Policies, long-range plan and budget

West Chazy Dodge Library 

LONG-RANGE PLAN 2025-2030 

LETTER TO THE COMMUNITY 

In the center of the hamlet of West Chazy stands the historic West Chazy Dodge Library, founded in 1906 through a bequest by Lyndhurst Dodge. In the 1950s, this independent library began its formal association with the Beekmantown School District, serving as the West Chazy Elementary’s school library. Following the school district’s decision to close West Chazy Elementary in 2005, the Dodge Library took steps to once again become fully independent. It has been operating since then as a ‘special district public library’ under provisional charter from the State of New York. Since the elementary school’s closure, the library has continued to faithfully serve its community. It is one of the few public meeting spaces in the hamlet.  It serves the taxpayers of the Town of Chazy who reside outside the Chazy School District, as well as some residents of three adjacent school districts. In fact, the Dodge cheerfully welcomes and serves any resident of the tri-county library system.   

The present-day West Chazy Dodge Library has been governed by of a series of long-range plans that honor the library’s past and maintain a vision for the future. The building and its offerings—the community rooms, computers, communication and circulation systems, and the children’s room—stand as a testament to the dedication of the Library Board of Trustees and the Library Director.  

While continuing to honor the past, this new plan envisions a library that will be a destination for students and community members alike. We have focused on technology, internet accessibility, maintaining a space for the community’s use, and enhancing programs, collections, and services to children. Our current long-range plan stems from the community’s focus on the importance of the library as a community center and is presented in the following pages. We encourage you, the residents we serve, to communicate your needs and desires to us so that we can continue to respond to them in future plans. Please continue

to use and enjoy the library in the coming years as a place to maintain community, be enlightened, and find inspiration. 

Sincerely, 

West Chazy Dodge Library Board of Trustees 

INTRODUCTION 

 The long-range plan presented here is the result of our effort to address the needs of the community and of the

library, to develop and attain measurable goals.  We see an opportunity for new vision and growth.  We are focused on

the future and on solidifying the Dodge Library as a place for community engagement and a center of pride for the community. 

The information used to set our goals, and this long-range plan came from past surveys and through one-on-one communication with patrons and community members by the LibraryDirector and members of the Board of Trustees. 

CONCLUSION 

 In writing this plan, our intent is to address five major areas articulated by the community as the greatest needs and wants for our library: community space, programs, collections, technology, public relations and marketing, and children’s services.  Each of these areas has specific and general goals, objectives, and activities that will ensure that each goal is reached within a measurable time frame. This plan will guide the Dodge Library Board of Trustees and the Library Director over the next three to five years. We welcomed and appreciated all comments. We hope we have addressed your greatest concerns.  

VISION STATEMENT 

 The Dodge Library is a community enter where people come to learn, create, do research, exchange ideas, enjoy cultural events and celebrate literacy in a friendly, welcoming atmosphere. 

MISSION 

The Dodge Library serves the greater West Chazy area as an educational and cultural center, and provides free print, electronic, and audiovisual resources for the public to inform, educate and entertain. The Dodge Library strives to provide a comfortable, friendly gathering place and reaches out to engage residents of all ages in the community. 

The Dodge Library exists to provide quality service to the residents of West Chazy in an open and non-judgmental

environment with free access to library materials in a variety of formats.  

COMMUNITY PARTNERSHIPS 

Goal 1: The Dodge Public Library

will strengthen community partnerships with local schools, organizations, and

the community at large to establish life-long learning opportunities for the collective benefit of the community. 

Objectives 

1.1 Enhance and improve the relationship between the Dodge

Library and the Beekmantown School District, including homeschool families. 

Activities 

·   Provide information to the schools on upcoming library-sponsored activities and events 

1.2 Enhance and improve the relationship between the Dodge

Public Library and local organizations. 

Activities 

·   Create mutually beneficial partnerships with organizations and agencies to increase awareness of the library and attendance at its programs.  

·   Solicit co-sponsorships for library programs. (ongoing) 

1.3 Enhance and improve the relationship between the Dodge Library and the greater community. 

Activities 

·   Maintain a welcoming atmosphere by creating a community space for socializing and sharing ideas, and to foster learning while maintaining a peaceful environment for other library patrons.

PROGRAMS 

Goal 2: The Dodge Public Library

will offer educational and entertaining programs for all age groups that provide greater opportunities for learning and enjoyment. 

Objectives 

2.1 Provide a variety of programs for

all age groups that will meet the needs and interests of the greater West Chazy community. 

Activities 

·   Annually review the program schedule and determine what programs should be offered in the coming year.  

·   Provide programs on topics suggested by patrons in library surveys and at the direction of the board.  

·   Community-building activities, e.g., ice cream social; art exhibits featuring local artists; public access for community

members. 

·   Solicit monetary support for programs from local community organizations and businesses, and through grants.

COLLECTIONS 

Goal 3: The Dodge Library will provide collections and services that satisfy the recreational and informational needs of West Chazy residents and promote life-long learning. 

Objectives

  3.1 Continually evaluate print, audio visual, and digital collections to determine usefulness, timeliness, accuracy

and other criteria for keeping, adding to or withdrawing from the collection. 

Activities 

·   Develop collections in topic areas where existing resources are lacking, taking into consideration the availability of digital resources and new formats.  

·   Incorporate suggestions from future surveys to acquire materials of interest to our patrons and in the formats they desire.  

·   Annually evaluate online databases offered and add/remove as appropriate, considering whether or not remote access is available.  

·   Have several ongoing displays throughout the library featuring books and materials on specific topics to promote circulation, programs, special events, specific authors, etc.  

·   Continue to weed out outdated and/or duplicate items from the collection as needed.  

TECHNOLOGY 

Goal 4: Ensure community members have access to established and emerging information technologies as well as opportunities to achieve technological literacy. 

Objectives 

4.1 Maintain a network of public computers that meets the essential technology needs of our patrons. 

Activities 

·   Provide computer workstations for public use to access software programs, the library’s catalog, online resources and databases, and the internet.  

·   Provide computer access for all students to work on assignments.  

·   Provide the necessary peripheral equipment, such as printers, scanners, and fax service for public use to meet the needs and desires of patrons.  

·   Provide wireless access to the Internet from various locations within the library.  

4.2 Create opportunities for patrons to have hands-on exposure to current and emerging technologies. 

Activities 

·   Purchase technology equipment as appropriate and relevant for circulation.  

CHILDREN’S SERVICES

Goal 5: The Dodge Library will provide a friendly, welcoming environment and experience for children, their parents, and caregivers. 

Objectives 

5.1 The Dodge Public Library will provide a warm welcome in the Children’s Library for parents and caregivers,

and for each child when he/she registers for his/her first library card. 

