Unless otherwise noted, Board of Trustee Meetings will take place on the third Wednesday of the month at 7:30 p.m. at the Library. Members of the public are welcome to attend. A listing of upcoming meetings and additional information can be found here.
There are two types of memberships available:
- RESIDENTS OF PORT WASHINGTON: Residents of the Port Washington School District may fill out the application form online or at the library. The application is processed and a card mailed to the resident at his/her home address. There is no fee for this card.
- EMPLOYED IN PORT WASHINGTON: A person employed in Port Washington must enter his/her place of employment, employer’s address, and telephone number as indicated on the application form. The library verifies the employment, processes the card, and mails it to the employee’s home address. There is no fee for this card. This card must be updated yearly upon verification of employment. This card may only be used at PWPL and cannot be used for direct access borrowing at other libraries.
Library Borrowing Policies
The Port Washington Public Library does not charge overdue late fines for any circulating materials.
The Library does assess some fees for lost or damaged materials. Patrons are responsible for returning or renewing items they check out before the due date. Items are declared lost after they have been overdue for 30 days and a replacement fee will be charged to the patron’s account. Borrowing privileges may be suspended for patrons until a replacement fee has been paid or the overdue material/s have been returned.
No petitions may be signed in the Library or outside the building on Library property other than petitions for Library purposes. In addition, the Library building, and grounds may not be used for a public forum except as provided in the Meeting Room policy.
(March 1989)
The Library recognizes that its circulation records and other records identifying the names of Library users with specific materials are confidential in nature. These records shall not be made available to any agency of state, federal or local government except pursuant to such process, order, or subpoena as may be authorized under the authority of, and pursuant to, federal, state or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power. Upon receipt of such process, order, or subpoena, the Library’s officers will consult with their legal counsel to determine if such process, order, or subpoena is in proper form and if there is a showing of good cause for its issuance.
OFFICER AND EMPLOYEE CODE OF ETHICS AND CONFLICT OF INTEREST POLICY
The Library Board of Trustees recognizes that sound, ethical standards of conduct serve to increase the effectiveness of the Library Board of Trustees, Library staff and volunteers. Actions based on an ethical code of conduct promote public confidence and the attainment of Library goals. The Board also recognizes its obligation, under the provisions of the New York General Municipal Law, to adopt a code of ethics setting forth the standards of conduct required of all Library officers and employees.
The Library Board of Trustees is also committed to avoiding any situation in which the existence of simultaneous, conflicting interests of any Library officer or employee may call into question the integrity of the management or operation of the Library. The Board affirms its commitment to adhere scrupulously to all applicable provisions of law regarding material conflicts of interest.
GIFTS: No officer or employee shall directly or indirectly solicit, accept, or receive any money or gift having a value of $75 or more, whether in the form of cash, check, loan, credit, services, travel, entertainment, hospitality, thing or promise, or any other form, under circumstances in which it could reasonably be inferred that the money or gift was intended to influence him/her/them in the performance of his/her/their official duties or was intended as a reward for any official action on his/her/their part. However, the Board welcomes and encourages the writing of letters or notes expressing gratitude or appreciation to staff members.
CONFIDENTIAL INFORMATION: No officer or employee shall disclose confidential information acquired by him/her/them in the course of his/her/their official duties or use such information to further his/her/their personal interest. In addition, he/she/they shall not disclose information regarding any matters discussed in an executive session of the Board of Trustees regardless of whether or not such information is deemed confidential.
REPRESENTATION BEFORE THE BOARD: An officer or employee shall not receive or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before the Library Board of Trustees.
REPRESENTATION BEFORE THE BOARD FOR A CONTINGENT FEE: An officer or employee shall not receive or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before the Library Board, whereby the compensation is to be dependent or contingent upon any action by the Board with respect to such matter, provided that this paragraph shall not prohibit the fixing at any time of fees based upon the reasonable value of the services rendered.
DISCLOSURE OF INTEREST IN MATTERS BEFORE THE BOARD: A member of the Board of Trustees and any officer or employee of the district, whether paid or unpaid, who participates in the discussion or gives official opinion to the Board on any matter before the Board shall publicly disclose on the official record the nature and extent of any direct or indirect financial or other private interest he/ she/they has/have in such matter. The term “interest” means a pecuniary or material benefit accruing to an officer or employee.
DISCLOSURE OF INTERESTS IN CONTRACTS: To the extent known, any officer or employee of the Library who has, or will have, or subsequently acquires any interest in any contract with the Library shall publicly disclose the nature and extent of such interest in writing to the Library Director as soon as he/she/they has/have knowledge of such actual or prospective interest.
INVESTMENTS IN CONFLICT WITH OFFICIAL DUTIES: No officer or employee of the Library shall invest or hold any investment directly or indirectly in any financial, business, commercial or other private transaction that creates a conflict with his/her/ or their official duties.
CERTAIN REAL PROPERTY INTERESTS PROHIBITED: No officer or employee of the Library who has an interest in any real property, either individually or as an officer or employee of a corporation or partnership, shall participate in the acquisition or plan for acquisition of said property or any property adjacent to said property by the Library. The term “participate” shall include the promotion of the site as well as the negotiation of the terms of the acquisition.
PROHIBITED CONFLICTS OF INTEREST: No Library officer or employee shall have an interest in any contract between the Library and a corporation or partnership of which he/she/they is/are an officer or employee when such Library officer or employee has the power to negotiate, prepare, authorize or approve the contract or authorize or approve payment thereunder, audit bills or claims under the contract, or appoint an officer or employee who has any of the powers or duties set forth above, and no chief fiscal officer, treasurer or his/her/their deputy or employee shall have an interest in a bank or trust company designated as a depository paying agent, registration agent or for investment of Library funds of which he/she/they is/are an officer or employee. The provisions of this action shall in no event be construed to preclude the payment of lawful compensation and necessary expenses of any Library officer or employee in one or more positions of public employment, the holding of which is not prohibited by law.
CERTAIN PROHIBITED ACTIONS: No person employed by the Library shall hire, supervise, evaluate, promote, review or discipline any other employee who is a member of the same family. In the event that marriage, promotion, or reorganization results in a situation not in compliance with this policy, reassignment or transfer will be effected in accordance with the applicable provisions of any collective bargaining agreement to correct the situation.
PRIVATE EMPLOYMENT: No officer or employee of the Library shall engage in, solicit, negotiate for or promise to accept private employment or render services for private interests when such employment or service creates a conflict with or impairs the proper discharge of his/her/their official duties.
FUTURE EMPLOYMENT: No officer or employee of the Library shall, after the termination of service or employment with the Library, appear before the Board or any panel or committee of the Board, in relation to any case, proceeding, or application in which he/she/they personally participated during the period of his/ o her/their service or employment or that was under his/her/their active consideration. This shall not bar or prevent the timely filing by a present or former Library officer or employee of any claim, account, demand or suit against the Library on his/her/their own behalf or on behalf of any member of his/her/their family arising out of any personal injury or property damage or for any lawful benefit authorized or permitted by law.
USE OF LIBRARY PROPERTY: No Library officer or employee shall use or permit the use of property, owned or leased to the Library, for anything other than official purposes or for activities not otherwise officially approved by the Library Board of Trustees.
DUTY TO DISQUALIFY: It is incumbent upon any Library officer or employee, whether paid or unpaid, to disqualify himself/herself/themself immediately whenever the appearance of a conflict of interest exists.
DUTY TO REPORT CONFLICTS OF INTEREST: In the event that any Library officer or employee knows of or perceives a direct or indirect conflict of interest, he/she/they shall report it to the Library Board of Trustees. Any resolution of such conflict by the Board shall hold the Library’s interest paramount, as well as maintain the Board’s integrity in its governing role.
DUTY TO REPORT VIOLATIONS OF THIS POLICY: Any Library officer or employee or any member of the public noting or suspecting a violation of this policy is encouraged to report the matter, either in confidence or in public, to the Library Board of Trustees.
Distribution of the Library Officer and Employee Code of Ethics and Conflict of Interest Policy
The Library Board of Trustees shall cause a copy of this Code of Ethics and Conflict of Interest Policy to be distributed to every officer and employee of the Library. Each officer and employee elected or appointed thereafter shall be furnished a copy before entering upon the duties of his/her/their office or employment. In addition, the Board shall ensure that a copy of Article 18 of the General Municipal Law shall be kept posted in each public building under the Library’s jurisdiction in a place conspicuous to the Library’s officers and employees.
