy instruction.

 

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Participation statistics.

Monthly report.

Collaborations with local partners.

Monthly report.

Continuously develop and revise technology curriculum.

Monthly report.

Hire technology librarian.

Before 2017.

Increased number of technology related programs.

Monthly report.

 

 

 

Develop a signature Macedon Public Library event.

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Members of the MPL Board meet with Friends.

Monthly report.

An event idea is selected.

By November 2015.

A plan of action is developed to implement the event.

Winter 2015-16.

The event is launched.

Summer/Fall 2016

Participation statistics tracked.

Conclusion of Event

 

 

Develop our brand through use of our logo and consistent, active, daily modeling of our mission statement.        

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Feedback given in suggestion box.

Monthly report

Feedback given online.

Monthly report

Feedback given through surveys or email.

Monthly report

Purchase library logo stationery

Oct/Nov  2015

Purchase name tags with new logo

Oct/Nov  2015

Implementation of patron suggestions

Monthly report

 

 

 

 

 

Develop strong relationships with community businesses and organizations to develop an expanded array of programming.

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Meet with representatives from local colleges/universities.

Monthly report

Meet with local businesses

Monthly report

Meet with local organizations

Monthly report

 

Secure funding is established.

Measures of Success:

When this will be measured:

(Try to have measures throughout the year)

Decide on which option to pursue to secure adequate funding.  Decide on length of time the funding will be adequate (ex: one year, two years, three years).

Oct. 2015

Develop action plan to correlate with option chosen.

Nov.-Jan. 2016

Reflect on results of option implemented: Is funding adequate to meet the needs for personnel and materials?  When will funding need to be readdressed and what will the dates for the next action plan be?

Jan. 2016-Nov. 2016

The Action Plan:  The Achievement of Actions and Goals

All actions are ongoing.  Each will be reviewed quarterly by the long range planning committee.  Actions can be deemed completed upon review by the committee and acceptance by the Macedon Board of Trustees majority vote.  New actions will be added as they become necessary.  In this manner, the long range plan is a constantly evolving document.  When new actions are added, the document will be revised and republished.  A listing of completed actions and the date they were deemed complete will follow below:

 

Action to take

Related Objective

Start Date

End Date

Redesign Space (cost not to exceed $75K)

I, II, III,VIII

 

 

Create Signature Event (cost in time, potential fundraiser)

I, IV,VII

 

 

Develop Our Brand ($35-$40k)

IV, VI,V,VII,VIII

 

 

Develop Community Relationships (cost in time, potential fundraiser if sponsorship occurs)

IV,VII,III,VII,VIII

 

 

Secure Library Funding (cost in time, increase in budget)

I,II,III,V,VII,VIII

 

 

 

 

 

 

 

 

 

This plan built using a template designed by Rebecca Macfarlane © 2013

This plan adopted on _______________________2015 by Macedon Public Library Board of Trustees.

 

                                                                                                               

Appendix

Subsection: Whistle Blower Policy                                        Addendum-33                                  

A.  Application.  This Whistleblower Protection Policy applies to all of the Organization’s staff, whether full-time, part-time, or temporary employees, to all volunteers, to all who provide contract services, and to all officers and directors, each of whom shall be entitled to protection.

B.  Reporting Credible Information.  A protected person shall be encouraged to report information relating to illegal practices or violations of policies of the Organization (a “Violation”) that such person in good faith has reasonable cause to believe is credible.  Information shall be reported to the library director (Compliance Officer), unless the report relates to the Compliance Officer, in which case the report shall be made to the President of Macedon Public Library Board of Trustees or the Board of Directors.

Anyone reporting a Violation must act in good faith, and have reasonable grounds for believing that the information shared in the report indicates that a Violation has occurred.

C.  Investigating Information.  The Compliance Officer shall promptly investigate each such report and prepare a written report to the Board of Directors.  In connection with such investigation all persons entitled to protection shall provide the Compliance Officer with credible information.  All actions of the Compliance Officer in receiving and investigating the report and additional information shall endeavor to protect the confidentiality of all persons entitled to protection.