Activities 

·   Parents and caregivers will receive a welcome packet explaining the services and programs of the Children’s Library.  

·   Children’s Library staff will greet and offer assistance to all who enter the Children’s Library.  

5.2 The Dodge Library will provide activities for children and their families to encourage a habit of lifelong learning and reading. 

Activities 

·   Offer summer programs for elementary school-aged children and parents.  

·   Establish Community Art Shows.  

·   The Dodge Library will maintain a themed monthly literary-related

activity for parents and their children 

5.3 Enhance and improve the Children’s Library Collection. 

Activities 

·   Display all newly acquired books for children within three weeks of receipt.  

·   Populate the Children’s Library with displays using books and materials on a variety of themes and topics.  

·   Develop the print collection with new and current literature for children.  

PUBLIC RELATIONS AND MARKETING 

Goal 6: The Dodge Library will actively promote the programs and services offered by the library. 

Objectives 

6.1 Review and revise the library’s marketing plan to increase awareness and usage of the library’s collections and services. 

Activities 

·   Review current public relations and marketing activities.  

·   Analyze and recommend improvements to current practice.  

·   Monitor and discuss with staff areas of responsibility.  

·   Consider and use all forms of media to promote the library’s programs and services including local cable television, radio, newspapers, magazines, newsletters and fliers (electronic and paper), programs, and the library’s website and social media account(s). 

·   Post fliers and/or leave brochures at places in the community that people ordinarily frequent such as the train station, churches, banks, etc.  

·   Cultivate and maintain relationships with the schools and other local groups and coordinate and promote programs with same.  

·   Continue to invite groups and individuals to host exhibits and displays at the library.  

Dodge Library Board of Trustees 

December 2024 

Mission Statement

The Dodge Library serves its district area as an educational and cultural center, which provides the free use of printed, electronic, and audio/visual resources for the general public to inform, educate and entertain. The Dodge Library strives to provide a comfortable, friendly gathering place and reaches out to engage members of all ages of the Community.

Preamble

The Board of Trustees (hereinafter designated as the “Board”) of The Dodge Library, a corporation created under a charter granted under Section 253 of the New York State Education Law by the Board of Regents (or Secretary of State) of the State of New York, dated 10/20/2008, shall be governed by the laws of New York State, the regulations of the Commissioner of Education and by the following bylaws.

Bylaws

1. NAME OF ORGANIZATION

   1. The name of the organization shall be the Dodge Library 

2. PURPOSE

1.   The purpose of the organization is to provide superior library service to the residents, adults and children, of the communities of West Chazy District. 

3. FISCAL

1.   The fiscal year of the library shall be the calendar year. 

4. BOARD OF TRUSTEES

1.   The library shall be governed by a Board of Trustees. The Board shall consist of five members, elected for terms of three years each. Newly elected members will take office at the first meeting following the annual meeting. 

4. 2. Eligibility for office shall be limited to adults residing or owning property within the geographical limits of the library district or the broader library region. 

   3. Absence from three consecutive meetings shall constitute automatic dismissal from the Board unless the Board defers this dismissal by majority vote. The President shall inform the absent Board Member in writing that he/she is no longer on the Board. If dismissal is deferred by Board action the President shall inform the absent Board Member in writing the conditions of this deferral. 

   4. No member shall serve for more than five consecutive three-year terms, unless extended through a simple majority vote of the board. 

   5. Any vacancy shall be filled by special election by the remaining members of the Board for the remainder of the term of that particular position. 

   6. Each Trustee shall have one vote, irrespective of office held. 

   7. A Trustee must be present at a meeting to have his/her vote counted. 

   8. All actions of the Board shall be of the Board as a unit. No Board member shall act on behalf of the Board, on any matter, without prior approval of the Board. No Board member by virtue of his/her office shall exercise any administrative responsibility with respect to the library nor, as an individual, command the services of any library employee. 

5. OFFICERS

1.   The officers of the Board shall be the President, Vice-President, Secretary and Treasurer, elected annually by the Board at the annual meeting. These officers shall serve for a period of one year or until their successors shall have been duly elected. 

5. 2. The duties of such officers shall be as follows:

1.   The President shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees, and generally perform all duties associated with that office. 

2.   The Vice President, in the event of the absence or disability of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President. 

3.   The Secretary shall keep a true and accurate record of all meetings of the Board, shall issue notice of all regular and special meetings, and shall perform such other duties as are generally associated with that office. 

4.   The Treasurer shall be the disbursing officer of the Board and shall perform such duties as generally devolve upon the office. In the absence or inability of the Treasurer, his/her duties shall be performed by such other members of the Board as the Board may designate. 

DIRECTOR

1.   The Board shall appoint a Director who shall be the chief executive officer of the library corporation and shall have charge of the administration of the library under the direction and review of the Board. The Director shall be responsible for the care of the buildings and equipment; for the employment and direction of the staff; for the efficiency of the library's service to the public; and for the operation of the library under the financial conditions contained in the annual budget. 

2.   The Director shall render and submit to the Board reports and recommendations of such policies and procedures, which, in the opinion of the Director, will improve efficiency and quality of library service. The Director shall attend all Board meetings except the portion of the meeting at which the director's appointment or salary is to be discussed or decided. 

COMMITTEES

a.    A nominating committee shall be appointed by the President three months prior to the Annual Meeting who will present a slate of officers and names of candidates for new trustees. Additional nominations may be made from the floor. 

b.    Committees for specific purposes may be appointed by the President. Such committees shall serve until the completion of the work for which they were appointed. 

c.    All committees shall make a progress report to the Board at each of its meetings. 

d.    No committee will have other than advisory powers unless, by suitable action of the Board, it is granted specific power to act. 

e.    The President shall be, ex officio, a member of all committees. 

MEETINGS

1.   Meetings shall be held each month, the date and hour to be set by the Board. Written notice of all meetings shall be mailed by the Secretary to each member at least five days before the meeting. 

2.   A special meeting of the Board may be called at any time by the President or upon the request of three members for a specific purpose. No business may be transacted at such special meeting except the stated business. 

3.   The Annual Meeting shall be held in August of each year. The business transacted at this meeting shall include the election of new trustees and new officers. 

4.   The operating and financial reports for the previous year shall be presented at the regular meeting in January. 

5.   The preliminary budget for the subsequent calendar year, required for submission to the library district voters, shall be presented at the regular meeting in May. 

6.   The final budget for the subsequent calendar year shall be presented for approval at the regular meeting in June. 

7.   A simple majority of the whole Board (including vacancies) shall constitute a quorum for the conducting of all business. A majority of the whole Board (including vacancies) is required for any motion to pass. If a quorum is not present at a regular meeting, the attending members may set a date for another meeting to be held within one week, and the presiding officer shall notify the absent members of this specially called meeting. 

