Name and Purpose
1. The name of this association shall be the Lewisboro Library.
2. The purpose of the association shall be to serve as a public library association with all the powers of a public library association under the Education Law of New York and all the powers of a corporation under the New York Not for Profit Corporation Law, as modified by the New York Education Law, for the citizens, residents and property owners in and of the Town of Lewisboro, County of Westchester, State of New York.
3. The association shall have its offices within or without the State of New York as determined by the Board of Trustees and shall endeavor to provide a library facility within the Town of Lewisboro, County of Westchester, State of New York.
1. All natural persons over the age of 18 years who reside in or own property in the Town of Lewisboro, County of Westchester, State of New York shall be members of the association.
2. A General Meeting of the members of the association shall be held at the call of the Board of Trustees. The Board of Trustees shall call a General Meeting at least annually, at the time and place set by the Board of Trustees. Notice of the General Meeting shall be given not less than 10 and not more than 30 days in advance of such meeting by communication to those members who have subscribed for a library card from the association and by such other means of communication to other members, all as the Board of Trustees determines.
3. A quorum at a General Meeting shall consist of such number of members as the Board of Trustees determines, but in no event less than ten (10). Every member entitled to vote at a General or special meeting of members may authorize another member to act for him/her by proxy. Every proxy must be signed by the member. Every proxy may be for a term not exceeding six (6) months, and shall be revocable at the pleasure of that member. Members who have given a proxy to another member shall be deemed present at the General or special meeting when such proxy is exercisable by a member or members in attendance at that meeting.
4. The President, and in his/her absence, the vice president, and in his/her absence the Secretary and in his/her absence the Treasurer, shall chair the General Meeting and any special meetings of the members, and the Secretary or a person designated by the chair shall record the minutes of such meeting.
5. The agenda of the General Meeting shall be: a) approval of the minutes of the prior General and/or special meetings; b) reports by the President and the Treasurer for the activities of the Association for the prior year; c) election of Trustees; and d) such other matters as the Board of Trustees shall determine.
6. Special meetings of the members may be called by the Board of Trustees or upon the filing with the Secretary of a written petition signed by not less than thirty (30) members setting forth the business to be conducted at such special meeting. Notice of such special meeting shall be given not less than ten (10) and not more than thirty (30) days in advance in the form and manner as determined by the Board of Trustees. The notice shall state the date, time and place of the special meeting and the business to be conducted at such meeting. The only business that may be conducted at a special meeting is that set forth in the notice. Notice shall be given as set forth in Section 2 of this Article. The special meeting shall be chaired and the minutes kept as set forth in Section 4 of this Article. The quorum for a special meeting of members shall be not less than thirty (30) members or such higher number as the Board of Trustees may specify.
7. Whenever members are required or permitted to take any action by vote, such action may be taken without a meeting on written consent, signed by the number of members that would constitute a quorum if such a meeting were held, setting forth the action so taken.
1. The association shall be managed by its Board of Trustees. The Board of Trustees shall consist of not less than nine (9) and not more than fifteen (15) members. The current number of trustees on the board is 13. Members of the Board of Trustees may serve 2 consecutive four-year terms (8 years) and, in the event the Board of Trustees does not have the maximum number of members upon completion of a second consecutive four-year term, a Member of the Board of Trustees may serve an additional four-year term upon majority vote of the balance of the Board of Trustees at a duly scheduled general meeting.
2. The Board of Trustees shall be divided into four (4) classes so that the term of one class shall expire every year. The term of a member of the Board of Trustees shall be four years. All Trustees elected to the Board of Trustees shall be appointed to a class so as to make the number of Trustees in each class as equal as possible.
3. The Board of Trustees shall meet not less frequently than once each calendar quarter. The President may call a regular meeting of the Board of Trustees and shall cause notice of each such regular meeting setting forth the date, time, place and agenda for such meeting to be given not less than three (3) days in advance.
4. A special meeting may be called by The President or three (3) members of the Board of Trustees to address any issue or issues which, in the discretion of the President or members need(s) to be resolved on an expedited basis before the next scheduled regular meeting. Written notice of a special meeting must be given to all other members of the Board of Trustees not less than five (5) nor more than twenty (20) days in advance of the meeting, setting forth, the date, time, place and purpose of such special meeting. The special meeting shall only conduct the business stated in the notice.