Penalties
In addition to any penalty contained in any other provision of law, a Library officer or employee who shall knowingly and intentionally violate any of the provisions of this Code of Ethics and Conflict of Interest Policy may be subject to disciplinary action up to and including the imposition of fines, suspension, and dismissal, in the manner provided by applicable law. (Ethics Policy Adopted December 14, 2005)
EMERGENCY MANAGEMENT POLICY
The Library’s ability to function in an emergency is vital to the success of its operation. There are many types of emergencies which, if they occurred, could impact negatively on the provision of basic services. The Library recognizes that a comprehensive plan is needed to enhance its ability to operate in an emergency or disaster situation.
The development of this plan includes an identification of potential hazards that could affect Library operations and an assessment of the capabilities and mechanisms that the Library will use to recover from those hazards.
Comprehensive Approach
Dealing with emergencies and disasters is a complex and ongoing undertaking. Thorough implementation of preparedness measures, including effective planning, is the key to successfully applying timely and effective response mechanisms during an actual emergency. Further, provisions for short and long term recovery after the occurrence are essential in ensuring that the Library can maintain its obligation to staff, the public, and all the collections.
This Comprehensive Emergency Management Plan emphasizes the interrelationship of activities, functions, and expertise necessary to deal with emergencies. This plan contains three sections that deal separately with each part of this ongoing process.
Management Responsibilities
The plan outlines the strategies and emergency management responsibilities for all Library staff. Assignments are made within the framework of the present capability and existing organizational responsibilities. The primary responsibility for responding to an emergency within the Library rests with the Library Director. In addition, the Library Director has the primary authority to direct and coordinate emergency operations within the Library. This authority may be delegated to the Assistant Director who may also serve as the Emergency Preparedness/Recovery Manager.
Chain of Command
The Director or Assistant Director will be responsible for plant-wide operations, public information and ensuring that outside aid is called if necessary. Their duties may include:
• Determining when emergencies occur, and seeing that emergency procedures are developed to address them
• Directing all emergency activities including evacuation of personnel and the public, if necessary
• Ensuring that outside emergency services such as medical aid and local fire and/or police departments are called when necessary
• Directing the shutdown of plant operations when necessary
Emergency Response Team
Members of the Emergency Response Team should be trained for potential emergencies, and physically capable of carrying out their duties. They must know how to assess damage to collections and be able to recommend procedures for response.
Conclusion
This plan will serve as the over-arching policy, authority and general guidelines for the Library, and will be the basic plan which all future emergency preparedness modifications will build upon and support.
(Emergency Management Plan adopted by Board of Trustees February 16, 2011)
Library material on a specific subject, offered as a donation by an organization whose interests relate to that subject, may not be accepted by the Library with a guarantee that it will be added to the collection.
A donation by an organization of money to purchase material on a specific subject may be accepted. The selection of titles will be made by professional librarians trained to evaluate material and to maintain a balanced collection on the subject.
PURCHASING POLICY
The Board of Trustees recognize its responsibility to promulgate the purchasing policy of the Library, in order to obtain goods and services at the best possible price, in accordance with GML Section 104B.
The Board shall appoint a purchasing agent at the annual organizational meeting, who will be responsible for the implementation of all purchasing for the Library. If advantageous, purchases shall be made through New York State Contract and/or Nassau County Contracts.
Bids shall be let, as authorized by the Board, for all contracts for public works and all purchases in accordance with GML.
Purchases may be made under appropriate state and local contracts.
No employee has the authority to order supplies and equipment and charge such to the Library. The Library will not reimburse any employee for supplies and equipment which are so ordered unless approved by the purchasing agent.
The Board of Trustees will make certain that professional services are secured in a manner that protects the integrity of the process, ensures the prudent use of taxpayer dollars and provides a high-quality standard of service, in accordance with law and regulation. Professional services are defined as services requiring special skill and/or training, such as legal services, auditing services, or insurance.
On a periodic basis as determined by the Board of Trustees, the designated staff will prepare a comprehensive written request for proposals (“RFP”), which will contain critical details of the services sought. The RFP will specify that the proposal include the structure of the relationship between the Library and the provider, including, if applicable, the terms of the retainer, the hourly fees and other associated costs.
In reviewing the RFPs, the Library will consider, at a minimum, the following factors:
1. the suitability of the individual/firm for the Library’s needs;
2. the special knowledge or expertise of the individual/firm;
3. the credentials and applicable certifications of the individual/firm;
4. the quality of the service provided by the individual/firm;
5. cost;
6. the staffing availability from the firm or the time available from the individual.
RFPs for auditing services will be prepared no less than every five (5) years.
The Board of Trustees permits the use of a Library credit card by the Library Director or his/her/their designee to pay for actual and necessary expenses incurred in the performance of work-related duties for the Library. The credit card shall be in the name of the Library.
The Library shall establish a credit line not to exceed $5,000 on its credit card.
The Board shall ensure the credit card company is such that the Library preserves its right to refuse to pay any claim or portion thereof that is not expressly authorized, does not constitute a proper Library charge, or supersedes any laws, rules, regulations, or policies otherwise applicable. In addition, the Board will ensure that no claim shall be paid unless an itemized voucher approved by the employee whose action gave rise or origin to the claim, shall have been presented to the Board and shall have been audited and allowed.
The credit card may be used only for legitimate Library business expenditures. Further, any use of the credit card must be in accordance with the Library’s policy on purchasing. All “Reward” points accrued through credit card use will be used for Library purposes. (Adopted by the Board of Trustees July 6, 2011).
Users must take proper care of this credit card and take all reasonable precautions against damage, loss, or theft. Any damage, loss, or theft must be reported immediately to the Board and to the appropriate financial institution.
Failure to take proper care of the credit card or failure to report damage, loss or theft may subject the employee to financial liability and/or disciplinary action.
Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature or violate the intent of this policy may result in credit card revocation and discipline of the employee.
Users must submit detailed documentation, including itemized receipts for commodities, services, travel and/or other actual and necessary expenses which have been incurred in connection with Library-related business for which the credit card has been used.
(Resolution to incorporate the Use of Corporate Credit Cards policy into the Library Policy Manual was approved by the Board at the November 16, 2005 meeting.)
Purchases in excess of three thousand dollars ($3,000) shall be subject to competitive quotations. These competitive quotations must be in written proposals, written quotations or verbal quotations. All quotations shall be recorded. (January 2015)
The Board of Trustees reserves the right to reject any and all quotations which it determines are not in the best interests of the Library by reason of quality and/or not adhering to the specifications as described in the request for quotations.
All awards to other than the lowest responsible offeror must be documented containing all information justifying the reason and explanation for awarding to other than the lowest responsible offeror.
Contract awards will be made to local merchants, all else being equal.
The Board of Trustees shall annually review this policy. (November 1993)
PETTY CASH
The Board of Trustees authorizes a Petty Cash Fund in an amount of $150, or as may be modified by Board resolution, to be used for miscellaneous transactions in which the use of a check is not practical. The Director shall implement procedures to regulate the use and accounting for these funds. All disbursements from petty cash shall be recorded and supported by appropriate documentation. Replenishment of the Petty Cash Fund shall be made through the regular disbursement process in which all checks are subject to review by two members of the Board. (November 2016)
1. Gifts will be accepted which are in furtherance of the Library’s purposes, subject to the terms of this policy.
2. The terms of the gift must identify: a) the subject of the gift; b) the purpose of the gift; c) the beneficiary or beneficiaries, if any; and d) all conditions or restrictions that may apply. Other than cash and negotiable instruments, the Library’s Deed of Gift form must be signed by the donor. (February 2004)
3. If the gift is in trust, the obligation to invest and reinvest the principal shall be clearly specified and the application of the income or investment proceeds shall be clearly set forth.
4. Gifts may be designated for a specific purpose for which no special fund has been established if it is within the mission of the Library.
5. The Library will make the final decision on the use, display, housing, withdrawal or other disposition of all gifts.
6. The Library does not provide materials value assessment for tax purposes.
7. All gifts accepted will be acknowledged in writing. Any gift rejected by the Board shall be returned to the donor or his/her/their estate within sixty (60) days.
8. The Board of Trustees may vote to accept or reject proposed gifts. The acceptance of gifts whose estimated value is less than two hundred dollars ($200) will not require the approval of the Board of Trustees. The Library Director and appointed staff will determine the disposition of these gifts. (March 1996)
The Library’s mission is to respond to the community’s changing requirements for education, information, culture, recreation, and personal advancement, by providing free and open access to a broad spectrum of materials, programs, and services. The Library is committed to the principles of intellectual freedom in providing freely and equally to all members of the community resources whose contents span the panorama of human thought and experience.
The Library does not monitor and has no control over the information accessed through the Internet, and cannot guarantee the content, quality, or accuracy of information transmitted. Any patron who enters a fee-based service must incur any and all charges involved in the transaction.
Restriction of a child’s access to the Internet is the responsibility of the parent or legal guardian. Parents, guardians or care-givers are encouraged to actively participate with their children when using the Internet or other electronic resources, and to provide guidance for their usage.