8.   The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown unless circumstances make an altered order more efficient:

1.   Call to Order and roll call of members 

2.   Treasurer's report

3.   Director's report

4.   Committee Reports

5.   Communications

6.   New and unfinished Business

7.   Period for public expression

8.   Other Business

9.   Adjournment 

AMENDMENTS

1.   Amendments to these Bylaws may be proposed at any regular meeting and shall be voted upon at the next regular meeting. Written notice of the proposed amendment or amendments shall be sent to all absent members at least ten days prior to the voting session. A simple majority of the whole Board (including vacancies) shall be sufficient for adoption of an amendment. 

2.   Any rule or resolution of the Board, whether contained in these Bylaws or otherwise, may be suspended temporarily in connection with business at hand, but such suspension, to be valid, may be taken only at a meeting at which two-thirds of the members of the Board shall be present and two-thirds of those present shall so approve. 

10. PROCEDURE

2.            All procedures not specified herein shall be in accord with Robert's Rules of Order, Revised.

Approved by The West Chazy Dodge Library Board of Trustees

Dated: September 2022

REVENUE

District Taxation                                $23,500

CEF System Funds                           $1700 

Donations/Grants                              $1000          

Total Revenues                           $26,200

EXPENSES

 Library Director Wages, Costs & Benefits     $16,880 

 Collection Additions                    $1320                             

 Building Maintenance/Insurance         $4000

 Supplies/Telephone//Internet               $4000

Total Expenses                                 $26,200

WEST CHAZY DODGE LIBRARY RULES AND REGULATIONS

It is the policy of the West Chazy Dodge Library to maintain a safe and welcoming environment for reading, learning, and other library activities.

ALL PATRONS MUST REFRAIN FROM:

·      Engaging in conduct that disrupts or interferes with normal operations of the library or that disturbs the staff or other library visitors. Such conduct includes harassing or threatening behavior, using obscene or abusive language or gestures, making unreasonable noise, including talking on a phone.

·      Having a gun, knife or other weapon.

·      Smoking or vaping

·      Engaging in sexual conduct or lewd behavior

·      Eating or drinking, unless part of a library sponsored activity

·      Soliciting funds or offering goods or services

·      Using sports equipment: bicycle, skateboard, scooters, etc. on library property

·      Damaging defacing or misusing any library materials or property. This includes disabling library equipment, changing the hardware or software or settings on a library computer, or using a library computer for any purpose other than designated in the library’s Computer Use Policy.

·      Engaging in any activity in violation of federal, state, local, or other applicable law or library policies.

·      Rearranging the library’s furnishings

·      Blocking aisles, passageways, doors to prevent movement in the library

ADDITIONALLY:

·      Library staff can inspect any of your property when you come in or leave.

·      You must wear clothing and shoes in the library.

·      Your body odor must not be so offensive that it disturbs others, this includes wearing excessive perfume.

·      Unattended children, 10 and under, shall not enter, nor be left in the library. The library is a public building, and unaccompanied or unattended children may be at risk. Responsibility for children using the library rests with the parent or guardian/caregiver.

·      Large groups that want to use the library must get permission before they visit.

·      Photography and recording are not allowed on library premises without prior permission.

·      The library is not responsible for personal items that are lost, stolen, or damaged on library premises.

REMOVAL OF PATRONS VIOLATING THESE RULES

·      Library employees are authorized to ask any patron to leave the premises if, in the sole discretion of the staff member, the patron is not adhering to these rules.

·      Continued failure to follow these rules on two or more occasions may lead to the library director banning the patron from the library.

·      Visitors who do not follow the staff’s instruction may be subject to arrest or to other legal action.

Reviewed and approved by the board of trustees in February 2023.

WEST CHAZY DODGE LIBRARY RULES AND REGULATIONS

It is the policy of the West Chazy Dodge Library to maintain a safe and welcoming environment for reading, learning, and other library activities.

ALL PATRONS MUST REFRAIN FROM:

·      Engaging in conduct that disrupts or interferes with normal operations of the library or that disturbs the staff or other library visitors. Such conduct includes harassing or threatening behavior, using obscene or abusive language or gestures, making unreasonable noise, including talking on a phone.

·      Having a gun, knife or other weapon.

·      Smoking or vaping

·      Engaging in sexual conduct or lewd behavior

·      Eating or drinking, unless part of a library sponsored activity

·      Soliciting funds or offering goods or services

·      Using sports equipment: bicycle, skateboard, scooters, etc. on library property

·      Damaging defacing or misusing any library materials or property. This includes disabling library equipment, changing the hardware or software or settings on a library computer, or using a library computer for any purpose other than designated in the library’s Computer Use Policy.

·      Engaging in any activity in violation of federal, state, local, or other applicable law or library policies.

·      Rearranging the library’s furnishings

·      Blocking aisles, passageways, doors to prevent movement in the library

ADDITIONALLY:

·      Library staff can inspect any of your property when you come in or leave.

·      You must wear clothing and shoes in the library.

·      Your body odor must not be so offensive that it disturbs others, this includes wearing excessive perfume.

·      Unattended children, 10 and under, shall not enter, nor be left in the library. The library is a public building, and unaccompanied or unattended children may be at risk. Responsibility for children using the library rests with the parent or guardian/caregiver.

·      Large groups that want to use the library must get permission before they visit.

·      Photography and recording are not allowed on library premises without prior permission.

·      The library is not responsible for personal items that are lost, stolen, or damaged on library premises.

REMOVAL OF PATRONS VIOLATING THESE RULES

·      Library employees are authorized to ask any patron to leave the premises if, in the sole discretion of the staff member, the patron is not adhering to these rules.

·      Continued failure to follow these rules on two or more occasions may lead to the library director banning the patron from the library.

·      Visitors who do not follow the staff’s instruction may be subject to arrest or to other legal action.

Reviewed and approved by the board of trustees in February 2023.

Public Meetings

In accordance with Article 7 of New York State’s Public Officer’s Law, as well as Education Law Title 1, Article 5, Section 260a, the West Chazy Dodge Library’s Board of Trustee meetings shall be open to the public.

Executive sessions may be called as a portion of the open meeting and appropriate business.

transacted in accordance with Article 7, Section 105 of Public Officers Law.

Minutes of an open meeting will consist of a record or summary of all motions, proposals,

resolutions, remote attendance, and any matter formally voted upon and the vote thereon.

Minutes of a public meeting will be posted to the System’s website and otherwise made available two weeks following the date of the meeting.

Meetings shall be held each month at least 10 months per year, the date and hour to be set by the Board. Regular board meetings are currently scheduled for the second Tuesday of each month at the West Chazy Dodge Library beginning at 5:00 pm.

