- Pets are not allowed in the library.
- While the library occasionally presents educational programs that feature animals, members of the public may only enter the library with an animal if it is a service animal that requires accommodation under the Americans with Disabilities Act (ADA).
- Under the ADA, a service animal is a dog that has been individually trained to do work or perform tasks for an individual with a disability. The dog must be trained to take a specific action to assist the person with a disability, and the task(s) performed must be directly related to the disability.
- Emotional support, therapy, comfort, or companion animals which have not been trained to perform a specific job or task do not qualify as service animals under the ADA.
- If it is not obvious that a dog brought into the library is a service animal, a staff member may ask (only) the following questions:
- Is the dog a service animal required because of a disability?
- What specific work or task has the dog been trained to perform?
- A staff member attempting to ascertain whether a dog is a service animal will never ask about the nature of the person’s disability.
- Service animals must be under the immediate control of their handlers at all times.
- Service animals which are not housebroken, bark excessively, are uncontrolled, or are otherwise disruptive will be required to leave the premises.
- Animals may never be left unattended on library grounds.
- Service animals are not allowed on library furniture or fixtures, or in library baskets or carts, and must remain on the floor or be carried (as appropriate) by their handlers at all times.
Approved by the Board of Trustees, May 22, 2019
The Plainedge Public Library has one display case available to the public. All Art Exhibits are subject to approval of the Director or the Board of Trustees, and are to be of a non-commercial nature. To insure fair access to the space, and that there is a minimum of interruption to the regular routine of the Library the following procedures should be observed:
- Approved displays will be for a limited time, usually one month.
- All art work must be available in the Library on the date the display is scheduled to begin. All paintings must be placed on exhibit at one time.
- All art work must remain on display the entire time the exhibit is scheduled.
- All art work should be removed from the Library on the date the display is scheduled to end. The Library lacks facilities to store works of art until such time as they are removed from the premises by the artist participating in the display.
- No exhibit will be displayed unless the owner signs a release, absolving the Library from responsibility for loss or damage.
- The Director’s approval is necessary for the display of any materials. Request for the display of exhibits should be received by the Director at least a month in advance of the date requested.
- All exhibits must be of an educational or cultural nature, or of a general community-wide interest.
- The exhibitor agrees that his/her name will appear only as a signature on the item, or as a small typed notice. There is to be no commercial or for profit aspect to the display and all items exhibited cannot have posted prices, or be sold at the library.
- The Library may not be used to display or exhibit materials, leaflets or posters, which advocate the election or defeat of a candidate for public office or advocate an affirmative or negative vote on any political proposition. Displays of a particular religious or political persuasion will not be accepted.
- Organizations will be permitted to place in the Library a receptable that solicits donations, only at the discretion of the Director.
- The Library does not permit the sale of artwork or other items that are displayed in our building.
I. Membership on the Board of Trustees
The Board of Trustees of the Plainedge Public Library shall consist of five voting
members chosen by the qualified voters of the Plainedge School District. One member
shall be elected each year for a five year term. The Trustees shall be governed by the
applicable provisions of the Education Law of the State of New York.
II. Officers
A. The officers of the Board of Trustees shall be the President, who will serve as presiding officer and the Vice President, who will serve as a presiding officer in the absence of the president.
B. The election of the officers of the Board shall be held at the annual reorganization meeting.
III. Vacancies on the Board of Trustees
C. A member of the Board of Trustees may vacate his or her office through death, incapacity, resignation, removal from office, establishment of a residence outside the Plainedge School District, or declaration by the Board due to excessive absence.
B. In accordance with New York State Education Law 226, any Trustee who fails to attend three consecutive regular monthly meetings of the Board, without an excuse accepted as satisfactory by the Trustees, he/she shall be deemed to have resigned.
C. In the event the office of President becomes vacant, the Vice President will automatically assume the office of the President for the remainder of the vacant term.D. In the event that the position of Vice President becomes vacant, the Board will choose a successor by election at first scheduled meeting after the occurrence of the vacancy.
E. In the event that the Office of any Trustee, other than President or Vice President, becomes vacant, such vacancy shall be filled by appointment of a qualified Plainedge School District resident by the remaining members of the Board as prescribed by law. As an amendment to the Plainedge Public Library’s Provisional Charter, the vacancy will be filled until the next election.
IV. Duties of the Officers of the Board
A. The President shall preside at all Board meetings, appoint Committees, certify all warrants approved for payment by the Board, authorize calls for special meetings and serve as ex¬-officia member of all committees.
B. The Vice President shall assist the President and, in the absence of the President, act as presiding officer of the meeting.
C. In the absence of both the President and Vice President the three Trustees present shall elect one member to serve as President at that meeting.
MEETINGS
The regular monthly meeting of the Board shall be held on the third Monday of each month from September through June at 7:00 PM. Any change from the regular Board meeting schedule will be published and proper public notice given to the date and time of the next meeting. One monthly meeting shall be held during July or August.
The annual reorganization meeting shall be held on or about July 2 at which time the officers will be elected for the coming fiscal year.
Special meetings may be held at any time at the request of the President or any three (3) members of the Board with proper notice being given to the public. A quorum of the transaction of business shall consist of three members of the Board. A unanimous vote of a quorum shall constitute a legal vote. A Board member must be physically present in order to vote.
AA. Under New York State Public Office Law 195, (Open Meetings), the Board of Trustees may, upon a majority vote of its membership, conduct an executive session in which matters allowed under law may be discussed. Minutes will not be taken and attendance by the general public shall not be permitted unless authorized by the Boardof Trustees. No action will be taken during an executive session which is to be reserved for discussion only.
V. The regular monthly meeting of the Board shall be held on the third Monday of each month from September through June at 7:00 PM. Any change from the regular Board meeting schedule will be published and proper public notice given to the date and time of the next meeting. One monthly meeting shall be held during July or August.
W. The annual reorganization meeting shall be held on or about July 2 at which time the officers will be elected for the coming fiscal year.
X. Special meetings may be held at any time at the request of the President or any three (3) members of the Board with proper notice being given to the public.
Y. A quorum of the transaction of business shall consist of three members of the Board. A unanimous vote of a quorum shall constitute a legal vote. A Board member must be physically present in order to vote.
Z. Under New York State Public Office Law 195, (Open Meetings), the Board of Trustees may, upon a majority vote of its membership, conduct an executive session in which matters allowed under law may be discussed. Minutes will not be taken and attendance by the general public shall not be permitted unless authorized by the Board of Trustees. No action will be taken during an executive session which is to be reserved for discussion only.
The Library Director, appointed by the Trustees, serves as chief executive of the Library and as such is responsible for the administration of the Library and its personnel under the general policies approved by the Board, including the “Policy Statement Governing Board-Director relations of the Plainedge Public Library” dated May 17, 1963. The Library
VI. LIBRARY DIRECTOR
Director is directly responsible to the Board and through the Board to the community, and shall attend all meetings of the Board. The Board of Trustees will conduct an annual review of the performance of the Director at the May Board of Trustees Meeting.
VII. SECRETARY TO BOARD
Secretary, other than a Board member, shall be appointed annually by the Board of Trustees to be responsible for maintaining an accurate account of all proceedings at Board meetings. The Secretary shall be responsible for issuing notices for all regular and special meetings.
VIII. PARLIAMENTARY PROCEDURE
The current edition of Roberts Rules of Order Newly Revised shall govern in the parliamentary procedure of the Board.
IX. AMENDMENTS TO BYLAWS
These bylaws may be amended at any meeting of the Board by an affirmative vote of at least three Trustees provided that the amendment was stated on the agenda for that meeting.
X. POLICIES
The administration of the Library shall be governed by the policies and procedures adopted by the Board of Trustees.
XI. CODE OF ETHICS
All members of the Plainedge Public Library Board of Trustees in the capacity to which they are elected, shall operate under the highest ethical standards and in accordance with the “Ethics Statement for Public Library Trustees” (1995) of the American Library Association.
I. Library Cards and Borrowing Privileges
A. Residents
The Plainedge Public Library issues Library cards without charge to residents of the Plainedge Union Free School District. Applicants must verify residency with proper identification. Library cards, issued to District residents, are valid for three years. Cards, in good standing, can be renewed every three years. and entitle patrons to Direct Access privileges at other libraries within the Nassau Library System in accordance with the Code of Procedures as set forth by the member libraries of the Nassau Library System. This code provides for the borrowing of books and other materials throughout the Nassau Library System by all borrowers with a valid Library card issued by any member of the Nassau Library System.
B. Children’s Library Cards
Children residing within the Plainedge School District may obtain a Library card at any age. However, a parent or guardian, must themselves have a card in good standing, and must sign the application for a child’s Library card. By doing so, the parent or guardian accepts full responsibility for all Library materials borrowed on the card.
C. Non-Resident Taxpayers
Library cards may also be issued to non-residents who own property within the Plainedge School District and have proper proof of payment of Library taxes. Such cards shall be valid for one year and have the same Direct Access and borrowing privileges as those issued to residents.
D. Teachers in the Plainedge District, Business Owners and Their Employees
The owners and operators of businesses, as well as teachers, within the boundaries of the Plainedge Union Free School District are welcome to use the resources of the Plainedge Library. A letter of authorization with the company letterhead and signed by an officer of the company must be submitted. This officer shall be responsible for all lost and damaged materials charged out with this courtesy card. This card will be issued for one year and does not have Direct Access privileges.
E. Non-Residents
Library cards will not be issued to non-residents. State Mandated Access Cards, which are issued to non-taxpayers through the East Meadow or Levittown Libraries will be honored as Direct Access (out-of-district) patrons.
F. Students
Non-resident students who attend schools within the boundaries of the Plainedge School District may be issued Library cards. Students’ cards are valid for one year and entitle the student to borrow books and other Library materials from the collection of the Plainedge Public Library only.
G. Resident Homes
Persons who reside in special residency homes within the Plainedge School District may be issued a Library card after proof of residency is established. Resident Home cards must be signed by the Director of the resident home.
H. Borrowing Privileges for Each Category of Patrons of the Plainedge Public Library
| Borrowing Privilege | *Residents | *Non-Resident Student *Business Operator *Employees *Teachers | *Direct Access | State Mandated Access Cards |
|---|---|---|---|---|
| Books | Yes | Yes | Yes | Yes |
| Audio-Visual Material | Yes | Yes | Yes (limited) | Yes (limited |
| Magazines | Yes | Yes | No | No |
| Inter-Library Loan | Yes | No | No | No |
| Direct Access | Yes | No | No | No |
| Reserve Books | Yes | Yes | No | No |
II. General Procedures for Obtaining a Library Card
A. Applicants for Library cards must provide two (2) forms of identification with a valid address, one must be a photo identification. Those applying for Library card privileges as district employees, students, or non-resident taxpayers must also provide two forms of identification with a valid address.
Acceptable forms of proof include, but are not limited to, driver’s license, insurance cards, car registration, mortgage, lease/rental agreements, business cards, tax bill, utility or phone bill with a recent postmark. Post Office boxes are not sufficient proof of residence.
Plainedge patrons can apply for a library card, online. They will be issued a barcode, typically within 48 hours. The barcode can be used to use the databases, reserve books, checkout eBooks and audiobooks, make museum pass reservations, etc. The card will be issued for one month only. When the card is picked up in person, we will extend the expiration for the entire three years. Patrons should be prepared to show identification when they pick up the library card.
Renewals can also be done online, with the same basic procedure as outlined above, assuming the patron does not owe more than $10.00. The renewal application can be filled out, and a copy of driver’s license or one form of photo identification uploaded. Our staff will extend the expiration date for one month. At that time, the patron will need to come in to pick up their card, and the expiration date will be adjusted to the full time allowed.
B. A parent who requests a Library card for their child, must themselves have a library card, in good standing. And, they must sign the Library card application and accept responsibility for all Library materials borrowed on the child’s card. The Library will not issue cards to children without parental permission and verification of address.
C. Once a student is in the 6th grade may get parental permission to have full access to the adult book collection, and their account is now marked as “Young Adult.” They may borrow audio visual materials and DVDs as well. Students may use parental proof of residence or a previously issued valid Plainedge Library card as proof of residence. When they reach age 18, they will get a new adult card.
D. Library cards will not be issued or renewed for persons with outstanding overdues or fines or without sufficient proof of residence. Patrons must clear their accounts in full before being issued a new or renewed card. Library cards will not be issued or renewed to a parent who has signed an application for a child’s Library card that has outstanding overdue materials or fines in excess of $10.00 until the child’s account is cleared.
III. Direct Access
A. Since it is the responsibility of the Plainedge Public Library to reimburse other libraries for lost, damaged, or unreturned materials that are obtained by inter-library loan or that are borrowed on Direct Access, the Library cannot extend this privilege to anyone other than residents and non-resident taxpayers.
B. Borrowers with cards from other Nassau libraries with “Direct Access” indicated in their record, have the same privileges as residents except that the following may not be charged out on Direct Access cards:
- Audiobooks
- New CDs
- DVDs and Blu-rays
- Museum Passes
- Hotspots
- E-Readers
- Tools
- Library of Things items
- Roku Streaming Sticks
C. Direct Access borrowers are not eligible to apply for inter-library loan materials through the Plainedge Library. Requests must be placed through their home library. Reserves and requests will not be taken from Direct Access patrons.
IV. Fines and Fees
The Plainedge Board of Trustees has opted for a hybrid, fine-free model of service. “Fine Free” does NOT mean “No responsibility.” It means that we wish to remove barriers to using the library and borrowing items. We will send reminders and notices and will expect items back in a timely manner.
The fine free policy does NOT apply to e-readers, museum passes, Library of Things items, or Wi-Fi hotspots, or Roku streaming sticks. Patrons will be responsible for paying for replacement of lost or damaged items.
If a patron owes more than $10.00, they cannot borrow any Library materials until the fine is paid.
A. The following fines shall be charged for materials returned after the date due:
| Item | Fine (per item) |
|---|---|
| Tools/Library of Things/E-Reader | $2.00 per day/maximum fine $10.00 |
| Rokus | $2.00 per day/maximum fine $10.00 |
| Wi-Fi Hotspots | $2.00 per day/maximum fine $10.00 |
| Museum Passes | $10.00 per day/maximum to replacement cost |
B. Patrons whose fines exceed $10.00 or who have failed to return overdue Library materials after the second notice, will have their borrowing privileges suspended.
C. Borrowers will be required to pay the repair or replacement costs, as determined by the Library, for all lost or damaged material.
D. Borrowers may return materials in the book drop. Museum passes, Library of Things items, Kindles, Hot Spots, and Rokus must be returned inside the library.
V. Vacation Loan
During the months of July and August, older fiction and non-fiction (more than 1 year) may be borrowed for extended loan periods and must be returned by the fourth Friday in September.