Responsibilities of Library Staff and Users
Library staff will not monitor a user’s Internet use, except for length of use in order to ensure equal opportunity of access for everyone. The user, or parent or legal guardian of a minor, is responsible for his/her/their Internet sessions at all times. There is a time
limit for Internet use when other patrons are waiting to use the computers. Due to the limited resources available to the provision of public access to the Internet, the Library
may set limits on the use of large files of still or moving images or sound, or on downloading files in any medium.
Disclaimers
While the Library endeavors to provide access to information of the highest quality, it does not endorse or sanction the content or point of view of any information or commentary found on the Internet. The Library specifically disclaims any warranties as to the information’s accuracy, timeliness, authoritativeness, usefulness or fitness for a particular purpose.
The Library assumes no responsibility for direct, indirect or consequential damages related to the use of information accessed through the Library’s Internet service.
Supervising Children’s Use
The Library and its staff do not and cannot act in the place of parents in providing supervision of children as they explore the Internet and other electronic devices. Parents or legal guardians assume all responsibility for deciding which Library resources are appropriate for their own children. Parents or legal guardians should guide their children in the use of the Internet and inform them about materials they should not use. While the Library affirms the responsibilities of parents and guardians to monitor and determine their children’s access to Library materials and resources, including those available through computers, the Library has taken certain measures designed to assist in the safe and effective use of these resources by all minors.
A. To address the issue of access by minors to inappropriate material on the Internet, including material that is harmful to minors, the Library:
1. Uses filtering software on computers located in the Children’s Room.
2. Develops and maintains special web sites for children and teens;
3. Develops and provides training programs on safe and effective Internet use; and
4. Distributes relevant publications about safe Internet use.
B. To address the issue of the safety and security of minors when using electronic mail, chat rooms and other forms of direct electronic communi-cations, as well as the unauthorized disclosure, use and dissemination of personal identification information regarding minors, the Library provides training programs. Minors shall adhere to the following safety guidelines:
1. Never give out identifying information such as home address, school
name, or telephone number.
2. Let parents or guardians decide whether personal information such as
age, marital status, or financial information should be revealed.
3. Never arrange a face-to-face meeting with someone via the computer
without parents’ or guardians’ approval.
4. Never respond to messages that are suggestive, obscene, threatening,
or make one uncomfortable.
Acceptable Use Rules
1. Computers shall not be used for illegal activities or to access illegal materials. Transmitting and/or receiving obscene documents and/or child pornography is a violation of law and is not permitted under any circumstances. 6/08
2. Internet computers shall not be used to communicate threats of violence or engage in communications that are harassing as defined by law.
3. Minors, whether or not accompanied by a parent or guardian, shall not use computers to access materials “harmful to minors” as currently defined by law.
4. Installation, downloading or modification of software is prohibited.
5. Users shall respect all copyright laws and licensing agreements.
6. Users shall not make any attempt to gain access to restricted computer files or networks or to damage or modify computer equipment or software.
7. Users shall respect the privacy of others and shall refrain from attempting to view or read material being used by others.
8. Users are financially responsible for any charges that they may incur from their use of the Internet.
9. Minors should NEVER disclose any personal identification information over the Internet.
10. Users shall not intentionally propagate computer viruses.
Privacy
The Library’s computers are not private. Users should have no expectation of privacy as all computer workstations and printers are in view of other patrons and staff. Users engaging in financial transactions or other activities that require confidentiality do so at their own risk.
Response to Violations
The Library reserves the right to terminate an Internet session that disrupts library services or that involves user behavior that violates the Library’s policies.
Failure to comply with this policy and its procedures will result in the forfeiture of the user’s right to access these computers and where appropriate, referral to law enforcement authorities. (September 2002)
MATERIAL SELECTION POLICY
PHILOSOPHY OF LIBRARY OPERATION
We believe that humanity’s greatest asset is the ability to communicate observations, experiences, hopes, meditations, fears, joys and sorrows across all barriers of time and space through the written word and other forms of expression.
We believe the role of a public library in a free society is to hold open a window through which people may freely view the whole panorama of human thought and experience in literature, science, the arts, philosophy, religion, history and politics, and in every field in which humanity’s thoughts have been recorded.
We believe this is the role which we, as trustees of such a library, have a duty to fulfill, limited only by the physical and financial resources made available to us.
We oppose any attempt to shape our collection of library materials by any standards of literary, political, religious, artistic or social orthodoxy which we believe would impair the fulfillment of this duty.
We believe that in adhering to these views we maintain the highest traditions of library service as exemplified by the Library Bill of Rights, (Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; inclusion of “age” reaffirmed January 23, 1996.). Statement on Labeling (Adopted July 13, 1951. Amended June 25, 1971; July 1, 1981; June 26, 1990, by the ALA Council.), and the Freedom to Read Statement (Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee, amended January 28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.) and the Freedom to View Statement (Adopted January 10, 1990 by the ALA Council). (September 2022)
We delegate authority to the Library Director to act on behalf of the trustees in selecting books and other library materials in accordance with this policy.
LIBRARY MISSION
The Port Washington Public Library is an inclusive center for community engagement, knowledge, and personal enrichment. (September 2022)
AUTHORITY AND RESPONSIBILITY FOR THE MAINTENANCE OF LIBRARY COLLECTIONS
The Board of Trustees hires a professional Library Director who is responsible for the selection of library materials. The Library Director may authorize other professional staff to execute this policy in developing the Library collection.
CRITERIA FOR SELECTION
Judgments of professionally trained staff members, qualified reviewers, and experts in specific subject areas provide a balance of opinion as the basis for selection. Criteria include:
- Accuracy
- Authority and competence in presentation
- Availability of information elsewhere
- Contemporary significance
- Comprehensiveness in breadth and scope
- Format
- Historical significance
- Interest to community
- Originality/Uniqueness of subject or approach
- Permanent Value
- Popular demand
- Price
- Quality in content and format
- Recentness of data
- Recommendations from the community
- Relation to existing collection
- Reputation of authors, publishers, or producers
- Scarcity of information in subject area
WITHDRAWAL OF MATERIALS
Materials are regularly discarded from the Library’s collection. Factors considered for removal are physical condition, space limitations, circulation, usefulness, age, accuracy, uniqueness of material and availability elsewhere. Withdrawn materials in good condition may be made available for sale in the Library.
POLICY ON CONTROVERSIAL MATERIALS AND USE OF LIBRARY MATERIAL
The Library recognizes that some materials are controversial and that any given item may offend an individual library user. Selections will be made solely on the merits of the works in relation to building of the collection, as stated in the aforementioned criteria, and to serving the Port Washington community, not on the basis of anticipated approval or disapproval. Acquisition or use of any item does not imply the Library’s endorsement of its contents.
Library materials will not be marked or identified to show approval or disapproval of the contents, and no item will be segregated to protect the Library user from its content.
The use of materials may be controlled to the extent required to preserve them, but no further.
Responsibility for the use of Library materials by children will rest with their parents or legal guardians.
RECONSIDERATION OF LIBRARY MATERIALS
Recognizing that there may be some requests for reconsideration of materials, the following procedures have been developed to assure that requests to add or withdraw items are handled in an attentive and consistent manner.
Guidelines:
a. Refer the patron to the LIC of ordering the collection in question. If a discussion with the librarian does not resolve the concern, the complainant is asked to complete a Request for Reconsideration of Library Materials form.
b. The request form will be referred to a committee appointed by the Library Director.
c. The committee will reconsider the item in question using the Materials Selection Policy and reviews from standard collection development sources.
d. The Library Director will write to the patron regarding the committee’s recommended action. Comments of individual committee members are to be held confidential by all concerned.
e. If the patron desires further action, he/she/they may appeal in writing to the Board of Trustees of the Library. (June 1996)
f. Once an item has been reconsidered, it cannot be reconsidered again for at least 5 (five) years. (September 2022)
FORM FOR RECONSIDERATION OF LIBRARY MATERIALS
Request to Withdraw/Add
Format:
Title:
Author/Presenter:
Is your request to withdraw/add this material based upon personal exposure to it, upon reports you have heard, or both?
Have you read/listened to/seen the entire work?
Have you read any reviews of this work?
What specific objections do you have concerning this work?
What action would you like the Library staff to take in this matter?
Name of person making request:
Library Card #:
Address
Telephone
Is this request on behalf of a group or organization?
If so, please name:
Today’s Date:
The above form must be filled out completely for the reconsideration process to move forward. (September 2022)
The Library routinely responds to patrons’ requests to add materials. However, if a patron requests material that had originally been considered and rejected for purchase, or if a patron challenges the Library’s decision not to purchase a specific item, this would fall into the RECONSIDERATION OF LIBRARY MATERIALS category. (June 1996)
1.1 STATEMENT OF POLICY
The Library maintains meeting rooms to bring together the resources of the Library and the interests and activities of the community. The meeting room is used primarily for programs sponsored or co-sponsored by the Library. At times, when not needed for the Library’s own programs, the meeting room will be made available for meetings and programs sponsored by others.