Public Comment

The West Chazy Dodge Library Board of Trustees welcomes public comment at meetings governed by Open Meetings Law. The purpose of this section is to ensure that interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their meeting in an efficient and effective manner.

Any person shall be permitted an opportunity to address the West Chazy Dodge Library Board under the following guidelines:

• Public comments are permitted during the time designated on the library board agenda,

unless otherwise directed by the Board President.

• At the beginning of the Public Comments segments of the meeting, the Board President or

designee will ask if anyone wishes to address the Board and will determine the order in

which speakers will be recognized.

• Each speaker will be asked to provide their name and group affiliation (if any).

• Each speaker will be allowed a maximum of three minutes to address the Board; the Board

President or presiding officer will monitor time limits for each speaker. There will be no more than 15 minutes for public comment, except with consent of the Board.

• Comments shall relate to legitimate West Chazy Dodge Library Board of Trustees business.

• All comments shall be made with civility and courtesy. The Board President or presiding.

officer may prohibit further comment if proper decorum is not displayed.

• The Board is not required to provide an immediate response or act on any speaker

comments. The public comment period is not a question-and-answer period, and the Board is not obligated to respond to comments.

• Minutes of public meetings are a summary of discussion on all matters proposed,

deliberated or decided by the Board, thus, public comments and written materials.

submitted by the public may not be reflected in the minutes.

Reviewed and Approved by the West Chazy Dodge Library Board of Trustees 2023.

The library card issued to a patron is the key to their registration and patron information. If they are not carrying their library card, it is possible to access their record if they show photo identification. This transaction must be done in person, and it can only be done for their own record. New York law restricts access to library records. No one except the patron may access your address, telephone number, items that are currently checked out on your card, items you have requested, or any other information contained within their record without a court order.

Children have the same rights under this law as adults. Their records can only be accessed through the library card. Signing a minor's card only shows acceptance of fines and fees; it does not exempt you from New York law. Patrons who do not want their children's records to remain private should check out their children's items on their own cards.

The Law Confidentiality of Patron Records, Including Minors: New York State Civil Practice Law & Rules Section 4509: "Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college & university libraries & library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audio-visual materials, films or records, shall be confidential & shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library & shall be disclosed upon request or consent of the user or pursuant to subpoena, court order, or where otherwise required by statute."

WEST CHAZY DODGE LIBRARY COMPUTER USE POLICY

The West Chazy Dodge Library provides public use computers and internet access in support of the library’s role as a provider of resources for lifelong learning, social exchange, and entertainment. All patrons of the West Chazy Dodge Library have equal access to the materials, information, and technology provided by the library. The Library supports access to information on subjects that serve the needs or interests of each user. 

BASIC RULES FOR COMPUTER USE

·   A valid library card is required to login to a public access computer. Patrons are required to sign a computer use form that indicates the date and time.

·   Patrons are limited to 30 minutes a session if there are other patrons waiting.

·   Staff will provide reasonable assistance to patrons regarding technology.

·   Computers will be turned off ten minutes prior to closing.

·   The library cannot be held responsible for any damage or loss of data incurred while using library technology.

The Library cannot control the nature or content of the information accessed on the internet, nor can the Library protect users from content they might find offensive. Not all information on the internet is accurate, current or complete. Library users are encouraged to be critical consumers and to evaluate the validity of information carefully. Users are responsible for the access points they reach.

Any use of library computers or internet service that interferes with activities of the library, its users or its network is strictly prohibited. Prohibited behaviors include but are not limited to:

·   Use of the Internet for activities that violate local, state, or federal laws.

·   Accessing material harmful to minors

·   Harassing, bullying, libeling, or slandering

·   Altering, installing or damaging computer hardware or software

·   Violating copyright or software licensing

·   Accessing obscenity and pornography

The Library reserves the right to terminate the user’s computer privileges for abuse of these conditions. Appeals may be made to the Library Director who will refer the appeal to the Board of Trustees.

CHILDREN

·   A person under age 18 must have parental permission to use the internet

·   Children under the age of 8 may not use the internet unless they are under the direct supervision of a parent or guardian.

·   Children are expected to respect and observe the library’s rules of conduct.  Failure to comply with these rules may result in loss of computer privileges. 

·   The Library assumes no responsibility for the use of the Internet by children and young adults. It is the responsibility of parents and/or legal guardians to determine what their children may read, use or access on the Internet.

CHARGES

·   Printing charges will be 10 cents per page.

·   Faxing is 50 cents per page.

·   Cash only

PRIVACY

·   Use of the internet cannot be considered secure. Patrons should limit their activities accordingly.

·   Non-library files on the computer hard drive, the contents of temporary folders and bookmarks will be deleted.

·   The West Chazy Dodge Library will treat information displayed on its computers and/or printers, including its patron and circulation records as confidential. 

WIRELESS POLICY

The West Chazy Dodge Library provides wireless access to the library’s Internet service for properly equipped and configured laptops and hand-held devices. When patrons use the Library's Internet service, they are accepting the Library's Computer Use Policy.  

The wireless signal may be accessed throughout the library and in the parking lot and in front of the building.

Using Wi-Fi poses the same risks to personal information that a wired network pose. The Library cannot assure the safety of the user’s data when the Library’s wired or wireless Internet is being accessed.

·   Patrons are responsible for their own equipment. The Library cannot accept the liability of handling patron-owned equipment.

·   The Library shall not be responsible for any loss of data or damage to personal equipment.

Reviewed and approved by the board of trustees in July 2021

WEST CHAZY DODGE LIBRARY TRUSTEE ETHICS POLICY

Public library Trustees are accountable for the resources of the library as well as to see that the library provides the best possible service to its community. Every Trustee makes a personal commitment to contribute the time and energy to faithfully carry out his/her duties and responsibilities effectively and with absolute truth, honor, and integrity.

• Trustees shall respect the opinions of their colleagues and not be critical or disrespectful when they disagree or oppose a viewpoint different than their own.

• Trustees shall comply with all the laws, rules and regulations that apply to them and to their library.

• Trustees, in fulfilling their responsibilities, shall not be swayed by partisan interests, public pressure or fear of criticism.

• Trustees shall not engage in discrimination of any kind and shall uphold library patrons’ rights to privacy in the use of library resources.

• Trustees must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of the library, acknowledging and supporting the formal position of the Board even if they disagree.

• Trustees must respect the confidential nature of library business and not disclose such information to anyone. Trustees must also be aware of and in compliance with Freedom of Information laws.

• Trustees must avoid situations in which personal interests might be served or financial benefits gained because of their position or access to privileged library information, for either themselves or others.

