Constitution

ARTICLE I NAME: The name of the association shall be the Honeoye Public Library.

ARTICLE II PLACE: It shall be located in Honeoye, Ontario County, New York.

ARTICLE III OBJECT: Its object shall be to maintain a circulating Library and reading

room, free, for public use.

ARTICLE IV MEETINGS: The annual meeting shall be held in January. Special

meetings may be called by the president, or any two of the

trustees.

ARTICLE V TRUSTEES: There shall be no less than seven (7) and no more than twenty

five (25) Trustees elected to serve. Trustees shall be elected

at the annual meeting to serve for five (5) years. The Trustees

shall elect from their own number to hold office for a year, a

president, vice-president, treasurer and secretary. Any

vacancy occurring during the term of the trustee shall be filled

until the next annual meeting by vote of the remaining

trustees.

ARTICLE VI POWERS & DUTIES OF THE OFFICERS: The trustees shall have the

general management of the Library and its property.

They shall provide ways and means for its maintenance

and endowment, suitable rooms, furniture, books and

serials, for its equipment, and make rules for its

convenient and free use by the public. They shall

appoint and fix the salary for a competent librarian and

of needed assistants and other employees. They shall

make by-laws, appoint needed committees and have such

other powers and duties as are prescribed for trustees of

public libraries by state law.

SECTION I The president shall preside at all meetings and conduct

them by formal order.

SECTION II The vice-president shall assume the powers and perform

the duties of the president in his/her absence.

SECTION III The secretary shall keep a record of all library meetings

and all official action of the trustees.

SECTION IV The treasure shall receive, hold and pay out the funds of

the library under the direction of the trustees.

SECTION V The librarian shall have charge of the library and its

operation under the direction of the trustees.

ARTICLE VII AMENDMENTS: Amendments to this constitution may be made by 4/7 vote

of the trustees.

Revised & approved 4/13/16

Bylaws

I OFFICERS: The officers shall be a president, vice president, treasurer

and secretary who shall be elected annually by the Board

from their own number.

The secretary shall record all official acts of the Board and

have custody of all of its official books, records and

documents except those in use by another officer.

The treasurer shall oversee all funds belonging to the

Library and keep the same in a separate account until paid

out. He/she shall be guardian of accurate accounts of

every receipt and expenditure, with the date, purpose and

amount and report the same at the annual meeting and

whenever required by the trustees.

II MEETINGS: There will be a minimum of four (4) meetings a year and

more as needed, at the Library. The annual meeting shall

be in January.

III LIBRARIAN: The librarian shall have immediate charge of the library and be responsible

for the care and safety of all materials and other library property: classify,

arrange and catalog all books, supervise the work of all other employees

and promptly report any delinquencies: keep accounts of all money received

from fines and other sources and pay all money to the treasurer or

bookkeeper. The librarian will report other matters requiring the attention of

the Board. He/she shall report in full at each meeting and discharge such

other duties that may be prescribed by the Board.

Reviewed & approved 1/6/88, 7/1/93, 5/27/98, 4/13/16

Amendment of Charter

Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

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

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

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

6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

[Adopted June 18, 1948. Amended February 2, 1961, June 27, 1967, and January 23, 1980, inclusion of “age” reaffirmed January 23, 1996, by the ALA Council

Freedom to Read

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

8. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated.

9. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.

10.There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.

11. It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous.

12. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.

13. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one.

[Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, by the ALA Council and the AAP Freedom to Read Committee, July 12, 2000, and June 30, 2004.]

Freedom to View

14. To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.

15. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.

16. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.

17. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.

18. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.

[This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989.Endorsed January 10, 1990, by the ALA Council]

Honeoye Public Library

Meeting Room Policy

As an expression of its mission to connect people with information, ideas and experiences, the Honeoye Public Library provides a meeting room to be used by members of the community for the presentation and exchange of information and opinions. The Library makes this room available on equal terms to all persons and groups, regardless of opinion or affiliation. By making a meeting room available as a forum, the Library does not sponsor or endorse the views of any group using the room. Our room is available for profit, private and non-profit groups and organizations.

Guidelines

Our meeting room is available when the library is closed.
Programs themselves must be free, supply fees can be charged.
To reserve the room, the applicant must be over 21 years of age, a resident of the Town of Richmond, Canadice or South Bristol and remain as the adult in charge throughout the program.
A key to the Library’s meeting room can be picked up 24 hours before the program and returned in the book drop when the program is completed.
Library equipment – screen, projector, sound system – can be used with instruction from the library staff.
Tables and chairs need to be set up according to the provided floor plan before leaving.
Light refreshments are OK. Alcohol is not. Please clean up the snack area when finished, check the restroom areas and carry out your trash.
Smoking, candles, matches and anything flammable are not allowed.
Animals (with the exception of Seeing Eye or registered assist dogs) are not allowed in the meeting room.
Posters, etc. cannot be hung on the walls.
Organizations may not imply that an event or meeting is sponsored, co-sponsored or endorsed by the Library in any advertising or publicity. Except as a designation of location, the name of the Library may not be used in any publicity related to the use of meeting rooms, nor may the Library’s telephone number be placed on any publicity. The name, address or phone number of the Library may not be used as the official address or headquarters of any organization except those affiliated with the Library.
The Federal Copyright Act (Title 17 of the U.S. Code) requires that a public performance license must be obtained for public presentation of a movie or other copyrighted work. The Honeoye Public Library requires this license to be acquired by persons or organizations wishing to present a movie or other copyrighted performance and submitted to the library prior to the event. 9/2020

HONEOYE PUBLIC LIBRARY

PERSONNEL POLICY

The Honeoye Public Library (HPL) is an Association Library, governed by a Board of Trustees. The Board is responsible for the oversight of the library. The administration and management of the library are the purview of the Library Director who is hired by and reports to, the Board. The Director’s responsibilities include supervision of all library staff and volunteers.

Working Environment

Discrimination and/or sexual harassment

HPL provides a work environment that is free from illegal discrimination and harassment. An employee who believes that he or she has encountered discrimination because of age, race, creed, color, national origin, sex or sexual orientation, disability, genetic disposition or carrier status, or marital status in connection with his/her employment should discuss the problem with the Director. A written complaint may be filed with the Director. If the complaint is against the Director, the complaint may be filed with the President of the Board of Trustees.

The Director or the Board President shall make every effort to resolve the problem; if it is not satisfactorily resolved, the complainant may file a written complaint with the Board of Trustees, which shall then hold a meeting within 30 days of its receipt, and issue a written decision within 20 days of the Board meeting. If the employee is not satisfied with the Board’s decision, he/she may file a formal complaint with the New York State or the Federal Human Rights Commission.

The HPL will not tolerate sexual harassment of its staff or volunteers. This includes: unwelcome sexual advances, requests for sexual favors, insulting or degrading sexual remarks, or other unwelcome statements based on sex that create an intimidating, hostile or offensive working environment. Complaints are treated as confidential and will be promptly investigated by the Director.