VI. Reserves
Reserves must be placed online. This can be done by Plainedge Library Staff, or by residents themselves. Patrons will be notified by email, text message, or phone call, when their item is received. There is no charge for reserving materials. Most Plainedge materials are reserveable for Plainedge patrons.
VII. Magazines and Periodicals
The most recent issue of periodicals will not circulate until the new issue is received, at which time the previous edition will be available for a 7-day loan. Out-of-district patrons may not borrow periodicals. All newspapers are for reference use only.
VIII. Circulation Rules
NEW DVDS/BLURAYS (up to 6 months)
- Circulate 3 days.
- Limit 2 per card.
- Reservable
VIDEO GAMES
- Circulate 7 days
- Limit 2 on each Child’s card
- Reservable, for Local Patrons only
TOOLS
- Circulate 7 days
- $2.00 per day, per item, overdue fine
- $10.00 maximum fine
- Reservable, for Local Patrons only
- Sign a liability form.
ROKUS
- Circulate 7 days, with 1 renewal if no one is waiting
- A maximum of 1 Roku per family may be borrowed at one time.
- $2.00 per day, per item, overdue fine
- $10.00 maximum fine
- The charge for a lost or damaged Roku is $40; $20 for just the remote.
- Must be returned inside the library.
- Reservable, for Local Patrons only
LIBRARY OF THINGS
- Circulate 7 days, with no renewal
- Limit of 1 item at a time. No renewals.
- Must be returned inside the library. Returns via the book drop will result in a $10.00 fee.
- There will be a $10.00 per day charge if the “Library of Things” item is returned late, up to the cost of a new identical replacement item.
- Reservable, for Local Patrons only
- Heart Monitor – must sign “Consent to Usage Form BP Cuff”
WI-FI HOTSPOTS
- Circulate 10 days, with no renewal
- A maximum of 1 Hotspot per family may be borrowed at one time, and may be borrowed only once a month.
- Hotspots must be returned inside the library.
- $2.00 per day, per item, overdue fine
- $10.00 maximum fine
- The replacement fee for a lost Hotspot is $72. The cost for an unreturned power cord AND/OR outlet adapter is $10. The cost for a damaged Hotspot will be determined by the Library Director not to exceed the price of the full cost of a new item $72.
- Reservable, for Local Patrons only
EREADERS
- E-readers are loaned for 2 weeks, and are renewable.
- Only one E-Reader may be borrowed at one time per family.
- The E-Reader may not be returned to another library, not placed in the book or media drop.
- $2.00 per day overdue fine
- $10.00 maximum fine
- Replacement fee of $50 if it is lost or damaged.
- Reservable, for Local Patrons only
MUSEUM PASSES
- Circulate 3 days, with no renewal – Long Island Children’s Museum, and NY State Empire Pass.
- Print on demand passes are 1 day, and do not need to be returned.
- $10.00 per day late, up to replacement cost
- In the event that a non-return or late return of a pass necessitates the library to pay the entrance fee for the next user, the entry fee to that museum will be attached to the borrower’s record.
- Replacement fee varies based on the cost of the specific pass.
- Passes needing to be returned, must be returned to the reference desk inside the library.
- A maximum of 1 pass per family may be borrowed at one time, and each pass may be borrowed once every 30days.
- Reservable up to 30days in advance, for Local Patrons only
ILS RESOURCE SHARING CODE
- Plainedge Library adheres to the Nassau Library System, ILS Resource Sharing Code: In order to provide Nassau County residents equitable access to shared materials, the Library has adopted the following preferred loan periods.
| Circulating Print Materials Over 6 Months Old | 28 Days |
| Circulating New Print Non-Fiction | 28 Days |
| Circulating New Print Fiction | 14 Days |
| Circulating Audiovisual Materials Over 1 Year Old | 7 Days |
| Circulating New Audiovisual Materials | 3 Days |
Miscellaneous Costs: Printing, Copying, Faxing
- Printing/ Wireless Printing: Patrons are entitled to $1.00 of free printing per day, with .10 per b/w page charge and .25 for color, above the initial 10 pages.
- Faxing: $1.00 per page
- Copying at the copy machines: .10 for b/w and .25 for color copies
- We accept most major credit cards.
Adopted by the Board of Trustees March 17, 1991, Amended March 17, 1998, Amended October 17, 2001, Amended March 13, 2002, Amended April 23, 2002, Amended July 3, 2002, Amended October 16, 2002, Amended June 9, 2003, Amended July 2, 2003, Amended February 25, 2004, Amended March 17, 2004, Amended October 27. 2004, Amended November 18, 2004, Amended February 17, 2005, Amended June 20, 2007, Amended December 19, 2007, Amended February 22, 2010, Amended September 26, 2011, Amended January 18, 2012, Amended September 19, 2012, Amended February 13, 2014, Amended December 18, 2017, Amended May 22, 2019, Amended July 1, 2021, Amended to add Rokus December 20, 2021, Amended on April 18, 2022, Amended on May 17, 2023.
Fines and Fees, Adopted by the Board of Trustees, February 22, 1995, Amended March 9, 2004, Amended June 9, 2003, Amended November 18, 2004, Amended February 17, 2005
Faxing Fees, Amended by the Board of Trustees November 18, 2004
Playaways, Adopted by the Board of Trustees December 19, 2007
Online Library Card Registration added, December 16, 2019
As elected public officials, the Trustees of the Plainedge Public Library have an obligation to meet the highest legal, moral, and ethical standard to successfully achieve the mission of the Library, in addition to supporting the Code of Ethics of the American Library Association.
Each Trustee shall:
- Accept and carry out all duties and functions of the position of Trustee with absolute truth, integrity, and honor.
- Recognize that the authority of each Trustee in collective within the legal action of the entire Board and individual Trustees cannot assume authority for comments or actions unless delegated to do so by the Board.
- Not disclose confidential information unless such disclosure is required pursuant to the Library’s or Board compliance with Freedom of Information privacy or other applicable laws and regulations.
- Represent the best interests of the Library and those of community residents and do nothing to violate the public trust.
- Avoid real or perceived conflicts of interest when making decision for or about the Library that may involve issues of personal gain for self, family, or friends.
- Refuse gifts of any kind that could create an appearance of an impropriety or undue influence.
- Adhere to all Board adopted policies, rules, and procedures.
- Become familiar with laws pertaining to libraries, prepare for Board meetings and maintain current knowledge in order to effectively serve the Library.
- Ensure that personal philosophies or interest do not interfere with or compromise the ability to carry out the duties of a trustee of the Library in a fair, impartial and objective manner.
- Abstain from using Library resources or allowing resources to be used for personal interest of financial benefit.
The Board of Trustees shall:
- Transact Library business only at Board meetings for which appropriate notice has been made public in compliance with the NYS Open Public Meetings Law.
- Respect the differing roles of the Library Director and the Trustees as provided in the Library’s Board/Director Relations Policy.
- Observe all laws, rules, regulations and Library policies.
- Seek legal and other professional counsel as needed, and utilize such counsel to guide decision making and creating policies.
- Support the American Library Association’s Library Bill of Rights and the efforts of the Library Director and staff to resist censorship of library materials by groups or individuals.
Distribution of the Plainedge Public Library Trustee Code of Ethics.
The Library Board will distribute a copy of the Code of Ethics to every Trustee.
Thereafter, each newly elected Trustee will be given a copy before entering upon the duties of his/her office.
All trustees will sign the Code of Ethics and Conflict of Interest Agreement, every year at the Reorganization Meeting.
Adopted by the Board of Trustees March 6, 1967
Revised November 17, 2014
Revised, March 23, 2022
- Computers are available on a walk-in basis. Time limit on these stations is one hour. If there is no one waiting, patrons are welcome to log in for another hour long session.
- Patrons wanting to use the computers must sign-in using our SAM sign-in system. To sign on to SAM, you will use your library card number and a PIN you create upon your first login, or you may obtain a visitors pass from staff if you have forgotten or are not eligible for a library card. Patrons may not misuse the sign-in process to gain additional periods of usage.
- No more than 2 people may use a computer station at once, except for adults with small children.
- Children in sixth grade and younger must be accompanied by an adult.
- Patrons are expected to be knowledgeable in basic computer operations.
- Printing of information is allowed, for 10 cents per page for b/w, 25 cents for color. We are currently only accepting credit card payments – no cash. Payments for printing will be handled through the SAM system, at the front desk. You will need to “load” your SAM account prior to printing.
- There is a 100 page printing limit per day.
- Computers will not save the work beyond the logged in session. All printing must be finished and any information must be saved off the computer (to cloud, email or a flash drive) prior to the end of the hour.
- Time permitting, librarians can help navigate to a website, download and print forms, set up an email address and perform simple web tasks.
- Librarians can answer basic questions about Microsoft Word, Google Docs, or similar products.
- Librarians can teach patrons how to use Library resources to download ebooks and audiobooks to their own device.
- Librarians can show patrons how to use our wifi hotspots and Kindles.
- Librarians can show patrons how to download library apps to their own device.
- Librarians can instruct patrons in using all of our electronic databases, including our downloadable offerings – ebooks, audiobooks, music, movies and magazines.
- Any problem or fault with library equipment must be reported immediately. Under no circumstances should user try to repair any computer or printer.
- The library does not supply paper, envelopes, labels, or any other printing supplies, except the library’s standard paper at a charge of 10 cents per page.
- The copyright law forbids duplication of copyrighted software. Patrons are not permitted to connect their own personal computers, printers or other equipment to the library’s computer equipment besides their own headphones, earbuds or portable USB storage devices.
- The user is liable to the library for any damage resulting from misuse or mistreatment of computer or computer equipment.
- Before using any public access computer for the first time, patrons will be asked to accept our computer policy, which will pop up on the screen during registration of the SAM account. The patron may also view the rules before typing in his or her library card by clicking the “Library Policy” button on the log in screen.
- Patrons are advised that the Library is not responsible for any personal information entered into the computers.
- The Library is not responsible for work or information lost due to computer or system malfunction.
Statement of Purpose
The Plainedge Public Library is dedicated to maintaining excellence in providing Library service to the community. The purpose of the Conflict of lnterest Policy is to assure that the business of the Plainedge Public Library is always conducted in accordance with the highest standards of ethical behavior and totally free from the possible influence of any and all conflicts of interest. The Library Board is committed to avoiding any situation in which the existence of a conflict of interest or any unethical behavior by a Trustee, Staff Member or Volunteer may call into question the integrity of the management of the Library.
Definitions
Board Members are elected by the residents of the community to serve a five (5) year term as a Trustee.
Staff members include all personnel officially employed by the Library.
Volunteers perform services to the Library without compensation or any other personal benefit.
Interest involves a direct or indirect monetary or material benefit acquired by or given to a Trustee, Staff Member, Volunteer/ his/her family member or personal friend from any business transaction that the Plainedge Public Library does with a firm, corporation, contractor, organization or private person.
Obligation to Report a Conflict of Interest
In the event that a Trustee, staff member or volunteer knows of or perceives a direct or indirect
conflict of interest, he/she shall report the matter to the Director. If this is not possible, the President or Vice President of the Board of Trustees will be so notified and shall in turn bring the matter to the attention of the Board.
Procedure for Resolution of Conflict
A Trustee, Staff Member or Volunteer who discovers or has knowledge that he/she has or may have an actual or potential conflict of interest shall:
- Fully, completely and immediately disclose in writing the existence and extent of such conflict of interest to the Library Director and or members of the Library Board of Trustees.
- If a conflict of interest involves a Library Trustee he/she will not participate in any discussions, deliberations and proceedings of the Board of Trustees relating to any and all activities that are the subject of an actual or potential conflict of interest.
- No Trustee, Staff Member or Volunteer with a conflict of interest shall attempt in any way to influence improperly, directly or indirectly the deliberations and voting by the Board of Trustees on the matter giving rise to the conflict of interest.
- The Library Board of Trustees will conduct a full investigation to determine if a conflict of interest does, in fact, exist and shall take all appropriate and necessary action to resolve and eliminate any conflict of interest.
- Any resolution by the Board of Trustees dealing with a conflict of interest or an ethics violation will keep the Library’s best interest paramount in all decisions.
- If after hearing a Trustee’s, Staff Member’s, or Volunteer’s response and further investigation is conducted on the matter, the Board determines that the Trustees, Staff Member or Volunteer has failed to disclose an actual or possible conflict of interest, appropriate disciplinary and corrective action will be taken.
Documentation of a Conflict of Interest and Resolution
In the event that a Trustee, the Director, Staff Member or Volunteer discloses the existence of a conflict of interest or ethical violation, the Board of Trustees will document and include in the official Minutes of the Board Meeting the resolution of the conflict of interest or ethics violation, including the vote of each Trustee on the matter.
Distribution of the Conflict of Interest Policy
A copy of the Plainedge Public Library Conflict of lnterest Policy and Ethics Policy will be given to every Trustee presently serving on the Board. Thereafter, each Trustee and new Employee and Volunteer shall be given a copy of each before entering upon the duties of his/her office, employment or volunteer service. Trustees will sign the Conflict of Interest and Code of Ethics Agreement every year at the Reorganization Meeting. This policy will be included in the Employee Staff Manual.
Adopted by the Board of Trustees November 17, 2014
Revised, March 23, 2022
- Borrowers must be 18 years or older and have a current Plainedge Public Library card, in good standing.
- E-readers are loaned for 2 weeks, are renewable and can be reserved.
- Only one E-Reader may be borrowed at one time per family.
- The E-Reader must be checked out and returned at the Circulation Desk.
- The E-Reader may not be returned to another library, not placed in the book or media drop.
- The overdue fine is $5.00 per day late, $50 if it is lost.
- Borrowers may not add, modify, install, delete or uninstall any software, materials or items to the device.
- Borrowers may not change any device settings. If settings are changed upon return of device, a maintenance fee of $5.00 will be charged to the patron for the time it takes to restore it to a circulating condition.
- Patrons may not substitute the borrowed library E-Reader with any other device. The E-Reader borrowed is the one that must be returned.
- Borrowers are responsible for the cost of a lost, damaged or theft of a borrowed E-Reader.
- E-Readers may not be lent to anyone else. The person who checked them out is the person who is responsible for them.
Adopted by the Board of Trustees, December 17, 2018. Approved on November 21, 2022.
Purpose
Homebound people who are physically unable to visit the library because of a disability are entitled to the same quality of service as that available to the fully mobile library patron. The purpose of this program is to provide personalized library service to meet the special needs of homebound individuals within the community.
Staff
An outreach librarian will be appointed who will be the link between the library and the homebound patron and whose responsibilities include coordinating the program and making the necessary selection of materials to meet individual needs and choices.
The outreach librarian will be assisted by a clerk who will keep records of materials charged out and coordinate delivery of materials.
Eligibility
Any person who resides within the Plainedge School District and is unable to visit the library due to a physical disability or impairment is eligible to participate in the library’s homebound program.
