LIBRARY BY-LAWS/LONG-RANGE PLAN/Report to the Community/POLICIES

A. BY-LAWS:  WYOMING FREE CIRCULATING LIBRARY ASSOCIATION

ARTICLE I: NAME

1. The name of the library shall be Wyoming Free Circulating Library Association, located in Wyoming, New York.

ARTICLE II: TRUSTEES
1. The governing board shall be 9 members.
2. Trustees shall be elected to the Board of Trustees through a process of nomination conducted by a Nominating Committee appointed by the President.
a. The Nominating Committee shall be appointed by the President two months prior to the end of the Library year.
b. Nominees shall be elected to office at the last regular meeting of the Library year by a majority vote of the Board.
c. When a vacancy occurs on the Board resulting in an unexpired term, the same procedure shall be followed but at the discretion of the President, such may be done on the occasion of the vacancy.

3. Trustees shall be elected giving full expression to the rich diversity within the community assuring an inclusiveness on the Board. Persons of all racial, ethnic groups, different ages, both sexes, various disabilities, diverse geographical areas, differing creedal positions or traditions, without regard to political affiliation, as well as different marital conditions or sexual orientation, shall be guaranteed full participation and access to representation.

4. Trustees shall be elected in the mode prescribed subject to the following provisions:
a. Trustees shall be elected for a term of 5 years and consecutive terms are allowable.
b. If any Trustee shall fail to attend three consecutive meetings without an excuse accepted as satisfactory by the Trustees, he/she shall be deemed to have resigned and the vacancy shall be filled.
5. It shall be the responsibility of the Trustees to see that the Library is well managed in a manner consistent with the law and with the policies that they have established.

6. The specific duties of the Trustees shall be the areas of:
a. Personnel
b. Policies
c. Library Financing
d. Public Relations.
e. Planning and Evaluating

ARTICLE III: OFFICERS

1. The Offiers of the Board shall be a President, a Vice President, a Secretary and a Treasurer.
2. A Nominating Committee shall be appointed by the President two months prior to the end of he Library year for the purposed of nominating trustees to the above offices.

3. Officers shall be elected at the last regular meeting of the Library year by a majority vote of the Board.

4. All Officers shall shall have the usual powers associated with their office.

ARTICLE IV: MEETINGS

1. Regular meetings shall be held for a minimum of 10 months of the year, at dates and times to be established by the Board at the beginning of the Library year and shall be open to the Public except when individual personnel issues are being discussed.

2. Special meetings shall be held at the call of the President or any three trustees.

3. A majority of the designated number of the Board shall constitute a quorum.

4. The Order of Business shall be as follows:
a. Roll call
b. Treasurer’s Report
c. Review of Minutes of previous meeting
d. Report from the Director
e. Committee reports
f. Nominations and elections, if any
g. Unfinished business
h. New business
i. Adjournment

5. Vacancies among the Officers shall be filled at an election at a regular meeting, and a majority vote of the Trustees present shall be necessary to an election.

6. Minutes of Board Meetings shall be open to the view of the public and shall be filed by the secretary to be maintained and available in the Library.

7. Meetings shall be conducted in accordance with the most recent edition of Robert’s Rules of Order.

ARTICLE V. COMMITTEES

1. The President of the Board shall appoint all committees on an as needed basis with the approval of the Board. Such committees may include Policy, Public Relations, Personnel, Buildings and Grounds, and Budget and Finance.

2. Ad hoc committees may be appointed by the President with the approval of the Board. Non-Board members may be appointed to such committees to bring special capabilities for the resolution of problems confronting the committee.

3. All committee actions are subject to the approval of a majority of the Board.

ARTICLE VI: LIBRARY DIRECTOR

1. The Board shall appoint a qualified Library Director following Equal Opportunity Employment guidelines in their selection. The Director shall be the executive and administrative officer of the Library.

2. The Director shall be held responsible for the proper performance of duties as spelled out in the job description and policies provided by the Board.

3. It shall be the duty of the Director to attend meetings of the Board, including budget meetings, or public meetings where action my be taken affecting the interest of the Library. The Director shall have the right to speak on all matters under discussion at Board Meetings, but shall not have the right vote thereon.

ARTICLE VII: AMENDMENTS

1. These BYLAWS may be repealed, amended, or added to by a majority vote of the whole Board at a Regular meeting. Such action may be taken, however, only after the proposed repeal, amendment or addition has been presented or included in the minutes at a prior regular or special meeting.

2. AMENDMENT TO THE BYLAWS FOR WYOMING FREE CIRCULATING LIBRARY ASSOCIATION. BYLAWS ADOPTED OCTOBER, 1988 AND AMENDED ON AUGUST 31, 1989 BY AN UNANIMOUS VOTE OF THE FULL BOARD
RESOLVED, that the Bylaws of the Wyoming Free Circulating Library Association be amended to add the following clauses:

“Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (c) (3) of the Internal Revenue code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue code of 1986 (or the corresponding provision of any future United States Internal Revenue Law).

“No part of the net earning of the corporation shall inure to the benefit of any member, trustee, director, officer of the corporation, or any private individual (except that reasonable compensation may be paid for services rendered to or for the corporation), and no member, trustee, officer of the corporation or any private individual shall be entitled to share in the distribution of any of the corporate assets upon dissolution of the corporation.

“No substantial part of the activities of the corporation shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by Internal Revenue code section 501 (b), or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.

“Upon the dissolution of Wyoming Free Circulating Library Association, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future Federal tax code, or shall be distributed to the Federal government, or to a state or local government, for public purpose.

“The Commissioner of Education is designated as the representative of the corporation upon whom process in any action or proceeding against it may be served.”

Amended: March 11, 2019

Approved: March 11 , 2019

B. LONG-RANGE PLAN

Wyoming Free Circulating Library Association
Strategic Plan
2021 – 2026
SECTION ONE: PLANNING SUMMARY
This Strategic Plan was designed by the Wyoming Library Board of Trustees and the library Director. Data was collected through surveys, community conversations and library usage data. The Strategic Plan provides the framework to meet the identified needs of the library for 5 years, January 2021 through December 2026.

SECTION TWO: MISSION STATEMENT
The Wyoming Library is dedicated to serving the community as an educational, cultural and literary center providing materials and services that promote an environment which encourages patrons of all ages.

SECTION THREE: GOALS/Priorities
Through the Strategic Planning process, our priorities were identified as essential to the growth of the Wyoming Library. These priorities include:
1. Engaging the Community
2. Promoting Lifelong Learning
3. Maintaining Library Services

1. Priority One – Engaging the Community

Project Leader: Library Director

Purpose: The Wyoming Library will promote its value to the community through its programming for all ages in arts and culture.

Measurement: Growth in interest in programs

Projects:
a. Conduct a brief study to determine the programs best utilized by the community
• look at who participated in past programs
• when these programs occurred – season, day & times
• What type of program – all ages, small/large group, individual activities, passive or active (hands-on activity)

Estimated TimeLine: July 2021

b. Conduct a brief survey to determine what new programs and previous programs in arts, culture or literature (including digital) are desired by the community

Estimated Timeline: January 2022

c. Develop and implement new programming identified by the survey as well as maintaining the previous successful programs.

Estimated Timeline: July 2022

2. Priority Two – Promoting Lifelong Learning

Project Leader: Library Director

Purpose: The Wyoming Library will host programs and classes for all ages that offer opportunities for education and skills development.

Measurement: When new programming is implemented

Projects:
Conduct community research to gauge interest on different types of classes, events, and programs to be incorporated into a lifelong learning plan.

a. Develop programs for children that focus on developing fine motor skills, becoming familiar with literature, develop a lifelong love, and become aware of the positive effects, of the library.
• Partner with Project Read of Wyoming County

Estimated TimeLine: December 2020

b. Conduct an interest survey to be distributed to the community to gauge interest in different types of classes/events to be incorporated into the lifelong learning plan – focusing on adults.

c. Develop programs for adults that focus on life skills, literacy and technology related to the interest survey ex. Computer classes for seniors

Estimated Timeline: January 2023

3. Priority Three – Maintaining Library Services

Project Leader: Library Director

Purpose: To evaluate and improve the Wyoming Library’s collections and equipment to better serve the needs of the community.

Measurement: Obtain the funds to cover what is needed – community needs are being met through this facility
Projects:
a. Inventory the collections and equipment currently owned by the Wyoming Library.

Estimated TimeLine: December 2020
Determine what is missing in the collections and equipment that are needed to serve the community effectively.

b. Develop strategies, with the Board of Trustees, to cover the cost of additions to the collection and the cost of new equipment ex. Grants, funding increase etc.
c. Evaluate library facility to ensure it is in alignment with community needs.

 

C.  Report to the Community

Statement of Commitment

It is the responsibility of the Board of Trustees of the Wyoming Library and

the individual trustees to ensure that the Wyoming Library provides quality

library service to the residents of the community we serve.

Construction Project

This project was funded by a Library Construction Grant.  It was needed for repairs and improvements on the library building.

Projects included: Window replacements, Foundation and Siding repairs, Back door replacement, Soffit replacements, Repairs and siding to shed, Front entrance repairs on wall and roof, road-access sidewalk to building, In-wall book drop        Accessibility – motors and paddles for accessible front doors

What’s Available

Books, dvds, blu-ray,

audiobooks, Virtual Reality

4 Public Computers

Online Catalog @ owwl.org

Wireless Printing, copying

Virtual Children’s activities

Number-limited use of:

            Children’s Area

            In-Library adult activities

            In-library child activities

            Smart TV’s for presentations

Hours of Operation

            Monday        11:00am – 6:00pm

            Wednesday  12:00pm – 7:00pm

            Thursday      12:00pm – 5:00pm

            Saturday       10:00am – 2:00pm

Collections: Books:  Adult – Fiction – 2729    Non-fiction – 1649

                                   Children – fiction – 2549    Non-fiction – 829

                                   Electronic:  132    Non-Electronic – 1125

Circulation – Books:  Adult – 2499    Children – 1331

                         Other: (video/audio etc.) – 1277   Electronic – 783

                         Interlibrary Loans: received – 1111   Provided – 419

Programs: Total – 203    Attendance – 2792

            Programs included Arts, Education and Cultural Activities for groups and                      individuals of all ages. By providing these programs and the resulting                            attendance and participation we are meeting our Long Range Plan goals.

            Most of the programs were funded through 2 large grants from The Arts Council of Wyoming County and The Wyoming Foundation.

Visits to the Library – 5926    

Registered Borrowers – 581

Computers: Public – 4    Usage – 754   Wireless – 360

Library Director: Cheryl Northup

Library Board: President – Mary Carlson

                              Secretary – Bonnie Bowman

                              Treasurer – Lynnie Neal

                              Trustees – Betty Powers

                               Jody Breslin,

                               Debbie Smith,

                               Alicia Strathearn

                               Bill Schwytzer

D. POLICIES

  1. Code of Ethics Policy

    Statement of Commitment
    It is the responsibility of the Board of Trustees of the Wyoming Library and
    the individual trustees to ensure that the Wyoming Library provides quality
    library service to the residents of the community we serve. The Code of Ethics, which
    follows, represents our commitment to the ethical standards for our library which are
    designed to ensure that quality service.