• A Trustee shall immediately disqualify him/herself whenever the appearance of or a conflict of interest exists.

• Trustees shall not use their position to gain unwarranted privileges or advantages for themselves or others from the library or from those who do business with the library. • Trustees shall not interfere with the management responsibilities of the director or the supervision of library staff.

• Trustees shall support the efforts of librarians in resisting censorship of library materials by groups or individuals.

Reviewed and adopted by the West Chazy Dodge Library Board of Trustees January 9, 2024

WEST CHAZY DODGE LIBRARY DISASTER PLAN

Board President during and after a disaster:

·  Will make critical decisions in conjunction with the library board and director.

·  Works with public safety officers to determine when building is safe for reentry.

Designated Board Member during and after a disaster:

·      Oversees utility restoration (electric, water, gas).

·      Contracts with construction companies for building restoration.

Designated Board Member during and after a disaster:

·      Submits insurance claims.

·      Photographs the damage to the collections and library contents, as well as damage to the building, if appropriate

Treasurer during and after a disaster:

·  Ensures insurance coverage is up-to-date

·  Facilitates emergency funding

·  Acts as financial liaison with FEMA, if appropriate

·      Contacts media with library-related announcements, including library closure and re-opening.

·      Authorizes payment for supplies and services if needed.

Secretary during and after a disaster:

·      Acts as a conduit for public information of the disaster.

·      Contacts media with library-related announcements, including library closure and re-opening.

·      Authorizes payment for supplies and services if needed.

Library Director during and after a disaster:

·      assumes the role of Library Emergency Disaster Coordinator until the board president and board members are contacted.

·      Takes appropriate action and makes decisions for the safety of the public.

·      Is responsible for evacuation of any patrons present.

·      Calls emergency responders if needed.

·      Maintains direct communication with Library Board.

·      Begins salvage operations after building is deemed safe.

·      Reestablishes computer network.

Regular duties:

·      Regular Duties

·      Ensures disaster plan is updated regularly.

·      Creates and maintains telephone list.

·      Assures Fire extinguishers and Smoke detectors are maintained.

Library Closure Procedure

Short Term Closing (i.e. bad weather, burst sewer pipe, electrical outage, medical emergency, etc.):

Library Director will contact the library board president.

·      Signs will be posted as soon as possible.

Long Term Closing (i.e. natural disasters, gas leak, fire, structural failure. etc.)

Library Director will contact the library board, starting with the board president. A meeting will be arranged to discuss long term plans.

Emergency Evacuation Procedures

Library Director is responsible for evacuation of any patrons.
Emergency responders will be called at the earliest possible opportunity.

Location of Emergency Supplies:

First Aid Kit: in computer cupboard desk.
Fire Extinguishers: near front door, near back door, in stairwell

Emergency Contacts

Police/Fire/Ambulance: 911
State Police: 518-846-7700
Oil Company: Vaincourt Fuels: 518-483-0317
Electric Company: National Grid: 1-800-892-2345
Phone Service: Chazy Westport 518-846-7111

The West Chazy Dodge Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. All employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of The West Chazy Dodge Library’s commitment to a discrimination-free work environment. Sexual harassment is against the law[1] and all employees have a legal right to a workplace free from sexual harassment and employees are urged to report sexual harassment by filing a complaint internally with The West Chazy Dodge Library. Employees can also file a complaint with a government agency or in court under federal, state or local antidiscrimination laws.

Policy:

1.    The West Chazy Dodge Library’s policy applies to all employees, applicants for employment, interns, whether paid or unpaid, contractors and persons conducting business, regardless of immigration status, with The West Chazy Dodge Library. In the remainder of this document, the term “employees” refers to this collective group.

2.    Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action (e.g., counseling, suspension, termination).

3.    Retaliation Prohibition: No person covered by this Policy shall be subject to adverse action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. The West Chazy Dodge Library will not tolerate such retaliation against anyone who, in good faith, reports or provides information about suspected sexual harassment. Any employee of The West Chazy Dodge Library who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. All employees, paid or unpaid interns, or non-employees[2] working in the workplace who believe they have been subject to such retaliation should inform a supervisor, manager, or [a member of the board] All employees, paid or unpaid interns or non-employees who believe they have been a target of such retaliation may also seek relief in other available forums, as explained below in the section on Legal Protections.

4.    Sexual harassment is offensive, is a violation of our policies, is unlawful, and may subject The West Chazy Dodge 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 and supervisors who engage in sexual harassment or who allow such behavior to continue, will be penalized for such misconduct.

5.    The West Chazy Dodge Library will conduct a prompt and thorough investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. The West Chazy Dodge Library will keep the investigation confidential to the extent possible. Effective corrective action will be taken whenever sexual harassment is found to have occurred. All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.

6. All employees are encouraged to report any harassment or behaviors that violate this policy. The West Chazy Library will provide all employees a complaint form for employees to report harassment and file complaints.

7. Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe or become aware of, to [member of the board of trustees].

8.    This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be provided to all employees and should be posted prominently in all work locations to the extent practicable (for example, in a main office, not an offsite work location) and be provided to employees upon hiring.

What Is “Sexual Harassment”?

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, self-identified or perceived sex, gender expression, 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 reporting 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 includes, but is not limited to, words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.

Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.

Any employee who feels harassed should report 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 acts of a sexual nature, such as:

o   Touching, pinching, patting, kissing, hugging, 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 target’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 or 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.

Who can be a target of sexual harassment?

Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid interns, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. Harassers can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.

Where can sexual harassment occur?

Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises, on personal devices or during non-work hours.

Retaliation

Unlawful retaliation can be any action that could discourage a worker from coming forward to make or support a sexual harassment claim. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation (e.g., threats of physical violence outside of work hours).

Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.” Protected activity occurs when a person has:

·      made a complaint of sexual harassment, either internally or with any anti-discrimination agency;

·      testified or assisted in a proceeding involving sexual harassment under the Human Rights Law or other anti-discrimination law;

·      opposed sexual harassment by making a verbal or informal complaint to management, or by simply informing a supervisor or manager of harassment;

·      reported that another employee has been sexually harassed; or

·      encouraged a fellow employee to report harassment.

Even if the alleged harassment does not turn out to 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.

Reporting Sexual Harassment

Preventing sexual harassment is everyone’s responsibility. The West Chazy Dodge Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee, paid or unpaid intern or non-employee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or [member of the board of trustees]. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager or [member of the board of trustees].

Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this Policy, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of other employees should use the complaint form and note that it is on another employee’s behalf.

Employees, paid or unpaid interns or non-employees who believe they have been a target of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.

Supervisory Responsibilities

All supervisors and managers who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to [member of the board of trustees].

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

Supervisors and managers will also be subject to discipline for engaging in any retaliation.