The Library complies with the Americans for Disabilities Act (ADA) of 1990 by making its facilities barrier-free and accessible and by making adjustments to reasonably accommodate staff with disabilities.

Reporting Unethical, Improper or Unlawful Behavior

The HPL maintains a “Whistleblower” Policy that outlines a procedure for employees to report actions that they believe violate a law or regulation, or that constitute fraudulent accounting or

other practices.

Smoking

The HPL is a smoke-free work area. No smoking is permitted on the premises.

Alcohol/Substance Abuse

No employee shall use, possess or sell alcoholic beverages or illegal drugs on the premises. This policy shall not apply to legal beverages served at library-sponsored events.

Dress Code

Staff members must dress appropriately for the work assignment. Employees are expected to be well groomed and neatly dressed in “business casual” and should dress to convey a positive and professional image of both oneself and the library, while remaining approachable to library customers.

Unacceptable attire includes: bare midriffs, spaghetti straps or strapless tops, shorts or skirts shorter than just above knee length, torn, unhemmed or patched/faded clothing, halter tops or muscle shirts, and low cut blouses. Clothing or accessories that are political or religious or have: abusive or demeaning language or pictures, or are in poor taste including lewd or suggestive words or innuendo are prohibited.

Schedule of Operations

Work Week

HPL is open on Monday, Tuesday, Thursday and Saturday for a total of 26 hours. All employees work a variety of schedules as established by the Director.

Employees will be ready to start at the beginning of their shift and will work through to the end.

An employee who works six consecutive hours is entitled to a 15 minute, paid break. The library provides a total of 20 minutes paid lunch or dinner break in accordance with NYS Labor Law.

Emergency Closings

The Director of person in charge will determine closings necessitated by weather or other temporary emergency situations. Staff will be paid for the time they would have worked if the library were open. Staff scheduled to work will be notified by phone of the closure.

Holiday Closings

The library will be closed for holiday observations as follows: New Year’s Eve and New Year’s Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas Day. Staff is paid for the following: Martin Luther King, Jr. Day, Memorial Day, Labor Day and Columbus Day.

Wages and Compensation

Pay Schedule

Employees are paid on the 15^th and on the last day of each month. Direct deposit is offered.

Jury Duty

Employees shall notify the Director upon receipt of a jury summons. Employees will be compensated when they are required by a court to be present for jury duty. The employee should report to work during regularly scheduled hours when not occupied with court obligations.

Travel Reimbursement

Employees will be reimbursed for travel expenses for attendance at approved meetings or workshops. Mileage costs will be paid by HPL, and the Pioneer Library System at current IRS rates.

Benefits

Social Security and Medicare

As required by law, the library pays the employer’s portion of Social Security and Medicare for each employee.

Workers’ Compensation

All employees are eligible for workers’ compensation benefits for injuries sustained while working. Employees are required to immediately inform their supervisor or the Director of any injury occurring on the job and to fill out an incident report and paperwork required by the State or the Library’s insurance provider.

Disability Benefits

All employees are covered by disability benefits insurance as required by law for non-work related disability.

Vacation

Part-time employees do not receive paid vacation time.

Sick Leave

Part-time employees receive 8 hours of sick/personal time per year after their first year of employment. These hours can be used for sick or personal time off and cannot be taken as additional paid time.

Extended Personal Leave

A leave of absence, without pay, may be granted by the Director to employees for personal reasons. Sick/personal time may be used before unpaid leave begins.

Cancer Screening Leave

New York State Law entitles library employees to take up to 4 hours of paid leave annually for breast and/or prostate cancer screening. Travel time is included in the 4 hour cap. Please schedule with the Director.

Resignation/Retirement/Termination of Employment

Employees are encouraged to give 2 weeks advance, written notice when resigning or retiring. An employee who is terminated will attend an exit interview with the Director

The Honeoye Public Library is an Equal Opportunity Employer Adopted

3/14/2018

Honeoye Public Library

The Honeoye Public Library is dedicated to providing you with computer & Internet service. We want your experience with us to be a positive one and as such have set up the following guidelines. Parents of individuals under the age of 17 must give their written permission for their children to use the Internet. The Honeoye Public Library is only responsible for the content of those pages bearing its name.

Computer Use & Internet Use Policy

Computer time can be scheduled in person or by telephone (229-5020).
Reservations are for one hour at a time.
Please be prompt, we will hold your reservation for 10 minutes before reassigning it to another patron.
Computers close 15 minutes before the library closes.
Only two people are allowed at a computer at the same time.
Please notify Library Staff if you think that you have a problem.
Pages can be printed at a cost of $.20 each.

Be patient, it takes a few minutes for the printer to print.

Computers cannot be used for any illegal, obscene or inappropriate activity.

Obscenity shall be as defined in the Telecommunications Act of 1996.

Viewing of pornography is prohibited.

Parents/Guardians are financially responsible for any damage done to library computers by their children. Adult computer users are liable for any damage they may cause to a computer.
Children under 8 years of age must have an adult with them while using a computer.
The staff at Honeoye Public Library respects your right to both confidentiality and privacy and will not release information about your use of electronic resources except as required by law. You are reminded, however, that our computers are located in a public area that is shared with staff and users of all ages and backgrounds. We expect that you will respect the rights of others when accessing potentially offensive information or images.
The Internet is an unregulated medium and some of the information you will encounter may be erroneous, out of date or offensive. You must evaluate this information carefully.
This library affirms the right and responsibility of parents and legal guardians to actively guide their children’s use of all library resources. Parents/Guardians should take an active role in monitoring their children’s use of the Internet.
Library staff is trained to provide limited support and will assist customers as time allows.

To sum it up…

Use our computers…don’t hurt them…don’t bother the people around you…be considerate…don’t do anything illegal…abide by the time restrictions…bring in your card…and we will protect your privacy!

Internet Safety Policy

Filtering is provided for all Internet-enabled computers that are eligible for federal reimbursements under E-rate, whether used by students, patrons or staff.
Filtering will be disabled only for bona fide research or other lawful purposes.
To the extent practical, safe & secure use by minors of direct electronic communications will be encouraged.
Unauthorized online access, including “hacking” and other unlawful activities is prohibited.
Unauthorized disclosure, use & dissemination of personal identification regarding minors is prohibited.

Filtering

Pioneer Library System contracts with Time Warner to provide content filtering to ensure its libraries are in compliance with the Children’s Internet Protection Act (CIPA). This is done in order to remain eligible for certain federal funding. Honeoye Public Library cannot and does not guarantee that the filtering software will block all obscenity, child pornography, or other materials that are harmful to minors. Nor can the Library guarantee that filtering software will not restrict access to sites that may have legitimate research or other value. Parents are therefore ultimately responsible for monitoring the Internet activity of their children even though filtering software is used.

All Internet access will be limited to legal use in compliance with the Children’s Internet Protection Act (CIPA) and the Neighborhood Act (PL 106-554).