    Ethical Guidelines
    • The management of the library is the responsibility of the library director. It is the director’s job to select books and other library materials, manage the staff and supervise day-to-day operations. It is the responsibility of the Board of Trustees to employ the staff (including the Director) and to set policies for library operations while keeping in mind its fiscal responsibilities to the taxpayers of the library district
    • Trustees should ensure, with the Library Director, that the Library operates in accordance with all applicable laws and regulations.
    • Trustees must distinguish clearly between their personal attitudes and
    philosophies and those of the institution. After a policy or rule is adopted by a
    majority of the library board, individual trustees should not criticize or disagree with those decisions publicly.
    • 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 not divulge information learned during executive
    sessions of the board, or any information regarding future board plans or actions until such action is officially taken.
    • Trustees must avoid situations in which personal interests might be served or
    financial benefits gained at the expense of library users, colleagues or the
    situation.
    • It is incumbent upon any trustee to disqualify himself or herself immediately
    whenever the appearance of a conflict of interests exists.

    • All rules and policies directed to the library director must be approved by a
    quorum of the board at a regular meeting.
    • The Board of Trustees must notify the library director in a timely fashion of all board meetings. The director is expected to attend board meetings.
    • Trustees must be prepared to support to the fullest the efforts of the librarian in resisting censorship of library materials by groups or individuals.
    • Trustees who accept library board membership are expected to perform all the functions of library trustees as stated in the By-laws.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __9___/__14____/2020

  2. COLLECTION DEVELOPMENT POLICY
    Purpose
    The Wyoming Library recognizes its responsibility to carefully select and maintain its print, non-print, and digital collections in support of this mission and has therefore adopted this Collection Development Policy.
    The primary goals of the Wyoming Library’s Collection Development Policy are to:
    ● Acquire materials that will fill educational, informational, and recreational needs of the community in all subject areas.
    ● Expand areas of knowledge on the changing social values, technological
    advances, and cultural differences in the selection, evaluation, and reevaluation of all resources.
    ● Make resources available to every patron regardless of national origin, age, background,
    or personal beliefs.
    The Wyoming Library, as part of this Collection Development Policy, uses the following
    documents as guiding principles: Library Bill of Rights, Interpretations of the Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement. These documents may be viewed on the American Libraries Association (ALA) website http://www.ala.org.

    Authority
    The Director administers development of the library’s collection under the authority of the Board of Trustees. At the discretion of the Director, qualified staff may be assigned selection and deaccession responsibilities.

    Scope of the Collection
    The collection serves the Wyoming community from birth through adulthood and includes a wide range of materials in a variety of physical and digital formats.
    The Children’s Collection serves children from birth to approximately 12 years of age, as well as the parents, caregivers, teachers, and professionals involved in service to children.
    Responsibility for monitoring a child’s access to library resources rests with the parent(s) or legal guardian(s).
    The Young Adult (“Teen”) Collection focuses on the informational and recreational needs of adolescents (approximately grades 7 – 12). Responsibility for monitoring a teenager’s access to library resources rests with the parent(s) or legal guardian(s). The Adult Collection serves adults of all ages.

    Criteria for Materials Selection
    While a single standard generally cannot be applied, potential resources are judged by appropriate criteria and/or considerations, including but not limited to:
    ● Relevance to community needs, interests, and demands
    ● Balance with the current collection
    ● Suitability to the intended audience including subject, style, format, interest, and reading level
    ● Reputation of the author, composer, filmmaker, publisher, or producer
    ● Accuracy, clarity, currency, and comprehensiveness
    ● Receipt of or nomination for major awards or prizes
    ● Durability, ease of use, and ability to be housed in a library collection
    ● Price
    Standard professional journals, as well as popular and local media sources, are also used in the selection process. Patron requests will be considered if the item is available, the item is consistent with this Collection Development Policy, and the item does not place a stress on the materials budget.
    The library’s acquisition of any resource does not constitute endorsement.

    Criteria for Withdrawal
    The library continually evaluates its collection. Resources are withdrawn from the collection in order to maintain its usefulness, currency, relevance, and condition.
    Considerations for withdrawal include:
    ● Condition (example: damaged or missing parts)
    ● Dated content, accuracy, reliability, and/or relevancy
    ● Low use
    ● Online availability of content
    ● Space limitations [as new items are acquired]
    ● Multiple copies of an item no longer necessary
    De-accessed materials may be sold, offered to other libraries or non-profit organizations, recycled, or discarded.

    Request for Reconsideration of Library Materials
    The Wyoming Library welcomes comments and suggestions regarding the continued appropriateness of materials in the collection. Suggestions will be considered and may be utilized by the library in the ongoing process of Collection Development.
    Individuals may take issue with library materials that do not support their tastes and views.
    The Director is available to discuss concerns and identify alternative materials that may be available.
    If a concern is not satisfied through this discussion, a formal, written Request for Reconsideration of Library Materials may be submitted. Copies of this form are available at the library.

    For a Request for Reconsideration of Library Materials to be reviewed, the form must be completed in full. The patron submitting the request must be a resident of the Wyoming Library’s chartered service area and hold a OWWL library card in good standing. The Director will respond in writing within thirty days (30) of receipt to the Request for Reconsideration.

    The response will indicate the action to be taken, if any, and reasons for or against the request. An item will only be evaluated for reconsideration once in a 12-month period. All requests will be considered in light of the library’s Collection Development Policy, including documents of the American Library Association listed in its “Access Statement,” the opinions of various reviewing sources, and any other appropriate source.
    The Wyoming Library is not a judicial body. Laws governing obscenity, subversive materials, and other questionable matters are subject to interpretation by the courts. Therefore, no challenged material will be removed solely for the complaint of obscenity or any other category covered by law until after a court of competent jurisdiction has ruled against the material. No materials will be knowingly added to the library collection that have been previously determined to be in non-compliance with local, state, and federal laws. Censorship is purely an individual matter. This Collection Development Policy defends the principles of Freedom to Read, See, and Hear and no material shall be removed from the collection unless it violates this policy.

    Ongoing Use Evaluation
    The Collection Development Policy will be periodically evaluated in relation to the mission of the Wyoming Library by the Director and Board of Trustees. The Director and Board of Trustees may update or modify this policy as needed.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___9__/__14____/2020

  3. CONFIDENTIALITY OF LIBRARY RECORDS                                                               The Wyoming Library is committed to protecting patron confidentiality, including the borrowing information of patrons, and their right to access information that is controversial, sensitive or personal. Therefore, the Wyoming Library Board of Trustees adopts the following stance on library records in accordance with New York State Civil Practice Law and Rules § 4509:                                                                                                                                  The ethical responsibility of library employees, as well as New York State law, protects the privacy of library users. Records related to the circulation of library materials, the patron database, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials shall be confidential and library employees shall not disclose them except to the extent necessary for proper library operation, upon request or consent of the user, pursuant to subpoena or court order, or where otherwise required by law.                                                                                                                                    The Confidentiality of Library Records will be periodically evaluated in relation to all local, state, and federal laws and regulations as well as the American Library Association Code of Ethics and ALA Library Bill of Rights by the Wyoming Library Director and Board of Trustees.                                                Questions or concerns regarding the Wyoming Library or this policy should be forwarded to the Director.                                                                                        ADOPTED by the Wyoming Library Board of Trustees _9___/__14__/2020

  4. Conflict of Interest Policy

    The Wyoming Library Board of Trustees resolves that its members must avoid any conflict of interest between the interests of the Wyoming Library (“the Library”) and personal, professional and business interests.

    No member of the Board of Trustees, the Treasurer, any key employee, nor any member of their immediate families shall personally benefit financially from any transaction made by or on behalf of the Library.

    As a Trustee, Treasurer, or Key Employee the purpose of this policy is to protect the integrity of the Library’s decision-making process, so that our constituents have confidence in our decisions.

    In the course of meetings or activities a Trustee, Treasurer, or Key Employee will disclose any interest in a transaction or decision, where he/she (including  business or other non-profit affiliation), his/her family and/or his/her significant other, employer or close associate will receive a benefit or gain.

    After disclosure that a Trustee, Treasurer, or Key Employee  may be asked to leave the room for the discussion and will not be permitted to vote on the question.

    This policy is meant to be a supplement to good judgment and is to be respected in its spirit as well as its wording.

    Questions or concerns regarding this policy should be brought to the library Director.

    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___9__/__14____/2020

  5. CONTACT TRACING POLICY

    Purpose

    The Wyoming Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Contact Tracing Policy.

    The primary goals of Wyoming Library’s Contact Tracing Policy are to:

    • Comply with the criteria for reopening mandated in NY Forward (forward.ny.gov)
    • Provide guidelines for maintaining a log of staff, visitors, and patrons for the purposes of Contact Tracing related to COVID-19
    • Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons

    Cooperation with local health departments’ Contact Tracing efforts is required. The Director, under the authority of the Board of Trustees, is designated to enforce this policy and the following guidelines.

    Guidelines

    The library will maintain a continuous log of every person, including staff and visitors, who may have close contact with other individuals at the library or on library property. This excludes deliveries that are performed with appropriate PPE or through contactless means and patrons, who may be encouraged to provide contact information to be logged but are not mandated to do so.

    • The Director will maintain the log
    • The log will be kept in the Daily Activities Log Book under the title of Contact Log
    • The log will collect the name, contact information, and date for each staff member, visitor, and patron (if they opt to provide information) each time they enter the library
    • If a staff member, visitor, or patron who has visited the library reports testing positive for COVID-19, the library will immediately notify local health officials and follow all directives
    • The log will be used only to notify staff, visitors, and patrons should an outbreak be identified at the library
    • The library will maintain all individuals’ rights to the privacy of their health information and the confidentiality of library records

    Evaluation

    This policy and related procedures will be enforced under all current and future New York State Executive Orders and the criteria mandated for organizations to safely and legally reopen and operate under NY Forward. The practices in this policy may be updated as needed to conform with modifications to NY Forward, as well as mandates from the Center for Disease Control (CDC), Occupational Safety and Health Administration (OSHA), and local government agencies.

    Questions or concerns regarding this policy should be brought to the library Director.

    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __06__/__08__/2020

  6. CONTACTLESS CHECKOUT PLAN
    PURPOSE
    The Wyoming Library has adopted this Contactless Checkout Plan to establish procedures to safely circulate materials during the COVID-19 pandemic.
    Precautions will be taken to reduce as many library touchpoints as possible and social distancing guidelines will be strictly enforced. However, with much still unknown about this virus, the safest way to access the library is through its electronic resources including ebooks, audiobooks, and magazines.

    GENERAL GUIDELINES
    ● All staff must wear PPE when handling library materials
    ● All patrons must wear masks/face coverings when entering the library/holds Pickup Area/coming in proximity of library staff and other patrons
    ● Social distance guidelines of 6 feet between all individuals will be enforced at all times
    ● Return items should be placed in the Book Drop or the specially labeled drop box at the end of the circulation desk only
    ● Items cannot be sent to/from other libraries therefore items need to be returned to the library at which they were checked out
    ● If you need a library card, please call the library to make arrangements

    STAFF TRAINING
    All library staff will be thoroughly trained on the following procedures, especially proper wearing and disposal of PPE before, during, after the handling of library materials.