D.  Confidentiality  The Organization encourages anyone reporting a Violation to identify himself or herself when making a report in order to facilitate the investigation of the Violation.  However, reports may be submitted anonymously by writing an unsigned, typed letter and mailing it to the Macedon Public Library Board of Trustees.  Reports of Violations or suspected Violations will be kept confidential to the extent possible, with the understanding that confidentiality may not be maintained where identification is required by law or in order to enable the Organization or law enforcement to conduct an adequate investigation.        

E.  Protection from Retaliation.  No person entitled to protection shall be subjected to retaliation, intimidation, harassment, or other adverse action for reporting information in accordance with this Policy.  Any person entitled to protection who believes that he or she is the subject of any form of retaliation for such participation should immediately report the same as a violation of and in accordance with this Policy.

Any individual within the Organization who retaliates against another individual who has reported a Violation in good faith or who, in good faith, has cooperated in the investigation of a Violation is subject to discipline, including termination of employment or volunteer status.

F.  Dissemination and Implementation of Policy.  This Policy shall be disseminated in writing to all affected constituencies.  The Organization shall adopt procedures for implementation of this Policy, which may include:

(1)   documenting reported Violations;                                                                

(2)   working with legal counsel to decide whether the reported Violation requires review by the Compliance Officer or should be directed to another person or department;

(3)   keeping the board of directors informed of the progress of the investigation;

(4)   interviewing employees;

(5)   requesting and reviewing relevant documents, and/or requesting that an auditor or counsel investigate the complaint; and

(6)   preparing a written record of the reported violation and its disposition, to be retained for a specified period of time.

The procedures for implementation of this Policy shall include a process for communicating with a complainant about the status of the complaint, to the extent that the complainant’s identity is disclosed, and to the extent consistent with any privacy or confidentiality limitations.

This policy shall be reviewed, signed and filed by all staff members and trustees each year.

Appendix
Subsection: Conflict of Interest                                                E-35

SECTION 1. PURPOSE:

Macedon Public Library (MPL) is a nonprofit, tax-exempt organization. Maintenance of its tax-exempt status is important both for its continued financial stability and for public support. Therefore, the IRS as well as state regulatory and tax officials view the operations of  MPL as a public trust, which is subject to scrutiny by and accountable to such governmental authorities as well as to members of the public. Consequently, there exists between  MPL and its board, officers, management and employees and the public a fiduciary duty, which carries with it a broad and unbending duty of loyalty and fidelity. The board, officers, and management employees have the responsibility of administering the affairs of  MPL honestly and prudently, and ofexercising their best care, skill, and judgment for the sole benefit of MPL. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with MPL or knowledge gained there from for their personal benefit. The interests of the organization must be the first priority in all decisions and actions.

 

SECTION 2. PERSONS CONCERNED:

This statement is directed not only to directors and officers, but to all employees who can influence the actions of  MPL. For example, this would include all who make purchasing decisions, all persons who might be described as "management personnel," and anyone who has proprietary information concerning  MPL.

 

SECTION 3. AREAS IN WHICH CONFLICT MAY ARISE:

 

Conflicts of interest may arise in the relations of directors, officers, and management employees with any of the following third parties:

1.Persons and firms supplying goods and services to MPL.

2.Persons and firms from whom MPL leases property and equipment.

3.Persons and firms with whom MPL is dealing or planning to deal in

connection with the gift, purchase or sale of real estate, securities, or other

property.

4. Competing or affinity organizations.

5. Donors and others supporting MPL.

6. Agencies, organizations. and associations which affect the operations of

MPL.

7. Family members, friends, and other employees.

 

SECTION 4. NATURE OF CONFLICTING INTEREST:

A conflicting interest may be defined as an interest, direct or indirect, with any persons or firms mentioned in Section 3. Such an interest might arise through:

1.Owning stock or holding debt or other proprietary interests in any third party dealing with MPL.

2. Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) with any third party dealing with MPL.