CIPA Compliant Internet Safety Policy
1. Users may not access inappropriate matter, such as matter that is obscene, pornographic, threatening or otherwise in violation of community standards.

2. Users must be cautious when using e-mail, chat rooms, instant messaging, discussion groups, newsgroups, game rooms, and all other forms of communications. Internet users should be aware that viewing certain materials in the public library might be considered improper in time, place, and manner. Users must respect the rights of other library patrons not to be inadvertently exposed to materials and images that may be considered offensive. The library staff reserves the right to end an Internet session at any time if it is creating a disturbance, and will monitor Internet use by minors to the extent practical.

3. Users may not engage in unlawful online activities or misrepresentation. Users may not attempt unauthorized access including hacking to any computer system.

4. Users may not make unauthorized disclosure of, or dissemination of a minor’s personal information by means of Internet, e-mail, or any other electronic technology. A minor is anyone under 17 years old. Those under 17 must have parental permission to disclose personal information.

Reviewed & Revised 4/13/2016

Public Expression Policy

The Honeoye Public Library Board of Trustees welcomes public expression at regular board meetings, special meetings, and committee meetings. The purpose of this Public Expression Policy is to ensure that interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their meeting in an efficient and effective manner.

Any person shall be permitted an opportunity to address the Honeoye Public Library Board under the following guidelines:

Public comments are permitted during the time designated on the library board agenda, unless otherwise directed by the Board President.
At the beginning of the Public Expression segments of the meeting, the Board President or designee will ask if anyone wishes to address the Board and will determine the order in which speakers will be recognized.
Each speaker will be asked to provide his/her name and group affiliation (if any).
Each speaker will be allowed a maximum of three minutes to address the board; the Board President or presiding officer will monitor time limits for each speaker.
Comments shall relate to legitimate Honeoye Public Library Board of Trustees business.
All comments shall be made with civility and courtesy. The Board President or presiding officer may prohibit further comment if proper decorum is not displayed.
The board is not required to provide an immediate response or take action on any speaker comments.
Minutes of public meetings are a summary of discussion on all matters proposed, deliberated or decided by the Board, thus, public comments and written materials submitted by the public may not be reflected in the minutes.

Adopted 3/13/2019

Bulletin Board Policy

Postings must be educational or public services items that are posted by non-profit organizations. They cannot be for the purposes of benefiting a private individual, or a for-profit, or partisan organization.

Telephone Policy

The Honeoye Public Library phone is a business phone and should be treated as such. When necessary, customers can request to use the telephone to make a quick, local phone call.

Fund Balance Policy

The Honeoye Public Library operates on a January to December fiscal year. Vouchers/request letters are normally approved by each town at their first board meeting in January. Each town is billed for the next year in December of the current fiscal year. The Honeoye Public Library must maintain a fund balance adequate to meet operating expenses for the first quarter of the fiscal year.

Adopted 4/10/2019

SEXUAL HARASSMENT

Honeoye Public Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination and will not be tolerated at Honeoye Public Library. All applicants, employees, interns (paid or unpaid), contractors and individuals conducting business with Honeoye Public Library are required to conduct themselves in a manner that prevents sexual harassment in the workplace. 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. This policy is one component of Honeoye Public Library’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. Employees can enforce this right by filing a complaint internally with Honeoye Public Library, or with a government agency or in court under federal, state or local antidiscrimination laws.

DEFINITION

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.

Sexual harassment is offensive, is a violation of our policies, is unlawful, and may subject Honeoye Public Library to liability for harm to targets of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, or who allow such behavior to continue, will be penalized for such misconduct.

Any employee who feels harassed should report the harassment to the Director or to the President of the Board of Trustees 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 employee’s 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.

Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people’s ideas or perceptions about how individuals of a particular sex should act or look.

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

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, on personal devises or during non-work hours.

REPORTING SEXUAL HARASSMENT

Preventing sexual harassment is everyone’s responsibility. Honeoye Public Library cannot prevent or remedy sexual harassment unless the Company knows about it. Any employee, intern (paid or unpaid) or non-employee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to the Director or to the President of the Board of Trustees. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to the Director or to the President of the Board of Trustees.

Reports of sexual harassment may be made verbally or in writing. The written complaint form is attached to this policy. All employees are encouraged to use this complaint form. Employees who are reporting potential sexual harassment on behalf of other employees should use the complaint form and note that the complaint is being made on behalf of another employee.

Employees, interns (paid or unpaid) 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.

Any employee who feels harassed should report the harassment so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.

MANAGEMENT RESPONSIBILITIES

All staff 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 the Director or President of the Board of Trustees.

In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, staff will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.

Management will also be subject to discipline for engaging in any retaliation.

COMPLAINT INVESTIGATION

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. The investigation will be kept confidential to the extent possible. All persons involved, including complainants, witnesses and alleged perpetrators, will be accorded due process, as outlined below, 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. Honeoye Public Library will not tolerate retaliation against employees who file complaints, support another’s complaint or participate in an investigation regarding a violation of this policy.

While the process may vary from case to case, investigations should be done in accordance with the following steps:

Upon receipt of complaint, the Director or President of the Board of Trustees will conduct an immediate review of the allegations, and take any interim actions, as appropriate. If the complaint is verbal, the individual will be encouraged to complete the “Complaint Form” in writing. If he or she refuses, the Director or President of the Board of Trustees will prepare a Complaint Form based on the verbal report.
If documents, emails or phone records are relevant to the allegations, steps will be taken to obtain and preserve them.
The Director or the President of the Board of Trustees will request and review all relevant documents, including all electronic communications.
The Director or the President of the Board of Trustees will interview all parties involved, including any relevant witnesses.
The Director or the President of the Board of Trustees will prepare 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 basis for the decision and final resolution of the complaint, together with any corrective actions action(s).
Written documentation and associated documents will be maintained by the Honeoye Public Library in a secure and confidential location.
Following the investigation, the Director or the President of the Board of Trustees will promptly notify the complainant and the individual(s) about whom the complaint was made of the final determination and implement any corrective actions identified in the written document.
The Director or the President of the Board of Trustees will inform the complainant of their right to file a complaint or charge externally as outlined in the Legal Protections and External Remedies section of this policy.

CORRECTIVE ACTION

If a report of sexual harassment is found to be valid, immediate and appropriate corrective action will be taken. Employees or interns (paid or unpaid) who violate this policy, including the provision against retaliation, will be subject to disciplinary action, up to and including termination. This determination will be based on all the facts of the case.

RETALIATION

Honeoye Public Library will not tolerate retaliation against anyone who, in good faith, complains or provides information about suspected harassment.

Unlawful retaliation can be any action that could discourage an employee from coming forward to make or support a sexual harassment claim including, but not limited to being discharged, disciplined, discriminated against, or otherwise subject to adverse employment action. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation (e.g., threats of physical violence outside of work hours).

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 a “protected activity.” Protected activity occurs when a person has:

made 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 the Director or President of the Board of Trustees of harassment;
reported that another employee has been sexually harassed; or
encouraged a fellow employee to report harassment.