    STAFF PROCEDURES
    ● Gather holds/patron requests and check out items to the patron’s library card
    ● Holds should be bagged with the patron’s name attached to the outside. If bags are not available, items need to be wrapped in a way that covers the titles to protect patron privacy.
    ● Contact the patron to let them know holds are ready for pick-up. Provide clear instructions as to where the Pickup Area is located, how to retrieve items, and that all return items must be placed in the Book Drop or the specially labeled drop box at the end of the circulation desk.
    ● Bring holds to the Pickup Area – The table next to the book drop bin in the entrance/foyer of the library will be designated as the Pickup Area.
    ● Holds should be arranged alphabetically in the Pickup Area with adequate space between each bag/bundle.

    PATRON PROCEDURES
    Placing items on hold
    ● Use our online catalog to place a hold on the items you want.
    ● Only local items will be available.
    ● You will be notified via email when your holds are ready for pick-up or call the library to see if your holds are ready
    OR
    ● Call the library to have items put on hold.
    ● Only local items will be available.
    ● Provide your library card # and name.
    ● You will be notified via phone when your holds are ready for pick-up.

    Picking Items Up
    Mask/face covering requirements outlined in Executive Order 202.17 will be enforced when on library property.
    ● Proceed to the designated Pickup Area; Holds Pickup Area will be located on the table next to the book drop bin in the entrance way of the library.
    ● Search for your name on the bag/bundle; handle only your bag/bundle.
    ● The items are already checked out to you; there is no need to visit the Circulation Desk.
    ● Once you have retrieved your holds, proceed to the exit; do not linger in the Pickup Area.
    ● Patrons who cannot medically enter the library are asked to contact the library so reasonable accommodation(s) for services can be made.
    ● Items cannot be returned to the Pickup Area; All returns must be put into the book drop located in the entrance/foyer of the library or put into the specially labeled drop box at the end of the circulation desk.

    ONGOING USE EVALUATION
    The health and safety of the library staff and community is the top priority. Parts of this plan may be modified as more information regarding COVID-19 becomes available from the NYS Department of Health, CDC, OSHA, and local agencies.
    Patrons refusing to abide by the procedures laid out in this plan may be subject to the corrective action steps as outlined in the library’s Code of Conduct.

    Questions or concerns regarding this policy should be brought to the library Director.

    This policy will remain in effect until the Board of Trustees votes to remove or revise it.                                                                                                                  ADOPTED by the Wyoming Library Board of Trustees __06__/_08___/2020

  7. EMERGENCY CLOSING POLICY
    PURPOSE
    The Wyoming 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 Wyoming 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 Wyoming 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 the President of the Board of Trustees.

    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 – The Wyoming Library closes when the Wyoming Central School closes due to Weather
    ● Local or regional declaration of a State of Emergency
    ● Pests, bugs, or infestation
    ● Loss of critical utilities
    ● 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.

    COMMUNICATION
    All library closures will be communicated to the public via the library’s website and social media accounts and posted on the Wyoming Library’s Main Door. 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 a Board of Trustees Meeting and updated as needed.

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

    ADOPTED by the Wyoming Library Board of Trustees _06___/__08__/2020

  8. EMERGENCY & DISASTER PLAN
    PURPOSE
    The Wyoming 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 Wyoming 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 the Wyoming Library Board President.
    The In-House Emergency Team will include the Director, Board President and Secretary.

    RISK ASSESSMENT
    Risk Assessment is the determination of potential events, emergencies, and disasters that could cause service interruptions. The Director 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 the Village of Wyoming, 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 at the June board meeting. Trustees may be trained based on availability. 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 and possibly all volunteers.

    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 (meet behind circulation desk)
    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, ensure patrons are 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 and post information on the library’s front entrance door.
    ● 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 with the person until medical help arrives
    ● Complete an incident report

    Bomb Threat
    ● Call 911
    ● Evacuate 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
    (Alternative evacuation exit is the back emergency door)
    ● 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 authority’s/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 authority’s/emergency personnel
    ● No one may enter or exit the building until the lockdown is cancelled by local authority’s/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 and local, state, and federal mandates
    ● Communicate with the local Department of Health
    ● Communicate with Pioneer Library System regarding the continuance of system services
    ● Communicate all changes in hours of operation and services to the public via social media, website and post information on the front entrance door to the library.
    ● 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.

    IN-HOUSE EMERGENCY TEAM

    Director: Cheryl Northup
    Home Phone: 5854956937
    Cell Phone: 5859698160

    Board President: Mary Carlson
    Cell Phone: 5856892197

    Secretary: Bonnie Bowman
    Home Phone: 5855843490

    OTHER BOARD MEMBERS

    Treasurer: Lynnie Neal
    Trustee: Jody Breslin
    Trustee: Betty Powers
    Trustee: Alicia Strathearn
    Trustee: Debby Smith
    Trustee: William Schwytzer

    EMERGENCY SERVICES & UTILITIES
    List the name and phone number for each

    Fire Department: Wyoming Hook & Ladder: 5854956262
    Police Department: Wyoming County Sheriff: 5857868989
    Ambulance: 911
    Local Department of Health: Wyoming County Health Department: 5857868890
    Wyoming Central School: 5854956222
    Department of Public Works: Ben Welch: 5854956363
    Plumber, Heating: T&D Plumbing: 5957862739
    Gas Company: National Fuel: 1-800-444-3130
    Electric Company: NYSEG 800.572.1111
    Water Utility: Ben Welch 5854956363
    Electrician: James Algyer: 5854470891
    Locksmith: Ferraro Locksmith (585) 729-1637
    Carpenter: Arnie Parrish: 5854956326
    Exterminator/Pest Control: GAM Exterminating 877-732-2057
    Phone Company: Frontier: 1 (800) 921-8101
    Internet Provider: Spectrum: 1-855-855-4575
    Village of Wyoming – Mayor: Nate Norton 585-409-4893
    Village of Wyoming – Clerk: Karen Lacey 585-495-6071
    Legal Advisor:
    Insurance Company: Hartford
    Policy Number: DBL 140880
    Workman’s Comp
    Policy Number: 01 WEC CV7060
    Genesee Patrons Coop Ins. – on building
    Policy Number: 30535696
    Tompkins Insurance – Main Insurance – Call with any issues
    90 Main St. Batavia, ny 14020 585-344-0833
    Pioneer Library System: (585) 394-8260.
    PLS Tech Support: Ask for Matt or Adam

    FACILITIES & EQUIPMENT
    List the location for each
    Main water shut-off valve: In furnace room
    Main electrical cut-off switch: Back wall of Closet in Meeting Room
    Main gas shut-off: Outside East wall of building
    Fire extinguishers: Left side of Inside Main Entrance Door, Right side of Back Emergency Door
    Smoke/heat detectors: Main Entrance
    Key box: In container labeled Keys inside Left long drawer of Circulation Desk

    First Aid Kits: located in the top cupboard in the restroom
    ● Sterile gloves
    ● Sterile dressings
    ● Antibiotic ointment
    ● Adhesive bandages
    ● Flashlight
    ● Safety Gloves
    ● Safety Goggles
    ● Bottled Water
    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 – safety deposit box
    ● A copy of the library’s Bylaws – computer
    ● A copy of the library’s insurance policy
    ● A copy of the library’s floor plan

    ONGOING USE EVALUATION
    The Emergency & Disaster Plan will be evaluated and updated as needed.

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

    ADOPTED by the Wyoming Library Board of Trustees __10__/__19__/2020

  9. EMPLOYEE HEALTH SCREENING POLICY
    Purpose
    The Wyoming Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Employee Health Screening Policy.

    The primary goals of Wyoming Library’s Employee Health Screen Policy are to:
    ● Comply with the criteria for reopening mandated in NY Forward (forward.ny.gov)
    ● Provide guidelines for a continuous health screening process for staff
    ● Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons
    The Director, under the authority of the Board of Trustees, is designated to enforce this policy and the following processes to comply with current public health obligations and ensure a safe workplace.

    Guidelines
    ● Mandatory, continuous health screening practices will be implemented for all staff
    ● Screening will be performed remotely by each staff member before coming to the library. If all screening answers are positively attested to then staff must email the director with their answers and may come to work (director will record/keep record of staff answers in the health log)
    ● If staff answers negatively to any of the screening questions then that member must notify the Wyoming Library Director or Board President so that appropriate action may take place.
    ● Screening will include individual staff members:
    ○ Taking their own temperature and attesting that they do not have a fever
    ○ Attesting they have not knowingly been in close or proximate contact in the past 14 days with anyone who has tested positive for COVID-19 or who has had symptoms of COVID-19
    ○ Attesting they themselves have not tested positive for COVID-19 in the past 14 days nor have they experienced any symptoms of COVID-19 in the past 14 days
    • All staff screening responses will be maintained by the Director on the Health Log
    ● If a staff member has a temperature of 100.3 or higher, they are not to report to work or they must leave the premises immediately, if already at work, and monitor symptoms
    ● If a staff member experiences the following symptoms, even if a fever is not present, they are not to report to work or they must leave the premises immediately, if already at work, and notify the Director:
    ○ Fatigue
    ○ Dry cough
    ○ Shortness of breath
    ○ Aches and pains
    ○ Sore throat
    ○ Nausea
    ○ Loss of smell or taste
    ● A staff member may not report back to work until they have been fever and symptom-free for 72 hours
    ● If a staff member tests positive for COVID-19 they must not report to work or they must leave the premises immediately, if already at work, and notify the Director
    ● If a staff member tests positive for COVID-19 they must not report back to work until they receive a negative test and are cleared by a medical professional
    ● The Director will notify the local department of health if a staff member tests positive for COVID-19 and follow guidance specific to workplaces with a positive case
    ● The Director will keep the health status of staff members confidential

    Staff members who cannot medically comply with this policy must discuss options for reasonable accommodation(s) with the Director.
    Reporting to work with a fever or symptoms consistent with COVID-19 or failure to adhere to the guidelines outlined above will be considered a violation of library policy and may result in disciplinary action.

    Compensation
    The library will adhere to the Families First Coronavirus Response Act (FFCRA) regarding paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. More information regarding FFCRA can be found on the U.S. Department of Labor website.

    Authority & Evaluation
    This policy and related procedures will be enforced under all current and future New York State Executive Orders and the criteria mandated for organizations to safely and legally reopen and operate under NY Forward. The practices in this policy may be updated as needed to conform with modifications to NY Forward, as well as mandates from the Center for Disease Control (CDC), Occupational Safety and Health Administration (OSHA), and local government agencies.

    Questions or concerns regarding this policy should be brought to the library Director.

    This policy will remain in effect until the Board of Trustees votes to remove or revise it.                                                                                                                  ADOPTED by the Wyoming Library Board of Trustees __06__/__08_/2020

  10. Financial Controls: Audit/Schedule Policy

    Pioneer Library System strongly advises that all libraries have an independent review or audit done annually. The benefits of having an independent audit or review include:

    Protects board members from liability
    Indicates areas for improvement
    Insures the library can face scrutiny by the public
    For those libraries registered with as a charity with the NYS Office of the Attorney General you are subject to the financial reporting rules and financial thresholds found in N.Y. EXC. Law 7A § 172-b.