As an institution of education for democratic living, the Library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings be open to the public.
Library Bill of Rights
Permitting an organization or individual use of a meeting room does not imply the Library’s endorsement of that organization or individual, its aims, policies or program presented. The Library assumes no obligation to present an alternative program at the behest of a member of the community.
Use of the meeting room is granted in accordance with the provisions of the Education Law of the State of New York and in accordance with this policy. Applications are required for meetings and programs. Priority will be given to individuals or organizations residing or located in the Port Washington School District.
Use of a meeting room may be denied where there is a likelihood of physical hazard to participants, audiences, or others including patrons and staff, or a misuse of premises or equipment. Past misuse of Library property is grounds for denial of applications for future use.
The Board of Trustees of the Library reserves the right to review all applications.
1.2 PROHIBITED USES
The meeting room may not be used:
a. for meetings at which an admission is charged;
b. for meetings which are not open to the general public;
c. for meetings sponsored by political organizations;
d. by an individual or organization for personal profit, aggrandizement, or advertisement; or
e. for any meeting which is commercial in purpose or at which goods or services are advertised or sold unless there is a valid Library purpose.
1.3 PROGRAM FUNDING
The Library Director is authorized to direct specific staff, members and advisory councils to plan and implement performances, exhibitions and programs for community, educational, cultural, and recreational purposes. The Library sponsors and funds such programs of its own devising.
The Library will not fund programs it does not originate. In some cases, the Library may choose to co-sponsor programs that it helps to plan with outside organizations. Organizations outside the Library, which meet the criteria outlined in this policy, may also use Library facilities to present programs. The outside organizations must sponsor, provide any needed funding, and oversee the presentation of their programs. The Library may assist those organizations by providing fee-based technical assistance, when needed, and custodial support.
1.4 CONDITIONS FOR ROOM USE
a. Application forms for use of the meeting room must be filled out completely, signed by the applicant and submitted to the Library administrator at least two weeks in advance of the requested date. Cancellations less than two (2) business days prior to the requested date may incur associated fees. (Approved 2-12-2020)
b. The applicant must agree to include in all information provided to the public by news releases, posters, written programs, etc., a statement as follows: “The Port Washington Public Library provides an opportunity for individuals or groups to use its meeting room for public meetings. This does not imply any endorsement on the part of the Library of the programs so presented.”
c. The applicant must leave the meeting rooms, and kitchen, if used, in the same condition in which they were found.
d. The applicant must assume full financial responsibility for any misuse of the premises and equipment.
e. Applications for meetings by young people, through eighteen (18) years of age, must be sponsored and signed by an adult who will assume responsibility. At least one adult must be in attendance when the meeting room is being used by such groups.
f. Smoking/vaping of any kind is prohibited anywhere on Library property, including, but not limited to, the area of Library property between the front door of the Library and the public sidewalks and roadway.
g. Refreshments may be served at program meetings at the discretion of the Library Administrator and kitchen facilities are available for this purpose. Alcoholic beverages are prohibited.
h. No food or other merchandise may be sold by outside groups.
i. A Library technician for the projection, sound and special lighting equipment is required when any of this equipment is used in conjunction with a program. Equipment must be operated by Library personnel. (Fees are listed on meeting room application.)
j. Local fire regulations limit occupancy of the Thomas Lapham meeting room to one hundred fifty-four (154) and occupancy of the Hagedorn room to forty-five (45). It is the responsibility of the applicant to ensure strict enforcement of this regulation.
k. After Library closing hours, meeting groups are restricted to the general area of the meeting room on the lower level of the Library and the upper entrance lobby.
1.5 SCHEDULES
Meetings may be scheduled during hours when the Library is open to the public.
The Library Director may approve meetings that extend beyond the Library’s closing time. Fees for after-hour use are listed on the “Application-for-Use-of Library Facilities”.
If it is available, community groups may use a meeting room for up to three (3) months of periodic meetings. Continuation of regularly scheduled meetings will be granted at the discretion of the Library Director. Community groups may not reserve a meeting room prior to two (2) months before the date of the program.
When the Library is closed, on special request a meeting room may be made available for use. Permission for such special use will be granted only on the condition that the Library receives full compensation for all costs incurred as the result of such use.
1.6 FEES
The “Application for Use of Library Facilities” contains a fee schedule.
(Adopted by the Board of Trustees on March 17, 1970. Amended July 19, 1973; April 30, 1979; November 17, 1980; November 20, 1985; June 16, 1993; September 20, 1995 and September 20, 2006.)
2.0 SMALL STUDY ROOMS
Use of study rooms in the Library for quiet individual work, group projects, small meetings, non-profit tutoring, or study sessions can be reserved online, by phone, or in person, for periods of up to two hours. Reservations may be extended if availability allows. When requesting a study room, the applicant must be sixteen (16) years of age or older. Library study rooms are not available for commercial purposes including, but not limited to, private tutoring for a fee or other prohibited uses as stipulated in Meeting Room Policy 1.0 in the Policy Manual.
Mission Statement: The Port Washington Public Library is an inclusive center for community engagement, knowledge, and personal enrichment
Vision Statement: To enhance the well-being of every community member
NLS Privacy Policy for ILS Usage
1. Background
As per the American Library Association Code of Ethics, the Nassau Library System (NLS) works to “protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted”.
This policy documents NLS’s commitment to protecting the privacy of the records of all of the users of its ILS (Integrated Library System) and Associated Services, and describes its efforts to guarantee this privacy in partnership with its independent and autonomous member libraries.
“NLS ILS and Associated Services” refers to a specific suite of software and tools that assist its participating member libraries to more efficiently circulate and exchange library materials, manage patron records, collect and report circulation and other statistics, and send notices to library cardholders. This suite of software and tools also facilitates user authentication for third-party services and technical support.
2. Relevant Law
New York State Law§4509 provides that library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and 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 and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.
NLS and its member libraries must also comply with the Foreign Intelligence Surveillance Act, 50 U.S.C. 1861, as amended by the USA PATRIOT Act (Public Law 107-56), which states that personal information is to be released pursuant to a court order that has been received by NLS and reviewed for legitimacy by NLS legal counsel. If such an instance occurs, NLS and the user’s home library will be obligated to release the information and not apprise such individual(s) that such a request has been received or that such information has been disclosed.
3. What Information about Users of our ILS does NLS Collect?
NLS collects information that is obtained by our member libraries and entered directly into our online catalog from automatically-collected network logs and through cookies. NLS typically keeps information only for so long as it is needed for the proper operation of the ILS and associated services, and in order to better deliver library services to ILS users. NLS may retain some information in backup storage systems, hard copy form, or as required by law.
These are examples of content that may be collected or provided to NLS by member libraries:
- Personal Information: any information that can personally identify individual ILS users, such as a user’s name, physical address, email address, phone number, Library barcode, payment information, and other similar information.
- Library Record: contains information related to an individual’s personal use of circulating and non-circulating library materials, including those returned late or damaged.
The following are examples of content that may be collected by network logs or through cookies:
- An ILS user’s Internet Protocol (IP) address
- The kind of web browser or electronic device an ILS user is using
- The date and time of each use of the ILS use
- The website that an ILS user visited immediately before accessing our website or online catalog
- Pages that an ILS user views on our website
ILS users should be aware that information collected about them via any of the above means may be de-identified and aggregated with information collected about other users. This aggregated information is analyzed and cannot be used to reasonably identify individuals. This information helps NLS to administer services, analyze usage, provide security and identify new users of NLS-ILS library services. In addition, it helps NLS to improve users’ experience.
4. How does NLS use the information collected?
It is the policy of NLS to keep the personal information of ILS users only when necessary for the effective operation of library, ILS, and associated services and to better deliver these services to ILS users.
The email addresses of ILS users who provide them to their home library are maintained in the ILS for the express limited purpose of NLS member libraries’ and/or NLS’ legitimate communication with individual borrowers about library business. Borrowers may at any time remove, or request removal, of email addresses in their patron records.
As a convenience, the ILS offers features including, but not limited to, borrower reading history lists, and lists of materials of interest to an individual borrower. Use of such features is entirely voluntary and may be initiated or terminated at any time by a borrower. Unless required by subpoena, court order, or otherwise required by statue, no staff member can access the past borrowing history of any items returned on time and in good condition. Staff may view items currently on a patron’s record, or any items that have been lost, returned late, or returned damaged.