Even if the alleged harassment does not rise to the level of a violation of law, the individual is protected from retaliation if the person had a good faith belief that the practices were unlawful. However, the retaliation provision is not intended to protect persons making intentionally false charges of harassment.

LEGAL PROTECTIONS AND EXTERNAL REMEDIES

Sexual harassment is not only prohibited by Honeoye Public Library but is also prohibited by state, federal, and (where applicable) local law. Aside from the internal process at Honeoye Public Library, employees may also choose to pursue legal remedies with the following governmental entities. While a private attorney is not required to file a complaint with a governmental agency, employees may seek the legal advice of an attorney.

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 and non-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 Honeoye 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.

An attorney is not needed 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 sexual harassment has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If sexual harassment 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. In general, private employers must have at least 15 employees to come within the jurisdiction of the EEOC.

If an employee believes that he or she has been discriminated against at work, he or 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 (800) 669-4000 (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, NY, NY; 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.

Adopted 3/13/2019

Honeoye Public Library

New York State Labor Law requires all employers to adopt a sexual harassment prevention policy that includes a complaint form to report alleged incidents of sexual harassment.

If you believe that you have been subjected to sexual harassment, you are encouraged to complete this form and submit it to the director of the Honeoye Public Library. You will not be retaliated against for filing a complaint.

If you are more comfortable reporting verbally or in another manner, your employer should complete this form, provide you with a copy and follow its sexual harassment prevention policy by investigating the claims as outlined at the end of this form.

For additional resources, visit: ny.gov/programs/combating-sexual-harassment-workplace

COMPLAINANT INFORMATION

Name:

Work Address: Work Phone:

Job Title: Email:

Select Preferred Communication Method: Email Phone In person

SUPERVISORY INFORMATION

Immediate Supervisor’s Name:

Title:

Work Phone: Work Address:

COMPLAINT INFORMATION

Your complaint of Sexual Harassment is made about:

Name: Title:

Work Address: Work Phone:

Relationship to you: Supervisor Subordinate Co-Worker Other

Please describe what happened and how it is affecting you and your work. Please use additional sheets of paper if necessary and attach any relevant documents or evidence.

Date(s) sexual harassment occurred:

Is the sexual harassment continuing? Yes No

Please list the name and contact information of any witnesses or individuals who may have information related to your complaint:

The last question is optional, but may help the investigation.

Have you previously complained or provided information (verbal or written) about related incidents? If yes, when and to whom did you complain or provide information?

If you have retained legal counsel and would like us to work with them, please provide their contact information.

Signature: __________________________ Date: __________________

Instructions for Employers

If you receive a complaint about alleged sexual harassment, follow your sexual harassment prevention policy.

An investigation involves:

Speaking with the employee
Speaking with the alleged harasser
Interviewing witnesses
Collecting and reviewing any related documents

While the process may vary from case to case, all allegations should be investigated promptly and resolved as quickly as possible. The investigation should be kept confidential to the extent possible.

Document the findings of the investigation and basis for your decision along with any corrective actions taken and notify the employee and the individual(s) against whom the complaint was made. This may be done via email.

Adopted 4/10/2019

Code of Conduct

It is the intent of the Honeoye Public Library to provide a safe environment for its patrons and staff. Observing this Code of Conduct and all related library policies helps to make the library a welcoming place for the entire community.

The following policies are in effect at all time:

Shirts and shoes are required to enter the building
Smoking is not permitted on library premises
Beverages and snack foods may be enjoyed in the library so long as users clean up afterwards
Only service animals are permitted inside the building
Flyers must be approved by the director before being posted

Behaviors that interfere with normal library operations, compromise safety and security, or prevent others from using or enjoying library services are prohibited. These include:

Excessive noise that disturbs other library users
Treating library materials, equipment, and furniture in a destructive manner
Handing out unsolicited literature or petitioning on library premises
Fighting, both physical and verbal
Larceny or theft of library materials or the private property or other library users or staff
Foul language, obscene conduct, and/or indecent exposure
Violation of any federal, state, or local laws regarding sale and/or use of controlled substances
Possession of firearms, knives, or other weapons
Using the library’s computers and/or internet connection in an illegal way

Violation of this Code of Conduct and /or library with be addressed in these steps:

A verbal warning will be issued
The person(s) will be asked to leave the library
Police will be called if the person(s) does(do) not leave
If at any time library staff feels that a behavior is threatening or dangerous, police will be called immediately

Please see the Library Director with questions or concerns regarding the Code of Conduct

Code of Ethics for Librarians and Library Employees

Librarians must provide the highest level of service through appropriate and usefully organized collections, fair and equitable circulation and service policies, and skillful, accurate, unbiased, and courteous responses to all requests for assistance.

Librarians must resist all efforts by groups or individuals to censor library materials.

Librarians must protect each user’s right to privacy with respect to information sought or received, and materials consulted, borrowed or acquired.

Librarians must adhere to the principles of due process and equality of opportunity in peer relationships and personnel actions.

Librarians must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of an institution or professional body.

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

HPL reviewed & adopted 10/12/2022

MATERIALS SELECTION POLICY/COLLECTION DEVELOPMENT POLICY

It is the aim of the Honeoye Public Library to provide library materials to fulfill the needs of the members of the community. Materials are selected for general information, educational, occupational and recreational purposes.

Acquisitions and maintenance of the library collection is the responsibility of the director and designated staff members.

The ultimate responsibility for the library collection resides with the board of trustees.

Concerns or complaints about specific library material may be addressed by completing a “Patron Comment” form. When completed, this form should be given to the library director who will review it and prepare a written response. If further action is needed, the director will present the concerns to the board of trustees for discussion and consideration.

Adopted 4/13/16

CONFIDENTIALITY OF RECORDS

The Honeoye Public Library’s circulation records and other records which identify and relate the name, address and other personal information of library users with specific materials are confidential. Such records will not be released or used for non-library purposes except pursuant to a subpoena from a court of law or other valid process which specifically identifies the information required and the purpose of the request.

Information concerning materials that are overdue or presumed lost can be released to the parent or guardian who has provided the authorization for the child to borrow.

Adopted 4/13/16

Ethics Statement for Public Library Trustees

Trustees must promote a high level of library service while observing ethical

standards.

Trustees must avoid situations in which personal interests might be served or

financial benefits gained at the expense of library users, colleagues or the

institution.

It is incumbent upon and trustee to disqualify himself/herself immediately

whenever the appearance of a conflict of interest exists.

Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the institution, acknowledging the formal position of the board even if they personally disagree.

A trustee must respect the confidential nature of library business while being

aware of and in compliance with applicable laws governing freedom of information.

Trustees must be prepared to support to the fullest the efforts of librarians

In resisting censorship of library materials by groups or individuals.

Trustees who accept appointment to a library board are expected to perform all of the functions of library trustees.

