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Handbook for Library Trustees of New York State (2023 Edition)

Content from the latest edition of the Trustee Handbook.

External:

Circulation

  • Customer Service
    • Law Enforcement Inquiry
  • Lending Rules
    • Non-Resident Borrowing 
  • Patron Confidentiality

Collection

  • Collection Development (should address curation of print, media, digital and Library of Things collections)
    • Request for Reconsideration 
    • Weeding
  • Copier/Copyright 
  • Freedom to Read (ALA)
  • Freedom to View (ALA)
  • Library Bill of Rights (ALA)
  • Local History

Public Space

  • Accessibility/ADA Statement
  • Exhibit/Posting
    • Request for Reconsideration 
  • Incident Report Form
  • Meeting Space
  • Patron Behavior/Code of Conduct
    • Request for Reconsideration 
  • Patron Complaints
  • Programming
    • Request for Reconsideration 
  • Tutoring
  • Unattended Children
  • Vulnerable Adults

Technology

  • Internet Use
  • Library Equipment Usage
  • Privacy
    • General Data Protection Regulation
  • Social Media 
  • Website
  • Wi-Fi Network Use

Internal:

Board

  • Code of Ethics/Conduct
  • Conflict of Interest
    • Annual Disclosure Form
  • Equity, Diversity, and Inclusion Statement
  • Meeting Procedures
    • Public Comment  
    • Videoconferencing
    • Protests
  • Training Mandates:
    • Trustee Education Requirement 
    • Sexual Harassment Prevention Training
  • Removal of a Trustee

Administrative

  • Inclement Weather/Closing 
  • Records Retention
  • Public Access to Records (FOIL)
  • Public Relations
    • Crisis Communication Plan
  • Sustainability

Financial Controls

  • Audit/Review Schedule
  • Claims Audit Process
  • Credit Card
  • Data Security
  • Disposition of Surplus Property
  • Friends Group Memo of Understanding
  • Fundraising/Gift Acceptance
  • Inventory/Fixed Assets
  • Investments
  • Online Banking & Wire Transfers
  • Petty Cash
  • Purchasing/Procurement
  • Reserve Funds
  • Travel & Conference

Personnel

  • Anti-Bullying
  • Anti-Nepotism
  • Attendance/Leave
  • Code of Conduct
  • Computer/Internet/Email/Social Media Use
  • Conflict of Interest
  • Continuing Education
  • Discipline/Termination
  • Equal Employment Opportunity
  • Evaluation Procedure
  • Grievance Procedure
  • Introductory Period
  • Jury Duty
  • Orientation
  • Outside Employment
  • Personnel Records Access
  • Recruitment/Hiring
  • Salary/Benefits
  • Sexual Harassment Prevention 
  • Volunteers
  • Whistleblower Protection

Safety

  • Airborne Infections Disease Exposure Prevention Plan / Pandemic Response Plan
  • Continuity of Operations Plan (COOP)
  • Disaster Preparedness Plan
  • Emergency Action Plan
  • Incident Action Plan
  • Workplace Safety/Violence Prevention

More Information

This Policy Checklist is offered as a guideline of typical public library policies. Though terminology may vary, every library board is required to adopt appropriate policies for their institution (8 NYCRR ยง 90.2).

For helpful information on developing policies, libraries are encouraged to contact their public library system.  

In addition: Mid-Hudson Library System: Public Library Policies - Development Tips & Samples