Procedure for Registration
Any resident of the Plainedge School District who believes he/she is eligible to participate in the homebound program may contact the library by telephone, mail, email, or in person. The person will be given or sent an application for participation in the homebound program. The application certifying that the person is homebound must be returned to the library.
The person may indicate the types of materials desired on the application or speak directly to the outreach librarian. Arrangements will be made for the first delivery.
Charge Out
All materials delivered to homebound patrons will be charged out on the morning of the scheduled delivery. A record of the material checked out and of the due date will be kept by the outreach clerk. All print material will be charged out for four weeks; CDs and older DVDs will be charged out for fourteen days. New DVDs are not eligible for this program.
Two days before materials are due, the homebound patron will be contacted by the library and arrangements made for the pick up of charged- out materials and delivery of replacement materials.
Delivery
Deliveries and Pickups will be made the same day every week. The library will arrange for the delivery and pick up of materials. Library materials will be left in an identifiable Library bag and hung on a door or in a mailbox.
Borrowing Privileges for Persons Designated by Homebound Patron
Any adult who resides within the Plainedge School District and is unable to visit the library due to a physical disability or impairment may designate one person over the age of 18 to borrow library materials on his/her library card.
The homebound resident may contact the library by telephone, mail, email, or in person to request an application. The application, certifying that the patron is homebound must be returned to the library. Only one adult person may be designated at any time to check out materials using the homebound person’s library card. The designated person is required to show proper identification when borrowing materials. It is the responsibility of the homebound person to notify the library in writing when the designated person is no longer authorized to borrow materials on his/her library card.
The homebound person is responsible for all materials borrowed on his/her library card by the designated person. The same policies, procedures and rules regarding due dates, loan periods, fines, and fees that apply to the general public also apply to materials borrowed on a homebound patron’s library card by a designated person.
Adopted by the Board of Trustees May 8, 2002
Revised on January 17, 2018
Weekday and Saturday Hours
Adopted by the Board of Trustees, September 23, 1963,
Revised, January 24, 1964, January 26, 1966, January 24, 1968, April 16, 1974, October 15, 2012
The Library shall be open to the public
| Monday - Thursday | 9:00 AM — 9:00 PM |
| Friday | 9:00 AM — 6:00 PM |
| Saturday | 9:00 AM — 5:00 PM |
| Sunday | 1:00 PM — 5:00 PM |
Sunday Hours
Adopted by the Board of Trustees, February 11, 2013,
Revised, April 15, 2013
The Library shall be open to the public on Sundays, October through April from 1:00pm to 5:00pm. The Sunday before President’s Week and Easter Sunday, the Library will be closed to the public.
Christmas Eve, New Year’s Eve
Adopted by the Board of Trustees, December 3, 1963
The Library shall be open from 9:00am – 1:00pm, Christmas Eve, and from 9:00am to 5:00pm, on New Year’s Eve.
Thanksgiving Eve
Adopted by the Board of Trustees, November 15, 1973;
Amended, September 19, 1974
The Library shall close at 5:00 pm on Thanksgiving Eve.
Emergency Closing
Adopted by the Board of Trustees, January 17, 1974
The Board of Trustees delegates the Director the authority to make a decision, regarding the closing of the Library when, in the Director’s judgement, weather, or other emergency condition so warrants.
The Plainedge Public Library offers access to electronic resources, including the Internet, as part of its mission to provide services and materials in a variety of formats to meet the informational and educational needs of the community.
- Downloading programs from the Internet and saving them on the Library hard drive is prohibited. Users may save files or attachments on other portable devices.
- Library staff will not monitor a user’s Internet use, except for length of use in order to ensure equal opportunity of access for everyone. The user, or the parent of a minor, is responsible for his/her Internet session at all times.
- Whether using the internet at the Library or at home, remember to act as if you were in a public place.
- As it does with other Library resources, the Library will provide basic training on the internet and electronic resources.
- The Library cannot guarantee confidentiality over the Internet. Patrons entering personal information (credit card numbers, social security numbers, etc.) do so at their own risk.
- The Library complies with the United States Copyright Law, and all other federal, state and local laws relating to the use of the Internet and other electronic media.
- Use of the Internet workstations is for lawful purposes only.
- Internet users may not use the Library’s computers to display materials which are either obscene or pornographic as determined by State and Federal Law. Other illegal activities which are also prohibited include but are not limited to:
- software piracy
- degrading or disrupting equipment or system performance
- deliberately propagating computer worms, viruses or any other ad-related or malicious content not limited to adware, malware, Trojans or ransom-ware.
- invade the privacy of others by misrepresenting oneself as another user or attempting to modify or gain access to files, passwords or data belonging to others
- gaining unauthorized access to resources, entities or any other organization’s networks, computer systems, or devices
- engaging in any activity that is deliberately offensive or creating an intimidating or hostile environment
- violation of copyright or licensing agreements.
- At the end of each session, in order to protect user privacy, users must close all applications and end their session by clicking the appropriate button(s).
- The Library reserves the right to terminate an Internet session that disrupts Library services or involves user behavior that violates Library policy.
- Failure to use the Internet computers in a safe and responsible manner and comply with the Internet Policy of the Plainedge Library may result in the forfeiture of the user’s right to use Library computers.
- The public library, unlike schools, does not serve “in loco parentis” (in place of a parent). A Librarian cannot act in place of parents in providing constant care and supervision ofchildren as they explore the Internet. Only parents and legal guardians have the right and the responsibility to monitor and control their own minor children’s access to the Internet and to information obtained from the Internet. It is not the responsibility of Library staff to monitor your child’s internet use. In regards to children, we recommend adhering to the following safety guidelines to ensure that children have positive online experiences, whether at home or in the Library:
- Use the Internet as a family. Join your children in Internet exploration.
- Explore the wide range of available information and tell your children about sites you consider inappropriate.
- Encourage children to use sites recommended on the Library’s homepage and counsel them to avoid sites you consider unsuitable.
- Provide guidelines for your children on the amount of time they spend online, just as for television viewing.
- Instruct children NEVER to give out personal information (name, address, password, telephone number, credit card number) online.
- Always keep in mind that online communication is faceless and people may not actually be who they say they are.
- Never respond to any message that in any way makes you feel uncomfortable.
- Always practice “netiquette’ by showing respect for others and the online environment.
- Teach children to be good online consumers. As with print information, consider the source, date, and accuracy of online information.
- Never give out identifying information such as home address, school name, or telephone number. Parents/guardians should decide whether it’s safe to reveal personal information.
- Never arrange a face-to-face meeting with someone (even if it’s virtual), via the internet without parents/guardians approval.
- A child should never respond to messages that are suggestive, obscene, threatening, or make one uncomfortable.
- Parents/guardians can report an incident to the National Center for Missing and Exploited Children at 1-800-843-5678 if one becomes aware of the transmission of child pornography.
- Remember that people online may not be who they say they are.
- Remember that everything one reads may not be true.
Adopted by the Board of Trustees November 13, 1996
Revised December 18, 2003, November 18, 2013, January 19, 2022
In compliance with the New York State General Municipal Law, Section 39, the Board of Trustees of the Plainedge Public Library adopts the following Investment Policy, which will govern the investment activities of the Library.
It is the policy of the Library to invest funds in a manner which will provide the highest return with the maximum security while meeting cash flow demands.
I. Scope
This investment policy applies to all moneys and other financial resources available for
investment on its own behalf or on behalf of any other entity or individual.
II. Investment Objectives
The primary objectives of the Financial Investments are:
Safety of Principal – Safety of principal is the foremost objective of the investment program.
All investments shall be undertaken in a manner that seeks to preserve capital and fulfills
other investment objectives.
Liquidity – The Library’s Investment portfolio will remain sufficiently liquid to enable the
Library to meet all operating requirements which might be reasonably anticipated.
Return on Investments (Yield) – The Library’s investments should generate the highest
available return without sacrificing liquidity and safety.
Minimization of Risk – All attempts shall be made to minimize the costs of financial
transactions related to implementing investment strategies.
III. Delegation of Authority
Management responsibility for the Library’s investment program is delegated to the Library
Director, who shall act only in accordance with the wishes of the Board of Trustees. The Library Director, together with the Board, shall establish written procedures for the operation of the investment program, consistent with these investment guidelines.
IV. Authorized and Suitable Investments
Certificates of Deposit (CDs) issued by local financial institutions, secured by a third party collateralization agreement.
Demand deposit accounts (such as checking accounts or money market accounts) established with local financial institutions.
U.S. Treasury Bills and Notes for which the full faith and credit of the U.S. Government is pledged for the repayment of principal and interest.
An ‘irrevocable letter of credit’ issued in favor of the Plainedge Public Library by a federal home loan bank whose commercial paper and other unsecured short-term debt obligations are related in the highest rating category by at least one nationally recognized statistical rating organization, as security for the payment of 100% of the aggregate amount of deposits and the agreed-upon interest rate, if any.
V. Collateralizing of Deposits
In accordance with the provisions of General Municipal Law, 10, all deposits of the 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 by all of the following:
- By a pledge of “eligible securities” with an aggregate “market value. “
- 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 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.
- In lieu of or in addition to the deposit of eligible securities, the officers making a deposit may, in the case of an irrevocable letter of credit issued in favor of the local government by a Federal Home Loan Bank, whose commercial paper and other unsecured short term debt obligations are rated in the highest rating category by at least one nationally recognized statistical rating organization, accept such letter of credit payable to such local government for the payment of one hundred percent (100%) of the aggregate amount of public deposits from such local officers agreed upon interest, is any.
- 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.
VI. Reporting
The Director will provide quarterly reports to the Board of Trustees, of all investments.
VII. Investment Review
At the close of every fiscal year, the Library Board of Trustees will review the year end Financial Report, provided by the Library’s accountant. The Investment Policy will also be reviewed by the Trustees and may be amended in accordance with the provisions of Section 39 of N.Y.S. General Municipal Law.
Adopted by the Board of Trustees, September 20, 1973
Revised, June 15, 2005
Newly Adopted by the Board of Trustees, January 20, 2021
The Plainedge Public Library offers a “Library of Things” collection as a part of its circulating collection. A “Library of Things” item may be checked out by any Plainedge Public Library cardholder, whose card is in good standing, and is over the age of 18. All borrowers must sign a Library of Things User Agreement form or have one on file before being allowed to check one out.
Each “Library of Things” item circulates in a bag, along with a list of associated parts, if extra parts exist, instruction manual, and a copy of this policy. The user is responsible for returning all of these materials with its associated parts in good condition. The user will be responsible for the cost of repair or replacement of the item or its parts if it is lost or returned damaged.
Eligibility: Person reserving a “Library of Things” item must be a Plainedge resident, 18 years of age or older, with a valid Plainedge Public Library card in good standing.
Availability: Reservation for “Library of Things” items will be made on a first-come, first served basis. Reservations may be made either online, by phone or in person at the Library.
Loan Period: “Library of Things” items are checked out for a seven-day period (with no renewal);The one exception are the blood pressure cuffs, which will circulate for 28 days. There is a limit of one item at a time. The same item cannot be borrowed more than once in a month.
Returns: “Library of Things” items must be returned inside the Plainedge Public Library only. Some
“Library of Things” items are fragile pieces of equipment. If it is put in the book drop, it may become damaged as other items are returned. Returns via the book drop will result in a $10.00 fee.
Cancellation: Reservations may be canceled or rescheduled online, by telephone or in person. Please call the Library if canceling within 24 hours of reservation date.
Late Fines: There will be a $10.00 per day charge if the “Library of Things” item is returned late, up to the cost of a new identical replacement item. Lost or damaged Library of Things item: The charge for a lost “Library of Things” is defined during library purchase and recorded in our circulation system. Some items have independent parts that make up the whole “Library of Things” checkout, which will be charged accordingly, related to the replacement cost of such damaged or missing part. These charges will be confirmed by the Library Director not to exceed the price of the full cost of a new item.
Adopted by the Plainedge Public Library Board of Trustees on June 21, 2021
Amended by the Board on July 6, 2022
The Plainedge Public Library is committed to providing equal opportunity through its employment practices and through the many activities, programs and services it provides to all members of the community. The administration will continue to make all personnel policies and decisions without regard to race, color, religion, sexual preference, gender identity or expression, socioeconomic status, national origin, age, disability and/or veteran status and offer activities, programs and services that are sensitive to the emerging needs of all members of the Plainedge community.
Compliance Officer
In order to implement this Non-Discrimination Policy, the Plainedge Public Library Board of Trustees designates the Library Director as the Compliance Officer. Adherence to this policy will be the responsibility of this Officer. However, it is recognized that a total commitment by all employees is necessary for the effectiveness of the Non-Discrimination Policy of the Plainedge Public Library. The duties of the Compliance Officer will be as follows:
- Insure that all policies concerning recruitment, employment and promotion as well as Library activities and programs are in complete accordance with the Library’s Non-Discriminaton Policy.
- Provide equal employment information including established complaint procedures to any Library employee or patron who feels that his/her rights may have been violated by the Library.
- Insure that all Library employees are familiar with and comply with the Non-Discrimination Policy of the Plainedge Public Library.
- Keep informed of new legislation and development in the Equal Opportunity area.
Equal Employment Grievance Procedure
- The Plainedge Public Library supports an open door policy whereby employees and patrons can bring and openly discuss grievances, problems and suggestions concerning the Library and its activities. Employees who have a question involving Equal Employment Opportunity or feel they have been discriminated against in any manner affect employment should bring the complaint to the immediate attention of his/her supervisor.
- In the event the problem cannot be resolved at this level, the complaint should be submitted in writing to the Compliance Officer, who will conduct an investigation and Attempt to resolve the matter within 15 days. The Compliance Officer will make a written finding as to whether or not there has been a violation.
- If the complainant feels that a satisfaction resolution has not been achieved, the employee may, within 15 days, submit a written appeal to the Board of Trustees, who will review the matter at their next scheduled meeting. The President of the Board will notify the complainant in writing of the decision.
Sexual Non-Discrimination
It has been and will continue to be the policy of the Plainedge Public Library not to discriminate on the basis of sex in any of the programs or activities it operates, as is required by Title IX of the Amendment to the Elementary and Secondary Education Act. This Policy of Sexual Non-Discrimination includes the following areas:
- Recruitment and appointment of employees.
- Employment pay and benefits.
- Access by members of the public to programs
- Course offerings, and any and all Library activities.
- The person responsible for the coordination of activities relating to Title IX is the Library Director, who as Compliance Officer will provide information includingcomplaint procedures to any employee or Library user who feels that his/her rights under Title IX may have been violated by the Library or its personnel.
- Employees who file complaints under Title IX of the Amendments to the Elementary and Secondary Education Act of 1972 will follow the Library’s Affirmative Action Equal Employment Grievance Procedure.