HPL reviewed & accepted 10/12/2022

Code of Conduct

The following policies are in effect at all time:

Shirts and shoes are required to enter the building
Smoking is not permitted on library premises
Beverages and snack foods may be enjoyed in the library so long as users clean up afterwards
Only service animals are permitted inside the building
Flyers must be approved by the director before being posted

Behaviors that interfere with normal library operations, compromise safety and security, or prevent others from using or enjoying library services are prohibited. These include:

Excessive noise that disturbs other library users
Treating library materials, equipment, and furniture in a destructive manner
Handing out unsolicited literature or petitioning on library premises
Fighting, both physical and verbal
Larceny or theft of library materials or the private property or other library users or staff
Foul language, obscene conduct, and/or indecent exposure
Violation of any federal, state, or local laws regarding sale and/or use of controlled substances
Possession of firearms, knives, or other weapons
Using the library’s computers and/or internet connection in an illegal way

Violation of this Code of Conduct and /or library with be addressed in these steps:

A verbal warning will be issued
The person(s) will be asked to leave the library
Police will be called if the person(s) does(do) not leave
If at any time library staff feels that a behavior is threatening or dangerous, police will be called immediately

Please see the Library Director with questions or concerns regarding the Code of Conduct

10/12/2020

Confidentiality of Library Records

Information concerning materials that are overdue or presumed lost can be released to the parent or guardian who has provided the authorization for the child to borrow.

Public Expression Policy

Any person shall be permitted an opportunity to address the Honeoye Public Library Board under the following guidelines:

Public comments are permitted during the time designated on the library board agenda, unless otherwise directed by the Board President.
At the beginning of the Public Expression segments of the meeting, the Board President or designee will ask if anyone wishes to address the Board and will determine the order in which speakers will be recognized.
Each speaker will be asked to provide his/her name and group affiliation (if any).
Each speaker will be allowed a maximum of three minutes to address the board; the Board President or presiding officer will monitor time limits for each speaker.
Comments shall relate to legitimate Honeoye Public Library Board of Trustees business.
All comments shall be made with civility and courtesy. The Board President or presiding officer may prohibit further comment if proper decorum is not displayed.
The board is not required to provide an immediate response or take action on any speaker comments.
Minutes of public meetings are a summary of discussion on all matters proposed, deliberated or decided by the Board, thus, public comments and written materials submitted by the public may not be reflected in the minutes.

Adopted 3/13/2019

Computer Use and Internet Policy

Computer time can be scheduled in person or by telephone (229-5020).
Reservations are for one hour at a time.
Please be prompt, we will hold your reservation for 10 minutes before reassigning it to another patron.
Computers close 15 minutes before the library closes.
Only two people are allowed at a computer at the same time.
Please notify Library Staff if you think that you have a problem.
Pages can be printed at a cost of $.20 each.

Computers can not be used for any illegal, obscene or inappropriate activity.

Obscenity shall be as defined in the Telecommunications Act of 1996.

Viewing of pornography is prohibited.

Parents/Guardians are financially responsible for any damage done to library computers by their children. Adult computer users are liable for any damage they may cause to a computer.
Children under 8 years of age must have an adult with them while using a computer.
The staff at Honeoye Public Library respects your right to both confidentiality and privacy and will not release information about your use of electronic resources except as required by law. You are reminded, however, that our computers are located in a public area that is shared with staff and users of all ages and backgrounds. We expect that you will respect the rights of others when accessing potentially offensive information or images.
The Internet is an unregulated medium and some of the information you will encounter may be erroneous, out of date or offensive. You must evaluate this information carefully.
This library affirms the right and responsibility of parents and legal guardians to actively guide their children’s use of all library resources. Parents/Guardians should take an active role in monitoring their children’s use of the Internet.
Library staff is trained to provide limited support and will assist customers as time allows.

To sum it up…

Internet Safety Policy

Filtering is provided for all Internet-enabled computers that are eligible for federal reimbursements under E-rate, whether used by students, patrons or staff.
Filtering will be disabled only for bona fide research or other lawful purposes.
To the extent practical, safe & secure use by minors of direct electronic communications will be encouraged.
Unauthorized online access, including “hacking” and other unlawful activities is prohibited.
Unauthorized disclosure, use & dissemination of personal identification regarding minors is prohibited.

Filtering

Pioneer Library System contracts with Time Warner to provide content filtering to ensure its libraries are in compliance with the Children’s Internet Protection Act (CIPA). This is done in order to remain eligible for certain federal funding. Honeoye Public Library cannot and does not guarantee that the filtering software will block all obscenity, child pornography, or other materials that are harmful to minors. Nor can the Library guarantee that filtering software will not restrict access to sites that may have legitimate research or other value. Parents are therefore ultimately responsible for monitoring the Internet activity of their children even though filtering software is used.

All Internet access will be limited to legal use in compliance with the Children’s Internet Protection Act (CIPA) and the Neighborhood Act (PL 106-554).

CIPA Compliant Internet Safety Policy

1. Users may not access inappropriate matter, such as matter that is obscene, pornographic, threatening or otherwise in violation of community standards.

2. Users must be cautious when using e-mail, chat rooms, instant messaging, discussion groups, newsgroups, game rooms, and all other forms of communications. Internet users should be aware that viewing certain materials in the public library might be considered improper in time, place, and manner. Users must respect the rights of other library patrons not to be inadvertently exposed to materials and images that may be considered offensive. The library staff reserves the right to end an Internet session at any time if it is creating a disturbance, and will monitor Internet use by minors to the extent practical.

3. Users may not engage in unlawful online activities or misrepresentation. Users may not attempt unauthorized access including hacking to any computer system.

4. Users may not make unauthorized disclosure of, or dissemination of a minor’s personal information by means of Internet, e-mail, or any other electronic technology. A minor is anyone under 17 years old. Those under 17 must have parental permission to disclose personal information.

Reviewed & Revised 4/13/2016

Meeting Room Policy

Guidelines

Our meeting room is available when the library is closed.
Programs themselves must be free, supply fees can be charged.
To reserve the room, the applicant must be over 21 years of age, a resident of the Town of Richmond, Canadice or South Bristol and remain as the adult in charge throughout the program.
A key to the Library’s meeting room can be picked up 24 hours before the program and returned in the book drop when the program is completed.
Library equipment – screen, projector, sound system – can be used with instruction from the library staff.
Tables and chairs need to be set up according to the provided floor plan before leaving.
Light refreshments are OK. Alcohol is not. Please clean up the snack area when finished, check the restroom areas and carry out your trash.
Smoking, candles, matches and anything flammable are not allowed.
Animals (with the exception of Seeing Eye or registered assist dogs) are not allowed in the meeting room.
Posters, etc. cannot be hung on the walls.
Organizations may not imply that an event or meeting is sponsored, co-sponsored or endorsed by the Library in any advertising or publicity. Except as a designation of location, the name of the Library may not be used in any publicity related to the use of meeting rooms, nor may the Library’s telephone number be placed on any publicity. The name, address or phone number of the Library may not be used as the official address or headquarters of any organization except those affiliated with the Library.
The Federal Copyright Act (Title 17 of the U.S. Code) requires that a public performance license must be obtained for public presentation of a movie or other copyrighted work. The Honeoye Public Library requires this license to be acquired by persons or organizations wishing to present a movie or other copyrighted performance and submitted to the library prior to the event.