Complaint and Investigation of Sexual Harassment

All complaints or information about sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.

An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, commenced immediately and completed as soon as possible. The investigation will be kept confidential to the extent possible. All persons involved, including complainants, witnesses and alleged harassers will be accorded due process, as outlined below, to protect their rights to a fair and impartial investigation.

Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. The West Chazy Dodge 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, [member of the board of trustees] will conduct an immediate review of the allegations, and take any interim actions (e.g., instructing the respondent to refrain from communications with the complainant), as appropriate. If complaint is verbal, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the verbal reporting.

·      If documents, emails or phone records are relevant to the investigation, take steps to obtain and preserve them.

·      Request and review all relevant documents, including all electronic communications.

·      Interview all parties involved, including any relevant witnesses;

·      Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:

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).

·      Keep the written documentation and associated documents in a secure and confidential location.

·      Promptly notify the individual who reported and the individual(s) about whom the complaint was made of the final determination and implement any corrective actions identified in the written document.

·      Inform the individual who reported of the right to file a complaint or charge externally as outlined in the next section.

Legal Protections And External Remedies

Sexual harassment is not only prohibited by The West Chazy Dodge Library] but is also prohibited by state, federal, and, where applicable, local law.

Aside from the internal process at The West Chazy Dodge 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, you may seek the legal advice of an attorney.

In addition to those outlined below, employees in certain industries may have additional legal protections.

State Human Rights Law (HRL)

The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to all 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 the Division of Human Rights (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 sexual harassment. An individual may not file with DHR if they have already filed a HRL complaint in state court.

Complaining internally to The West Chazy Dodge Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.

You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR.

DHR will investigate your complaint and determine whether there is probable cause to believe that sexual harassment has occurred. Probable cause cases are forwarded to a public hearing before an administrative law judge. If sexual harassment is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying of 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. You may call (718) 741-8400 or visit: 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.

Civil Rights Act of 1964

The United States Equal Employment Opportunity Commission (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.

An employee alleging discrimination at work can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (TTY: 1-800-669-6820), visiting their website at www.eeoc.gov or via email at info@eeoc.gov.

If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.

Local Protections

Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10th Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.

Contact the Local Police Department

If the harassment involves unwanted physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.

Adopted by the board of trustees September 2023

[1] While this policy specifically addresses sexual harassment, harassment because of and discrimination against persons of all protected classes is prohibited. In New York State, such classes includeage, race, creed, color, national origin, sexual orientation, military status, sex, disability, marital status, domestic violence victim status, gender identity and criminal history.

[2] A non-employee is someone who is (or is employed by) a contractor, subcontractor, vendor, consultant, or anyone providing services in the workplace. Protected non-employees include persons commonly referred to as independent contractors, “gig” workers and temporary workers. Also included are persons providing equipment repair, cleaning services or any other services provided pursuant to a contract with the employer.

1) Obligation of Trustees and Employees

Trustees and employees of the Library have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which the Library wishes to operate. The purpose of these guidelines is to provide general direction so that employees and Trustees can seek further clarification on issues related to the subject of acceptable standards of operation.

2) Duty to Disclose

If an employee or Trustee has any influence on transactions involving purchases, contracts, or leases from which he/she may gain financially in a material amount, he/she has a duty to disclose to the President or other officer on the Board, the existence of any actual or potential conflict of interest in writing.

3) What Constitutes Conflict of Interest

An actual or potential conflict of interest occurs when an employee or Trustee is in position to influence a decision that may result in a personal gain for the employee or Trustee or for a family member as a result of the Library’s business dealings. For the purposes of this policy, a Trustee or employee has an interest in a proposed transaction if he/she has a financial interest in it in a material amount, or has a financial interest in any organization involved in the proposed transaction, or holds a position as Trustee, Director, or principal officer in any such organization or receives any indirect remuneration or gifts or favors. 

4) Determining Whether a Conflict of Interest Exists

·       After disclosure by a current Trustee or employee of an interest in a proposed transaction, the interested person shall leave the board or committee meeting while the nature and amount of the financial interest is discussed. The remaining disinterested Board or committee members shall determine by a majority vote if a conflict of interest exists.

5) Procedures for Addressing the Conflict of Interest

·       If it is decided that a conflict of interest exists, the Board shall determine by a majority vote of the disinterested Trustees whether the transaction is in the Library’s best interest and is fair and reasonable to the Library. The Board shall also make its decision as to whether to enter into the transaction or arrangement in any event.

·       If the Board determines that the transaction is not in the Library’s best interest, members of the Board may explore an alternative arrangement which would not give rise to a conflict of interest.

6) Violation of the Conflicts of Interest Policy

If the Board has reasonable cause to believe that a Trustee, officer or employee has failed to disclose actual or possible conflicts of interest, it shall inform the person of the basis for its belief and allow the person an opportunity to explain the alleged failure to disclose.

Reviewed and adopted by the West Chazy Dodge Library Board of Trustees 2023

Top of Form

Bottom of Form

Purpose:

The West Chazy Dodge Library (hereinafter, “DODGE”) encourages all staff, board members and volunteers, acting in good faith to report suspected or actual wrongful conduct. Any DODGE staff member, board member or volunteer who reports a suspected or actual wrongful conduct, in good faith, will not be fired or otherwise retaliated against for making the report. This whistleblowing policy is intended to protect the reporter when concerns are raised regarding the following:

· Incorrect financial reporting

· Unlawful activity

· Activities that are not in line with DODGE policies

· Activities which otherwise amount to serious improper conducts.

The DODGE is committed to upholding the highest of standards of ethical, moral, and legal business conduct, and the commitment to open communication.

 All staff members, trustees, and volunteers are required to uphold high standards of business and personal ethics in the conduct of their duties and responsibilities. This policy provides an avenue for all employees and board members to raise any concerns without the fear of retaliation.

Regulations:

 Any employee, trustee or volunteer who files a report concerning a violation or suspected violation of this policy must be doing so in good faith and have reasonable grounds for believing the information in the report indicates a violation of this policy. Any employee, trustee or volunteer who knowingly makes a report/complaint in bad faith (gives false information or makes a report in retaliation) will be subject to disciplinary action and/or personnel action up to and including termination, consistent with DODGE policies. Any employee or trustee who reports in good faith a possible violation of this policy will not suffer any harassment, retaliation, or adverse employment consequence. Any employee who retaliates against someone who has filed a complaint in good faith is subject to disciplinary action and/or personnel action up to and including termination, consistent with DODGE policies.

All violations or suspected violations may be submitted on a confidential or anonymous basis. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. The Whistleblower policy is intended to encourage and promote employees and others to raise any serious concerns within DODGE prior to seeking resolution outside DODGE.