Adopted by the Board of Trustees March 18, 1971
Revised May 18, 2005
Revised October 17, 2022
Plainedge Public Library supports New York State law in their efforts to curb smoking in and around
public buildings, by forbidding smoking, electronic cigarettes, and vaping of any kind on Library grounds.
Adopted by the Plainedge Board of Trustees on September 16, 2019. Reviewed and approved on November 21, 2022.
Purpose:
The Plainedge Public Library has as our top priority, a responsibility, both to the community, and
to our staff, to keep everyone as safe as possible by reducing the risk of infection in, around,
and on library facilities, materials, and equipment. Therefore, the Board of Trustees has adopted
this Personal Protective Equipment (PPE) Policy.
Goals:
- Provide access to library services to all computer members
- To maintain the health and safety of employees
- To maintain the regular hours of our facility
- To keep the community informed of our policy at all times by having it posted on our website and in the building.
- Follow the current and future New York State Executive Orders or laws including those pertaining to PPE, workforce and occupancy reductions, and social distancing guidelines. The practices in this policy may be modified as needed to conform with such Executive Orders, as well as mandates from all federal, state, and local government agencies.
Authority & Evaluation
- We reserve the right to limit attendance at programs and enforce safe distancing
- We reserve the right to return to requiring masks at any time, following guidelines below, or if we feel that the employees are at risk
- We reserve the right to have a masks optional policy in the building, but require masks in meetings or programs, or some hybrid method that we determine to be the safest possible situation for everyone
Patrons and staff are responsible for adhering to our current policy and maintaining respectful
behavior at all times.
Questions or concerns regarding this policy should be brought to the attention of the Library
Director.
Masks will be optional upon the directive from the governor OR a vote by the trustees.
This policy will remain in effect until the Board of Trustees votes to remove or revise it.
Approved by the Board of Trustees, July 23, 2020
Revised, September 2, 2021
Revised, March 21, 2022
Please enjoy your visit to the Plainedge Public Library. We are happy to have you take photographs of our building and programs for your enjoyment. In keeping with the Plainedge Library mission to meet the needs of the community, casual, amateur photography is permitted as long as it does not interfere with library operations, staff or patrons. Please observe the following rules regarding photographing and filming in the library:
- Please refrain from using flash equipment in areas of the building that may disturb other library users.
- Please do not use equipment, such as tripods, that may obstruct passageways or cause disturbances to library users.
- No commercial photography: library buildings may not be used as setting for advertisements, or for any photographs, videotapes, or audiotapes which will be used for commercial purposes.
- News Media photography or video: The Library welcomes news media for stories or projects that directly involve the library and its programs. Please obtain advance authorization for such projects by contacting the Director, or Assistant Director at 516 735-4133.
- Privacy of patrons is our primary consideration. Please refrain from taking photographs that reveal what someone is reading and/or viewing.
- Please respect someone’s right and preference not to be photographed.
- Right to Terminate: The Library reserves the right to terminate or restrict any photography or filming that causes an undue disturbance, violates library policy or regulation, endangers the health or safety of patrons or staff or violates any local ordinance, or state or federal law. The Library reserves the right to refuse any request based on the nature of the photography or film project and whether it is consistent with the mission of the Library.
- Note that any persons filming or photographing on library premises have sole responsibility for gaining all necessary releases and permissions from persons who are filmed or photographed. The Library undertakes no responsibility for obtaining these releases.
- Please notify the photographer and/or a librarian if you do not want to be recorded.
The Plainedge Public Library often takes photos and video in and around the building, and of programs, activities and their participants. Please be aware that these photos may be used in future brochures, flyers, web pages, news releases, Facebook, Instagram, or other promotional materials. Those wishing not to be photographed or recorded should inform the photographer and/or a librarian.
Accepted by the Board of Trustees, November 20, 2017
Every employer in the State of New York is required to adopt a sexual harassment prevention policy pursuant to Section 201-g of the Labor Law. An employer that does not adopt the model policy must ensure that the policy that they adopt meets or exceeds the following minimum standards. The policy must:
i) prohibit sexual harassment consistent with guidance issued by the Department of Labor in consultation with the Division of Human Rights;
ii) provide examples of prohibited conduct that would constitute unlawful sexual harassment;
iii) include information concerning the federal and state statutory provisions concerning sexual harassment, remedies available to victims of sexual harassment, and a statement that there may be applicable local laws;
iv) include a complaint form;
v) include a procedure for the timely and confidential investigation of complaints that ensures due process for all parties;
vi) inform employees of their rights of redress and all available forums for adjudicating sexual harassment complaints administratively and judicially;
vii) clearly state that sexual harassment is considered a form of employee misconduct and that sanctions will be enforced against individuals engaging in sexual harassment and against supervisory and managerial personnel who knowingly allow such behavior to continue; and
viii) clearly state that retaliation against individuals who complain of sexual harassment or who testify or assist in any investigation or proceeding involving sexual harassment is unlawful.
Employers must provide each employee with a copy of its policy in writing. Employers should provide employees with the policy in the language that is spoken by their employees.
The adoption of a policy does not constitute a conclusive defense to charges of unlawful sexual harassment. Each claim of sexual harassment will be determined in accordance with existing legal standards, with due consideration of the particular facts and circumstances of the claim, including but not limited to the existence of an effective anti-harassment policy and procedure.
Introduction
Plainedge Pubic Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. Plainedge Public Library has a zero tolerance policy for any form of sexual harassment, and all employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of [Employer Name’s] commitment to a discrimination-free work environment.
Sexual harassment is against the law. All employees have a legal right to a workplace free from sexual harassment, and employees can enforce this right by filing a complaint internally with Plainedge Public Library, or with a government agency or in court under federal, state or local antidiscrimination laws.
Policy:
- Plainedge Public Library Policy applies to all employees, applicants for employment, interns, whether paid or unpaid, contractors and persons conducting business with Plainedge Public Library.
- Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination.
- Retaliation Prohibition: No person covered by this Policy shall be subject to adverse employment action including being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. Plainedge Public Library has a zero-tolerance policy for such retaliation against anyone who, in good faith complains or provides information about suspected sexual harassment. Any employee of Plainedge Public Library who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. Any employee, paid or unpaid intern, or non-employee working in the workplace who believes they have been subject to such retaliation should inform a supervisor, manager, or Library Director. Any employee, paid or unpaid intern or non- employee who believes they have been a victim of such retaliation may also seek compensation in other available forums, as explained below in the section on Legal Protections.
- Sexual harassment is offensive, is a violation of our policies, is unlawful, and subjects Plainedge Public Library to liability for harm to victims of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who knowingly allow such behavior to continue, will be penalized for such misconduct.
- Plainedge Public Library will conduct a prompt, thorough and confidential investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Effective corrective action will be taken whenever sexual harassment is found to have occurred.
- All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.6. All employees are encouraged to report any harassment or behaviors that violate this policy. Plainedge Public Library will provide all employees a complaint form for employees to report harassment and file complaints.
- Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe to the Library Director.
- This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be posted prominently in all work locations and be provided to employees upon hiring.
What Is “Sexual Harassment”?
Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender.
Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:
- Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
- Such conduct is made either explicitly or implicitly a term or condition of employment; or
- Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.
A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.
Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.
Any employee who feels harassed should complain so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.
Examples of sexual harassment
The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:
- Physical assaults of a sexual nature, such as:
- Touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employees’ body;
- Rape, sexual battery, molestation or attempts to commit these assaults.
- Unwanted sexual advances or propositions, such as:
- Requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;
- Subtle or obvious pressure for unwelcome sexual activities.
- Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
- Sexual or discriminatory displays or publications anywhere in the workplace, such as:
- Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
- Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
- Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
- Sabotaging an individual’s work;
- Bullying, yelling, name-calling.
Who can be a target of sexual harassment?
Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid interns, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. A perpetrator of sexual harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.
Where can sexual harassment occur?
Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises or not during work hours.
What is “Retaliation”?
Unlawful retaliation can be any action that would keep a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation.
Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.” Protected activity occurs when a person has:
- filed a complaint of sexual harassment, either internally or with any anti-discrimination agency;
- testified or assisted in a proceeding involving sexual harassment under the Human Rights Law or other anti-discrimination law;
- opposed sexual harassment by making a verbal or informal complaint to management, or by simply informing a supervisor or manager of harassment;
- complained that another employee has been sexually harassed; or
- encouraged a fellow employee to report harassment.
Reporting Sexual Harassment
Preventing sexual harassment is everyone’s responsibility. Plainedge Public Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee, paid or unpaid intern or
nonemployee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or Library Director. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager or Library Director.
Reports of sexual harassment may be made verbally or in writing. A form for submission of a written
complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf.
Employees, paid or unpaid interns or non-employees who believe they have been a victim of sexual
harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.
Supervisory Responsibilities
All supervisors and managers who receive a complaint or information about suspected sexual
harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to Library Director.
In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.
Supervisors and managers will also be subject to discipline for engaging in any retaliation.
Complaint And Investigation Of Sexual Harassment
All complaints or information about suspected sexual harassment will be investigated, whether that
information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.
An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, and should be completed within 30 days. The investigation will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators will be accorded due process to protect their rights to a fair and impartial investigation.Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. Employees who participate in any investigation will not be retaliated against.
Investigations will be done in accordance with the following steps:
- Upon receipt of complaint, Library Director will conduct an immediate review of the allegations, and take any interim actions, as appropriate. If complaint is oral, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the oral reporting.
- If documents, emails or phone records are relevant to the allegations, take steps to obtain and preserve them.
- Request and review all relevant documents, including all electronic communications.
- Interview all parties involved, including any relevant witnesses;
- Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:
- A list of all documents reviewed, along with a detailed summary of relevant documents;
- A list of names of those interviewed, along with a detailed summary of their statements;
- A timeline of events;
- A summary of prior relevant incidents, reported or unreported; and
- The final resolution of the complaint, together with any corrective actions action(s).
- Keep the written documentation and associated documents in the employer’s records.
- Promptly notify the individual who complained and the individual(s) who responded of the final determination and implement any corrective actions identified in the written document.
- Inform the individual who complained of their right to file a complaint or charge externally as outlined below.
Legal Protections And External Remedies
Sexual harassment is not only prohibited by Plainedge Public Library but is also prohibited by state, federal, and, where applicable, local law.
Aside from the internal process at Plainedge Public Library, employees may also choose to pursue legal remedies with the following governmental entities at any time.
New York State Division of Human Rights (DHR)
The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns andnon-employees regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court.
Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged discrimination. An individual may not file with DHR if they have already filed a HRL complaint in state court.
Complaining internally to Plainedge Public Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.
You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR. DHR will investigate your complaint and determine whether there is probable cause to believe that discrimination has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If discrimination is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, attorney’s fees and civil fines.
DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400 www.dhr.ny.gov
Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.
United States Equal Employment Opportunity Commission (EEOC)
The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC.
The EEOC will investigate the complaint, and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.
The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred.
If an employee believes that he/she has been discriminated against at work, he/she can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (1-800-669-6820 (TTY)), visiting their website at www.eeoc.gov or via email at info@eeoc.gov
If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.
Local Protections
Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml
Contact the Local Police Department
If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.
Approved by the Board of Trustees, November 19, 2018
I: Purpose:
To establish the protocol that will be used in the event of a pandemic, epidemic, or other public
health emergency.
If there is a serious infectious disease outbreak, the Library must plan for staff being unable to report to work. In addition, during a public health emergency, businesses, social organizations, or schools may be required to take unique measures to help slow the spread of the illness including closing down by order of local public health officials. Other public health measures may include limiting or canceling social and public gatherings, requiring quarantines and /or other social distancing measures.
Recovery from a disease outbreak may be slow, as compared to a natural disaster or some other physical crises. It is important to ensure that core business activities of the library can be maintained for several weeks or more with limited staff and reduced hours due to a pandemic.
II: Definitions
“Public Health Emergency Response Plan”
A public health emergency plan differs from a general emergency preparedness policy or procedure. With an emergency preparedness policy, there is an assumption that staff will return to the building, or begin rebuilding, almost immediately after the event or crisis (such as after a fire or storm, or if there is a utility shortage). If there is a serious infectious disease outbreak, recovery may be slow and limited staff, services, and hours may be necessary for several weeks or more.
“Pandemic”
A disease epidemic occurs when there are more cases of that disease than normal. A pandemic isa worldwide epidemic of a disease and may occur when a new illness appears against which the human population has no immunity. If a pandemic were to occur today, we could expect the illness to spread rapidly due to the interconnected nature of the world and the high level of global travel. During a pandemic any number of employees may be absent at one time due to their own illness. Additional employees may be absent for other reasons.
“Employees” and “Staffing Level”
For the purposes of this plan, in the sections Minimum Staffing Level, Prioritization of Services, and Responsibility for Library Operations, the terms “employees” and “staffing level” pertain to permanent part time and permanent full time library staff.
III: Temporary Reduction or Suspension of Services:
At the discretion of the Board of Trustees of the Plainedge Public Library, the Library may close,
reduce its operating hours, or limit services temporarily (e.g. programming) in the event that:
- there is not sufficient staff to maintain basic library service levels
- public visitation is too low to warrant keeping the Library open
- or any other condition exists which prevents the Library from operating safely and effectively.
The Library will close due to a public health emergency in the event that a mandate order or recommendation for closure is issued by public health or government officials on the town, county, or state level.
In the event of closure, it is imperative that the Library Director or designee follow the communication procedures and submit payroll.
Due dates will be adjusted so that no overdue charges are assessed on dates in which the Library is closed. We will make decisions about whether the exterior book drop will be kept open and cleared as the situation evolves. We will keep it open for as long as possible.
IV: School Closure Due to a Public Health Emergency
In the event that the School District is closed due to a public health emergency, the Plainedge Public Library will remain open unless one of the aforementioned requirements for closing are also met. However, all Library programs and special events will be canceled on any day in which any or all of the schools served by the Plainedge Public Library are closed due to a public health emergency.
V: Minimum Staffing Level
Minimum staffing level for a temporary period of time is defined as 6 healthy employees available to be present at the library during all open hours with a maximum 7 hour workday and 35 hour work week per employee. Thus, at least 12 employees must be available to be present at the Library Monday-Thursday, and 6 employees must be available to be present Friday-Saturday. An inability to maintain this temporary minimal level or a necessity to maintain this temporary minimal level for more than five consecutive days will result in reduced hours or closing the Library. The level of excused absence of Library staff will determine the ability to carry out services and maintain open hours.
Phases may include:
- Cancellation of all programs, special events, and meeting room reservations.
- Staff Library at minimum staffing level for a temporary period of time; employees may be reallocated and have shifts reassigned and lengthened to provide coverage.
- Reduce open hours if number of employees falls below temporary minimum level.