9/2020

Community Meeting Room Application

forms available at the front desk upon request

Emergency Closing

PURPOSE

The Honeoye Public Library has adopted this Emergency Closing Policy to ensure a cautionary response to an emergency threatening to impact or immediately impacting the library’s facilities, materials, staff, or community members.

The primary goals of Honeoye Public Library’s Emergency Closing Policy are to establish:

The types of emergencies which may cause the library to close or suspend services
The power of the Director to close the library due to an imminent or immediate emergency
If the library’s Emergency & Disaster Plan needs to be implemented

The library will make every effort to maintain regular library operating hours in accordance with Minimum Standards for New York’s Public and Association Libraries. However, at times, the library may have to close, shorten hours, or cancel programs due to emergency conditions.

ADMINISTRATION

The Director is empowered by the Board of Trustees to address emergency conditions and may close the Honeoye Public Library for up to 72 hours. For closures lasting beyond 72 hours, the Director will consult with the Board President to determine the library’s course of action including the implementation of the library’s Emergency & Disaster Plan.

If the Director is not in the building when an emergency or disaster occurs, the staff should immediately contact the appropriate emergency agencies and then contact the Director. If, for any reason, the Director is unable or unavailable, administrative authority shall be passed to Board President.

TYPES OF EMERGENCIES

The decision to close the library will be made with the health and safety of the library staff and community as the top priority. The following emergency situations may call for closure of the library:

Severe weather events
Local or regional declaration of a State of Emergency
Pests, bugs, or infestation
Loss of critical utilities (including electricity, heat, and water)
Gas leak or suspected gas leak
Water Damage or Flood
Fire
Hazardous spill
Bomb threat
Active shooter
Lockdown/Shelter In Place
Pandemic, serious illness, or public health crisis

Other emergencies may occur that cannot be planned for. The Director will handle such situations in accordance with this policy and the library’s Emergency & Disaster Plan and will coordinate response efforts with the In-House Emergency Team in the best interests of the library facility, staff, and community.

IN CASE OF LOSS OF POWER

If the power goes out the staff will usher patrons out of the library, and if anyone has items that need to be checked out they will be written down and kept at the circulation desk until the power comes back on then they will be entered into Evergreen. All documents will then be shredded. Once everyone is out of the library staff will wait 30 minutes for the power to return. If it does not, the library will close and a sign will be posted on the door of the facility.

COMMUNICATION

All library closures will be communicated to the public via local news stations and on the library’s website, social media accounts, and outgoing voicemail message. The staff will be notified of library closures by the Director or designee of the Director.

PERSONNEL

If the library is closed due to emergency conditions, staff will be paid for shifts/hours scheduled to work. Staff who were scheduled to be absent due to vacation, illness, or other leave will not receive pay for the time the library is closed.

An interim work or telecommuting schedule may be developed and job descriptions or duties may be temporarily altered or reassigned based on the needs of the library. A reasonable effort will be made to maintain a useful work schedule and provide continuous employment opportunities.

ONGOING USE EVALUATION

The Emergency Closing Policy will be evaluated yearly at the Board of Trustees Annual Business Meeting and updated as needed.

Questions or concerns regarding Honeoye Public Library’s Emergency Closing Policy should be brought to the Director.

ADOPTED by the Honeoye Public Library Board of Trustees 3/16/2022

Emergency Disaster Plan

PURPOSE

The Honeoye Public Library has adopted this Emergency & Disaster Plan to ensure precautionary, response, and recovery measures to an emergency or disaster threatening to impact or immediately impacting the library’s facilities, materials, staff, or community members.

The primary goals of Honeoye Public Library’s Emergency & Disaster Plan are to establish:

The roles and responsibilities during all phases of an emergency or disaster
Preparedness activities and response measures
Coordination and decision making processes

The Emergency & Disaster Plan is designed to preserve the continuity of core library resources and services as best as possible, minimize economic loss, and achieve recovery.

ADMINISTRATION

The In-House Emergency Team, led by the Director, administers the Emergency & Disaster Plan. This includes activating the plan, establishing an internal communications network, and coordinating all recovery activities. If, for any reason, the Director is unable or unavailable to lead the team, administrative authority shall be passed to Janet Dys.

The In-House Emergency Team will include the Janelle Speca, Janet Dys, Tim Rock, and Sue Burns.

RISK ASSESSMENT

Risk Assessment is the determination of potential events, emergencies, and disasters that could cause service interruptions. The Director, Facilities Committee, and In-House Emergency Team will periodically evaluate the library and its facilities to minimize the threat of emergency or disaster and to formulate response plans to emergencies or disasters.

Activities include:

Identify possible hazards
Analyze strengths, weaknesses, and vulnerabilities of the library’s ability to handle emergencies and disasters
Engage in preventive building maintenance
Inventory collection, equipment, furniture, electronics, and supplies
Implement thorough cleaning and disinfecting procedures
Implement consistent opening and closing procedures
Provide regular staff training on key locations of building turn offs and items listed below

Parts of the Risk Assessment activities may include consultation with [MUNICIPAL/SCHOOL DISTRICT], insurance agent, Pioneer Library System staff, and other local experts and stakeholders.

STAFF TRAINING

Regular staff training may help reduce the risk of an emergency or disaster. Training prepares the staff to safely and appropriately respond to an emergency or disaster to minimize damage or injury should an emergency or disaster occur.

Staff training will include an annual review of this Emergency & Disaster Plan. Staff training may also include, but is not limited to, the following topics:

CPR Training
First Aid Training
Drills
- Fire
- Active Shooter
- Lockdown
Formal response and recovery workshops
- Handling wet and damaged collections
- Workplace health and safety
- Proper use of protective clothing and equipment
- Exposure to hazardous materials/mold
Departmental cross training
Mental Health

All staff should be included in training activities.

RESPONSE & RECONSTRUCTION

In general, the Director and In-House Emergency Team will respond to an emergency or disaster according to the following outline. Some circumstances will require deviation from this sequence in order to best serve the safety and health of the library staff and community.