NLS uses cookies to collect information about ILS users’ activity, browser, and device in order to provide users some library services. Cookies help users navigate NLS’ website. Cookies also allow NLS to save users’ preferences, so that they do not have to reenter this information each time they use some library services. These cookies, sometimes called, session cookies, are a necessary part of the internet and allow individuals to remain logged in to secure websites. Despite the usefulness of these cookies, users have the option of disabling them by changing a setting on their web browser.
Personal information stored in a user’s library record is removed when that user’s patron record is deleted. When such a record is removed, all personally identifying data associated with that individual is purged. NLS works with its member libraries to encourage the timely identification and removal of the patron records of individuals who are no longer actively using library services.
5. Third Parties
NLS uses third-party library service providers and technologies to help deliver some services to library users. If and when a library user chooses to use such services, NLS may share users’ information with these third parties, but only as necessary for them to effectively provide their services to NLS.
NLS may also display links to third-party services or content. By following links, a library user may be providing information (including, but not limited to personal information) directly to a third party, to NLS or to both. NLS is not responsible for how those third parties collect or use such information. Third parties must either agree to adhere to strict confidentiality obligations in a way that is consistent with this Privacy Policy and the agreements NLS enters into with them or NLS requires them to post their own privacy policy. NLS encourages library users to review the privacy policies of every third-party website or service that they visit or use, including those third parties with whom they interact with through NLS library services.
6. Policy Review
This policy shall be reviewed by the NLS Board of Trustees yearly or sooner if conditions warrant, and may be amended, as necessary.
Adopted by the NLS Board of Trustee: August 27, 2018
Last Reviewed by the NLS Board of Trustees: August 27, 2018
Staff receiving requests or inquiries from photographers, reporters or others pertaining to material about the Library for publication must refer the person to the Community Relations Office or to the Director. No one may take photographs of patrons without their consent. (November 16, 2016)
SEXUAL HARASSMENT PREVENTION POLICY
INTRODUCTION
The Library is committed to maintaining a work environment free from sexual harassment, which is one form of employment discrimination. This policy is one component of the Library’s commitment to a discrimination-free work environment.
POLICY:
A. This policy applies to all employees, elected and/or appointed officials, and applicants for employment. It also applies to individuals who are not employees of the Library, but who are employees of contractors, subcontractors, vendors, consultants, volunteers, members of the Library’s advisory councils and other persons who provide services in the Library’s workplace, such as interns and temporary employees.
B. Sexual harassment is not tolerated by the Library and is prohibited by this policy. This policy prohibits not only behavior that constitutes unlawful harassment, but also other inappropriate or unprofessional behavior that may reasonably be considered offensive or otherwise inappropriate. Employees and other individuals covered under this policy will be subject to disciplinary or other corrective action for any violations of this policy. Where applicable, such discipline shall be in accordance with any statutory rights and/or collective bargaining agreement protections to which the individual may be entitled.
C. No person covered by this policy shall be subject to adverse employment action because he/she/they make(s) a good faith report of an incident of sexual harassment, or provides information, or otherwise assists in any investigation of a sexual harassment complaint. Any person covered by this policy who retaliates against anyone involved in a sexual harassment investigation is in violation of this policy and subject to remedial or disciplinary action.
D. The Library will conduct a prompt, thorough, impartial, and appropriate investigation, consistent with this policy, in response to any complaint about sexual harassment. The Library may also investigate other circumstances of inappropriate conduct occurring in its workplace or affecting the terms and conditions of employment for its employees or other individuals working in its workplace. The Library will take appropriate corrective action whenever sexual harassment or other inappropriate conduct is found to have occurred. All employees, including but not limited to department heads and supervisors, are required to cooperate with any internal investigation of sexual harassment conducted by the Library.
I – GENERAL POLICY
What Is “Sexual Harassment”?
Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and 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 of a sexual nature or which is directed at an individual because of that individual’s actual, self-identified or perceived sex, sexual orientation, gender expression, gender identity, or transgender status when:
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating a hostile 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;
• Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment; or
• Such conduct has the purpose or effect of subjecting an individual to inferior terms, conditions or privileges of employment.
A sexually harassing hostile work environment can consist of unwelcome advances, threats, derogatory comments, signs, jokes, pranks, intimidation, physical contact, violence, or other conduct which is of a sexual nature, or which is directed at an individual because of that individual’s sex, sexual orientation, gender expression, gender identity or transgender status, where the conduct alters the terms of employment for the individual subject to the harassment, and such conduct is more than a petty slight or trivial inconvenience. It makes no difference if the individual engaging in such conduct is “just joking” or “teasing” or “playful.”
Sexual harassment can also occur 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.
Examples of Sexual Harassment
The following is a non-exhaustive list of some of the types of acts that may constitute sexual harassment:
- Physical acts of a sexual nature, such as:
- Touching, pinching, patting, kissing, hugging, grabbing, brushing against a person’s body or poking a person’s body;
- Rape, sexual battery, molestation or attempts to commit these assaults (these acts may be considered criminal conduct, in which case, the victim should also contact local law enforcement).
- Unwanted sexual advances or propositions.
- Sexually oriented gestures, noises, remarks, jokes, or comments about a person’s sexuality or sexual experience, including those which occur outside of the physical workplace or in a remote work setting.
- Written conduct such as authoring threatening, derogatory or offensive letters, emails, text messages, or social media posts.
- Sexual or discriminatory displays or publications anywhere in the workplace, such as: displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning, explicit or pornographic. This includes sexual displays on Library or personal computers, tablets, cell phones or any other devices in the workplace.
- Sex stereotyping, which 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.
- Intentional misuse of an individual’s preferred pronouns.
- Hostile actions taken against an individual because of that individual’s sex, gender expression, gender identity, or the status of being transgender
Who can be a target of sexual harassment?
Sexual harassment can occur between any individuals, regardless of their sex or gender. Harassers can be a superior, a subordinate, an elected and/or appointed official, a coworker or anyone else in the workplace, including an independent contractor, contract worker, vendor, or visitor.
Where can sexual harassment occur?
Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are working remotely or interacting through virtual means, traveling for business, at employer-sponsored events, or other occasions outside of work, i.e., not in the workplace. Calls, texts, emails, and social media usage containing inappropriate messages, language, pictures, videos or graphics may also constitute or contribute to unlawful workplace harassment, even if they occur away from the workplace, on personal devices, or during non-work hours.
What is “Retaliation”?
Retaliation includes any conduct, whether or not in the workplace or employment-related, which might deter a reasonable person from making or supporting a charge of discrimination or harassment and is directed at someone who engages in protected activity. Protected activity includes opposing a discriminatory practice, making a good faith report of a suspected violation of this policy, filing a harassment complaint, participating in an investigation or proceeding of such a report or complaint, or encouraging a fellow employee to make a report. 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. Anyone who engages in retaliation prohibited by this policy will be subject to remedial or disciplinary action in accordance with any statutory rights and/or collective bargaining protections to which the individual may be entitled.
Reporting Sexual Harassment
Preventing sexual harassment is everyone’s responsibility. The Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee or other person covered by this policy, who has been subjected to, witnesses or becomes aware of behavior that may constitute sexual harassment, is encouraged to report such behavior to a supervisor, department head, the Director of Human Resources or the Library Director. If possible, the employee or witness should tell the alleged harasser that his/her/their actions are not welcome and must stop immediately.
If an employee makes a report to his/her/their supervisor or department head and believes the supervisor or department head is not taking appropriate action, the employee should report this inaction to the Director of Human Resources or the Library Director. If an employee believes that his/her/their supervisor or department head violated this policy, then the employee should report the matter to a higher-level department head, or to the Library Director.
Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is attached to this policy, and all individuals are encouraged to use this complaint form, but using the form is not required. Regardless of whether being made verbally or in writing, a report of sexual harassment should be as detailed as possible and include the name(s) of the individual(s) involved, any witness(es) to the harassment, direct quotes and/or evidence (e.g., notes, emails, digital recordings, etc.) of the harassment. Individuals who report sexual harassment on behalf of another person should state clearly that the complaint is being made on another person’s behalf.
Bystander Intervention
Any employee witnessing harassment as a bystander is encouraged to report it. A supervisor or manager that is a bystander to harassment is required to report it. Generally, there are five standard methods of bystander intervention that can be used when anyone witnesses harassment or discrimination and wants to help, including:
1.Interrupt the harassment by engaging with the individual being harassed and distracting them from the harassing behavior;
2.If a bystander feels unsafe interrupting on their own, they can ask a third party to intervene or assist in interrupting the harassing behavior;
3.Take notes of the potentially harassing behavior;
4.Check-in with the person who has been harassed after the incident to see how they are feeling and let them know the behavior/actions were unacceptable and that it should be reported; or
5.If a bystander feels safe, confront the harassers and tell them their behavior is inappropriate. When confronting harassment, physically assaulting an individual is never an appropriate response.