    The Wyoming Library Treasurer will ensure that there will be an Annual Audit by Kathy Barrett – CPA.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __10___/_19___/2020

  11. Financial Controls: Banking Policy/Online Banking Policy

    The Wyoming Library (“the Library”) uses Five Star Bank for banking services.
    Deposit accounts are held at Five Star Bank.
    Stopping both payments on checks and printing/viewing statements are authorized activities for the accounts.
    Unique IDs and passwords are individually secured.
    Online banking will only be done by the treasurer.
    The Treasurer serves as the administrator on each account.
    The Treasurer reviews accounts on a frequent basis for unusual activity.
    The Library may make wire transfers or electronic payments for expenses previously approved during meetings of the Library’s Board of Trustees in the monthly disbursements, or prior to Board meetings for expenses. All other wire transfers or electronic payments are not allowed.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees _10___/___19___/2020

  12. Financial Controls: Claims Audit Process Policy

    The Board of Trustees serve as the Claim Auditor(s).
    The Claims Audit process includes reviewing the monthly treasurers expense report, utilities, salary.
    Responsibilities
    ● Approves vouchers and invoices submitted to the Library. Ensures proper documentation and itemization are provided and that payment is for proper library purposes.
    ● Indicates his or her approval of claims by signing or initialing each individual voucher.
    The Treasurer assumes the responsibilities of this Audit Checklist
    1. The voucher packet includes an original invoice.
    2. The invoice specifies the description and price of the items specified on the purchase order.
    3. No unauthorized taxes are paid, discounts are taken, and shipping charges, where applicable, are accurate.
    4. There is a receipt slip indicating work has been completed and/or materials were delivered satisfactorily.
    5. Charges are not duplicates of items already paid.
    6. The payment is for a valid and legal purpose.
    7. The unit price billed on the invoice does not exceed the bid or contract authorization.
    8. There is supporting documentation if the expenditure was required to be bid.
    9. The expenditure complies with Board policy (e.g., travel and conference reimbursements and credit card use).
    10. Contract provisions and/or Board minutes’ support invoices for professional services.
    11. Report any findings or concerns to the Board President

    Expenditures that comply are presented to the board of trustees at regular monthly meetings for approval. (Review of Treasurers report). As stated in the “Financial Controls Policy”, purchases under $500 are at the discretion of the Library Director. Expenditures over $500 will need board approval. Expenditures such as utilities, salaries, benefits, and emergency repairs may be paid prior to board meetings and without monthly approvals.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __11__/___2___/2020

  13. Financial Controls: Credit Card Policy

    1. Credit cards will be established in the name of the Wyoming Library and the
    specific name of an individual with a maximum credit limit for each set by the Library.
    All monthly statements and correspondence will be sent to the Library.
    2. Credit cards will be issued to:
    a. Library Director with a credit limit of $1000
    b. Treasurer with a credit limit of $1000
    3. Prior to initial receipt of any credit card, each individual must agree to and sign the
    Agreement for Use of Credit Card.
    4. The Director must submit proper documentation (receipts) to the Treasurer for all charges in a timely fashion, so that finance charges are not incurred due to late payment.
    5. Credit cards will be used primarily for travel expenses to conferences and/or workshops,
    and pre-payment of materials for program and library equipment and supplies.
    The credit card may not be used for personal expenses.                              Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __10___/__19____/2020

    *At this time the Wyoming Library does not have a Credit Card – this policy would be for any possible future use of a Credit Card.

  14. Financial Controls: Disposition of Surplus Goods Policy

    The Wyoming Library Board of Trustees has the authority to declare Library property surplus and provide for its disposal.

    Definition:
    Surplus property is any item owned by the Library that is no longer needed for the provision of library services.

    Declaring Property Surplus:
    Only property having a monetary value need be declared surplus. Property that is obsolete or broken and has no useful value may be disposed of without notice.

    The Director is authorized to declare as surplus, library materials whose unit value is estimated to be less than $100.

    The Board of Trustees is authorized to declare as surplus, library materials with an estimated unit value of $100 or more.

    Disposal and sale of surplus property:
    Surplus library materials shall be sold by the method that will most efficiently and effectively provide the Library with the greatest net monetary return.

    Exceptions: Property of any value may be donated to a tax supported Library or Library System.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees _10____/___19___/2020

  15. Financial Controls: Fund Balance/Reserve Funds Policy

    The purpose of the capital fund is to provide funding for non-recurring expenditures for the repairs and improvements of the library’s building, facilities, and grounds. A qualifying capital fund expenditure occurs when there is a purchase or acquisition of an asset that will benefit the Library for an extended period of probable usefulness and meets the minimum item cost guidelines. Disbursements that add to the value or improve the usefulness of an asset also qualify as capital fund expenditures.

    Surplus Transfers
    End-of- the- year surplus from the Library’s operating funds may be transferred into the Capital Fund at the discretion of the Library Board of Trustees. However, surpluses may not be budgeted in the Library’s annual budget and the Library must make a good faith effort to avoid surpluses if possible.

    Capital Fund Investment
    Funds held in the Capital Fund shall be invested according to the policies outlined in the Library’s Investment Policy.
    All Capital Fund expenditures shall be subsequent to the Library’s Bidding and Procurement Policy.

    Capital Fund Expenditure Selection Process
    The Director or any member of the Wyoming Library Board of Trustees may make recommendations for possible Capital Fund expenditures. The Board of
    Trustees shall select capital expenditures based on the long term benefit of the expenditure and the amount of available Capital Funds.
    All expenditures from this fund must be approved by the Library Board of Trustees. In the event that guidance or a decision is required in the management of these funds before the board of trustees can meet, the President and Treasurer may determine what guidance is to be provided for a decision to be reached.                                                                                                        Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees _10____/___19___/2020

  16. Financial Controls: Fundraising/Gift Policy

    The Wyoming Library (“the Library”) welcomes solicited and unsolicited donations and gifts from individuals, corporations, foundations, and community groups in support of its purpose and mission. The Internal Revenue Service (IRS) has recognized the Library as a charitable organization under IRS Section 501 (c) 3 and determined that donations to the Library are tax deductible under IRS Section 170.
    The Library reserves the right to decline any gift which does not further its mission or support its purpose, or which would result in excessive expense or administrative effort in the opinion of the Director or Board of Trustees.
    1. Recognition of Gifts and Donations
    Monetary donations will be acknowledged in writing via mailed letter provided the address of the donor has been supplied.
    Upon request, memorials or sponsorships of physical materials may be commemorated with a special bookplate and the honoree(s) may be sent a formal announcement of the donation.
    2. Monetary Donations
    Undesignated donations may be directed towards Wyoming Library’s general operating funds or for a special project determined by a vote by the Board of Trustees.
    Monetary donations that are to be restricted in purpose may be accepted only if those restrictions are written, consistent with the Library’s mission and approved by a vote by the Wyoming Library Board of Trustees.
    3. Donations of Personal Property
    The Library does not provide donors with an estimated value for any gifts of personal property.
    Gifts of personal property, such as books and DVDs, shall be accepted on the condition that the Library reserves the right to add these gifts to its collection, distribute these gifts to other libraries, or sell, donate, or discard these gifts. No agreement will be made to waive this control. Items added to the collection shall meet the same selection criteria as items purchased by the Library for its collections.
    Gifts of personal property with an estimated value exceeding $500, such as real estate, art, landscaping items, gifts of exterior ornamentation, sculpture or signage, must be approved by the Board of Trustees.
    Library Gifts and Donations Policy –
    Artwork, local author/artist materials, or local history documents may be accepted if accompanied by a Deed of Gift Form, or similar documentation transferring sole and exclusive ownership of the work to the Library without restrictions. Items without Deed of Gift documentation waive the rights of previous ownership and are subject to the Library’s policies.
    4. Securities
    A gift of securities, stocks, or bonds entitles a donor to an income tax deduction. A gift of appreciated securities may also reduce capital gains tax liability.
    The Library encourages individuals considering a gift of securities to first consult legal and/or financial counsel.
    5. Program Sponsorships
    Sponsorships of Library programs shall be approved by the Director or their designee on the condition that the Library’s association with the sponsor will positively affect the public image of the Library in the community and that the sponsor is generally aligned with the purpose and mission of the Library.
    6. Gift Planning
    The Library accepts many forms of planned giving including, but not limited to, bequests, life insurance policies in which the Library is a named beneficiary, gift annuities, and charitable trusts. A codicil naming the Wyoming Library as a beneficiary can be added to an existing will. Planned giving to the Library may be restricted in accordance with this policy.
    The Library encourages individuals considering making a planned gift to the Library to first consult legal and/or financial counsel.Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __10___/___19___/2020

  17. Financial Controls: Inventory/Fixed Assets Policy

    With the exception of specific items or situations approved by the Wyoming Library Board of Trustees, the Wyoming Library will follow the guidelines for tangible personal property (equipment) established for programs funded in whole or in part by state funds, federal funds, and local funds.

    Definition:
    Equipment is a material item of a non-expendable nature, such as a movable unit of furniture or furnishings; an instrument or apparatus; a machine (including attachments); an instructions skill training device; or a set of small articles whose parts are replaceable or repairable, the whole retaining its identity and utility over a period of time which is characteristic of and definable for items of its class. It has a life of expectancy of two or more years and a unit cost of $100 or more.

    Fixed assets include, but may not be limited to, all land, buildings, equipment, and library collections owned by the library. Purchased fixed assets are recorded at historical cost (or estimated historical cost if actual cost figures are not available). Donated or contributed assets are recorded at their fair market value on the date donated. For accounting purposes, fixed assets will refer to equipment, buildings, and land valued at $5,000 and above. The general collection of books and materials is also a part of fixed assets. Fixed assets will be depreciated using the suggested useful life recommended by Georgia Public Library Service.

    Inventory Records:
    Inventory records for equipment, computer and printer equipment and fixed assets will be maintained by the Director and the Board of Trustees.

    Inventory records at a minimal will include the following information:
    -Description of the equipment
    -Serial number and/or other identification number of the equipment
    -Cost of the equipment
    -Acquisition date of the equipment
    -Location of the equipment
    -Vendor of the equipment (name, address, and phone number)
    -Any notes regarding the use and condition of the equipment
    -Any disposition data, including the date of disposal and sale price of the equipment.

    A copy of the original invoice will be attached to the inventory record of all fixed assets.

    Disposal:
    Furniture, equipment, and other fixed assets owned by the Wyoming Library and are no longer usable may be disposed of by advertisement for sealed bids, or by other means whereby the general public may have an opportunity to purchase them. Items that are not bid upon or purchased, or that are damaged beyond repair, may be discarded or donated to a non-profit agency. Items must be approved for disposal by the Wyoming Library Board of Trustees.

    Books and other materials that have been discarded by the library in accordance with the Library’s Collection Development Policy, as well as books and other materials donated to, but not usable by the library, may be sold at Book Sales and other fundraisers. Funds raised by the sale of these materials are directed into the support for the advancement of the library’s mission.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __10___/___19___/2020

  18. Financial Controls: Investment Policy

    1.Policy Statement and Scope This document will govern the investment activities of the Wyoming Library (the Library). It is the policy of the Library to invest public funds in a manner which will provide the highest return with the maximum security while meeting cash flow demands. All investments will conform to all applicable laws and regulations governing the investment of public funds.