- Close the library for one or more days if the number of employees further declines or only minimum level can be met for five or more days.
If the Library is open, healthy employees are expected to report to work on time as scheduled, excluding any excused absences following the Plainedge Public Library’s sick leave policy.
VI: Communication
In the event of closure necessitated by a public health emergency, effective communication about any reduction in services or open hours is of the utmost importance. Library staff will be informed by a member of administration. Then, the public will be notified, via email, social media, and information will be on our website.
VII: Prioritization of Services
If reduced staffing, open hours or services are required, employees shall perform priority responsibilities that most directly impact patrons prior to any other work tasks. A minimum of one healthy employee will be assigned to staff each service area.
Priority responsibilities shall follow this order:
- Direct patron assistance: check out; issuing library cards; computer and reference assistance; facility and collection supervision/safety.
- Patron related-tasks: check in; incoming delivery; shelving.
- Workflow tasks: Hold Cancellations list; Send Item list.
- Essential services: payroll; processing bills for payment; Library Board meetings.
Individual responsibilities outside of those described shall be completed after these prioritized tasks, if time permits, performing those duties with a deadline or significant impact first.
Employees should consult with the Director or designated administrative authority to determine staffing area assignment and which individual work tasks should take priority, or in the event that they feel a responsibility not listed here that requires urgent attention.
VIII: Employee Absences
The Union Agreements outline the sick leave policy; this policy shall be followed in the event of a public health emergency.
IX: Responsibility for Library Operations
If, for any reason, the Library Director is unable or unavailable to perform the responsibilities and decisions outlined in this policy, administrative authority for this policy and all library operations will be handled by the Systems Integrator, together with the Personnel Clerk, with guidance from the Board of Trustees.
Contingency Plan
(Details of the Above Health Emergency Response Plan)
Note: For the purpose of this document, ‘we’ is defined as the Director, together with the Board.
Essential Staff
Director will maintain and oversee operations, prepare for Board meetings, keep the Board informed IT Systems Integrator to maintain and oversee tech issues
Personnel Clerk for bookkeeping, payroll, bill paying, etc.
Head of Reference and Children’s (to maintain collection, staffing, scheduling, programming)
All of our staff members have been provided the means to telecommute – some needed laptops, wifi hotspots, printers, and remote access to their work computers.
Technical Processing/Circulation Clerks to process library cards, new materials, etc.
Custodians are essential for keeping the building clean, sanitary, disinfected, for bringing out the garbage, handling snow, keeping an eye on our HVAC system, etc.
Pages are essential if we are open and have to reshelve items as they’re returned.
Phones
In terms of phones… staff members will be responsible for checking their phone and email messages.
Staggered Work Shifts
As the numbers in the community rise, it may become necessary to work out a split shift schedule. We will have minimal staff in the building, masks will be worn, and distance maintained at all times.
Telecommuting or WFH
Most staff members can work from home. Some were given laptops, or software specific to their job. All are sent webinars, training, articles, and various tasks that they can perform, in addition to their regular work. Many staff members can log into their work computers. We all use Google Suite, and have uploaded important documents to their Drive. Administration is always available via phone, text, or email.
Personal Protective Equipment
We have been able to keep an adequate supply of gloves, masks, face shields, sanitizing wipes, hand sanitizer, etc. We have been participating in group purchases through the Nassau Library System, as well as purchasing it on our own. Senator Thomas has also generously donated bottles of hand sanitizer to the library. We have a six month supply, at the rate that we’ve been using them, including washable, reusable, cotton masks that were given to each employee.
An immediate supply of PPE is kept in the Director’s Office, and the rest is stored in the Custodial Office.
In the event that a staff member tests positive:
- Notify whoever had been exposed, and let them know when they were exposed, and what they were expected to do. They would be asked to quarantine for two weeks, and get tested prior to coming back to work.
- Contact the Department of Health
- Depending on when the last time the person had been in the building, we may close for cleaning and disinfection.
- Put a sign on the door, letting the community know.
- We have made everything as touchless as possible, and the custodians clean every touchable surface multiple times per day, but in the event of a positive case, they would do an extra thorough cleaning, including special attention to that person’s work space.
- The staff member who has COVID has to quarantine for a minimum of two weeks, and have a doctor’s note, and a negative result before returning to work.
In the event that a staff member is directly exposed to COVID:
- They are expected to quarantine, and test on day 10. If they receive a negative result, they are permitted to come back to work.
- If someone in their home is still positive, the staff member will still be expected to quarantine and will not be permitted to return until their family member tests negative.
Available Leave for Testing, Treatment, Isolation, or Quarantine
- FFCRA expired on December 31, 2020, but the Board voted to extend it until May 19, 2021. It will run concurrently with the NYS Guidance.
Work from Home Policy
- Please see separate document.Employees can clock in and out, from home (with a special ‘work from home’ designation)
- They each have to submit a work from home log to the Director, each week.
Adopted by the Board of Trustees April 19, 2021
Every employer in the State of New York is required to adopt a sexual harassment prevention policy pursuant to Section 201-g of the Labor Law. An employer that does not adopt the model policy must ensure that the policy that they adopt meets or exceeds the following minimum standards. The policy must:
i) prohibit sexual harassment consistent with guidance issued by the Department of Labor in consultation with the Division of Human Rights;
ii) provide examples of prohibited conduct that would constitute unlawful sexual harassment;
iii) include information concerning the federal and state statutory provisions concerning sexual harassment, remedies available to victims of sexual harassment, and a statement that there may be applicable local laws;
iv) include a complaint form;
v) include a procedure for the timely and confidential investigation of complaints that ensures due process for all parties;
vi) inform employees of their rights of redress and all available forums for adjudicating sexual harassment complaints administratively and judicially;
vii) clearly state that sexual harassment is considered a form of employee misconduct and that sanctions will be enforced against individuals engaging in sexual harassment and against supervisory and managerial personnel who knowingly allow such behavior to continue; and
viii) clearly state that retaliation against individuals who complain of sexual harassment or who testify or assist in any investigation or proceeding involving sexual harassment is unlawful.
Employers must provide each employee with a copy of its policy in writing. Employers should provide employees with the policy in the language that is spoken by their employees.
The adoption of a policy does not constitute a conclusive defense to charges of unlawful sexual harassment. Each claim of sexual harassment will be determined in accordance with existing legal standards, with due consideration of the particular facts and circumstances of the claim, including but not limited to the existence of an effective anti-harassment policy and procedure.
Introduction
Plainedge Pubic Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. Plainedge Public Library has a zero tolerance policy for any form of sexual harassment, and all employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of [Employer Name’s] commitment to a discrimination-free work environment.
Sexual harassment is against the law. All employees have a legal right to a workplace free from sexual harassment, and employees can enforce this right by filing a complaint internally with Plainedge Public Library, or with a government agency or in court under federal, state or local antidiscrimination laws.
Policy:
- Plainedge Public Library Policy applies to all employees, applicants for employment, interns, whether paid or unpaid, contractors and persons conducting business with Plainedge Public Library.
- Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action, up to and including termination.
- Retaliation Prohibition: No person covered by this Policy shall be subject to adverse employment action including being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. Plainedge Public Library has a zero-tolerance policy for such retaliation against anyone who, in good faith complains or provides information about suspected sexual harassment. Any employee of Plainedge Public Library who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. Any employee, paid or unpaid intern, or non-employee working in the workplace who believes they have been subject to such retaliation should inform a supervisor, manager, or Library Director. Any employee, paid or unpaid intern or non- employee who believes they have been a victim of such retaliation may also seek compensation in other available forums, as explained below in the section on Legal Protections.
- Sexual harassment is offensive, is a violation of our policies, is unlawful, and subjects Plainedge Public Library to liability for harm to victims of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who knowingly allow such behavior to continue, will be penalized for such misconduct.
- Plainedge Public Library will conduct a prompt, thorough and confidential investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Effective corrective action will be taken whenever sexual harassment is found to have occurred.
- All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.6. All employees are encouraged to report any harassment or behaviors that violate this policy. Plainedge Public Library will provide all employees a complaint form for employees to report harassment and file complaints.
- Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe to the Library Director.
- This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be posted prominently in all work locations and be provided to employees upon hiring.
What Is “Sexual Harassment”?
Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender.
Sexual harassment includes unwelcome conduct which is either of a sexual nature, or which is directed at an individual because of that individual’s sex when:
- Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
- Such conduct is made either explicitly or implicitly a term or condition of employment; or
- Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.
A sexually harassing hostile work environment consists of words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.
Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.
Any employee who feels harassed should complain so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.
Examples of sexual harassment
The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:
- Physical assaults of a sexual nature, such as:
- Touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employees’ body;
- Rape, sexual battery, molestation or attempts to commit these assaults.
- Unwanted sexual advances or propositions, such as:
- Requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;
- Subtle or obvious pressure for unwelcome sexual activities.
- Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
- Sexual or discriminatory displays or publications anywhere in the workplace, such as:
- Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
- Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
- Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
- Sabotaging an individual’s work;
- Bullying, yelling, name-calling.
Who can be a target of sexual harassment?
Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid interns, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. A perpetrator of sexual harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.
Where can sexual harassment occur?
Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises or not during work hours.
What is “Retaliation”?
Unlawful retaliation can be any action that would keep a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation.
Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.” Protected activity occurs when a person has:
- filed a complaint of sexual harassment, either internally or with any anti-discrimination agency;
- testified or assisted in a proceeding involving sexual harassment under the Human Rights Law or other anti-discrimination law;
- opposed sexual harassment by making a verbal or informal complaint to management, or by simply informing a supervisor or manager of harassment;
- complained that another employee has been sexually harassed; or
- encouraged a fellow employee to report harassment.
Reporting Sexual Harassment
Preventing sexual harassment is everyone’s responsibility. Plainedge Public Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee, paid or unpaid intern or nonemployee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or Library Director. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager or Library Director.
Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf.
Employees, paid or unpaid interns or non-employees who believe they have been a victim of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.
Supervisory Responsibilities
All supervisors and managers who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to Library Director.
In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.
Supervisors and managers will also be subject to discipline for engaging in any retaliation.
Complaint And Investigation Of Sexual Harassment
All complaints or information about suspected sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.
An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, and should be completed within 30 days. The investigation will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators will be accorded due process to protect their rights to a fair and impartial investigation. Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. Employees who participate in any investigation will not be retaliated against.
Investigations will be done in accordance with the following steps:
- Upon receipt of complaint, Library Director will conduct an immediate review of the allegations, and take any interim actions, as appropriate. If complaint is oral, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the oral reporting.
- If documents, emails or phone records are relevant to the allegations, take steps to obtain and preserve them.
- Request and review all relevant documents, including all electronic communications.
- Interview all parties involved, including any relevant witnesses;
- Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:
- A list of all documents reviewed, along with a detailed summary of relevant documents;
- A list of names of those interviewed, along with a detailed summary of their statements;
- A timeline of events;
- A summary of prior relevant incidents, reported or unreported; and
- The final resolution of the complaint, together with any corrective actions action(s).
- Keep the written documentation and associated documents in the employer’s records.
- Promptly notify the individual who complained and the individual(s) who responded of the final determination and implement any corrective actions identified in the written document.
- Inform the individual who complained of their right to file a complaint or charge externally as outlined below.
Legal Protections And External Remedies
Sexual harassment is not only prohibited by Plainedge Public Library but is also prohibited by state, federal, and, where applicable, local law.
Aside from the internal process at Plainedge Public Library, employees may also choose to pursue legal remedies with the following governmental entities at any time.
New York State Division of Human Rights (DHR)
The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns andnon-employees regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in New York State Supreme Court.
Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged discrimination. An individual may not file with DHR if they have already filed a HRL complaint in state court.
Complaining internally to Plainedge Public Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.
You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR. DHR will investigate your complaint and determine whether there is probable cause to believe that discrimination has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If discrimination is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, attorney’s fees and civil fines.
DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400 www.dhr.ny.gov
Contact DHR at (888) 392-3644 or visit dhr.ny.gov/complaint for more information about filing a
complaint. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.
United States Equal Employment Opportunity Commission (EEOC)
The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days from the harassment. There is no cost to file a complaint with the EEOC.
The EEOC will investigate the complaint, and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.
The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred.
If an employee believes that he/she has been discriminated against at work, he/she can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (1-800-669-6820 (TTY)), visiting their website at www.eeoc.gov or via email at info@eeoc.gov
If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.
Local Protections
Many localities enforce laws protecting individuals from sexual harassment and discrimination. An
individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml
Contact the Local Police Department
If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.
Approved by the Board of Trustees, November 19, 2018
Purpose
This “Policy & Protocol” will be used by the Plainedge Public Library to address non-employees photographing, recording and/or broadcasting/streaming images on library property.
Policy
As a public library, the Plainedge Public Library is obligated to ensure information access, patron privacy, and library service.
To help fulfill those obligations, it is the policy of the Plainedge Public Library to honor state and federal law and policy with respect to photographing, recording audio and/or video, broadcasting, and streaming images of the premises, patrons, and employees while on library property (for the sake of clarity, all such activity is referred to in this document as “Recording”).
The Library will allow all Recording consistent with its Plan of Service, ethics, orderly operations, and mission. The Library reserves the right at all times to refuse any Recording that will negatively impact safety, patron privacy, employee work conditions, and/or routine library operations.
Recording may have an impact on the library user’s privacy rights. The library will regulate Recording in a manner that preserves the individual patron’s right to receive information free from harassment, intimidation or threats, and with due regard to the patron’s privacy rights.
NOTE: Per the Open Meetings Law, Recording is allowed at all meetings of the Library’s Board of Trustees, except for executive sessions. Reasonable restrictions for safety and smooth operations apply.
Protocol
Recording will not be permitted in the non-public spaces in the library where users have a reasonable expectation of privacy (i.e., restrooms, staff offices, break rooms, and staff work areas and any other areas that make it possible to view a patron’s computer screen.
Whenever possible, individuals or media outlets who wish to engage in Recording should contact the Director to arrange, at least two business days in advance, how such Recording can be done without risking a breach of the library’s ethics, its obligation to safeguard patron privacy, and to ensure a respectful environment for library employees. This may be done by calling the Director at 516-735-4210 or emailing mlipson@plainedgelibrary.org. When contacting the Library with this need, please be ready to discuss what content is needed, and how to adapt that need to the library’s ethical and operational priorities, if necessary.
Individuals or media outlets who wish to engage in Recording on a more immediate basis, please contact the Director, or their designee working at the time, as soon as possible. This may be done by calling Michael Dietz or Diana Weir at 516-735-4133 or emailing it@plainedgelibrary.org or dweir@plainedgelibrary.org. Just like recording with more notice, those with urgent requests should be ready to discuss what access will meet your needs, and to adapt your needs to the library’s ethical and operational priorities, including not being able to grant a same-day request.