Address emergency or imminent danger to the library’s facility, materials, staff, or community
Notify appropriate personnel
Assess the extent of the damage
Document in detail
- Complete incident report with as much witness detail as possible
- Take inventory of materials, items, supplies, or equipment
- Take pictures of materials, items, equipment, or facilities
- Record the sequence or timeline of events before, during, and after the event
Prepare for recovery
- Determine which steps need to be taken
- Delegate to Emergency Response Team, library staff, and/or volunteers
- Determine a command post or temporary work site if library facility is not accessible
- If there is physical damage, decide what can be salvaged and what will be discarded
- Gather supplies and arrange for services
Draft a press release or statement to the public
- The library Director or the Director’s designee will be the spokesperson for the library
- Keep messaging transparent and consistent
- Communicate across all channels
  - Traditional news press (print and TV)
  - Social Media
  - Library website
  - Library’s outgoing phone message
Recovery
- Plan for:
  - Limited services or service points
  - Limited hours of operation
  - Virtual programming and services
  - Reduced staff
- Plan for reopening/full resumption of services
- Draft/amend related procedures
- Amend/adopt related policies

TYPES OF EMERGENCIES & DISASTERS

This Emergency & Disaster Plan was made with the health and safety of the library staff and community as the top priority.

If the Director is not in the building when an emergency or disaster occurs, the staff should contact the Director immediately. The Director is empowered by the Board of Trustees to address imminent dangers or threats to the library’s facility, materials, staff, or community and will convene the In-House Emergency Team as soon as it is safe and reasonable to do so.

The assumption should never be made that a situation is a drill or a false alarm.

General Guidelines for Building Evacuation

Call 911
Communicate to all staff and patrons in a calm, clear manner
Staff should go to designated assembly area for instructions

Non-Emergency Situations (Weather Events’ Loss of Utilities, i.e. Power, Water, Heat, Air Conditioning; Pets, Bugs, or Infestation)

Determine whether to close the library to the public
If closing, escort patrons out of the building
Contact the utility company/exterminator/etc
Post information about the temporary closure on the library’s entrance, social media, and the library’s website

Emergency Situations (Gas Leak/Suspected Gas Leak, Fire, Water Damage/Flood, Hazardous Spill)

Call 911
Close the library
Evacuate the building
Post information about the temporary closure on social media and the library’s website
The building cannot reopen or staff re-enter until instructed to do so by emergency personnel

Sudden Illness & Injury

Call 911
Clear the immediate area
Do not move the ill or injured person
Only staff members who have been certified in First Aid, CPR, or similar emergency measures should administer direct aid
Stay will the person until medical help arrives
Complete an incident report

Bomb Threat

Call 911
Begin evacuating patrons from the building
Keep the caller on the line as long as possible and try to write down every word spoken
Staff must evacuate the building
The building cannot reopen or staff re-enter until instructed to do so by emergency personnel

Active Shooter

Call 911
Barricade the doors if possible
Follow predetermined escape/evacuation route(s) or take cover behind protective structures
Leave all belongings behind
Silence all cell phones
The building cannot reopen or staff re-enter until instructed to do so by emergency personnel

Lockdown

When notified by authorities/emergency personnel that there is a true or imminent external threat in the vicinity of the library, the library will initiate lockdown procedures.

All windows and doors will be locked from the inside
Communicate the situation to any patrons inside the building in a calm, clear manner
Turn off all lights and close the blinds or curtains
Instruct all staff and patrons to stay low and away from the windows and doors
Staff will monitor the situation and keep open communication with local authorities/emergency personnel
No one may enter or exit the building until the lockdown is cancelled by local authorities/emergency personnel

Pandemic or Serious Illness

If there is a serious infectious disease outbreak, public health measures may include social/physical distancing measures and quarantining which can impact library hours and services. In addition, the library must plan for staff being unable to report to work. The library will adhere to all local, state, and federal mandates and Executive Orders when making determinations regarding library operations during a pandemic or serious illness.

Determine whether to close the library to the public
Determine whether staff will continue to report to work or telecommute in accordance with the library’s [PERSONNEL POLICY/EMERGENCY CLOSING POLICY/ETC] and local, state, and federal mandates
Communicate with the local Department of Health
Communicate with [MUNICIPALITY/SCHOOL DISTRICT]
Communicate with Pioneer Library System regarding the continuance of system services
Communicate all changes in hours of operation and services to the public
Implement plans for limited and/or online/virtual services
Monitor the situation and adjust plans accordingly
Plan for reopening when permitted under local, state, and federal guidelines

Other Emergencies

Some emergencies or disasters may occur that cannot be planned for. The Director will handle such situations in accordance with this Emergency & Disaster Plan and will coordinate response efforts with the In-House Emergency Team in the best interests of the library facility, staff, and community.

An Incident Report Form should be completed following all emergency situations.

FACILITIES & EQUIPMENT

List the location for each

Main water shut-off valve:

Main electrical cut-off switch: Basement back wall

Main gas shut-off:

Fire extinguishers: Front entry, basement

Fire alarm pull boxes:

Smoke/heat detectors: throughout the entire main level of library

Sprinklers: throughout the entire main level of library

Video Surveillance cameras: Side entry and meeting room

Key box: in director’s desk

First Aid Kits:

Sterile gloves
Sterile dressings
Antibiotic towelettes
Antibiotic ointment
Burn ointment
Adhesive bandages
Eye-wash solution
Thermometer
Tweezers
Ice Pack
Mylar blanket

Emergency Supply Box:

Polyethylene Sheeting
Scissors
Duct Tape
Paper Towels
Sponges
Heavy-Duty Extension Cable
Power-Bar Multi Outlet
Pens, Pads, and Pencils
Flashlights
Hard Hats
Safety Gloves
Safety Goggles
Disposable N-95 Respirators
Protective Aprons
Mylar Sheets
Cordon Tape
Trash Bags
Bottled Water
Non-perishable snack food

Dehumidifier: in basement

Industrial Fan: in basement

Sump Pump: in basement

Back-up Documents (kept in a secure location off-premises):

A copy of this Emergency & Disaster Plan
Contact list for all library staff, volunteers, and Trustees with Emergency Contacts for each
A copy of the library’s Charter
A copy of the library’s Bylaws
A copy of the library’s insurance policy
- A copy of the library’s floor plan
- A copy of all vendor contacts

ONGOING USE EVALUATION

The Emergency & Disaster Plan will be evaluated yearly at the Board of Trustees Annual Business Meeting and updated as needed.

Questions or concerns regarding Honeoye Public Library’s Emergency & Disaster Plan should be directed to the Director.

ADOPTED by the Honeoye Public Library Board of Trustees 5/20/2020

Conflict of Interest Policy

Purpose

The purpose of this conflict of interest policy is to protect the Honeoye Public Library’s interest when it is contemplating entering into a transaction, agreement or other arrangement that might benefit the private interest of an officer, trustee or Key Employee of the Honeoye Public Library or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. The policy has been created in compliance with the Not-for-Profit Corporation (NPC) CHAPTER 35, ARTICLE 7, SECTION 715-A, Conflict of interest policy.