3.Receiving remuneration for services with respect to individual transactions

involving MPL.

4. Using MPL’s time, personnel, equipment, supplies, or good will for

other than MPL-approved activities, programs, and purposes.

5.Receiving personal gifts or loans from third parties dealing or competing with MPL.  Receipt of any gift is disapproved except gifts of a value less than $50, which could not be refused without discourtesy. No personal gift of money should ever be accepted.

6. Friends, board members and staff may participate in contests provided that the prize awarded is valued at $50 or less.

 

SECTION 5. INTERPRETATION OF THIS STATEMENT OF POLICY:

 

The areas of conflicting interest listed in Section 3, and the relations in those areas which may give rise to conflict, as listed in Section 4, are not exhaustive. Conflicts might arise in other areas or through other relations. It is assumed that the directors, officers, and management employees will recognize such areas and relation by analogy. The fact that one of the interests described in Section 4 exists does not necessarily mean that a conflict exists, or that the conflict, if it exists, is material enough to be of practical importance, or if material, that upon full disclosure of all relevant facts and circumstances it is necessarily adverse to the interests of MPL.

However, it is the policy of the board that the existence of any of the interests described

in Section 4 shall be disclosed before any transaction is consummated. It shall be the continuing responsibility of the board, officers, and management employees to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.

 

SECTION 6. DISCLOSURE POLICY AND PROCEDURE:

 

Transactions with parties with whom a conflicting interest exists may be undertaken only if all of the following are observed:

1. The conflicting interest is fully disclosed;

2. The person with the conflict of interest is excluded from the discussion and

approval of such transaction;

3. A competitive bid or comparable valuation exists; and

4.The [board or a duly constituted committee thereof] has determined that the

transaction is in the best interest of the organization. Disclosure in the organization should be made to the chief executive officer (or if she or

he is the one with the conflict, then to the board chair), who shall bring the matter to the attention of the [board or a duly constituted committee thereof]. Disclosure involving directors should be made to the board chair, (or if she or he is the one with the conflict, then to the board vice-chair) who shall bring these matters to the [board or a duly constituted committee thereof].

The [board or a duly constituted committee thereof] shall determine whether a conflict exists and in the case of an existing conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable to MPL. The decision of the [board or a duly constituted committee thereof] on these matters will rest in their sole discretion, and their concern must be the welfare of MPL and the advancement of its purpose.

Macedon Public Library

CONFLICT OF INTEREST DISCLOSURE STATEMENT

Preliminary note: In order to be more comprehensive, this statement of disclosure/questionnaire also requires you to provide information with respect to certain parties that are related to you. These persons are termed

“affiliated persons” and include the following:

a.your spouse, domestic partner, child, mother, father, brother or sister;

b.any corporation or organization of which you are a board member, an officer, a partner, participate in management or are employed by, or are, directly or indirectly, a debt holder or the beneficial owner of any class of equity securities; and

c. any trust or other estate in which you have a substantial beneficial interest or as to which you serve as a trustee or in a similar capacity.

 

1.NAME OF EMPLOYEE OR BOARD MEMBER: (Please print)

 

____________________________________________________________________________________

2.CAPACITY:

______board of directors

______executive committee

______officer

______committee member

______staff (position): ____________

3.Have you or any of your affiliated persons provided services or property to

MPL in the past year?

_____YES

_____NO

 

If yes, please describe the nature of the services or property and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person:

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

4. Have you or any of your affiliated persons purchased services or property from MPL in the past year?

_____YES

_____NO

 

If yes, please describe the purchased services or property and if an affiliated person is involved,

the identity of the affiliated person and your relationship with that person:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

5.Please indicate whether you or any of your affiliated persons had any direct or indirect interest in any business transaction(s) in the past year to which MPL was or is a party?

_____YES

_____NO

 

                                                                                                

If yes, describe the transaction(s) and if an affiliated person is involved, the identity of the

affiliated person and your relationship with that person:

____________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

 

6. Were you or any of your affiliated persons indebted to pay money to MPL atany time in the past year (other than travel advances or the like)?