    2.Investment Objectives – The primary objectives, in priority order, of the Library’s financial investments are:
    -Safety of Principal – Safety of principal is the foremost objective of the investment program. All investments shall be undertaken in a manner that seeks first to preserve capital and second to fulfill other investment objectives.
    -Liquidity – The Library’s investment portfolio will remain sufficiently liquid to enable the Library to meet all operating requirements which might be reasonably anticipated.
    -Return on Investments (Yield) – The Library’s investments should generate the highest available return without sacrificing the first two objectives outlined above.

    3.Delegation of Authority Management – responsibility for the Library’s investment program is hereby delegated to the Treasurer, who is the Library’s chief fiscal officer. The Treasurer shall be responsible for the implementation of the investment program and the establishment of investment procedures consistent with this Policy. No person may engage in an investment transaction except as provided under the terms of this Policy and the procedures established by the Treasurer.

    4.Authorized and Suitable Investments – The following investments are deemed to be suitable for inclusion in the Library’s investment program. The Treasurer is authorized to invest Library funds in only those investments specifically delineated below.
    -U.S. Treasury Bills and Notes for which the full faith and credit of the U.S. Government is pledged for the repayment of principal and interest. Bills are short term (one year or less) obligations issued and sold at a discount. Notes have fixed coupon rates with original maturities of between one and five years.
    -Demand deposit accounts (such as checking accounts) established with local financial institutions.
    -Certificates of Deposit (CDs) issued by local financial institutions.

    5.Maturity of Investments – No investment shall have a maturity date of more than five years from its date of purchase by the Library. To the extent possible and prudent, the Library will attempt to match its investment maturities with anticipated cash flow requirements.

    6.Reporting – The Treasurer shall provide to the Library’s Board of Trustees monthly investment reports which clearly provide the following information regarding
    the investment portfolio: types of investment, depository institutions, principal balances, rates of return and maturities.

    Investment Policy Adoption – The Library’s Investment Policy shall be adopted by resolution of the Library’s Board of Trustees.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___10__/__19____/2020

  19. Financial Controls: Petty Cash

    A Petty Cash fund shall be established for the Wyoming Library for the purchase of materials, supplies or services under conditions requiring immediate payment.
    The amount of such fund will not exceed $100.00.
    The Board of Trustees shall appoint the Wyoming Library Director to be the custodian for the library’s petty cash fund, and the Director shall administer and be responsible for the security of the funds and the control of disbursements.
    To ensure that these funds are properly managed, the following guidelines shall be followed:

    1. Payments for Overdue materials, Purchases of materials made for patrons and Donations are recorded and then placed in the Petty Cash.

    2. The Treasurer will periodically collect the Petty Cash and the Record for Petty Cash and place funds in the appropriate bank account.

    3. Receipts and cash-on-hand must always total the authorized fund amount. All disbursements from such funds are to be supported by receipted bills or other evidence documenting the expenditure.

    4. Payments may be made from petty cash for materials, supplies or services, requiring immediate payment, but it is not to be used for frequently purchased items.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___10__/___19___/2020

  20. Financial Controls: Purchasing/Procurement Policy
    (exclusive of library materials which are at the discretion of the Director)

    Purchases under $500 at the discretion of the Library Director.
    Purchases over $500 the Director must consult and obtain approval from the Wyoming Library Board of Trustees using the following procedures.
    1. Library Director and/or purchasing agent (appointed as needed by the Board) creates spec sheet on work or purchase. Vendors who have previously provided services are exempt from the bidding process.
    2. The Library Director and/or purchasing agent must make a concerted effort to obtain 3 written/oral bids. If one of the bids is delayed due to the negligence of the vendor, the Library Director and/or purchasing agent should choose from the two bids obtained. Bids previously obtained through PLS may be considered as an approved selection.
    3. The Library Director and/or purchasing agent selects one of the 3 estimates, if available, based on quality, cost and availability (of contractor).
    4. The Library Director and/or purchasing agent brings decision to the Board of Trustees for approval of funds. The Project Report will briefly reflect estimates received and choice made.
    5. All estimates are filed in project folder.
    6. The Board approves or disapproves.
    7. If project is disapproved, the Board will advise the next steps.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___10__/___19___/2020

  21. Financial Controls: Travel, Conference and Staff Development Policy

    The Wyoming Library encourages its employees to take advantage of local and regional library training and professional development opportunities. The Conference and Staff Development Policy ensures that staff requests for professional development are awarded equitably.
    Attendance at workshops, meetings, courses, and conferences, when pertinent to the requester’s job duties or professional development may be considered as scheduled hours worked. As justification for attendance, the Board of Trustees may require the requester to speak about the professional development opportunity at a future meeting.
    The Library encourages all employees to attend staff development events however the Board of Trustees reserves the right to deny requests to reserve funds.
    1. Approval
    Requests for local trainings by the Director that have no costs beyond hours worked and mileage reimbursement do not require Board of Trustee approval but the Director should make an effort to report their activities to the President of the Board or other trustees.
    Staff seeking reimbursement for trainings with additional costs besides mileage
    must obtain approval from the Board of Trustees prior to registering for
    the training.
    The Board of Trustees will either approve the funding or provide and explanation of reason for denying the request.
    Overnight conference expenses require pre-approval by the Board of Trustees at a regularly
    scheduled Board Meeting. If pre-approval by the Board of Trustees at a regularly scheduled Board Meeting is not possible, the Board President may approve the Director’s travel.
    2. Reimbursement Procedure
    All receipts for expenditures should be submitted to the Treasurer within two weeks of the staff member’s return. Receipts that are not submitted in a timely manner may lose their eligibility for reimbursement. Expenses incurred without a receipt will not be reimbursed.
    3. Additional Savings Opportunities
    Staff should take advantage of early registration, conference room rates, and any other discounts associated with their travel. While not necessarily a requirement for attendance, the availability of these opportunities may be a determining factor in the approval of a conference/staff development request. Failure to obtain cost savings may result in denial of the request or in amendments to approved reimbursements for the request.
    4. Reimbursement
    4.1 Conference/ Workshop/ Course Fees
    The Library will pre-pay an event registration if a registration form is submitted and approved. If the requester pays for the registration fee using their own funds, they will be reimbursed after the event. In the latter case, the requester must present a receipt for the registration fee and proof of attendance in order to be reimbursed.
    For webinars and other online events, staff should inquire with the Pioneer Library System about whether the system would like to register and hold a group viewing.
    4.2 Transportation
    4.2.1. Personal Automobile
    The Library will reimburse mileage, at half of the IRS Standard Mileage Rate, and any applicable tolls.
    When two or more staff attend the same event, staff are expected to carpool unless a justifiable reason prevents it. The Library reserves the right to limit mileage reimbursement if staff do not carpool without a justifiable reason.
    When two or more staff travel together, only one will be reimbursed for the mileage allowance. No more than two staff members will be reimbursed for mileage expenses for the same conference or event.
    4.2.2 Rental Automobile
    A rental automobile may be used if necessary pending board approval when renting is considered to be more advantageous than other means of transportation. The need for a rental automobile must be outlined with the details of the conference request.
    4.2.3 Air Travel
    Pending approval from the Board of Trustees, Reservations should be made for economy class
    fare. Reimbursement for business or first-class airfare is not allowed.
    4.2.4 Other forms of transportation (Railroads, Buses, etc.)
    These forms of transportation are allowed but should not exceed the commercial air fare that would be reimbursable for the same trip.

    4.2.5 Ground Transportation
    Costs for local transportation from the airport, train station, or other arrival point, will be reimbursed. Staff members should take advantage of public transportation and cost savings
    opportunities for local transportation.
    4.3 Lodging
    The Library will pay for the cost of lodging within a reasonable level, at the discretion of the Board of Trustees.
    When a staff member is attending a conference and conference rates are given at various hotels or motels, the staff member should make reservations at one of these locations. Other lodgings may be booked but should not exceed the cost of hotel or motel conference rates.
    Exercise facilities, movies, or other forms of entertainment are not reimbursable Library travel expenses.
    4.4 Meals
    Meals will be reimbursed up to $50 per day – receipts must be submitted to the Treasurer within 2 weeks.
    4.5 Parking Fees
    Reasonable and necessary costs for automobile parking will be reimbursed when there are no more practical options available. Requestors must present a receipt or a copy of their credit card statement that clearly indicates the parking fees in order to be reimbursed.
    4.6 Miscellaneous
    Other expenses will be reimbursed if determined to be reasonable and necessary and if supporting receipts, documents, etc., are provided.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___10__/___19___/2020

  22. Internet Use POLICY

    Purpose
    The Wyoming Library is dedicated to serving the community as an educational, cultural and literary center providing materials and services that promote and environment which encourages patrons of all ages. Providing the community access to the Internet can further this mission. Therefore, Wyoming Library has adopted this Internet Use Policy to establish guidelines and acceptable behavior for use of the library’s Internet.
    The primary goals of Wyoming Library’s Internet is to:
    ● Provide the community with free use of the Internet
    ● Provide the community with current digital information
    ● Provide the community access to online resources, research and educational tools, and
    entertainment
    All community members are expected to follow the rules set forth by the Wyoming Library
    regarding use of the library’s Internet.

    Reservations
    ● Users can reserve a public access computer for Internet use in person or by phone
    during the library’s hours of operation.
    ● Computer time is reserved in 60-minute blocks but may be extended if there are no
    reservations or no one else is waiting to use a computer.
    ● Walk-ins are welcomed based on the availability of equipment.

    Assistance
    The library staff is trained to provide limited startup support.

    Acceptable use
    ● Users may not install any software or save any computer files on the computer hard
    drive.
    ● The Wyoming Library reserves the right to remove any file that has inadvertently ended
    up on the computer and restore the computer’s hard drive to its original configuration.
    ● No changes are to be made in any program setup or the hard drive configuration.
    ● Users are asked to immediately report any problems with equipment to library staff.
    Damage to Wyoming Library’s computer equipment caused by or resulting from inappropriate
    use or improper behavior may result in civil and/or criminal action being taken.
    Minors
    It is the policy of the library to comply with the Neighborhood Children’s Internet Protection Act (PL 106-554) by:
    (a) preventing user access over its computer network to, or transmission of,
    inappropriate material via Internet, electronic mail, or other forms of direct electronic
    communications;
    (b) preventing unauthorized access and other unlawful online activity;
    (c) preventing unauthorized online disclosure, use or dissemination of personal information of minors.
    Responsibility for monitoring a child’s access to library resources rests with the parents or legal guardians.

    Privacy
    The Wyoming Library does not collect information about community members’ use of the
    Internet, including when the Internet was accessed and what content was accessed via the
    library’s Internet.

    Disclaimer
    Wyoming Library is not responsible or liable for the content of postings by third parties
    accessed via the library’s Internet. Users should be aware that not all sources on the Internet
    provide accurate, complete, or current information. The library denies any responsibility for the accuracy or quality of information obtained. The library urges patrons to be informed
    consumers and carefully evaluate information obtained via the Internet.