5. Quorum for a regular meeting of the Board of Trustees shall consist of the majority of the trustees then holding office. Quorum for a special meeting of members of the Board of Trustees shall be a majority of the members of the Board of Trustees. Any action by the Board of Trustees may be taken without a meeting if all members of the Board of Trustees consent in writing to the adoption of a resolution authorizing the action. Any one or more members of the Board of Trustees may participate in a regular or special meeting of the Board of Trustees by means of a conference telephone or similar communications equipment allowing all persons participating in the meeting to speak and hear each other.
6. A member of the Board of Trustees may resign by giving written notice to the President or the Secretary stating the date such resignation shall become effective. No other action is necessary for a member of the Board of Trustees to resign. A member of the Board of Trustees may be removed by vote of the members at a General or special meeting of members and /or by majority vote at a meeting of the Board of Trustees because of such person’s failure to attend three or more consecutive meetings of the Board of Trustees. A member of the Board of Trustees may be removed, with or without cause, at a special meeting of the members of the association or at a special meeting of the Board of Trustees called for such purpose by vote of not less than two-thirds in number of the other members of the Board of Trustees.
7. The Board of Trustees may elect one or more persons to the Board of Trustees to replace a resigning or removed Trustee, to elect additional members of the Board of Trustees until there is a total of fifteen (15), and if less than nine members, with or without a quorum, to elect such additional members of the Board of Trustees so as to have nine (9) members.
1. The association shall have the following officers: A president; one or more vice presidents; a secretary; and, a treasurer. Each shall have the powers and duties customarily associated with such office and such other powers and duties as the Board of Trustees may, from time to time, ascribe to such person or office. Each officer shall serve until the next General Meeting of the members.
2. The Board may, from time to time, establish additional officers of the Association and ascribe the powers and duties of such office, and may, from time to time, remove such offices and officers.
3. Any officer elected by the Board of Trustees may be removed with or without cause, by action of the Board of Trustees. Any officer may on written notice to the President or Secretary resign from office effective as of the date of notice. Any two or more offices may be held by the same person except the offices of President and Secretary. In the event of the death, resignation or removal from office, the Board of Trustees may elect or appoint a successor to fill the unexpired term.
1. The Board of Trustees shall, from time to time, establish such committees of the Board as it may determine are necessary and appropriate, and establish the powers and duties of each such committee. The Board shall elect to each committee such members of the Board of Trustees and such members of the association as it may deem appropriate, as well as appoint other natural persons as ex officio members.
2. Notwithstanding the foregoing, there shall be a Nominating Committee consisting of not less than two (2) members of the Board of Trustees appointed by the Board of Trustees. The Nominating Committee shall recommend to the Board of Trustees members of the association for election to the Board of Trustees and officers of the association for approval by the Board of Trustees to be submitted to the next General Meeting of members of the association.
The association shall indemnify to the fullest extent permitted by law any officers or members of the Board of Trustees made or threatened to be made a party to any action, civil, criminal or administrative or any investigation in connection with or in anticipation of any such action. The association shall advance the expenses, legal fees and other costs incurred by such person in connection with the foregoing indemnification against a promise of such person to reimburse the association to the extent required by law if such person is found by a final judgment of a court of law not to be entitled to indemnification. The foregoing shall not permit the association to expend or advance funds if the result thereof would cause the association to borrow funds for its continued operation or otherwise be unable to perform its purpose.
These By-Laws may be amended by action of the Board of Trustees or by the members at a meeting of members of the association. An amendment adopted by the members at a meeting of members may not be modified, rescinded or otherwise changed by the Board of Trustees, but only by the members at a meeting of members of the association.
Accepted: September 13, 2017 Amended: May 2018
Code of Conduct
The purpose of the Lewisboro Library is to provide access to a wide variety of materials and services in a comfortable setting to meet the information, education and cultural enrichment needs of all residents of Lewisboro. The Board of Trustees is authorized to establish rules and regulations for the protection of Library resources, patrons, staff and the physical building and facilities. The Library Director is authorized and directed by the Board of Trustees of the Lewisboro Library to interpret and enforce these rules and regulations, referred to as the Library’s Code of Conduct, which have been established for all Library Users – children, young adults and adults:
In general, behavior that violates the law, behavior that interferes with the use and enjoyment of the Library by others, and behavior that interferes with Library employees in the performance of their duties, is prohibited.
Anyone whose behavior does not comply with the Library’s Code of Conduct will be asked to leave the building.
If a person defies an order personally communicated by an authorized Library employee not to enter the Library or not to remain for failure to comply with the Code of Conduct, said person is subject to arrest for trespass. (New York State Penal Law, Section 140.00).