_____YES

_____NO

 

If yes, please describe the indebtedness and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person:

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

 

 

7. In the past year, did you or any of your affiliated persons receive, or become entitled to receive, directly or indirectly, any personal benefits from MPL or as a result of your relationship with MPL, that in the aggregate could be valued in excess of $1,000, that were not or will not be compensation directly related to your duties to MPL?

_____YES

_____NO

 

If yes, please describe the benefit(s) and if an affiliated person is involved, the identity of the

affiliated person and your relationship with that person:

____________________________________________________________________________________

____________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

8. Are you or any of your affiliated persons a party to or have an interest in any pending legal proceedings involving MPL?

_____YES

_____NO

 

If yes, please describe the proceeding(s) and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person:

____________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

9.Are you aware of any other events, transactions, arrangements or other situations that have occurred or may occur in the future that you believe should be examined by MPL’s[board or a duly constituted committee thereof] in accordance with the terms and intent of MPL’s conflict of interest policy?

_____YES

_____NO

 

If yes, please describe the situation(s) and if an affiliated person is involved, the identity of the

affiliated person and your relationship with that person:

____________________________________________________________________________________

____________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________

This questionnaire shall be reviewed, completed, signed and filed each year by all staff members and trustees.

Appendix                                                                                Appendix-41

Subsection: Emergency Plan

All employees and board members shall be given a plan reduced to fit on the front and back of one sheet of paper.  The plan is designed to be carried in the wallets of all employees and board members at all times so in case of emergency, they will have the plan immediately available. The plan describes how to handle likely emergencies that may occur in the library. It also gives important contact information.

The plan shall be reviewed and updated a minimum of once per year to update contact information and any details within the plan.

ADDENDUM:

BULLIS ROOM POLICY

1: Introduction

2: Circulation of Materials

3: Lost or Damaged Materials

4: Care & Maintenance

5: Organization

6: Donations & Acquisitions

7: Duties

Bullis Room Policy                                                                Addendum-1

Subsection: Introduction

The Bullis Collection is a local collection placed that was placed in the care of Macedon Public LIbrary in 1980.  Jeanette “Nettie” Bullis named the library in her will and testament as the trustee of the collection and offered a trust to take care of the books.  

The library is a municipal public library and, as such, the Town of Macedon is the lead agency for the trust granted for the care and maintenance of the collection.  The interest from the trust must be used to care for the collection, but the principal must remain untouched.  

The interest shall be used solely to maintain the items in the collection.  Interest may be spent to reimburse the library for payroll hours spent on cataloging and organizational needs of the collection.

Bullis Room Policy                                                                Addendum-2

Subsection: Circulation of Materials

BOOKS:

The books in the Bullis Collection have a wide variety of values.  As such, decisions concerning the circulation of the books shall be made based on the value of the book in question.

In general, patrons shall be encouraged to use all books in-house.  However, depending on the need and extent of use required by the patron, the book may be loaned for a period not to exceed two weeks with no renewals.

Any book exceeding $100 in value will be highly discouraged as a candidate for circulation except for in exceedingly special circumstances to be determined by the Director.

If loaned, each book must be loaned within a plastic bubble sleeve with a box encasing it to protect the item as much as possible.

ARTIFACTS:

Non-book items shall include (but not exclusively be limited to): letters, pamphlets, rocks, photographs, post cards, personal artifacts, diaries, journals, maps, folios and official papers.  These items will further be described as Bullis “Artifacts.”

Artifacts are exclusively loaned to museums, libraries, schools and historical organizations requesting their use for in-house events or exhibition purposes.  The artifacts in question may be loaned up to 8 weeks with no renewals.

Items shall be loaned using protective coverings and sturdy cardboard boxes or plastic totes to ensure the items are kept as safe as possible in-transit.

Bullis Room Policy                                                                Addendum-3

Subsection: Lost or Damaged Items

If a Bullis Collection book or artifact is borrowed and it is lost, the person or organization borrowing the item shall be responsible for paying the appraised value of the item to the library.