Reporting Violations:

Individuals should share their questions, concerns, suggestions, or complaints with the Library Director, who will address the concern promptly. If it is inappropriate to make the report with the Library Director, individuals can take their concerns to any Board Member.

All reports should be made using the Whistleblower Reporting Form.

Anonymous reports may be mailed to: West Chazy Dodge Library Board President: PO Box 226, West Chazy, 12992

Handling Reports:

 An appropriate investigation will be undertaken and a report summarizing the findings will be given to the individual who filed the complaint (if a name is given) within 5 business days. If more than 5 business days are needed, the individual who filed the complaint will be notified in writing, of an estimated date the investigation will be completed (to be done no later than 30 days after the first report is made). Steps will be taken to deal with the issue consistent with DODGE policies.

Responsibilities:

 All staff member, board members and volunteers must be knowledgeable about this policy. All reports/complaints made must go through the appropriate channels noted above. Management must make sure that all employees, trustees and volunteers are aware of this policy and understand the channels of reporting. Any findings of wrongful conduct or false allegations must be kept in the individual’s personnel file. The individual(s) who undertake the investigation must uphold confidentiality to the fullest extent possible, and must investigate the claim in a clear state of mind.

Adopted by the Board of Trustees July 2023

The West Chazy Dodge Library Report Form

 Applies to: Employees, Board of Trustees and Volunteers

Instructions: Submit this form using the appropriate channel, as noted in the Whistleblower Policy: “Reporting Violations Individuals should share their questions, concerns, suggestions, or complaints with the Library Director, who will address the concern promptly. If it is inappropriate to make the report with the Library Director, individuals may take their concerns to any board member.

Anonymous reports may be mailed to: West Chazy Dodge Library Board President: PO Box 226, West Chazy, 12992

 All reports should be made using this Whistleblower Reporting Form.

Date Report Made/Filed: ___________________________

Person reporting the actual or suspected wrongful conduct: (Do not complete this section if you wish this to be an anonymous report)

Name: __________________________________

E-mail Address: ___________________________

Person against whom the report of actual or suspected wrongful conduct is being made:

Name: ­­­­­­­­­­­­­­­­­­­___________________________

Title: _____________________________

*Use the back of this form or additional sheets to describe the alleged wrongful conduct. Include specific facts and any documentation you have, as well as the names of any individual at the DODGE (or member libraries of CEFLS) with whom you have discussed your concerns.

THE WEST CHAZY DODGE LIBRARY PURCHASING/PROCUREMENT/PETTY CASH POLICY

Budget and Finance

 The West Chazy Dodge Library has a board-approved written budget. This budget is developed annually as a cooperative process between the board’s treasurer, the library director, and the Board of Trustees. Each year, it is determined if the library’s revenues are adequate to meet the needs of the community. If the revenues are not adequate to meet the needs of the community, the board of trustees takes action to increase the library’s revenue.

The West Chazy Dodge Library spends an allocation of its operating budget on materials for patrons. Materials include books, audiovisual materials, periodicals, and fees for automated library services.

On a monthly basis, the library director presents a written report on library operations to the board of trustees. These reports include such areas as library usage, collection development, and programming in addition to any other relevant and pertinent information.

The library maintains adequate records of library operations with the help of a bookkeeper. This record of library operations is presented, by the treasurer, at each board of trustees monthly meeting and clearly indicates the financial position of the library. In addition to the general financial position of the library, this record clearly indicates the current position of each budgetary line item including budgeted amount, receipts, monthly.

Routine Banking Procedures

The treasurer of the West Chazy Dodge Library is authorized to pay bills as approved by the board of trustees.

The library director is not authorized to sign checks or receive cash from library accounts except when the board of trustees authorizes such action.

Purchase policy

Purchases under $100 at the discretion of the Library Director.

Purchases between $100 and $300 the Director must consult the Treasurer. ie. Emergency replacement or repair of furniture, equipment, etc.

Purchases over $300, the Library Director will consult with the board of trustees.

Ethics and Conflict of interest

It is critical that all employees, trustees and officers “maintain high ethical standards of conduct and avoid situations where there is even the appearance of impropriety.” [1] The West Chazy Dodge Library requires notification of potential conflicts of interest of its employees and trustees in procurement. Prohibited interests are avoided. In the event that a conflict or potential conflict of interest is identified, the Board of Trustees will review the situation and take action as appropriate.

Petty Cash policy

Petty Cash fund shall be established for the West Chazy Dodge Library for the purchase of minor expenses for official library business and for which the issuance of a check would be impractical. Incidental expenses allowed through petty cash include registered mail, postage, and emergency supplies the amount of such fund will not exceed $200.00.

The Board of Trustees of the West Chazy Dodge Library shall appoint the 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:

·      The petty cash fund amount and the maximum amount for individual cash reimbursements will be established by a resolution of the Library Board.

·      Receipts and cash-on-hand must always total no more than the authorized fund amount.

·      Payments may be made from petty cash for materials, supplies or services requiring immediate payment.

·      The library director, or designee, will maintain a log of disbursements from the petty cash fund.

·      All disbursements from such funds are to be supported by receipted bills or other evidence documenting the expenditure.

·      Cash advances are not allowed. However, mitigating circumstances may arise when the library director may choose to approve the release of petty cash for official library business before the expense has been incurred.

Adopted by the board of trustees in February 2025

WEST CHAZY DODGE LIBRARY COLLECTION DEVELOPMENT AND MANAGEMENT POLICY

Objectives

The purpose of the West Chazy Dodge Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, and leisure.

Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy to meet community interests and needs.

The materials selection/collection development policy is used by the library director in the selection of materials and serves to acquaint the general public with the principles of selection.

The Library Bill of Rights and The Freedom to Read Statement are integral parts of the policy. The materials selection/collection development policy, like all other policies, will be reviewed and/or revised as the need arises.

Responsibility for Selection:

The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the West Chazy Dodge Library Board of Trustees. The director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff

Criteria for Selection:

1.The main points considered in the selection of materials are:

·      individual merit of each item

·      popular appeal/demand

·      suitability of material for the clientele

·      existing library holdings

·      budget

2. Reviews are a major source of information about new materials. The primary source(s) of reviews is (are) The New York Times Best Seller List, Kirkus Review, etc.

3. The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title that is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged based on the work as a whole, not on a part taken out of context.

Interlibrary Loan:

Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library's collection.

In return for utilizing interlibrary loan to satisfy the needs of our patrons, the West Chazy Dodge Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.

Gifts and Donations:

Accepting gifts and donations is an important way for the public library to benefit from the generosity of the community it serves. The West Chazy Dodge Library encourages and appreciates gifts and donations.