Supervisory Responsibilities
Any supervisor or department head who receives a complaint or information about suspected sexual harassment, or observes conduct that may be sexually harassing behavior or otherwise learns of such conduct, is required to take appropriate steps to address the conduct and to report such suspected sexual harassment to the Library Director.
In addition to being subject to discipline if they engaged in sexually harassing conduct or retaliation themselves, supervisors and department heads will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.
Investigation of Sexual Harassment
All reports, complaints or other information about suspected sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely and thorough manner commensurate with the nature of the complaint and will be confidential to the extent possible.
In conducting an appropriate and impartial investigation, the Library’s procedures will include these protections: The Library will provide appropriate notice of the allegations to anyone who is the subject of a harassment complaint and an opportunity to provide a response to the allegations. Complainants and witnesses will be provided with an appropriate opportunity to present relevant information including documents relevant to the investigation. The Library may adapt and modify the investigatory procedure, in its discretion, based on the nature of the complaint and the conduct at issue.
All employees and other individuals covered under this policy shall be required to cooperate, as needed, in an investigation of suspected sexual harassment. Employees and other individuals who participate in any investigation are protected from retaliation.
All persons involved in the reporting and investigation of harassment are obligated to keep the information pertaining to the investigation confidential to the maximum extent possible, to protect the privacy of those involved in the investigation and to allow the Library to conduct an objective and appropriate investigation.
If the Library determines that this policy has been violated, it will take effective remedial action commensurate with the circumstances. Any employee who has been found by the Library to have harassed another employee in violation of this policy will be subject to corrective action, up to and including termination where appropriate. Any appropriate disciplinary action will be taken in accordance with applicable law and/or the terms of any applicable collective bargaining agreement. If it is concluded that a non-employee has subjected an employee or other person protected by this policy to conduct in violation of this policy, prompt and effective action will be taken to stop the harassment and deter any future harassment.
Once the investigation is complete and a determination has been made, the determination will be communicated to the individual who complained, the victim of the harassment (if the victim is not the individual who made the complaint), and the accused harasser. Follow-up interview(s) or other communication(s) with the individual who complained, the victim of the harassment (if the victim is not the individual who made the complaint) and/or any individual who participated in the Library’s investigation into a complaint of unlawful harassment may be conducted where appropriate, to ensure that the sexual harassment has not resumed and that no retaliation has occurred.
Legal Protections and External Remedies
Sexual harassment is not only prohibited by the Library, it is also prohibited by state, federal, and local law. In addition to the procedures described in this policy, individuals may choose to pursue legal remedies with the following governmental entities:
The New York State Division of Human Rights (DHR) enforces the Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15, § 290 et seq., which prohibits sexual harassment in employment in New York State, and protects employees, and other individuals working in an employer’s workplace. A sexual harassment complaint alleging a violation of the Human Rights Law may be filed either with the DHR, subject to a three-year statute of limitations, or in New York State Supreme Court, subject to a three-year statute of limitations.
If unlawful discrimination is found after a hearing, the DHR or the court may award relief, which may include requiring the employer to take action to stop the harassment, to redress the damage caused, including reversing an unlawful employment action, and paying monetary damages, attorneys’ fees, and civil fines. The DHR can be contacted at (888) 392-3644 or at www.dhr.ny.gov. The DHR has also established a confidential and toll-free sexual harassment hotline that can be contacted at 1-800-HARASS-3 (1-800-427-2773), Monday through Friday, 9:00 a.m. to 5:00 p.m.
The U.S. Equal Employment Opportunity Commission (EEOC) enforces federal anti-discrimination laws, including Title VII of the 1964 Civil Rights Act (codified as 42 U.S.C. § 2000e et. seq.). An employee must file a complaint with the EEOC within 300 days from the conduct giving rise to the complaint. The EEOC investigates complaints and may pursue a claim in federal court on behalf of the complaining party or issue a Right to Sue Letter that allows an individual to pursue his/her/their claims in federal court. Federal courts may award remedies if discrimination is found to have occurred. The EEOC can be contacted by calling 1-800-669-4000 (1-800-669-6820 (TTY)), or at their website: www.eeoc.gov or via email at info@eeoc.gov. If an individual files an administrative complaint with the DHR, the DHR may file the complaint with the EEOC to preserve the individual’s right to proceed in federal court.
Local Protections
Many localities enforce laws protecting individuals from sexual harassment and discrimination. For example, the Nassau County Unlawful Discriminatory Practices Law, which is enforced by the Nassau County Commission on Human Rights, may provide protections to individuals who work within Nassau County and award relief is unlawful sexual harassment is found to have occurred.
If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime, and it may be appropriate to report such conduct to the local police department.
Other Types of Harassment
The Library also prohibits discrimination or harassment on the basis of race, color, creed, ethnicity, disability, religion, national origin, military status, age, arrest record, veteran status, marital status, familial status, domestic violence victim status, criminal history, citizenship, predisposing genetic characteristics, genetic information, reproductive health care choices, or any other category protected by law. For more information, see the Library’s Unlawful Harassment Policy.
Questions
If you have any questions about this policy, please contact the Director of Human Resources or the Library Director.
(Sexual Harassment Prevention Policy adopted by the Board of Trustees retroactive to October 9, 2018 on October 17, 2018). (Updated and approved by the Board of Trustees on: September 18, 2019; (Updated and approved by Board of Trustees on September 20, 2023).
The Library does not collect, maintain, or otherwise use the personal information stored on any third-party site in any way other than to communicate with users on that site, unless permission is granted by users. Comments and postings from the public, on the Library’s social media platforms, are allowed but will be reviewed by Library staff for content appropriateness. Library staff reserves the right to review all comments and postings and delete comments that are inconsistent with the content created by the Library staff. Staff may block a person or entity who posts inconsistent comments or other material from posting any further information.
Comments or postings that fall within any of the following categories will be deleted by Library staff and/or lead to a warning and then a ban on posting by an individual who runs afoul of these guidelines:
a. Obscene, sexist, homophobic, racist, or otherwise bigoted content.
b. Harassing or threatening comments or postings against Library staff, Library property, or other social media users.
c. Harassing or threatening comments or postings that include profane or obscene statements or images, threatening physical harm toward another person, and engaging in behavior with the intent of harassing another person.
d. Libelous statements.
e. Plagiarizing or posting copyrighted material without permission or authority from the copyright holder.
f. Private, personal information of another person without appropriate consent or authority.
g. Comments, postings, and/or hyperlinks not related to the content created by the Library staff.
h. Advertisement and solicitations not expressly permitted by the Library.
i. Photos, videos or other images that fall in any of the above categories.
The Library recommends against posting personal information to our social media platforms and is not responsible for personal information patrons post about themselves. Any personal information, photos or other media posted about persons under the age of 18 will be removed from our social media platforms. An exception is made for photos of Library events posted by Library staff where parental permission was given. Any social media user who has been banned or had a message/content deleted may appeal this decision, in writing or email, to the Library Director. The Library Director may affirm or reverse staff’s decision within thirty (30) days of receiving the written appeal. A staff member will be designated to monitor and maintain all Library social media for content, structure, and updates.
1. Financial sponsorship is encouraged in support of programs, events, projects and activities conducted by the Library or by Library-affiliated groups in conjunction with the Library.
2. All applications to participate as a sponsor will be reviewed by the Board of Trustees of the Library. The Board may, in its sole discretion, choose to accept or reject an offer of sponsorship from individual persons, businesses, corporations or organizations who wish to sponsor particular Library programs, events, projects or activities.
3. All sponsorship donations will be made to the Library Foundation. Minimum donation categories will be established by the Library’s Board of Trustees.
4. The Library will endeavor to acknowledge sponsors by causing a statement of acknowledgement to be published in Library program directories or schedules, email announcements, other Library publications and communications, and/or on the Library’s internet website. Such acknowledgements shall be limited to identification of the sponsor by name; the sponsor’s company logo (if applicable); and reference to the particular program, event, project or activity sponsored by the donor. The Board delegates authority to the Library Director to determine the appropriate form, place and manner of acknowledgement of Board-approved sponsors, in accordance with this policy.
5. If a Library Trustee is also an officer, director, employee or shareholder of a private for-profit or not-for-profit business, corporation or organization that offers a sponsorship donation to the Board for acceptance on the Library’s behalf, or if a Library Trustee is the actual donor, or one of a group of donors offering to sponsor a Library program, event, project or activity, the Trustee shall disclose to the Library Board the Trustee’s affiliation with, or as, the person or entity offering the sponsorship donation to the Library, prior to any Board discussions or decisions relating to the Library’s acceptance of the proffered sponsorship donation.