Definitions

Interested Person means any trustee, officer or Key Employee who has a Financial Interest (as such term is defined below).
Financial Interest means, directly or indirectly, through business, investment, or family:
1. An ownership or investment interest in any entity with which the Honeoye Public Library has a transaction or arrangement;
1. A compensation arrangement with any entity or individual with which the Honeoye Public Library has a transaction or arrangement; or
1. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Honeoye Public Library is negotiating a transaction or arrangement.
Key Employee means any person who is in a position to exercise substantial influence over the affairs of the Honeoye Public Library. The term Key Employee expressly includes the Executive Director and Treasurer.
Related Party means any:
1. Trustee, officer or Key Employee of the Honeoye Public Library or any Affiliate of the Honeoye Public Library,
1. Relative of any trustee, officer or Key Employee of the Honeoye Public Library or any Affiliate of the Honeoye Public Library or
1. Entity in which any individual described in (a) or (b) above has a thirty-five percent (35%) or greater ownership or beneficial interest or, in the case of a partnership or professional corporation, a direct or indirect ownership interest in excess of five percent (5%).
Related Party Transaction means any transaction, agreement or any other arrangement in which a Related Party (as such term is defined herein) has a financial interest and in which the Honeoye Public Library or any Affiliate of the Honeoye Public Library is a participant.
Relative of an individual means his or her spouse, ancestors, brothers and sisters (whether whole or half-blood), children (whether natural or adopted), grandchildren, great-grandchildren and spouses of brothers, sisters, children, grandchildren and great-grandchildren and domestic partner.
Affiliate of the Honeoye Public Library means any entity controlled by, in control of, or under common control with the Honeoye Public Library.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A Financial Interest is not necessarily a conflict of interest. Under the “Procedures” section of this policy, a person who has a Financial Interest may have a conflict of interest only if the Honeoye Public Library’s board of trustees (the “Board”) or an authorized committee thereof decides that a conflict of interest exists.

Procedures

Duty to Disclose: In connection with any actual or possible conflict of interest, an Interested Person must disclose the existence of the Financial Interest and be given the opportunity to disclose all material facts to the Board and any authorized committee considering the proposed transaction or arrangement.
Determining Whether a Conflict of Interest Exists: After disclosure of the Financial Interest and all material facts, and after any discussion with the Interested Person, he/she shall leave the Board or committee meeting while the determination of a conflict of interest is deliberated and voted upon. The remaining Board or committee members shall decide if a conflict of interest exists.
Procedures for Addressing the Conflict of Interest
1. An Interested Person may make a presentation at the Board or committee meeting, but after the presentation, he/she shall leave the meeting during the deliberation of, and the vote on, the transaction or arrangement involving the possible conflict of interest. The Interested Person shall not attempt to improperly influence the deliberation of or vote on the matter giving rise to the potential conflict of interest.
2. The chairperson of the Board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
3. After exercising due diligence, the Board or committee shall determine whether the Honeoye Public Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
4. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board or committee shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in the Honeoye Public Library’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
Violations of the Conflicts of Interest Policy
1. If the Board or committee has reasonable cause to believe a person has failed to disclose an actual or possible conflict of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.
2. If, after hearing the person’s response and after making further investigation as warranted by the circumstances, the Board or committee determines the person has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Records and Proceedings

The minutes of the Board and all committees with board delegated powers shall contain:

The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible conflict of interest, the nature of the Financial Interest, any action taken to determine whether a conflict of interest was present, and the Board’s or committee’s decision as to whether a conflict of interest in fact existed.
The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Compensation

No member of the Board may receive direct compensation from the Honeoye Public Library. A voting member of the Board who receives compensation from the Honeoye Public Library for services, indirectly, is precluded from voting on matters pertaining to that member’s compensation. For purposes of this section, reimbursement of reasonable expenses incurred in performance of duties as a trustee is not compensation.
A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Honeoye Public Library for services is precluded from voting on matters pertaining to that member’s compensation.
No voting member of the Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Honeoye Public Library, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Annual Statements

Annual Statements: Each trustee, officer, and key employee shall annually sign a statement (the “Annual Statement”) which affirms such person:
1. Has received a copy of the Policy,
1. Has read and understands the Policy,
1. Has agreed to comply with the Policy,
1. Understands the Honeoye Public Library is charitable and in order to maintain its tax-exempt status it must engage primarily in activities which accomplish one or more of its tax-exempt purposes, and
1. Has set forth existing potential conflicts of interest.
Statement Required Prior to Initial Election of any Trustee
1. Each potential trustee of the Honeoye Public Library shall be required to complete, sign and submit the Annual Statement to the Secretary of the Honeoye Public Library prior to any initial election of such trustee to the Board.

Periodic Reviews

To ensure the Honeoye Public Library operates in a manner consistent with its charitable purposes and does not engage in activities that could jeopardize its tax-exempt status or are otherwise unlawful, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
Whether partnerships, joint ventures, or other arrangements conform to the Honeoye Public Library’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

Use of Outside Experts

When conducting the periodic reviews as provided for in the “Periodic Reviews” section, the Honeoye Public Library may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.

Related Party Transactions

In General: The Honeoye Public Library shall not enter into a Related Party Transaction (as such term is defined in the “Definitions” section of this Policy) unless such transaction is determined by the Board to be fair, reasonable and in the Honeoye Public Library’s best interest at the time of such determination. Any trustee, officer or Key Employee who has an interest in a Related Party Transaction shall disclose in good faith to the Board, or an authorized committee thereof, the material facts concerning such interest.
Procedure: Except as otherwise provided herein, the procedure for disclosing, addressing and documenting a Related Party Transaction shall be in accordance with the procedures set forth within this policy, respectively.
Extraordinary Related Party Transactions: With respect to any Related Party Transaction in which a Related Party has a substantial financial interest, the Board, or an authorized committee thereof, shall:
1. Prior to entering into the transaction, consider alternative transactions to the extent available;
1. Approve the transaction by not less than a majority vote of the Board or committee members present at the meeting; and
1. Contemporaneously document in writing the basis for the Board’s or authorized committee’s approval, including its consideration of any alternative transactions.

Annual Confirmation Statements by Trustees, Officers, and Key Employees

The undersigned, a trustee, potential trustee, officer and/or key employee of the Honeoye Public Library , affirms that:

I have received a copy of the Honeoye Public Library’s Conflict of Interest Policy (the Policy);
I have read and understand the Policy;
I agree to comply with the Policy;
To the best of my knowledge, below is a list of every entity in which I am an officer, trustee, member, owner or employee and with which the Honeoye Public Library has, or may have, a relationship:

________________________________________________________________________

¨ NONE

To the best of my knowledge, below is list of any transaction in which the Honeoye Public Library is a participant and in which I might have a conflicting interest:

________________________________________________________________________

¨ NONE

I understand the Honeoye Public Library is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

____________________________ ___________________________ ___________

Signature Print Name Date

THIS FORM MUST BE DIRECTED TO THE SECRETARY OF THE HONEOYE PUBLIC LIBRARY WHO MUST PROVIDE A COPY TO THE HONEOYE PUBLIC LIBRARY’S AUDIT COMMITTEE, OR, IN THE ABSENCE OF AN AUDIT COMMITTEE, TO THE HONEOYE PUBLIC LIBRARY BOARD PRESIDENT