Failure to make amends will result in legal action.

If the item is damaged, the borrowing patron or organization will be responsible to pay for the professional appraiser to reappraise the item and any costs of repair associated with the damage.

Failure to make amends will result in legal action.

Bullis Room Policy                                                                Addendum-4

Subsection: Care & Maintenance

INVENTORY

The Bullis Collection shall be inventoried by volunteers every five years.  A member of the library staff shall generate a shelf list.  Volunteers will use this list to compare what is on the shelves with what is listed and a report of all missing items shall be created.  The Town of Macedon Historian shall be given the list of any missing items, and make a decision regarding the replacement of the item(s).

Any missing items that are not marked for replacement shall have their records deleted from the library’s circulation system.  The Town of Macedon Historian shall make updates in the Bullis Excel Database C as needed.

CARE OF LEATHER BOUND BOOKS:

The leather bound books in the Bullis Collection should be treated with neats oil every 5 years or so.  Directions for use: Put a couple of tablespoons in a small glass bowl and heat in the microwave for 10-20 seconds.  Dip fingertips in the oil and gently rub into the leather.  Let dry for 24 hours and then wipe down with soft cloth and put back on shelf.  If it doesn't feel dry, it doesn't go on the shelf.

BOOK REPAIR

From time to time, books will need some repair.  Simple glue such as Elmer's can be used for bindings.  Some need to be completely reconstructed.  Cloth, boards, endsheets, Jade glue, and all the supplies needed to complete the job shall be available from the library.

Books and notes on repair are available in the Bullis Room.  The information is kept in red binders and labeled “Book Repair.”  

CARE ASSOCIATED WITH SEASON

The windows and window sills in the Bullis Room must be checked every morning in the winter for condensation.  Condensation must be wiped dry to prevent the materials in the room from becoming moldy.

The door to the Bullis Room must always be kept shut to maintain the appropriate humidity level within the room.  This must be adhered to year-round.

APPRAISAL:

Every five years an appraiser shall be hired to evaluate all items in the collection . The money accrued from the trust shall be used to fund the appraisal. The appraisal report shall be kept in the safe.  Following the appraisal an inventory shall be done.

Bullis Room Policy                                                                Addendum-5

Subsection: Organization

The Bullis Collection is in subject matter order as of June 30, 2017.  Following subject placement, the books are then filed by the author’s last name. In the case of an editor or no author, books are filed by title.

In the case of biographies, the books are filed by the subject (person the book is about).  

The Bullis Excel Database C shall be used to aid in finding materials.

The library is aiming to re-organize the collection using the Dewey Decimal System.  Books will be covered using archival quality mylar covers.  They will receive a barcode and a spine label.  Records will be added to the circulation system.  

Upon the entire collection being re-organized, the Bullis Excel Database C shall be used primarily for appraisal values.  The library aims to eventually put the information from the Bullis Excel Database into the library’s Google Drive account.  

Bullis Room Policy                                                                Addendum-6

Subsection: Donations & Acquisitions

DONATIONS:

Donations of the following will be accepted for addition to the Bullis Collection:

If an item is donated to the Bullis Collection and the collection already contains the same, exact item, the item may replace the original item if:

Donations of the following will be accepted for placement within the Bullis Room, but ownership by Macedon Public Library:

Suggestions may be made for the placement of items not accepted.  For example, large pieces of furniture may be recommended additions for the historically preserved Bullis House at 1727 Canandaigua Road by contacting the Landmark Society.

In the past, the Bullis Collection has received items from the following families:

Knapp

Bills

Rudovitz

Rothfus

Monetary donations in excess of $99.99 will be treated as grants.  The money will be targeted for a particular need within the collection and be spent only on materials or programming that fulfill that explicit need.

Bullis Room Policy                                                                Addendum-7

Subsection: Duties

LIBRARY DIRECTOR and STAFF and VOLUNTEERS

HISTORIAN