Gifts and donations of materials are reviewed using the same criteria as purchases. The library will determine how to best incorporate such materials into the existing collections. The library reserves the right to dispose of any gifts that are given to the library. Finally, acceptance of any donation is ultimately at the discretion of the library director.

Guidelines :

1.Quantity

Unless the Library Director approves, we will only accept one bag or small box at a time.

● Materials Encouraged:

o   books (recently published preferred) in very good/excellent condition

o   DVD’s/Blu-rays in very good/excellent condition

● Generally Restricted Materials

o   atlases/encyclopedias

o   study guides, textbooks, or workbooks

o   magazines

2. Condition General rule: If you wouldn’t buy or give it to a friend, think twice about donating it. Condition matters – if your items have any of the following issues, they usually won’t be accepted:

● Not Accepted:

o   cassettes/VHS tapes

o   discarded library materials

o   materials with excessive writing, marking, or highlighting

o   moldly, smelly, or water-damaged materials

o   materials missing binding, cover or pages

o   medicine, professional, science, and technology materials more than 5 years old

o   Readers Digest condensed books

By law, the library is not allowed to appraise the value of donated materials.

Weeding:

An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director/library manager and is authorized by the Board of Trustees. Withdrawn materials will be handled in a similar manner and under the same authority as donated materials.

Criteria for Weeding

1. The main points considered in the selection of materials for weeding are:

·      Record of use- the item has not circulated for a minimum of 5 years (rare books are exempt from this circulation criteria)

·      Currency- the subject matter is out-of date, factually inaccurate, or no longer relevant to current times; illustrations are outmoded or perpetuate gender, racial, or cultural stereotypes.

·      Dispensability- duplicate copies or duplicates no longer needed in the collection.

·      Physical Condition- the item is torn, soiled, or worn; pages or parts are missing.

Potential Problems or Challenges:

The West Chazy Dodge Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made based on anticipated approval or disapproval but solely based on the principles stated in this policy.

Responsibility for the reading of children rests with their parents or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children. Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.

Challenged Materials:

Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection may write a letter to the library. The inquiry will be placed on the agenda of the next regular meeting of the Board of Trustees and will be reviewed under the reconsideration standards outlined below:

Reconsideration policies ask those charged with reviewing a challenged book to set aside their personal beliefs and evaluate the work considering the objective standards outlined in the library’s materials selection policy.

The trustees will bear in mind the principles of the freedom to read and base their decision on these broad principles rather than on defense of individual materials. The freedom to read is essential to our democracy.

When reviewing a challenged book, trustees will:

• Read all materials, including the full text of the material in question and read available reviews.

• Review library mission statement, policies, and professional guides.

• The general acceptance of the materials should be checked by consulting standard evaluation aids and selection policies.

• Challenged materials should not be removed from the collection while under reconsideration.

• Passages or parts should not be pulled out of context. The values and faults should be weighed against each other and the opinions based on the materials as a whole.

• In order to prevent a tie, the library director should recruit an odd number of members for the committee.

• While it may be prudent to state what area/role a committee member represents in the makeup of the committee (ie, teacher, librarian, community member, administration, parent, etc), the personal identification should remain anonymous to protect the objectivity of the deliberation.

• While there may be a need for public comments to be heard, the reconsideration committee meeting should be closed. Public comments can be directed to the director or governing body.

• The committee’s recommendation is to be an objective evaluation of the material within the scope of a library’s collection policy.

• The report, presenting both majority and minority opinions, should be presented to the governing body with a recommendation to retain the material in its original location, to relocate the material to an advisory location, or to remove the material.

• Establish a procedure for communicating the committee’s recommendation to the governing body and to the person who made the formal reconsideration request. For example, the committee communicates its decision to the director, who then communicates the decision to the person who make the challenge as well as to the library’s governing board.

Adopted by the board of trustees in February 2025

THE WEST CHAZY DODGE LIBRARY PURCHASING/PROCUREMENT/PETTY CASH POLICY

Budget and Finance

 The West Chazy Dodge Library has a board-approved written budget. This budget is developed annually as a cooperative process between the board’s treasurer, the library director, and the Board of Trustees. Each year, it is determined if the library’s revenues are adequate to meet the needs of the community. If the revenues are not adequate to meet the needs of the community, the board of trustees takes action to increase the library’s revenue.

The West Chazy Dodge Library spends an allocation of its operating budget on materials for patrons. Materials include books, audiovisual materials, periodicals, and fees for automated library services.

On a monthly basis, the library director presents a written report on library operations to the board of trustees. These reports include such areas as library usage, collection development, and programming in addition to any other relevant and pertinent information.

The library maintains adequate records of library operations with the help of a bookkeeper. This record of library operations is presented, by the treasurer, at each board of trustees monthly meeting and clearly indicates the financial position of the library. In addition to the general financial position of the library, this record clearly indicates the current position of each budgetary line item including budgeted amount, receipts, monthly.

Routine Banking Procedures

The treasurer of the West Chazy Dodge Library is authorized to pay bills as approved by the board of trustees.

The library director is not authorized to sign checks or receive cash from library accounts except when the board of trustees authorizes such action.

Purchase policy

Purchases under $100 at the discretion of the Library Director.

Purchases between $100 and $300 the Director must consult the Treasurer. ie. Emergency replacement or repair of furniture, equipment, etc.

Purchases over $300, the Library Director will consult with the board of trustees.

Ethics and Conflict of interest

It is critical that all employees, trustees and officers “maintain high ethical standards of conduct and avoid situations where there is even the appearance of impropriety.” [1] The West Chazy Dodge Library requires notification of potential conflicts of interest of its employees and trustees in procurement. Prohibited interests are avoided. In the event that a conflict or potential conflict of interest is identified, the Board of Trustees will review the situation and take action as appropriate.

Petty Cash policy

Petty Cash fund shall be established for the West Chazy Dodge Library for the purchase of minor expenses for official library business and for which the issuance of a check would be impractical. Incidental expenses allowed through petty cash include registered mail, postage, and emergency supplies the amount of such fund will not exceed $200.00.

The Board of Trustees of the West Chazy Dodge Library shall appoint the 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:

·      The petty cash fund amount and the maximum amount for individual cash reimbursements will be established by a resolution of the Library Board.

·      Receipts and cash-on-hand must always total no more than the authorized fund amount.

·      Payments may be made from petty cash for materials, supplies or services requiring immediate payment.

·      The library director, or designee, will maintain a log of disbursements from the petty cash fund.

·      All disbursements from such funds are to be supported by receipted bills or other evidence documenting the expenditure.

·      Cash advances are not allowed. However, mitigating circumstances may arise when the library director may choose to approve the release of petty cash for official library business before the expense has been incurred.

Adopted by the board of trustees in February 2025