    Ongoing Use Evaluation
    The role of the Internet in relation to the mission of the Wyoming Library will be evaluated
    periodically by the Director and Board of Trustees and may be changed or modified at any time at the discretion of the Director as authorized by the Board of Trustees and in accordance with any local, state, or federal laws.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees _11__/___2___/2020

  23. Meeting Space/Areas POLICY

    The purpose of the Meeting Areas (Meeting Room, Open Area at the back of the library, Bench, Tables) in the Wyoming Library are for programs, classes, tutoring, individual or small group patron study and events conducted, sponsored or condoned by the library to benefit the library community and its individuals.
    Priority may also be given to programs or events conducted or sponsored by community groups and non-for-profit organizations whose aims are educational, cultural, and/or civic.
    Groups
    The Meeting Room, and Open Area in the back of the library, may be made available to groups. Any group wishing to use the Meeting Room or Open Area must contact the Director or Clerk on duty to check availability and either reserve the area(s) for later use or use immediately if available.
    In addition, outside groups agree to the following:
    ● Library sponsored programs receive first consideration of date and time.
    ● The library should be notified promptly if a group must cancel.
    ● Sale of merchandise (as in author events) is left to the discretion of the Director.
    ● No admission fee may be charged for entrance to an event in the meeting spaces. A
    sponsor of a meeting or program may request a fee that covers the cost of a performer or materials furnished to participants.
    ● Except as a designation of location, the name of the library may not be used in any
    publicity relating to use of the meeting spaces.
    ● Meetings must be conducted in such a way as not to disturb library operations.
    ● Library staff must have free access to meeting areas at all times.
    ● The library retains the right to monitor all meetings conducted on the premises.
    ● Arrangements for use of any library owned equipment must be made in advance.
    ● Number of persons must not exceed the limit set by Fire Code Regulations.
    ● The library is not responsible for personal belongings of those attending the meeting.
    ● The Contact Person assumes responsibility for participant accommodations and specific
    articles of compliance as required by the Americans with Disabilities Act.
    ● The Contact Person is responsible for cleaning up.
    ● The Contact Person accepts liability for either damage to library facilities or loss of
    library property and liability of any claims for injuries or damage to persons and arising
    from the use of the premises by the organization.
    ● There is no smoking or vaping permitted in or around library facilities at any time.
    ● The Director is authorized to deny permission to use the library rooms to any group that
    is disorderly or that has violated these regulations in the past.
    The Director oversees the meeting areas under the authority of the Board of Trustees.
    Decisions regarding meeting areas use by outside groups will be made at the discretion of the
    Director in the best interest of Wyoming Library and the community.

    Ongoing Use Evaluation
    The Meeting Space/Area Policy will be periodically evaluated in relation to the mission of the
    Wyoming Library by the Director and Board of Trustees. The Director and Board of Trustees may update or modify this policy as needed.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___11__/___2___/2020

  24. Non-Harassment/Non-Discrimination Policy
    (Includes Sexual Harassment Policy)

    The Wyoming Library (the Library) is committed to maintaining a workplace free from
    all forms of unlawful harassment, including sexual harassment. Harassment based on any legally
    protected basis is a form of workplace discrimination. The Library prohibits unlawful harassment
    against anyone, for any reason, including, but not limited to an individual’s actual or perceived:
    race; color; sex; age; creed; disability; religion, citizenship; national origin; ancestry; military
    status or veteran status; marital status; familial status; gender identity and expression; partnership
    status; credit worthiness or credit history; status as a caregiver; sexual orientation; status as a
    victim of domestic violence, stalking; or sex offenses; predisposing genetic characteristics;
    genetic information and any other status protected by law. All employees, interns, and nonemployees conducting business in our workplace must refrain from engaging in unlawful
    harassment.
    Workplace harassment will not be tolerated at the Library. All applicants, employees, interns
    (paid or unpaid), contractors and individuals conducting business with the Library are required to
    conduct themselves in a manner that prevents sexual or other forms of harassment in the
    workplace. Any employee or individual covered by this policy who engages in workplace
    harassment or retaliation will be subject to remedial and/or disciplinary action, up to and
    including termination.
    Harassment based on a protected class is against the law. All employees have a legal right to a
    workplace free from illegal harassment. Employees can enforce this right by filing a complaint
    internally with the Library, or with a government agency or in court under federal, state or local
    antidiscrimination laws.

    DEFINITION OF SEXUAL HARASSMENT
    Sexual harassment is a form of sex discrimination and is unlawful under federal, state,
    and (where applicable) local law. Sexual harassment includes harassment on the basis of
    sex, sexual orientation, gender identity and the status of being transgender.
    Sexual harassment includes unwelcome conduct which is either of a sexual nature, or
    which is directed at an individual because of that individual’s sex when:
    • Such conduct has the purpose or effect of unreasonably interfering with an
    individual’s work performance or creating an intimidating, hostile or offensive
    work environment, even if the complaining individual is not the intended target of
    the sexual harassment;
    • Such conduct is made either explicitly or implicitly a term or condition of
    employment; or
    • Submission to or rejection of such conduct is used as the basis for employment
    decisions affecting an individual’s employment.

    A sexually harassing hostile work environment consists of words, signs, jokes, pranks,
    intimidation or physical violence which are of a sexual nature, or which are directed at an
    individual because of that individual’s sex. Sexual harassment also consists of any
    unwanted verbal or physical advances, sexually explicit derogatory statements or
    sexually discriminatory remarks made by someone which are offensive or objectionable
    to the recipient, which cause the recipient discomfort or humiliation, which interfere with
    the recipient’s job performance.
    Sexual harassment also occurs when a person in authority tries to trade job benefits for
    sexual favors. This can include hiring, promotion, continued employment or any other
    terms, conditions or privileges of employment. This is also called “quid pro quo”
    harassment.
    Sexual harassment is offensive, is a violation of our policies, is unlawful, and may
    subject the 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, including managers or Trustees 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 Library Director or
    a member of the Board’s Personnel committee 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:
    o Touching, pinching, patting, grabbing, brushing against another
    employee’s body or poking another employee’s body;
    o Rape, sexual battery, molestation or attempts to commit these assaults.
    • Unwanted sexual advances or propositions, such as:
    o 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;
    o 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:
    o 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:
    o Interfering with, destroying or damaging a person’s workstation, tools or
    equipment, or otherwise interfering with the individual’s ability to perform
    the job;
    o Sabotaging an individual’s work;
    o Bullying, yelling, name-calling.

    DEFINITION OF OTHER UNLAWFUL HARASSMENT
    The creation of an intimidating or hostile working environment, based on one or more of
    the above protected categories, constitutes unlawful harassment. Specific types of
    unlawful harassment, in addition to sexual harassment covered above, include, but are not
    limited to:
    • Physical harassment refers to pushing, hitting, crowding, cornering or
    unwanted physical touching;
    • Verbal abuse refers to verbal comments, including but not limited to jokes or
    the use of slurs or other offensive language regarding, or made because of, an
    individual’s actual or perceived membership in one of the protected categories
    listed above;
    • Written harassment refers to derogatory or degrading written comments
    regarding, or made because of, an individual’s membership in one of the
    categories listed above. Specific examples include, but are not limited to:
    email, text messages, memos, notes, graffiti, other visual depictions or
    pictures, cartoons, drawings, videos;
    • Inappropriate, unwelcomed behaviors, such as offensive gestures and wearing
    clothes, jewelry, signage, etc. known to be offensive to particular protected
    classifications; and
    • Any other unwelcome conduct that has the purpose or effect of creating an
    intimidating, hostile, or offensive working environment as defined by law, or
    has the purpose or effect of unreasonably interfering with an individual’s
    work performance or otherwise adversely affecting an individual’s
    employment opportunities.
    Unlawful harassment, whether it is physical, verbal or visual in nature, is a form of
    employee misconduct which undermines the integrity of the employment relationship
    within our library.

    OUR LIBRARY AS A SPECIAL WORK PLACE
    In recognition of the special nature of libraries, and in furtherance of the policies of the
    American Library Association as they may exist from time to time, notwithstanding any
    other provision of this NON-HARRASSMENT/NON-DISCRIMINATION
    POLICY to the contrary, no provision of this policy shall apply to any material
    made available by the Library to its patrons, including, without limitation, any book,
    painting, sculpture, film, music, information, whether or not such material is used on
    Library premises or elsewhere.

    WHO CAN BE A TARGET
    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 workplace 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 HARASSMENT OCCUR
    Unlawful 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 devices or
    during non-work hours.

    REPORTING HARASSMENT
    Preventing workplace harassment is everyone’s responsibility. The Library cannot
    prevent or remedy sexual harassment unless the Library knows about it. Any employee,
    intern (paid or unpaid) or non-employee who has been subjected to behavior that may
    constitute unlawful harassment is encouraged to report such behavior to the President of the Board or a
    member of the Board of Trustees. Anyone who witnesses or becomes aware
    of potential instances of workplace harassment should report such behavior to the President of the Board or a member of the Board of Trustees.
    Reports of workplace harassment may be made verbally or in writing.
    The written complaint form is located in the folder labelled Sexual Harassment Training, in the closet behind the circulation desk. All employees are encouraged to use this complaint form.
    Employees who are reporting potential 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 workplace 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
    If the Director or a member of the Board of Trustees receives a complaint or information about suspected workplace harassment, observes what may be harassing behavior or for any reason suspects that harassment is occurring, that person is required to report such suspected sexual harassment to the Board of Trustees.
    In addition to being subject to discipline if he or she engaged in harassing conduct him or herself, the Director will be subject to discipline for failing to report suspected workplace harassment or otherwise knowingly allowing workplace harassment to continue.
    The Director and the Library Board of Trustees will also be subject to discipline for
    engaging in any retaliation.

    COMPLAINT INVESTIGATION
    All complaints or information about suspected workplace 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 harassment
    will be prompt and thorough. 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
    workplace harassment. The 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 President of the Board 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 President of the Board 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 Board of Trustees will request and review all relevant documents, including all electronic communications.
    • The Board of Trustees will interview all parties involved, including any relevant witnesses.
    • The Board of Trustees will prepare written documentation of the investigation (such as a letter, memo or email), which contains the following:
    o A list of all documents reviewed, along with a detailed summary of relevant
    documents;
    o A list of names of those interviewed, along with a detailed summary of their
    statements;
    o A timeline of events;
    o A summary of prior relevant incidents, reported or unreported; and
    o The basis for the decision and final resolution of the complaint, together with
    any corrective action(s).
    • Written documentation and associated documents will be maintained by the
    Library.
    • Following the investigation, 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 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 workplace 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
    The 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 workplace 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 harassment, either internally or with any anti-discrimination
    agency;
    • testified or assisted in a proceeding involving harassment under the Human Rights
    Law or other anti-discrimination law;
    • opposed harassment by making a verbal or informal complaint to management, or
    by simply informing The Board of Trustees of harassment;
    • reported that another employee has been harassed; or
    • encouraged a fellow employee to report potential 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
    Harassment is not only prohibited by the Library but is also prohibited by state, federal,
    and (where applicable) local law. Aside from the internal process at the 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 the 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 harassment/discrimination has occurred. Probable cause cases are forwarded
    to a public hearing before an administrative law judge. If harassment/discrimination is
    found after a hearing, DHR has the power to award relief, which varies but may include
    requiring your employer to take action to stop the harassment, or redress the damage
    caused, including paying monetary damages, attorney’s fees and civil fines.
    DHR’s main office contact information is: NYS Division of Human Rights, One
    Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400,
    http://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 http://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 http://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.