7. The Board of Trustees reserves the right to exempt any organizations from this policy in its sole discretion. (June 16, 2010).
The Port Washington Public Library does not discriminate on the basis of race, color, creed, ethnicity, gender, age, sexual orientation, disability, religion, national origin, marital, familial, military or veteran status, domestic violence victim status, criminal history, citizenship, predisposing genetic characteristics, genetic information, reproductive health care choices, or any other basis protected by federal, state or local law. Discrimination and/or harassment which violates the law will not be tolerated.
The Port Washington Public Library’s Responsibility:
With public service as the highest priority, the Board of Trustees has established the rules and regulations governing use of the Port Washington Public Library (the Library), such that all persons may enjoy its benefits. All Library patrons can expect the following:
- Receive courteous and respectful service.
- Be treated fairly and equitably by all Library staff.
- Be provided with a safe, clean, and comfortable building.
- Have information needs, questions, comments, and concerns addressed by staff in a timely manner.
- Have the ability to suggest new materials, programs, and services.
Library Patron Responsibility:
The Library warmly welcomes all guests to enjoy its facilities fully. To ensure a comfortable environment for everyone, we kindly ask patrons to adhere to the following guidelines while on Library premises, which have been approved by the Library Board of Trustees:
- Respect the rights of others to use and work in the Library, including Library staff, and avoid disruptive behavior
- Treat all Library property and items with respect and care.
- Respect restricted areas, closing times, and follow emergency procedures.
- Leave restrooms and water fountains in good working order.
- Consume food and beverages in designated areas.
- Always wear shoes as well as clothing that covers the upper and lower body.
- Maintain good personal hygiene for a pleasant environment for everyone.
- Use personal transport devices (i.e. bicycles, scooters, etc.) considerately while on Library property.
- The children’s room is intended for use by children, their parents, and caregivers. Adults who are not accompanying children or making reasonable use of children’s materials or services may be asked to leave the children’s room.
- Children under the age of ten (10) must be supervised by a parent or caregiver.
- The TeenSpace area is intended for use by students in grades 7-12.
- Pets are not allowed in the Library, except for service animals as defined by applicable law.
- Soliciting, petitioning, or distributing materials without prior permission from the Library Director is prohibited.
- Engaging in conduct of a sexual nature is prohibited.
- Intentional damage or destruction to Library property is prohibited.
- Smoking and/or vaping is prohibited.
- Use of alcohol or recreational/illegal drugs is prohibited.
- Possession and/or use of weapons is prohibited.
- Any behavior contrary to the law is prohibited
Library staff reserve the right to inspect personal belongings to ensure compliance with our Statements of Library and Patron Responsibility.
The above list of patron responsibilities is not intended to be a complete list but is intended for guidance only. Library personnel and security personnel reserve the right to take appropriate actions against any other behavior which can reasonably be deemed to be offensive or disturbing to Library patrons or otherwise interferes with the enjoyable use of the Library by other patrons. Library personnel and security personnel also reserve the right to take appropriate actions against any other behavior that interferes with the Library’s normal operations and/or impacts the ability of the Library staff to perform their duties.
Library personnel and security personnel are authorized to expel persons who, advised of the regulations above, fail to comply with them. Misconduct or misuse of Library property by minors will be reported to their parents or guardians. The Library will seek restitution for any damage to Library property or materials from those responsible.
Breaches of conduct and/or misuse of Library property are grounds for denial or revocation of Library privileges. Any patron whose privileges have been denied or revoked shall have a right to appeal to the Library Board of Trustees, or to a Hearing Officer designated by the Library Board of Trustees. The findings and recommendations of the Hearing Officer shall be referred to the Library Board of Trustees for review and decision. The appeal must be filed within ten (10) days of the date that the patron is notified that their privileges have been denied or revoked. The decision of the Library Board of Trustees shall be final and conclusive.
Check this page as we continue to share news of our three-year Strategic Plan…
Mission Statement: The Port Washington Public Library is an inclusive center for community engagement, knowledge, and personal enrichment
Vision Statement: To enhance the well-being of every community member
WHISTLEBLOWER POLICY
The Board of Trustees, staff and volunteers of the Library are expected to fulfill the public’s trust and to conduct themselves responsibly in accordance with Library policies and all applicable laws and regulations.
The purpose of this policy is to encourage Library trustees, staff and volunteers to report instances of suspected illegal or improper conduct such as theft, fraud, and mismanagement of Library resources, and violations of Library policies and regulations.
This policy also informs Library trustees, staff and volunteers of the protections afforded them under whistleblower laws. These laws prohibit employers from retaliating against a trustee, employee or volunteer who discloses to the Library information concerning such illegal or wrongful conduct or improper actions, which the person reasonably believes to be true and reasonably believes constitutes an improper action by a trustee, employee or volunteer.
For purposes of this policy, the term “wrongful conduct” shall be defined to include:
• Illegal conduct, including theft of money, property, or resources;
• Misuse of authority for personal gain or other non-Library purpose;
• Fraud;
• Violations of applicable federal and state laws and regulations; and/or serious violations of Library policies and/or procedures.
REPORTING
The Library encourages its trustees, staff and volunteers to report known or suspected illegal or wrongful conduct and improper actions as detailed in this policy.
Trustees, staff and volunteers who have knowledge of illegal or wrongful conduct or improper actions by an employee or volunteer or have reasonable cause to believe that such conduct or actions have occurred should report it to the Library Director. If the Director is the person suspected of such conduct or actions, it should be reported to the President of the Board of Trustees.
Trustees, staff and volunteers who have knowledge of illegal or wrongful conduct or improper actions by a trustee or officer or have reasonable cause to believe that such conduct or actions have occurred should report it to the President of the Board. If the Board President is the person suspected of such conduct or actions, it should be reported to the other officers of the Board.
INVESTIGATION
Upon receiving a report of alleged illegal or wrongful conduct or improper actions, the Library Director, Board President or the trustees who serve on the Board’s Executive Committee shall take immediate steps to conduct an investigation with or without designees.
The person or persons conducting the investigation shall maintain a written record of the allegations and the investigation and provide the Board of Trustees with a confidential report.
CONFIDENTIALITY
Except as otherwise provided in state and/or federal law, the person or persons conducting the investigation, or their designees, shall use reasonable efforts to maintain the confidentiality of the person reporting the alleged conduct or actions, provided that doing so will not interfere with the investigation of the specific allegations and circumstances.
NO RETALIATION
No trustee, employee or volunteer of the Library who in good faith reports any actions or suspected actions taken by Library trustees, employees or volunteers that are illegal, fraudulent or in violation of any substantial Library policy shall suffer intimidation, harassment, discrimination or other retaliation. Additionally, employees who make a good faith report shall not suffer any adverse employment consequences.
ACTING IN GOOD FAITH
Persons reporting suspected or alleged illegal or wrongful conduct or improper actions should be acting in good faith and have reasonable grounds for believing their suspicions or allegations to be true. Any allegations that cannot be substantiated and can be reasonably determined to have been made maliciously or knowingly falsely will be considered serious misconduct subjecting the reporting person or persons to consequences for their action, including appropriate discipline in the case of staff.
ALLEGATIONS OF AND COMPLAINTS ABOUT REPRISAL
An employee who has been subject to an adverse employment action based on his/her/their prior disclosure of alleged or actual wrongful conduct may contest the action by filing a written complaint of reprisal with the Library Director. If the allegations involved actions of the Library Director, an employee may contest the action by filing a written complaint of reprisal with the President of the Board.
Any such complaints will be reviewed expeditiously to determine:
• whether the complainant made a disclosure of alleged wrongful conduct before an adverse employment action was taken;
• whether the responding party could reasonably have been construed to have had knowledge of the disclosure and the identity of the disclosing employee;
• whether the complainant has in fact suffered an adverse employment action after having made the disclosure; and
• whether the complainant alleges that adverse employment action occurred as a result of the disclosure.
If the Library Director, Board President, or a designee determines that all of the above elements are present, a review officer or panel shall be appointed by the Board of Trustees to investigate the claim and make recommendations to the Board. At the time of appointment, the complainant and the responding party shall be informed in writing of:
• the intent to proceed with an investigation;
• the specific allegations to be investigated;
• the appointment of the review officer or panel; and
• the opportunity of each party to support, or respond in writing, to the allegation.
Once the review officer or panel has conducted a review and considers the investigation to be complete, the officer or panel will notify the Board of Trustees (and, if applicable, the designee) of its completion. From the date of that notice, the review officer or panel has thirty (30) days to report his/her/their findings and make any recommendations he/she/they deem(s) appropriate to the Board of Trustees. The Board shall issue a letter of findings to both the complainant and the responding party.