For individuals or media outlets who wish to engage in Recording without notifying the library in advance, please know that any Recording activity that risks negatively impacting safety, patron privacy, employee work conditions, and/or routine library operations, or a violation of our Patron Code of Conduct Policy, will result in a requirement to cease Recording or to adjust where/how Recording is conducted.
As with any other ongoing potential violation of Library policy, any individual or media outlet who, after being asked to stop engaging in Recording, does not cease Recording, will be instructed to leave Library property, pending further action under any applicable policy.
Recording with Permission in the Library (Non-commercial)
Requests to Record in the Library for non-commercial purposes, including but not limited to journalism from credentialed journalists, will be permitted whenever time allows, and the Recording will not negatively impact safety, patron privacy, employee work conditions, and/or routine library operations.
Recording with Permission in the Library (Commercial)
Requests to Record in the Library for commercial purposes (movies, advertisements, documentaries, modelling sessions, etc.), especially if a film crew and/or multiple people will be present, will be confirmed by a contract, based on the project, and may include insurance requirements and indemnification.
Harassing behavior
Harassment of Library patrons and staff through the use of recording devices will not be tolerated and individuals engaging in harassment will be asked to leave the Library immediately.
LIBRARY’S RIGHT TO SET POLICY AND CONDITIONS FOR USE
The Library recognizes and honors that as a public entity, the public has a right to access information about the Library. To that end, the Library’s policies and board materials are on our website, and the public may attend our meetings as required by law.
Further, the Library recognizes and honors that not all journalists are credentialed by formal media outlets, and the public has the right to know about the operations of the Library. However, as it is a limited public forum whose primary purpose is library service, the Library’s board of trustees also has the right to set the hours and conditions needed to operate the library, and this includes barring any activity that would impact safety, patron privacy, employee work conditions, and/or routine library operations, or a violation of a library policy.
Policy Summary
“We love to talk about our library! If you want to record information about the library and its services, kindly alert the staff, so we can provide information without disrupting normal operations. Patron privacy is very important to us. Please take care not to feature other library users while you’re taking pictures, recording, filming or streaming, as our patrons are entitled to privacy when they use the Library.
Plainedge Library’s Right to Photograph
The Plainedge Public Library often takes photos and video in and around the building, and of programs, activities and their participants. Please be aware that these photos may be used in future brochures, flyers, web pages, news releases, Facebook, Instagram, or other promotional materials. Those wishing not to be photographed or recorded should inform the photographer and/or a librarian.
Related Policies: Charter, Bylaws, Code of Ethics, Patron Code of Conduct
Adopted by the Board of Trustees on July 6, 2022
The Plainedge Public Library is a community center whose facilities are available for various community meetings, and Library programs, events and activities. The intent of this policy is to make the Library’s Community Room space available on as wide- spread and equitable a basis as possible for educational, recreational, cultural, informational and civic purposes conducted on a non-profit basis.
Library activities and Library-sponsored programs take precedence over use of the facilities by an organization, group or individual, and the Library reserves the right to cancel an organization’s scheduled use upon reasonable notice. It may be necessary to limit any organization to one meeting per month.
The Community Room facilities shall be available to any sectarian or political organization if the program presented is open to the public, is of an educational and/or general interest.
Use of the Library’s facilities by an organization, group or individual is subject to review by the Board of Trustees. The fact that an organization is permitted to meet at the Plainedge Public Library does not, in any way, constitute an endorsement of the groups’ policies or beliefs by the Library Board or Staff but rather an affirmation of the “American Library Association’s Library Bill of Rights Concerning Meeting Rooms” which states:
“As an institution of education for democratic living, the Library should welcome the use of its meeting rooms, for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members provided that the meetings be open to the public.”
If a question is raised as to the objectives and activities of any organization, group or individual requesting the use of the Community Room, the Library Board shall be the final authority in granting or refusing permission for the use of the Library’s facilities.
The Library Director may grant the privilege of using the Community Room to organizations, groups or individuals subject to the following conditions:
- An application to use the Library’s Community Room must be filed with the Director’s Office at least four weeks prior to the required date. The person responsible for the activities of the group should present this approval to the custodian of the building at the time of use. If the meeting is cancelled, the Library should be notified immediately. The approved application is not transferable and is valid only for use of the Library premises on the date and time specified.
- The Library Director may at his/her discretion waive the requirement for the four weeks prior notice and grant the use of the Community Room if the request is received from a local organization and for short term use.
- A copy of the Plainedge Public Library Rules For Use of the Community Room will be given to the applicant at the time the room is booked.
- A special program or event may be sponsored by any organization, group or individual during a scheduled meeting but only with prior permission from the Library Director and shall be open to the public with no additional charges, fees, or collections. The Trustees and Staff shall have access to the premises at all times.
- Organizations may not use the Library facilities to raise funds or for any commercial, profit making purpose. The Community Room may not be used for student recitals or concerts sponsored by private schools or by private teachers.
- Neither the name nor the address of the Plainedge Public Library may be used as the official address or headquarters of any organization, group or individual nor may the Plainedge Public Library be used for purposes other than to identify the location of the program. Any unwanted implication that a program is sponsored or endorsed by the Plainedge Public Library will constitute sufficient grounds for immediate cancellation of any organization’s or individual’s meeting room privileges.
- Organizations, groups and individuals using the Library’s premises are responsible for maintaining order at meetings, programs or special events and must adhere to the Plainedge Public Library’s “Policy On Proper Conduct In the Library.” Failure to do so may result in the cancellation of the privilege of using the Community Room.
- Any organization, group, or individual using the Community Room will be responsible for all damage to any Library property of the Plainedge Library resulting directly or indirectly from the conduct of any member, officer, employee or agent of the organization and any of its invitees. Damage to Library property may result in thecancellation of the privilege of using the Community Room.
- The Community Room is available during regular Library hours. It is required by the Board of Trustees that a Library custodian be in charge of the building facilities at all times. Organizations using the Community Room must conclude their meeting and vacate the Library at the time the Library closes, otherwise a custodial charge based on
- the present hourly pay rate of the custodian on duty will be made.10. Exhibitions of art, crafts and other displays which will in no way interfere with the normal use of the room for program purposes are permissible if such exhibits conform to the Library’s exhibit and display policy. Such exhibitions will be open only during regular Library hours unless special permission is obtained in writing from the Board of Trustees. No scotch tape, nails, tacks, pins, masking tape or adhesive of any kind is to be attached to the walls of the Community Room.
- Private property to be used, demonstrated, exhibited, shown or merely brought into the Library is the owner’s responsibility. Individuals and organizations using the Community Room are not to leave or store their materials or property on Library premises without the permission of the Director. The Library custodian is not required to move or transport private property.
- Arrangements requiring janitorial assistance or rearrangement of furniture must be made at the time the application for use of the Community Room is filled. Heating or air conditioning controls or other Library equipment should not be tampered with at anytime.
- Except during Library sponsored Children’s Programs, hot liquids may be consumed in the Community Room. All liquids must be brought in and consumed in closed containers only.
- The serving of light snacks in the meeting room is permitted. Generating an open flame is strictly prohibited. The organizations or individuals using the Community Room are responsible for supplying their own equipment, supplies and the immediate clean up of the room. Any infraction may be grounds for prohibiting future use.
- Audio-visual equipment to be provided by the Library must be requested in advance, at the time the Community Room is reserved. Program leader must arrive ½ hour prior to program, to test equipment. All media protected by copy-right laws and, if not designated as public domain material with Public Performance Rights, cannot be shown in the Community Room.
- Any individual, group, or organization using the Community Room agrees that the Plainedge Public Library is expressly released and discharged from any and all liability for any loss, injury or damage to person or property which may be sustained during or by reason of a program sponsored by the group, organization or individual.
- A group or organization using the Community Room shall carry their own comprehensive general liability policy naming the Plainedge Public Library as an additional insured and providing protection at a minimum level of $500,000 property damage liability and $1,000,000 personal liability coverage. The Board of Trustees reserves the right to waive or amend this requirement as circumstances warrant. A Certificate of Insurance must be submitted with the application for use in the Community Room.
- Smoking or vaping are not permitted on Library premises. The capacity audience of the Community Room has been posted by the Fire Marshall and must be adhered to at all times.
- The Library areas open to organizations (when the Library is closed) are: front vestibule, lower level lavatories, and Community Rooms. Organizations are not to enter, meet in, or congregate in the staff room, storage room, or main Library.
- Any group that does not abide by the rules and regulations covering the use of the Community Room shall receive a letter from the Director on behalf of the Board of Trustees setting forth the specific violations. If the Library has incurred a financial loss, either as a result of additional unscheduled custodial time or as a result of damage to Library property, a demand for payment will be included in this letter. Groups will be permitted continued use of the meeting room after receiving the letter setting forth the specific violation or violations and subject to future compliance with the Policy for Use of the Community Room. Should the problem occur a second time, the Director will suspend meeting room privileges for the group pending review by the Board of Trustees at the next regular scheduled meeting.
- All national and state laws, local ordinances, and rules of the Police and Fire Departments regarding public assemblies must be strictly obeyed.
- The Plainedge Public Library supports the American Library Association’s policy on “Meeting Rooms,” an interpretation of the Library Bill of Rights.
- The Plainedge Public Library Board of Trustees reserves the right to waive these rules or make any further rules pertaining to the use of the Library facilities that it may deem proper and in the best interest of the Library.
Adopted by the Board of Trustees May 20, 1971;
Revised May 23, 1991; Revised March 13, 2002
Revised November 19, 2002; Revised January 21, 2004
Revised October 19, 2009, January 19, 2011
Revised February 19, 2014, Revised June 16, 2014
Revised, July 1, 2019
The Board of Trustees and the administration of the Plainedge Public Library recognize their responsibility to encourage employees to maintain a workplace environment free of discriminatory intimidation or harassment.
A. Definition
1. Harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, sexual preference, gender identity or expression, socioeconomic status, national origin, age, disability, and/or veteran status, or that of his/her relatives, friends or associates, and that
a) has the purpose or effect of creating an intimidating, hostile, or offensive work environment;
b) has the purpose or effect of unreasonably interfering with an individual’s work performance; or
c) otherwise adversely affects an individual’s employment opportunities.
2. Harassing conduct includes, but is not limited to, the following:
a) ephithets, slurs, negative stereotyping. or threatening, intimidating, or hostile acts, that relate to race, color, religion, gender, national origin, age or disability, and
b) written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of race, color, religion, sexual preference, gender identity or expression, socioeconomic status, national origin, age, disability, and/or veteran status, or that of his/her relatives, friends or associates, and that is placed on walls, bulletin boards, or elsewhere on Library premises, or circulated in the workplace.
3. Employee shall mean any and all persons working for the Library, in a paid or volunteer capacity.
4. Immediate supervisor shall mean the person to whom the employee is directly responsible (e.g.,
supervisor, Library Director).
B. Procedures
1. Employees who believe they have been subjected to harassment are to report the alleged misconduct to their immediate supervisor at once, so that appropriate corrective action can be taken. Should the immediate supervisor be the alleged harasser, the report shall be made to the Library Director. Should the Library Director be the alleged harasser, the complaint shall be made directly to the Library Board,either at a meeting or to an individual Board member or members. Incidents of harassment may be reported informally or through the filing of a formal complaint.
2. All reports of harassment will be held in confidence by the Library’s attorney subject to applicable laws and relevant pro-visions of collective bargaining agreements.
3. Upon receipt of a formal or informal complaint, a prompt, thorough and impartial investigation of the allegations by the Library’s attorney or labor consultant shall follow. Complainants are to be notified of the outcome of the investigation. The following procedures shall be employed in handling any report, investigation and remedial action concerning allegations of harassment.
a) Informal Complaints
1. Employees who believe they have been subjected to harassment may request that an informal meeting be held between themselves and the appropriate supervisor. The purpose of such a meeting will be to discuss the allegations and remedial steps available. The supervisor will then promptly discuss the matter with the Library Director, who shall discuss the complaint with the alleged harasser. Should the harasser admit the allegations, written assurance is to be obtained that the unwelcome behavior will stop. Depending on the severity of the charges, the Library Director may recommend that further disciplinary action be taken. Thereafter, the supervisor is to prepare a written report of the incident and inform the complainant of the resolution. The complainant is to indicate on the supervisor’s report whether or not he/she is satisfied with the resolution.
2. If the complainant is satisfied with the resolution, the incident will be deemed closed. However, the complaint may be reopened. The supervisor shall inform the complainant that any recurrence of the harassment or any retaliatory action that might occur shall be reported.
3. Should the complainant be dissatisfied with the resolution, he/she is to file a formal written complaint, using the harassment complaint/appeals form.
4. If during the Library Director’s informal attempt to resolve the complaint, the alleged harasser admits the allegations but refuses to give assurance that he/she will refrain from the unwelcome behavior, a report shall be filed with the Board of Trustees. The report is to indicate the nature of the complaint, a description of what occurred when the supervisor informed the alleged harasser of the allegations against him/her, the harasser’s response to the allegations, and a recommendation that stronger corrective measures be taken. This report shall be accompanied by a harassment complaint form signed by the complainant.
5. Should the alleged harasser deny the allegations, the Library Director shall inform the complainant of the denial and state that a formal written complaint will be required for further formal investigation. The Library Director shall file a report with the Board of Trustees on what has transpired to date. If the complainant submits a formal complaint, a copy of the formal complaint shall accompany the Library Director’s report with a recommendation for further action.
b) Formal Complaints
1. Formal complaints may be submitted either to initially report any incidence of harassment, or as a follow-up to an unsatisfactory resolution of an informal attempt to resolve a complaint. In the lattercase, the formal written complaint is to be submitted to the supervisor originally consulted, who will then forward it to the Library Director.
2. The formal written complaint will consist of the harassment formal complaint form and a copy of any applicable supervisor reports. The form shall contain the specifics of the complaint, e.g., date and place of incident, description of misconduct, names of any witnesses, any previous action taken to resolve the matters, and shall be signed and dated by the complainant.
3. The receipt of the complaint shall initiate a prompt, thorough and impartial investigation by the Library’s attorney or labor consultant.
C. Remedial Action
1. When investigation reveals that harassment has occurred, appropriate sanctions will be imposed in a manner consistent with applicable law and provisions of collective bargaining agreements. Depending on the gravity of the misconduct, these may range from verbal reprimand up to and including dismissal from employment. When applicable, any lost employment benefits or opportunities will be restored to the victims.
2. Anyone subjecting complainants or witnesses to any form of retaliation shall also be subject to disciplinary action in a manner prescribed by law and/or consistent with applicable provisions of collective bargaining agreements.