    These policies are subject to change at the discretion of the Board of Trustees.
    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __11____/__2___/2020

  25. Open Meeting POLICY

    In accordance with New York State’s Open Meetings Law, as well as Education Law Title 1, Article 5, Section 260a, the Wyoming Library (“the Library”) opens their Board of Trustee meetings to the general public.

    Closed, or executive, sessions may be called as a portion of the open meeting and appropriate business transacted therein.

    The minutes of the open meeting and of the executive session are compiled on the Library’s website and are also available upon request. The minutes of the open meeting consist of a record or summary of all motions, proposals, resolutions and any matter formally voted upon and the resulting vote. Minutes of an executive session consist of a record or summary of the final determination of any action taken and the resulting vote.

    Meetings are typically scheduled for the second Monday of each month at 4:00 pm. Notice of the regular or temporarily changed time is displayed on the library’s website.

    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees __11___/___2___/2020

  26. PANDEMIC RESPONSE PLAN

    PURPOSE
    The Wyoming Library has adopted this Pandemic Response Plan in compliance with New York State Labor Law §27-c to implement operational plans in the event of certain declared public health emergencies including, but not limited to, novel coronavirus (COVID-19) or other communicable disease or pandemic illness.

    The primary goals of Wyoming Library’s Pandemic Response Plan are to establish:
    ● The roles and responsibilities during all phases of a public health emergency
    ● Preparedness activities and response protocols
    ● Coordination and decision making for the continuation of operations

    The Pandemic Response Plan is designed to ensure precautionary, response, and recovery measures to a public health emergency involving a communicable disease threatening to impact or immediately impacting the library’s staff, trustees, volunteers, and/or community members.

    ADMINISTRATION
    The library Director as authorized by the Board of Trustees administers the Pandemic Response Plan. This includes activating the plan, establishing an internal communications network, and coordinating all response and recovery activities. If, for any reason, the Director is unable or unavailable to administer the plan, administrative authority shall be passed to the Wyoming Library Board President.

    DEFINITIONS
    The following terms are hereby defined for the purposes of this policy:

    ● Personal Protective Equipment (PPE): Equipment worn to minimize exposure to communicable disease or pandemic illness as mandated by local, state, or federal law and/or any Executive Orders related to the public health emergency or mandates issued by federal agencies including the Center for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA).
    ● Employee: Any person employed by the Wyoming Library regardless of job classification or title.
    ● Contractor: Any individual performing paid services for the library but not an employee of the Wyoming Library.
    ● Essential: Designation made to an employee or contractor whose duties require them to be physically present at the Wyoming Library to perform their job, OR tasks that are vital or necessary to the safety or operational needs of the library.
    ● Non-essential: Designation made to an employee whose duties do not require them to be physically present at the Wyoming Library, OR tasks that are not vital or necessary to the safety or operational needs of the library.
    ● Communicable disease: Illness caused by an infectious agent that occurs through the direct or indirect transmission of the infectious agent or its byproducts or via inanimate environment or object to a susceptible person or persons.
    ● Retaliatory Action: The discharge, suspension, demotion, penalization, discrimination, or other adverse employment action taken against any employee.

    ESSENTIAL EMPLOYEES OR DUTIES
    In the event of a state-ordered reduction of in-person workforce, the library Director shall be designated as an Essential Employee and is permitted to be physically present at the Wyoming Library to perform tasks essential to their job or the operations of the library including, but not limited to, maintenance to the facilities that could otherwise threaten or pose a risk to the library’s facilities if not performed; bookkeeping such as accounts payable, accounts receiving, and processing payroll; and/or accepting, sorting, and opening postal mail or packages.
    These essential tasks may be delegated to a specific employee or contactor at the discretion of the Director. This employee or trustee is permitted to be physically present at the Wyoming Library to perform only the designated essential tasks as assigned.

    TELECOMMUTE/WORK FROM HOME
    In the event of a state-ordered reduction of in-person workforce, the Wyoming Library’s Working Remotely Policy will be implemented.
    All employees whose duties and routine tasks require the use of a computer and/or internet access, will be provided library-issued equipment necessary to perform those duties and tasks.

    IN-PERSON REPORTING
    The Director will coordinate the schedule for employees and contractors reporting to the library in-person to perform essential tasks so that the Wyoming Library remains in compliance with the state-ordered reduction of in-person workforce. No employee or contractor is permitted to report to the Wyoming Library without authorization from the Director.

    PERSONAL PROTECTIVE EQUIPMENT
    PPE as required by local, state or federal laws or Executive Orders will be provided by the Wyoming Library. As per OSHA guidelines, employees are not financially responsible for mandated PPE. Employees may provide their own PPE if they desire and if it is in compliance with all local, state, or federal laws or Executive Orders and CDC and OSHA regulations.
    The Wyoming Library will provide any necessary training for mandated PPE including proper use and disposal.
    The Wyoming Library will keep a supply of PPE in storage in the event a public health emergency is immediately declared. All employees will be aware of the storage location of PPE. The Director will monitor PPE supply levels and replenish the supply as needed in accordance with the library’s Procurement Policy.

    Failure to comply with PPE mandates may result in disciplinary action.

    EXPOSURE TO COMMUNICABLE DISEASE
    If required by local, state or federal laws or Executive Orders, mandatory, continuous health screening practices will be implemented for all employees.
    In the event an employee is exposed to a known case of the communicable disease that is the subject of the public health emergency, exhibits symptoms of such disease, or tests positive for such disease, the following procedures will be immediately implemented:

    ● The employee must not report to the library or they must leave the premises immediately, if already at work, and notify the Director and if it is the Director they will notify the President of the Board.
    ● The Director will notify both local and state health departments and will follow guidance specific to workplaces with a suspected or positive case.
    ● The Director and the employee will determine which other staff members were in close contact and possibly exposed to the communicable disease.
    ● The Director and the employee will determine which areas of the library are now considered “contaminated” and need to be immediately closed.

    Cleaning Contaminated Areas

    ● The library will immediately close off contaminated area(s).
    ● The area(s) will be quarantined for a length of time determined by local or state health departments.
    ● [FANS/HVAC SYSTEM] will be temporarily turned off the area so that particles will not circulate throughout the facility.
    ● After the determined length of time, the area(s) used by the employee will be cleaned, vacuumed, and disinfected including [OFFICE/WORK SPACE/CUBICLE], bathrooms, common areas, shared electronic equipment like computers, tablets, keyboards, and other office supplies.
    ● The area(s) will be cleaned by the Director and/or Board Trustee using approved CDC/OSHA disinfectants wearing appropriate PPE.
    ● Once the area(s) has (have) been appropriately disinfected, it (they) can be opened for use.
    ● The library will continue routine cleaning and disinfecting and logging these activities as recommended.

    Contact Tracing
    The Director will adhere to local and state guidance regarding Contact Tracing which may include reporting or contacting other employees, contractors, visitors, and patrons who voluntarily supplied their information for the purpose of Contact Tracing who may have been in close contact with the employee suspected or confirmed to have the communicable disease.
    The Director will keep the health status of employees confidential.

    Compensation
    The Wyoming Library will adhere to all local, state, or federal laws or Executive Orders regarding sick leave or expanded family and medical leave for specified reasons related to this communicable disease.

    Returning to Work

    ● If an employee is exposed to the communicable disease or exhibits symptoms of the communicable disease, they must follow all local and state health department directives which may include being tested for that communicable disease and/or quarantining for a specified amount of time at home.
    ● If an employee has a suspected or confirmed case they must not report back to work until they have met all of the following criteria in consultation with a healthcare provider and in accordance with local, state, and/or federal criteria specific to the communicable disease.
    ● All other employees will be provided instructions for returning to work dependent on the determination of risk of exposure by the local or state health department during Contact Tracing.

    Mitigating Risk
    Reporting to work following a known-exposure to the communicable disease, having symptoms consistent with the communicable disease, or following a positive test without being medically cleared to return to work as defined above will be considered a violation of library policy and may result in disciplinary action.
    The Wyoming Library will not take any retaliatory action for employees not reporting to work due to a suspected or confirmed case of the communicable disease. Employees must follow the established protocols outlined in the Personnel Policy for reporting an absence.

    CONTINUATION OF OPERATIONS
    In the event of a declared public health emergency involving a communicable disease, the Director will address operations 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.

    ● Assess the emergency declaration as it relates to the library’s facilities, materials, staff, or community.
    ● Notify the appropriate persons including employees and the Board of Trustees.
    ● Determine the next steps, with the information available, regarding:
    ○ Services or service points
    ○ Hours of operation
    ○ Personnel
    ● Post a statement to the public on social media, website and on the main door of the library
    ● Document in detail the sequence or timeline of events before, during, and after the declared public health emergency.
    ● Prepare for recovery.

    COMMUNICATION
    Once approved by the Board of Trustees, this Pandemic Response Plan will be published in a clear and conspicuous location at the Wyoming Library and on the library’s website. A copy will be provided to all employees.

    ONGOING USE EVALUATION
    This Pandemic Response Plan was required by law with the health and safety of the library’s employees and community as the top priority.
    The Pandemic Response Plan will be evaluated periodically by the Director and Board of Trustees and updated as needed.
    Questions or concerns regarding Wyoming Library’s Pandemic Response Plan should be directed to the Director.

    ADOPTED by the Wyoming Library Board of Trustees ___11__/__2__/2020

  27. Personnel POLICY

    This Personnel Policy and any other policies or procedures of the Wyoming Library or “the Library”, whether oral or written, are not contracts of employment and should not be relied on as such by any employee, as they may be changed at any time.
    The Wyoming Library is governed by the Wyoming Library Board of Trustees (“Board”) who are nominated and appointed by the other members of the Wyoming Library Board of Trustees. The Board is responsible for hiring a qualified Library Manager/Director (“Director”), overseeing the fiscal affairs of the Library and setting policy for the Library. The administration and management of the Library is the responsibility of the Director who is under the direction of the Board. Staff members are assigned duties by the Director, and the Director retains direct responsibility to the Board for the performance of staff
    members.
    A. GENERAL GUIDELINES
    The Board compensates the Director and its hourly employees at levels
    commensurate with professional or hourly employees holding similar titles and performing comparable duties or with minimum wages set by law.

    Except to the extent otherwise provided by law, if any, each Library employee is employed “at will”, and may be terminated by the Library for any reason at the sole discretion of the Board.

    The Library is an equal opportunity employer and will not discriminate against current or prospective employees because of race, creed, color, religion, sex, national origin, age or disability. In all instances, the Library will seek to employ the most qualified individual for any job.
    The Library shall comply with all applicable state and federal employment regulations. No provision herein contained shall be deemed to be contrary to the provisions of the Education Law of the State of New York or any other laws affecting libraries.
    ♦ All employees are covered by Disability Insurance.
    ♦ All employees are covered by Workers’ Compensation Insurance and benefits of the Social Security Administration

    B. SCHEDULE OF OPERATIONS
    Work Week for Employees
    a) Director – 22 hours per week – 20 hours in the library and 2 hours in outside meetings, work-from-home etc.
    b) All employees work a variety of schedules including some evenings and some Saturdays.
    c) Individual work schedules will be established by the Director
    d) Employees will be ready to start at the beginning of their shift and will work through to the end.