Trustees, staff or volunteers asserting that they have suffered intimidation, harassment, discrimination or other retaliation in response to good faith reporting of any actions or suspected actions taken by Library trustees, officers, employees or volunteers that are illegal, fraudulent or in violation of any substantial Library policy, shall submit such complaint, in writing, to the Board of Trustees, and the Board of Trustees, or its designee, shall investigate such complaint and shall, absent a compelling circumstance, issue a determination and implement remedial measures, if any, within sixty (60) days.
LEGITIMATE EMPLOYMENT DECISIONS AND ACTIONS
Nothing in this policy is intended to interfere with legitimate employment decisions. Moreover, the protections afforded under this policy and whistleblower laws are not applicable under circumstances where the Library had or has independent grounds for disciplinary actions and proceedings against an employee.
REGULATIONS AND PROCEDURES
The Board of Trustees or their designee may establish procedures necessary to implement this policy.
DISSEMINATION OF THIS POLICY
This policy and any accompanying procedures shall be published, posted on the Library’s official bulletin board in the Administration wing, and distributed to all trustees, staff and volunteers.
ANNUAL REVIEW OF THIS POLICY
The Board of Trustees and the Library Director will annually review this policy and any related procedures to determine if modifications are necessary or appropriate. [Adopted by the Board of Trustees of the Port Washington Public Library February 25, 2015].
POLICY
The Port Washington Public Library (the “Library”) is committed to preventing the occurrence of workplace violence. Workplace violence is defined as any physical assault, threatening behavior or verbal abuse occurring in the work setting. Threats, threatening behavior, or acts of violence against employees, patrons, community members, or other individuals by anyone on Library property will not be tolerated.
The purpose of this policy is to address the issue of potential workplace violence in the Library, to help prevent workplace violence from occurring to the fullest extent possible, and to set forth procedures to be followed when such violence has occurred.
SCOPE
All employees, members of the public, volunteers, vendors, contractors, consultants, and others who do business with the Library are covered by this policy. This policy also applies to other persons not affiliated with the Library, such as former employees, and visitors.
Workplace Violence Prevention Policy for (the “Policy”) addresses the hazards known to be associated with the three (3) major types of workplace violence:
- Type I workplace violence involves a violent act by an assailant with no legitimate relationship to the workplace who enters the workplace to commit a robbery or other criminal act.
- Type II involves a violent act by a recipient of a service provided by the Library, such as a Library patron or other member of our community.
- Type III involves a violent act by a current or former Library employee, departmental head or supervisory personnel, or other person who has some employment-related involvement with the Library, such as an employee’s spouse or intimate partner, an employee’s relative or friend, or another person who has a dispute with one of our employees.
- Specific or non-specific threats of violence by an employee
- Threats of violence directed against an employee by a non-employee
- Threats or threatening conduct by a disgruntled or ex- employee
- Violent altercations between two (2) employees or an employee and a supervisor
Risk Factors Identified
The Library has evaluated the presence of risk factors and workplace situations that may put our employees at risk of occupational assaults and homicides.
Department Heads and supervisory personnel are expected to enforce the rules of this Policy fairly and uniformly.
Library Employees
All Library employees are responsible for using safe work practices, for following all directives, policies and procedures, and for assisting in maintaining a safe and secure work environment.
REPORTING SYSTEM
The Library recognizes that to maintain a safe, healthy, and secure workplace we must have open, two-way communication between all employees (including supervisors and department heads) on all workplace safety, health and security issues. The Library has a communication system designed to encourage a continuous flow of safety, health, and security information between management and our employees without fear of reprisal and in a form that is readily understandable.
All Library personnel are responsible for notifying the contact person designated below of any threats they have witnessed, received, or have been told that another person has witnessed or received.
Personnel should also report behavior they regard as threatening or violent if that behavior is job-related or might be carried out on Library premises.
Any person experiencing or witnessing imminent danger or actual violence involving weapons or personal injury should call 911 immediately and notify their supervisor.
Any individuals who believe a crime has been committed against them have the right, and are encouraged, to report the incident to the appropriate law enforcement agency.
Any person who makes threats, exhibits threatening behavior, or engages in violent acts on Library property will be removed from the premises as quickly as safety permits and shall remain off Library premises pending the outcome of an investigation.
The Library’s response to incidents of violence may include suspension and/or termination of any business relationship, reassignment of job duties, suspension or termination of employment, and criminal prosecution of those involved.
An employee who applies for or obtains a protective or restraining order that lists the Library locations as protected areas must provide a copy of the petition and declarations used to seek the order and a copy of any temporary or permanent protective or restraining order that was granted. The Library has confidentiality procedures that recognize and respect the privacy of the reporting employee(s).
All Library personnel are responsible for making a written report to their supervisor if they believe a serious violation of this Policy exists or if an imminent danger otherwise exists. However, when an imminent danger exists with respect to a specific employee and the employee reasonably believes in good faith that such a report to their supervisor will not result in corrective action, the employee need not make a written report to their supervisor. In such a case, the employee should report the imminent danger to other Library personnel.
In order to ensure that all of our employees (including supervisors and department heads) comply with work practices that are designed to make the workplace more secure and that our employees do not engage in verbal threats or physical actions which create a security hazard for others in the workplace, the Library is committed to the following:
- Informing employees, supervisors and department heads of the provisions of this Policy for workplace security;
- Evaluating the performance of all our employees in complying with the Library’s security measures;
- Recognizing employees who perform work practices that promote security in the workplace;
- Providing training and/or counseling to employees whose performance in complying with work practices designed to ensure workplace security is deficient;
- Disciplining employees (up to and including termination) for failure to comply with workplace security directives, policies and procedures.
RESPONSIBILITY
Policy Administrator
The Policy Administrator for workplace security is the Library Director.
The Policy Administrator has the authority and responsibility for implementing the provisions of this Policy for the Port Washington Public Library. The Policy Administrator is responsible for ensuring that all safety and health policies and procedures involving workplace violence are clearly communicated to and understood by all Library employees.
A copy of this Policy is available from the Policy Administrator and is also available on the Staff Bulletin Board.
Department Heads and Supervisors
All Department Heads and supervisors are responsible for implementing and maintaining this Policy in their work areas and for answering employee questions about the Policy.
Retaliation of any kind against an employee who makes a report of a violation of this Policy or that an imminent danger exists, who requests an inspection by Department of Labor officials, or who accompanies Department of Labor officials during an inspection is strictly prohibited.
DESIGNATED CONTACT PERSON
Name: Keith Klang
Title: Library Director
Phone: 516-883-3728
Location: Port Washington Public Library, One Library Drive, Port Washington, NY 11050
RESPONSIBILITIES
Library Director
The Library Director shall be responsible for the implementation of this policy. The responsibility includes dissemination of this policy to all employees, ensuring appropriate investigation and follow-up of all alleged incidents of workplace violence, and ensuring that all administrators and supervisors are aware of their responsibilities under this policy through internal communications and training.
Assistant Director
The Assistant Director is responsible for responding to, intervening, and documenting all incidents of violence in the workplace. The Assistant Director will maintain an internal tracking system of all threats and incidents of violence.
The Assistant Director is responsible for assisting the Law Enforcement Agency and supervisors in responding to workplace violence; facilitating appropriate responses to reported incidents of workplace violence; notifying the Law Enforcement Agency of workplace violence incidents reported to their office; and consulting with, as necessary, counseling services to secure professional intervention.
The Assistant Director is responsible for providing new employees with a copy of the Workplace Violence Policy and Procedures and ensuring that employees receive appropriate training. The Assistant Director will also be responsible for annually disseminating this policy to all employees.
Supervisor/Department Head
Each Departmental Head or other person with supervisory responsibility (hereinafter “supervisor”) is responsible within his/her area of jurisdiction for the implementation of this policy. Supervisors must report to the Assistant Director or Library Director any complaint of workplace violence made to him/her and any other incidents of workplace violence he/she becomes aware of or reasonably believes to exist. Supervisors are expected to inform their immediate supervisor promptly about any complaints, acts, or threats of violence even if the situation has been addressed and resolved. After having reported such complaint or incident to the Assistant Director or Library Director, the supervisor should keep it confidential and not disclose it further, except as necessary during the investigation process and/or subsequent proceedings.
Supervisors are required to contact the Law Enforcement Agency immediately in the event of imminent or actual violence involving weapons or potential physical injuries.
Employees
Employees must report workplace violence, as defined above, to their supervisor. Recurring or persistent workplace violence that an employee reasonably believes is not being addressed satisfactorily, or violence that is, or has been, engaged in by the employee’s supervisor should be brought to the attention of the Library Director or Assistant Director.
Upon hiring, and annually thereafter, employees will receive copies of this policy. Additionally, the policy will be posted in the Port Washington Public Library and be placed on the Port Washington Public Library website, as appropriate.