3. If the conclusion of the investigation is that no harassment has occurred, or if the complainant is not satisfied with the remedial action taken after a finding of harassment, the complainant may appeal to the Board of Trustees. The appeal must include a copy of the original complaint, all relevant reports, the specific action being appealed, and an explanation of why the complainant is appealing. The sexual harassment complaint/appeal form is to be used for this purpose
D. Post Remedial Action
Following a finding of harassment, victims shall be periodically Interviewed by the appropriate supervisory personnel to ensure that the harassment has not resumed and that no retaliatory action has occurred. These follow-up interviews will continue for an appropriate period of time. A report shall be made of any victim’s response.
E. Complaint Records and Retention
Complainants shall receive a copy of any resolution reports filed by the Library Director concerning these complaints.
F. Investigation for the Absence of a Complaint
Board members and supervisors, upon learning of, or having reason to suspect, the occurrence of any misconduct, and in the absence of a victim’s complaint, will communicate the basis of their concern, along with all relevant data, to the Library Director who shall assume that an appropriate investigation is promptly initiated by the Library’s attorney or labor consultant. Based upon that investigation, the Library Director shall take appropriate action, and shall so inform the board.
Adopted by Board of Trustees December 28, 1993
October 17, 2022
*Procurement Policies and Procedures will be reviewed annually.
In compliance with General Municipal Law 104-B, effective, February 4, 2022, the Library’s procurement procedures for determining whether procurements are subject to bidding will be as follows:
Every purchase to be made by the Library must be reviewed to determine whether it is a purchase contract or public works contract. Once the 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 items or service are not subject to competitive bidding. Past purchases and the aggregate amount to be spent in a year will be taken into account when accessing the aggregate amount.
Any item or items, the cost of which exceeds or is expected to exceed $20,000 in any fiscal year, will be procured through State or County purchase contracts, as authorized by General Municipal Law 103 and 104, if such contracts exist. Vendors will be solicited to determine if a government purchase is available. If no State, County, or Federal contract is available, the competitive bidding procedures of General Municipal Law 103 will be followed.
Where a service, meeting the definition of a public work is to be procured, and the cost of such product or service exceeds $35,000, unless the product or service can be obtained through a State or County contract, the competitive bidding procedures of General Municipal Law 103 shall be followed.
The following items are not subject to competitive bidding pursuant to Section 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 as referenced above, surplus and second-hand purchases from another governmental entity; and pursuant to GML 103(16) through use of a contract let by United States of America or any agency thereof, any state or any other political subdivision or district therein if such contract was let to the lowest responsible bidder or on the basis of best value in a manner consistent with GML 103 and made available for use by other governmental entities.
Procurement of any item or items, the cost of which does not or is not expected to exceed $20,000 in any fiscal year, or any service meeting the definition of a public work, not exceeding $35,000 shall be based on solicitation of offers, either in writing, by email, by telephone, or verbally. A record shall be maintained, indicating the date and source of the response to the solicitation.
AWARDS TO OTHER THAN LOWEST RESPONSIBLE OFFERER
The Library Director is delegated the discretion of not making a purchase from the offer or of the lowest price, provided a record is kept wherein are documented the reason or reasons for not accepting the lowest offer. The reason or reasons shall be based on one or more of the following:
a. Vendor cannot guarantee delivery of goods or services within the time frame or under the conditions established by the Library.
b. Vendor’s or Contractor’s terms for payment are disadvantageous to the Library, e.g. full payment before commencement of work or delivery of goods.
c. Vendor cannot fully comply with the specifications for goods or services as set forth by the Library.
d. Vendor’s warranty for goods or services is deemed inadequate by the Library.
e. Vendor post-purchase support services are deemed inadequate by the Library.
f. Failure of the product to perform in a manner comparable with products previously used.
g. Other reasons not in conflict with the intent of General Municipal Law 104-B
SUBSCRIPTIONS EXEMPTED
In accordance with the provisions of General Municipal Law 104-B, the purchase of subscriptions to magazines, periodicals and newspapers is hereby exempted from the solicitation process because: a) such items are often handled by a sole-source vendor, therefore the solicitation process would be meaningless;
b) in those cases where subscriptions may be available from more than one source, there is no guarantee that when a change in vendors takes place, there will not be a hiatus in the receipt of a title, thereby lessening the information-providing function of the Library, and thus diminishing the usefulness of the Library to the public, which is deemed not to be cost effective.
INTERESTED TRUSTEES OR ADMINSTRATIVE PERSONNEL
No purchase of goods or services shall be made from any vendor or contractor in which any member of the Board of Trustees or the Library Administration hold a full or partial interest.
ITEMS EXCEPTED FROM POLICIES AND PROCEDURES BY BOARD
Pursuant to General Municipal Law Section 140-B(2)(g), the procurement policy may contain circumstances when or types of procurements for which, in the sole discretion of the library board, the solicitation of alternative proposals or quotations will not be in the best interest of the library. In the following circumstances it may not be in the best interest of the Plainedge Public Library to solicit quotations or document the basis for not accepting the lowest bid:
a) Professional services or services requiring special or technical skill, training or expertise. The individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment and integrity. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are such that they do not readily lend themselves to competitive procurement procedures.
In determining whether a service fits into this category, the Plainedge Public Library Board shall take into consideration the following guidelines.:
(a) Whether the services are subject to State licensing or testing requirements.
(b) Whether substantial formal education or training is a necessary prerequisite to the performance of the services; and
(c) Whether the services require a personal relations between the individual and
municipal officials.
(d) Whether the services to be rendered can be more effectively provided by a professional possessing a continuity of representation.
COMPETITIVE BIDDING
Adopted by Board of Trustees January 18, 1973
RESOLVED, that the Massapequa Post and the Massapequan Observer be designated as the Library’s official newspapers for the purpose of complying with the competitive bidding statutes and that the Library Director be designated as the Board’s official agent to open sealed bids received in response to advertisements in those papers and that they are so authorized to open such bids.
EQUIPMENT
Adopted by Board of Trustees May 17, 1963
Amended October 17, 2001
Amended January12, 2009
Amended April 18, 2022
Director is authorized to purchase necessary equipment, new supplies, or approve necessary building repairs:
(a) up to $1,000 per purchase and may not exceed 10 purchases within 30 days;
(b) up to $10,000, subject to a concurring agreement by the Board President.
If the value of a purchase for necessary equipment, new supplies or building repairs is between $10,000-$20,000, director may purchase, subject to the approval of the Library Board of Trustees at the next Board meeting.
LEGAL ADVERTISING
Adopted by Board of Trustees February 13, 1963
Massapequa Post and Massapequan Observer chosen as official papers.
Adopted by Board of Trustees, January 24, 1992
Revised by the Board of Trustees, October 18, 2010
Revised by the Board of Trustees, April 18, 2022
STATEMENT of PURPOSE
The Board of Trustees of the Plainedge Public Library recognizes that the users of the Library have a right to assume that visits to the facilities will be free from harassment, free from physical discomfort and danger. The Library staff members have the same rights as patrons of the Library. It shall therefore be the policy of the Board of Trustees of the Plainedge Public Library to maintain in its facility a quiet and pleasant environment conducive to serious study as well as to casual use.
To assure the successful implementation of this policy, the Board of Trustees of the Plainedge Public Library exercises its authority as outlined in N.Y. State Education Law 262 and declares to all Library Patrons that it considers the following to be unacceptable behavior on Library premises and accordingly may result in the loss of Library privileges.
1. Any loud conversation, distracting sounds, or noises that annoy or inconvenience staff members or Library patrons.
2. Any obscene or abusive language or gesture that is directed at other patrons or Library staff members.
3. Use of any electronic equipment or cell phones, in any manner, so that sound is transmitted to other patrons.
4. Blocking or anyway interfering with the free movement of any person or persons within the Library.
5. Following staff or patrons around the building.
6. Deliberately disrupting Library functions, programs or special events.
7. Engaging in any disorderly conduct as defined by law, committing a nuisance, or unreasonably disturbing Library users and staff.
8. Soliciting or selling of any kind, campaigning, canvassing or poll taking for any reason in the building or grounds of the Library without the prior approval of the Library Director.
9. Use of Library telephones by any person other than Library personnel unless approved.
10. Consumption of unauthorized alcoholic beverages or drugs.
11. Rearranging or relocating any Library furniture, books, or equipment from one location to another.
12. Bringing animals other than service animals into the Library unless as part of an approved activity or event.
13. Removal of any Library property from the building or grounds without authorization through established lending procedures.
14. Bringing weapons of any type onto Library premises.
15. Smoking and vaping are prohibited in all areas, as is generating an open flame on Library premises.
16. Willful destruction or damage to any Library property.
17. Entering the Library without shoes, shirt.
18. Bringing bicycles, skateboards, skates, etc. into the Library.
19. Using Library restrooms for unconventional purposes such as bathing, shampooing or doing laundry. (Use of restrooms is limited to one patron per restroom at one time with the exception of parents or guardians accompanying small children.)
REQUESTS to LEAVE
1. When prohibited behavior is observed by a Library staff member, the Library employee will immediately inform the Library Director. If the Library Director is unavailable, the Reference Librarian on duty will be notified of the situation.
2. The employee of the Library, along with the Library Director or Reference Librarian, will quietly and calmly advise the patron that the particular conduct has been observed. The patron will calmly be informed of the Library’s policy on proper conduct.
3. If the disruptive behavior continues after the first approach and warning, the staff member should use discretion in issuing a second warning or firmly asking the patron to leave the Library.
4. If the disruptive patron does not leave the Library, the staff member should summon the police.
5. If a disruptive patron appears to be violent, or dangerous in any way, the staff member shall notify the police immediately but not approach the person.
6. When the police arrive, the staff members involved must be present to answer all questions and apprise the police of the situation.
7. A staff member involved in any incident, whether or not the police were notified, must file an Incident Report with the Director’s office as soon as possible.
SUSPENSION of LIBRARY PRIVILEGES
1. In addition to all of the foregoing summary remedies against any person or persons in violation of law and/or the Library’s rules for proper conduct, the Library Director may at his/her sole discretion, suspend the privilege of the disruptive patron to enter upon the premises of the Library or to participate in official Library activities and functions. The patron will be notified in writing of the suspension of his/her privileges, and will be provided with details concerning the reasons for the suspension and the procedure for appealing such suspension. Such suspension shall not exceed two years.
2. A patron may appeal a suspension of Library privileges to the Board of Trustees. Request for an appeal must be made in writing within thirty (30) days of the date of the letter notifying a patron of his/her suspension.
3. An appeal hearing will be conducted within thirty (30) days of the request, before an impartial hearing officer appointed by the Board of Trustees. The patron will be informed in writing of the time and place and the name of the hearing officer. A transcript will be made of the hearing and all witnesses will be sworn and subject to cross-examination.
4. The patron will be notified in writing of the decision of the hearing officer within ten (10) working days after the Library’s receipt of the hearing officer’s decision.
Adopted by The Board of Trustees, December 12, 1991, Revised December 28, 1993, Revised January 21,
2004, Amended December 20, 2021, Amended December 19, 2022
In order to broaden our collection of movies and TV shows available to the community, the Plainedge Public Library offers Roku Streaming Sticks as part of its circulating collection. A Roku may be checked out by any Plainedge Public Library cardholder, whose card is in good standing, and is over the age of 18.
Each Roku circulates in a bag along with the Roku Streaming Stick, cable, wall plug, remote control, instructions, and this policy. The user is responsible for returning all of these materials in good condition. The user will be responsible for the cost of repair or replacement of the items if it is returned damaged. Roku users are not to create additional named profiles on any of the streaming accounts on the Rokus; they are to use the Plainedge profile if there is one to select on a particular streaming service. Users are also not authorized to add any channels or any personal information including payment information, as no additional purchases are to be made on the accounts. Users may not attempt to reset the device for any reason. If any technological issues occur, the user is to return the device to the library so our tech department can troubleshoot/fix the device. All Roku users are expected to comply with the rules set by this policy, or Roku borrowing privileges could be suspended for 1 month.
Streaming Services Available: Please call the Reference Department for more information. 516-735-4133 ex. 739
Eligibility: Person reserving a Roku must be a Plainedge resident, 18 years of age or older, with a valid Plainedge Public Library card in good standing.
Availability: Reservation for Rokus will be made on a first-come, first served basis. Reservations may be made either online, by phone, or in person at the library.
Loan Period: Rokus are checked out for a seven day period, with one renewal if no one is waiting. A maximum of 1 Roku per family may be borrowed at one time, and Rokus may be borrowed only once a month.
Returns: Rokus must be returned inside the Plainedge Public Library only. This is a fragile piece of equipment. If it is put in the book drop, it may become damaged as other items are returned. Returns via the book drop will result in a $5.00 fee.
Cancellation: Reservations may be canceled or rescheduled online, by telephone, or in person. Please call the library if cancelling within 24 hours of reservation date.
Late Fines: There will be a $2.00 per day charge if the Roku is returned late, up to a maximum of $10.00. If after 2 weeks from the due date, the Roku is not returned, the borrower will be charged a $40 replacement fee.
Lost or damaged Roku: The charge for a lost Roku is $40. The cost for an unreturned remote is $20. The cost for a damaged Roku will be determined by the Library Director, not to exceed the price of the full cost of a new item $40.
Tech requirements for use:
- You will need a TV with an HDMI port.
- You will need to have Wi-Fi, and know the password for your network.
Adopted by the Plainedge Board of Trustees on May 18, 2022
LONG-RANGE STRATEGIC PLAN OF SERVICE
July 1, 2022 – June 30, 2023
Mission: To strengthen our community through the discovery of ideas, the joy of reading and the power of information.
Vision: To create a solid foundation towards building an involved, informed and educated community.
Values: Plainedge Public Library strives to embody the values of Excellence, Enrichment, and Empowerment.
GOAL: TO BE A CENTER FOR LEARNING IN OUR COMMUNITY
Technology Use Objective: Expand community access to, and understanding of, current technologies.
Public Relations Objective: Increase public awareness of library resources, services, and value
Facilities Objective: Reestablish the library as an inviting, comfortable facility.
GOAL: TO ESTABLISH A LONG RANGE STRATEGIC PLAN FOR THE LIBRARY
The Library Board of Trustees, Administration and staff will support principles that ensure a resilient, sustainable community and Library for all of it’s residents. The Library is committed to a ‘triple bottom line’ definition of sustainability:
- Environmentally sound
- Economically Feasible
- Socially Equitable
The Library will examine it’s environmental impact locally and globally. The Library will evaluate and strive to establish sustainable purchasing procedures, building maintenance and Library programs. The Library will continue to develop and maintain community partnerships with our local schools, organizations, agencies and businesses.
Environmentally sustainable thinking will be incorporated into the Library’s day to day procedures.
The Library will strive to minimize pollution and waste, conserve energy and water, protect habitat, support renewable energy resources, buy environmentally-friendly products and encourage environmentally preferable transportation. These efforts will extend to contractor and supplier relationships.