    Emergency Closings
    a) The Manager will determine closings necessitated by weather or emporary emergencies – following guidelines in the Emergency/Disaster Policy .
    b) Staff scheduled to work will be notified of the closing by phone.
    c) If the Library has to close for an emergent situation, the salary staff will be
    credited with the time as if worked. An emergent situation is defined as any situation where the staff cannot be notified of a Library closing before the day of such closing.

    C. EMPLOYMENT POLICIES
    Compensation
    The Board sets all salary and wages annually at the annual Budget Approval Board Meeting.
    Hourly paid employees – Pay period consists of a calendar month. All employees must submit a signed time sheet with an accurate record of the time worked during the month and will be paid by check.
    Salary Employees will receive pay via direct deposit.

    Holidays
    The Library will be closed for holiday observations as follows:
    New Year’s Day
    Martin Luther King Jr. Day
    President’s Day
    Memorial Day
    Fourth of July
    Labor Day
    Columbus Day
    Veteran’s Day
    Thanksgiving Day
    Christmas Eve Day
    Christmas Day
    New Year’s Eve Day
    ♦ If the holiday falls on a non-workday it will be observed on the next workday
    ♦The Director will be paid their regular compensation.
    ♦ There will be no paid holidays for non-salaried employees

    Vacation
    ♦ The Director will be paid their regular weekly compensation for annual vacation leave as follows: two weeks paid leave for years one through three; three weeks paid leave for years four through ten; four weeks paid leave after ten years.
    ♦ All vacation requests are subject to the adequate staffing of the Library. More than 2 days vacation time must be approved by the Board of Trustees.
    ♦ Vacation must be used within the calendar year. Vacation benefits do not accrue.
    ♦ There will be no paid vacation leave for hourly employees.

    Personal/Sick Days
    ♦ Full-time employees are entitled to five days paid sick leave annually. Sick leave does not accrue.
    ♦ There will be no paid personal/sick leave for hourly employees.
    ♦ Except to the extent otherwise provided by law or regulation, sick leave benefits apply to hours that the employee could not work due to sickness or injury, and to hours that the employee used for family medical appointments

    Extended Leave
    ♦ For the Director – up to thirty days of uncompensated time off will be allowed for illness in addition to the allotted vacation time, personal leave and sick leave. After such time the position may be declared vacant. However, the Board may extend this limit in special circumstances.
    ♦ The Board will determine when extended leaves of absence may be granted for the Director.

    Family Medical Leave
    ♦ According to the Paid Family Leave Act Eligible employees employed more than 1250 hours in 12 months are entitled to 12 weeks of unpaid Family Medical Leave.
    ♦ Employees may use their personal and vacation time before using a Family Medical Leave.

    Bereavement Leave
    ♦ For the Director: In the event of the death of an employee’s spouse, domestic partner, parents and children (including foster and step), siblings, grandparents, grandchildren, mother/father/daughter/son/sister/brother-in-law, or other member of his/her household, the employee shall be excused from work at his/her request for a total not to exceed three working days, with pay. In the event of the death of the employee’s uncle, aunt, cousin, or spouse’s grandparents, the employee shall be excused from work at his/her request for one day with pay.
    ♦ Hourly employees will be assisted in trading shifts and rearranging the staff schedule.

    Jury Duty
    ♦ The Director will receive their regular pay.
    ♦ Hourly employees will receive compensation as determined by New York State law.

    Discipline/Termination
    The Library follows the disciplinary and termination procedures established by New York State
    Civil Service Law when addressing staff incompetence or misconduct.

    Resignation/Retirement
    ♦ All employees should file written notice of intent to resign at least thirty days in advance of the last day of employment.
    ♦ Full time employees leaving in good standing will be paid any unused vacation time.

    Conference and Travel
    Refer to Travel, Conference and Staff Development Policy

    D. EMPLOYEE CONDUCT
    Dress Code
    ♦ Although no formal dress code exists, employees are asked to wear clothing that is appropriate for their position and the work that they do. Clothing should be neat, clean, in good taste and not constitute a safety hazard.

    Smoking
    ♦ The Library is a smoke-free workplace. No smoking or vaping is permitted on Library property.

    Alcohol/Substance Abuse
    ♦ No employee shall use, possess, or sell alcoholic beverages or illegal drugs on Library property. The Library encourages employees with substance-abuse problems to seek treatment; however, seeking treatment for dependency does not exempt employees from disciplinary action. The provisions of this paragraph do not apply to legal beverages served on Library property at an event sponsored or approved by the Library with prior Board approval.

    NON-HARASSMENT/NON-DISCRIMINATION – see Non-Harrassment/Non-Discrimination Policy

    These policies are subject to change at the discretion of the Board of Trustees.
    Questions or concerns regarding this policy should be brought to the library Director.
    This policy will remain in effect until the Board of Trustees votes to remove or revise it.

    ADOPTED by the Wyoming Library Board of Trustees ___12__/___7__/2020

  28. PERSONAL PROTECTIVE EQUIPMENT POLICY

    Purpose
    The Wyoming Library Board of Trustees is empowered to take the steps necessary to serve the community under its mission with the health and safety of the library staff and patrons as the top priority. Therefore, the Board of Trustees has adopted this Personal Protective Equipment (PPE) Policy.
    The primary goals of Wyoming Library’s Personal Protective Equipment Policy are to:
    ● Introduce guidelines for PPE use for patrons wishing to use the library’s services
    ● Provide reasonable access to library services to all community members while still protecting the library’s staff and other patrons
    ● Reduce the risk of infection in, around, and on library facilities, materials, and equipment for library staff and patrons
    The Wyoming Library staff has the authority to enforce these measures like any other of the library’s policies.

    Acceptable Behavior
    ● Staff/Volunteers will wear Masks at all times when interacting with anyone in the Wyoming Library
    ● Staff/Volunteers will wear gloves at all times whenever touching Library materials or equipment (computers, chairs etc.) intended for Patron/Public use
    ● All individuals are required to wear a mask or face covering on library property, inside the library’s facilities, and when interacting with library staff and other patrons.
    ● Individuals who cannot medically tolerate the wearing of a mask or face covering are asked to contact the library before visiting so reasonable accommodation(s) for services can be made.
    ● Masks or face coverings may be cloth or homemade so long as they comply with the guidance outlined in Executive Order 202.17 or future executive guidance.
    ● Masks or face coverings should completely cover the mouth and nose in accordance with guidelines issued by the Center for Disease Control (CDC).
    ● Patrons are not permitted to approach other patrons to comment on or question their PPE practices. Concerns regarding the practices of other patrons should be directed to the library staff only.
    ● Along with wearing PPE, the library will enforce strict social distancing guidelines of at least 6 feet between all non-familial individuals on library property.
    ● Patrons refusing to abide by this policy will be subject to the corrective action steps, including possible banning, as outlined in the library’s Code of Conduct.

    Authority & Evaluation
    This policy and related procedures will be enforced under all current and future New York State Executive Orders, including those pertaining to PPE, workforce and occupancy reductions, and social distancing guidelines. The practices in this policy may be modified as needed to conform with such Executive Orders, as well as mandates from the CDC, Occupational Safety and Health Administration (OSHA), and local government agencies.

    This policy will remain in effect until the Board of Trustees votes to remove or revise it.
    ADOPTED by the [LIBRARY NAME] Board of Trustees __06__/__08__/2020

  29. QUARANTINING MATERIALS PLAN
    PURPOSE
    The Wyoming Library has adopted this Quarantining Materials Plan to establish procedures to safely accept returned materials during a public health threat, specifically COVID-19. Under current guidelines, library materials should be quarantined for 72 hours before they are checked in and reshelved with the collection. Because of the variety of materials returned to the library, quarantining is recommended as the safest and most effective way to disinfect them.

    STAFF TRAINING
    All library staff will be thoroughly trained on the following procedures, especially proper wearing and disposal of PPE before, during, after the handling returned materials.
    PROCEDURES
    ● All materials must be returned in the library’s Book Drop or the Return bin at the end of the circulation desk inside the library
    ● Clear signage communicating the protocols for returning materials will be posted outside the library
    ● Small counter top under the cabinets on the restroom wall will be designated as the Quarantine Area
    ● Quarantine bins will be covered with Plastic sheeting or garbage bag for safety
    ● Specific boxes/soft sided boxes will be used to transport and separate materials in the Quarantine Area
    ● PPE (gloves and mask) will be worn when emptying the Book Drop/Return bin and working in the Quarantine Area
    ● The Book Drop and Return bin in the library will be emptied at the beginning of each day when the library is open
    ● Materials will be immediately transported from the Book Drop/Return bin to the Quarantine Area
    ● The newly quarantined materials will be labeled with the Extreme Post It notes with the date and left for 72 hours
    ● Surfaces such as door handles, book returns, booktrucks, and bins that were touched during the transfer of materials will be disinfected
    ● Staff will immediately dispose of gloves and thoroughly wash hands
    ● After 72 hours have elapsed, materials will be removed from the Quarantine Area, checked in, and reshelved or placed in bins for Delivery
    ONGOING USE EVALUATION
    The health and safety of the library staff and community is the top priority. Parts of this plan may be modified as more information regarding COVID-19 becomes available from the NYS Department of Health, CDC, OSHA, and local agencies.
    This plan will be followed until the public health threat posed by COVID-19 has been completely eliminated.

    ADOPTED by the Wyoming Library Board of Trustees _06___/__08__/2020

  30. WORKING REMOTELY POLICY
    PURPOSE
    The Wyoming Library has adopted this Working Remotely Policy to make provisions for staff to work remotely.
    The primary goals of Wyoming Librarie’s Working Remotely Policy are to establish:
    ● The eligibility of staff to work remotely
    ● The responsibilities of the staff, library, and Director
    ● An inclusive work environment that allows all employees to make a meaningful contribution to the library
    The Working Remotely Policy is designed to ensure an efficient workplace and employee productivity during various situations, planned and unplanned, including long-term library closures.

    ELIGIBILITY
    Staff members may work remotely/from home under the following guidelines:
    ● The employee position must be conducive to working remotely
    ● All remote work requests must be approved by the Director
    ● The staff member must be able to demonstrate their ability to complete essential job duties while working remotely
    ● Remote working hours must comply with the staff member’s regular working schedule
    ● Staff members must be available to the library by email, chat, and/or phone within a reasonable amount of time
    ● Staff members are responsible for providing the necessary technology and equipment to facilitate their work remotely
    Staff members will not be reimbursed for phone calls, Internet access, equipment, or other expenses incurred.

    EMERGENCY CLOSINGS
    If the library is closed due to emergency conditions, 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 Working Remotely Policy will be periodically evaluated by the Director and Board of Trustees and updated as needed.
    Questions or concerns regarding [LIBRARY NAME]’s Working Remotely Policy should be brought to the Director.

    ADOPTED by the Wyoming Library Board of Trustees _06____/___08__/2020