The Library will maintain it’s compliance with all Federal, State and Local laws pertaining to air quality, water quality, and all other environmental legislation within the scope of their operations.
In terms of being economically feasible, the Library will pursue goals of energy efficiency that are beneficial not just for the environment but also for cost savings of the Library. As a sustainable library, the Plainedge Public Library is committed to utilizing public funds invested in our organization in fiscally responsible ways. This will be reflected in our fiscal policies.
Employee understanding and involvement are essential to the implementation of this policy. All employees will receive a copy of this policy upon hire. Administration and the Board of Trustees encourage Library staff to be proactive and apply sustainable thinking in the areas of their facilities, operations, policy, technology, programming and partnerships. All employees will receive a copy of this policy and will be educated about and participate in the Library’s efforts to strive towards the “triple bottom line” definition of sustainability: using practices that are environmentally sound, economically feasible, and socially equitable.
Adopted by the Plainedge Library Board of Trustees on October 17, 2022
Note: Coronavirus arrived in March of 2020. We have had to curtail or suspend some of our services, add services that were accessible from home, and are continually reevaluating what is safe to offer.
Technology Vision Statement
It is through technology and telecommunications that the residents of the community will have continual, convenient access to electronic resources, products and services. The role of the library is to provide products and services which guide and direct patrons to excellent sources of information. Patrons will be assisted as needed in the use of technology. Staff will be supported by up-to-date technology to ensure quality services that are efficient and cost-effective. The Technology Plan is meant to be a guide for continued updating and implementing changes to support, promote and enhance the mission of the library.
Technology is an integral part of library service, and will continue to grow ever more important. It has expanded our services outside of our building, as well as inside, and permitted us to offer services and resources that we hadn’t in the past. The Plainedge Public Library’s Technology Plan will serve as a framework to expand, promote and evaluate library service through the use of technology.
Goal #1 – Assessment
Provide, update and evaluate library computers and other electronic devices used to access information for educational, informational and recreational use.
Activities:
A. Periodically evaluate all computers and other electronic equipment, and replace outdated devices or those not working with newer, more efficient equipment or components.
B. Continue to monitor the time allotted to use public computers to ensure fair and equal access.
C. Add new software as needed to the public computers as it is developed to keep the most current programs available to our patrons and staff.
D. Continue to provide the most efficient and high speed connection, as needed by patrons and staff.
Goal #2 – IT Security and Infrastructure
Our goal is to implement procedures and practices that can maximize end-user usability and minimize vulnerabilities.
Activities:
A. Continue to physically secure the Library’s data communications equipment to prevent unauthorized access tampering.
B. Increase the Library’s backup plan to include offsite backups, using third party cloud services.
C. Provide the community with a contactless payment system, to enable both remote payment of services, and safe transfer of monies.
D. provides a circulation system that facilitates access to the local library collection and other library catalogs; and provides equipment, technology, and internet connectivity to address community needs and facilitate access to information.
Goal #3 – Patron Training
Provide residents with instruction and training in using current technologies.
Activities:
A. Continue to provide education through classes in specific computer skills and specialized software programs as needed or requested by patrons.
B. Provide instruction in using electronic devices and technology.
C. Add to the variety of computer related materials and information.
D. Providing ongoing support to the school district by planning for library based STEAM programming.
Goal #4 – Professional Development
Provide library staff with ongoing technology training.
Activities:
A. Require staff participation in workshops and on-line webinars, and encourage attendance at library conferences.
B. Provide in-house technology training sessions for staff.
C. Use of technology to assist in hybrid, work from home model – zoom, laptops, Google Drive, etc.
D. Use of email, department, and staff meetings for internal communication.
Goal #5 – Publicity
Promote traditional and new library services to the community.
Activities:
A. Continue to maintain and update library website. The website will provide links to databases, forms to request services, suggestion forms, library staff contact information and will also serve to promote library materials, programs and services.
B. Use social media to promote library programs and services, i.e. Facebook, Twitter, Instagram, etc.
C. Continue to produce promotional material publicizing electronic devices and resources available at the library.
D. Create and maintain a current and active email list, for the purpose of monthly email blasts, publicizing our programs and distribution of the newsletter.
Goal #6 – Digital Access and Resources
Continue to provide web-based, subscription databases, as well as other resources and equipment to support the mission of the library and provide up to date information.
Activities:
A. Subscription databases and statistics will be reviewed and evaluated twice a year, eliminating those no longer needed or useful and adding those that “will meet the mission” of the library to efficiently and effectively serve patrons.
B. Increase the reach of the library WiFi area to include outdoor access, and the bandwidth to support that goal.
C. Maintain budget to support partnership with ILS, NLS, and cost saving partnerships, maintaining physical and electronic collections.
ADOPTED BY THE BOARD OF TRUSTEES April 19, 2021
I. Membership on the Board of Trustees
The Board of Trustees of the Plainedge Public Library shall consist of five voting members chosen by the qualified voters of the Plainedge School District. One member shall be elected each year for a five year term. The Trustees shall be governed by the applicable provisions of the Education Law of the State of New York.
II. Officers
A. The officers of the Board of Trustees shall be the President, who will serve as presiding officer and the Vice President, who will serve as a presiding officer in the absence of the president.
B. The election of the officers of the Board shall be held at the annual reorganization meeting.
III. Vacancies on the Board of Trustees
A. A member of the Board of Trustees may vacate his or her office through death, incapacity, resignation, removal from office, establishment of a residence outside the Plainedge School District, or declaration by the Board due to excessive absence.
B. In accordance with New York State Education Law 226, any Trustee who fails to attend three consecutive regular monthly meetings of the Board, without an excuse accepted as satisfactory by the Trustees, he/she shall be deemed to have resigned.
C. In the event the office of President becomes vacant, the Vice President will automatically assume the office of the President for the remainder of the vacant term.
D. In the event that the position of Vice President becomes vacant, the Board will choose a successor by election at first scheduled meeting after the occurrence of the vacancy.
E. In the event that the Office of any Trustee, other than President or Vice President, becomes vacant, such vacancy shall be filled by appointment of a qualified Plainedge School District resident by the remaining members of the Board as prescribed by law. As an amendment to the Plainedge Public Library’s Provisional Charter, the vacancy will be filled until the next election.
IV. Duties of the Officers of the Board
A. The President shall preside at all Board meetings, appoint Committees, certify all warrants approved for payment by the Board, authorize calls for special meetings and serve as ex-official member of all committees.
B. The Vice President shall assist the President and, in the absence of the President, act as presiding officer of the meeting.
C. In the absence of both the President and Vice President the three Trustees present shall elect one member to serve as President at that meeting.
V. MEETINGS
A. The regular monthly meeting of the Board shall be held on the third Monday of each month from September through June at 7:00 PM. Any change from the regular Board meeting schedule will be published and proper public notice given to the date and time of the next meeting. One monthly meeting shall be held during July or August.
B. The annual reorganization meeting shall be held on or about July 2 at which time the officers will be elected for the coming fiscal year.
C. Special meetings may be held at any time at the request of the President or any three (3) members of the Board with proper notice being given to the public. A quorum of the transaction of business shall consist of three members of the Board. A unanimous vote of a quorum shall constitute a legal vote.
D. Under New York State Open Meetings Law (see Education Law 260-a; and Public Officers Law, Article 7), the Board of Trustees may, upon a majority vote of its membership, conduct an executive session in which matters allowed under law may be discussed. Minutes will not be taken and attendance by the general public shall not be permitted unless authorized by the Board of Trustees. No action will be taken during an executive session which is to be reserved for discussion only.
E. The Board of Trustees hereby authorizes the use of videoconferencing to conduct Board of Trustee meetings, as per the Library’s Videoconferencing Policy.
VI. LIBRARY DIRECTOR
The Library Director, appointed by the Trustees, serves as chief executive of the Library and as such is responsible for the administration of the Library and its personnel under the general policies approved by the Board, including the “Policy Statement Governing Board-Director relations of the Plainedge Public Library” dated May 17, 1963. The Library Director is directly responsible to the Board and through the Board to the community and shall attend all meetings of the Board.
The Board of Trustees will conduct an annual review of the performance of the Director at the May Board of Trustees Meeting.
VII. SECRETARY TO BOARD
Secretary, other than a Board member, shall be appointed annually by the Board of Trustees to be responsible for maintaining an accurate account of all proceedings at Board meetings. The Secretary shall be responsible for issuing notices for all regular and special meetings.
VIII. PARLIAMENTARY PROCEDURE
The current edition of Roberts Rules of Order Newly Revised shall govern in the parliamentary procedure of the Board.
IX. AMENDMENTS TO BYLAWS
These bylaws may be amended at any meeting of the Board by an affirmative vote of at least three Trustees provided that the amendment was stated on the agenda for that meeting.
X. POLICIES
The administration of the Library shall be governed by the policies and procedures adopted by the Board of Trustees.
XI. CODE OF ETHICS
All members of the Plainedge Public Library Board of Trustees in the capacity to which they are elected, shall operate under the highest ethical standards and in accordance with the “Ethics Statement for Public Library Trustees” of the American Library Association.
Adopted by the Board of Trustees March 6, 1967, Amended June 26, 1969, September 17,
1970, March 20, 1975, February 15, 1989, April 22, 1993, Amended March 16, 2005
Amended March 21, 2007, Amended April 20, 2011 May 18, 2011, September 19, 2012,
Reviewed and Amended September 13, 2021
Reviewed and Amended July 6, 2022
The Library is a public place. Anyone may enter and use the Library. Young children left alone are vulnerable and at risk. Parents and guardians, not Library staff, are responsible for the behavior and supervision of their children while in the Plainedge Public Library, or on Library property.
Children, ages 10 and younger, must be supervised by a responsible parent, guardian, caregiver, or mature adolescent, age 14 or older. They must be accompanied by this person in the Children’s Room, restroom, and in the entirety of the library building and grounds.
Children, age 11 and older may use the Library unattended for a reasonable period of time, provided they are able to maintain proper behavior. Children will be expected to follow the rules of conduct, as outlined in the Library’s Behavior Policy. Children must have a cell phone and/or two telephone numbers of a parent, guardian, or other designated adult, so that someone can be contacted to pick up the child in case of a health emergency, library or unexpected library closing.
Violation of the Unattended Child Policy constitutes grounds for suspension of library privileges for the family.
Adopted by the Board of Trustees March 4, 1998
Revised February 25, 2003
Revised October 19, 2020
The Library follows the New York State Open Meetings Law when scheduling and conducting meetings of the Board of Trustees. The Board of Trustees may allow for videoconferencing of a board meeting provided the following procedures are followed:
- A quorum of Board Trustees are present at the same physical location where the public can attend the meeting in person;
- A Trustee may appear through videoconferencing due to extraordinary circumstances which include disability, illness, caregiving responsibilities, or an unexpected factor or event which precludes the member’s physical attendance;
- Except in the case of executive sessions, the Library shall ensure that Trustees can be heard, seen, and identified while the meeting(s) is formally being conducted, including but not limited to any motions, proposals, resolutions, and any other matter formally discussed or voted upon;
- Minutes of meetings conducted via videoconferencing must include the names, if any, of the Trustees who participated remotely and must be made available to the public;
- The public notice for the meeting must inform the public:
a. that videoconferencing will be used,
b. where the public can view and/or participate in such meeting,
c. where required documents and records will be posted or available, and
d. Identify the physical location where the quorum of the Board will be participating in the meeting and where the public can attend the meeting in person. - The Library shall record each meeting that uses videoconferencing, and such recordings must be posted or linked to on the Library’s website within five (5) days of the meeting. The recordings will remain on the Library’s website for five (5) years, and the recordings will be transcribed upon request; and
- The Library must provide the opportunity for members of the public to view the meeting via video. At meetings where public comment or participation is authorized, members of the public must be able to participate in the proceedings via videoconference in real time. When conducting meetings through videoconferencing, the Library will use technology that permits members of the public with disabilities to access the video in a manner consistent with the Americans with Disabilities Act (ADA).
The in person participation requirements of this policy and procedure shall not apply during a state disaster emergency declared by the governor pursuant to section twenty-eight of the executive law, or a local state of emergency proclaimed by the chief executive of the County of Nassau or the Town of Oyster Bay pursuant to section twenty-four of the executive law, if the Library Board of Trustees determines that the circumstances necessitating the emergency declaration would affect or impair the ability of the Library to hold an in person meeting.
The law (NYS POL 103-a) allowing for videoconferencing of board meetings through the above policy/procedure is scheduled to expire on July 1, 2024.
Approved by the Plainedge Public Library Board of Trustees June 20, 2022
The Plainedge Public Library’s Rules of Conduct requires all Trustees, Staff Members and Volunteers to observe high standards of personal ethics in the fulfilling of his/her duties, obligations and responsibilities. Each Trustee, every Staff Member and all Volunteers are obligated to practice honesty and integrity at all times.
Reporting
It is the responsibility of the Trustees, Staff Members and Volunteers to comply with the Plainedge Public Library’s Conflict of lnterest and Ethics Policy and to report any questions, concerns, suggestions, problems or violations of this policy promptly to the Director who will forward the information to the President or Vice President of the Board Of Trustees. If it is inappropriate to speak to the Director, the President or Vice President will be advised of the issue and in tum bring the matter to the attention of the Board of Trustees.
Acting in Good Faith
A person reporting suspected or alleged illegal or wrongful conduct or improper actions should be acting in good faith and have reasonable grounds for believing their suspicions or allegations to be true. Any allegations that cannot be substantiated and can be reasonably determined to have been made maliciously or knowingly false will be considered a serious misconduct subjecting the reporting person or persons to consequences for their action.
No Retaliation
This policy is intended to encourage and enable Trustees, Staff Members and Volunteers to raise serious concerns within the organization for investigation and appropriate actions. No Trustee, Staff Member or Volunteer of the Library who in good faith reports aviolation of any laws, regulations, ordinances or Library policies shall suffer harassment, retaliation or any other adverse consequences. Any Trustee, Staff Member or Volunteer who retaliates in any way against someone who has reported a violation in good faith shall be subject to appropriate discipline up to and including termination.
Confidentiality
The person or persons conducting the investigation, or their designees, shall use reasonable efforts to maintain the confidentiality of any and all persons reporting the alleged conduct or actions, provided that doing so will not interfere with the investigation of the specific allegation.
Distribution of the Whistle Blower Policy And Ethics Policy
A copy of the Plainedge Public Library Whistle Blower Policy, Conflict of Interest and Ethics policy will be given to each Trustee presently serving on the Board. Thereafter, each new Trustee new Employee or Volunteer will be given a copy of each before entering upon the duties of his/her office or employment. This policy will be included in the Employee Staff Manual.
ADOPTED BY THE BOARD OF TRUSTEES October 20, 2014
Reviewed by the Board of Trustees on May 19, 2021