Copies of this Code of Conduct are available to the public at all public service desks, and the full document is posted in the Library. In addition, the following abbreviated list of rules is posted in all public areas:
Rules of Conduct
The following activities are not allowed in the Library:
- Eating or drinking except at designated areas or events.
- Playing of audio equipment so that others are disturbed.
- Loud or disruptive cell phone usage (except in Library foyer/lobby).
- Smoking, vaping or use of alcohol or drugs.
- Bringing animals into the Library except for prescribed service animals or for special Library programs.
- Leaving a child under the age of six unsupervised by a parent or guardian. Parents or guardians must remain in the same room as the child within the Library.
- Leaving a child under the age of ten unattended in the building by a parent or guardian.
- Interfering with another person’s use of the Library or with Library personnel’s performance of their duties.
- Unauthorized entry to staff areas.
- Mutilating, damaging, or defacing Library property, materials, building or grounds.
- Solicitation and distribution of unauthorized materials with the Library or its grounds.
- Moving furniture and Library equipment unless authorized to do so by Library staff.
- Photography, video or sound recording of Library users, staff interiors or exteriors during regular Library hours with prior approval of the Library Director.
Persons shall maintain bodily hygiene that is not a health risk to others.
Patrons shall be engaged in activities associated with the use of a public library while in the building,
Appropriate attire including shoes and shirts must be worn,
Library privileges may be limited or suspended for failure to observe the proceeding prohibitions and for the following reasons:
- Criminal mischief such as damaging or defacing Library property
- Stealing Library materials
- Physically harming staff or persons
- Threatening or harassing staff or patrons
Users must adhere to the Lewisboro Library “Rules of Conduct,” “Internet Use Policy,” and the “Wireless Network End User Agreement.” Failure to comply with these policies may result in loss of computer or Library privileges in addition to any appropriate legal action including criminal prosecution.
All Library materials must be checked out at the Circulation Desk. Borrowers assume responsibility for materials checked out on their card unless the Library has been notified that the card has been lost or stolen.
Borrowers are responsible to keep all Library materials clean, unaltered and in good condition. Theft, defacement, and mutilation of Library materials are criminal offenses. Replacement charges shall be assessed for damaged Library materials. The Library is not responsible for any damages to personal equipment caused by library audio/visual materials, digital content or software.
Fines and fees are charged for overdue, damaged or lost materials. Library privileges will be suspended until the borrower meets financial obligations of $25.00 or more. The Library Director is authorized to employ a collection agency and seek other legal remedies to ensure the return of overdue materials.
The Library is not responsible for loss and/or damage of the personal property of patrons.
Unattended personal property found in the Library will be kept for thirty days and then will be disposed.
Accepted: November 10, 2004 Revised: September 5, 2018
Computer and Internet Use
In accord with the Library’s mission to provide access to a wide variety of materials and services to meet the information, education and cultural enrichment needs of Lewisboro’s residents and in response to advances in technology, the Library is pleased to offer access to our online catalog and the Internet. Information and resources on the Internet supplement the materials available at the Library.
Use of the Library’s computers for any illegal purpose is prohibited. Law enforcement authorities may prosecute a patron whose conduct on the Library’s computers violates federal, state or local law.
The Library does not guarantee nor is responsible for the security of personal information transmitted over the Internet.
Display of sexually explicit graphics is inappropriate for a public and open environment and is prohibited.
The Library does not monitor the Internet or have control over the information on the Internet. The Library makes no guarantees, either expressed or implied, with respect to the information available on the Internet, nor is the Lewisboro Library responsible for any misuse, or copyright or any other violation. As with other library material, children’s access to and use of the Internet are the responsibility of the parent/guardian.
As required by the Children’s Internet Protection Act (CIPA), in order to be eligible for certain federal funding, the Westchester Library System has implemented filtering on all Internet-accessible devices connected to its computer network. The filter protects against access to obscene materials including child pornography, which in the case of persons (minors) under the age of 17 has been deemed by the Westchester Library System as harmful.
Internet and Computer Use Guidelines
Access to the public computers and the Internet is on a first come, first-served basis.
Users must sign into a public computer using their library card barcode number or a guest pass which is available at the reference desk. There is up to a two-hour time limit per session on the public computer. Computer time limits are at the discretion of the librarian. This limit may be extended if no one is waiting to use a public computer.
Terminals will be shut down ten minutes before the Library closes.
Patrons must not intentionally disrupt the use of the Library’s network. The computer equipment and software must be used as installed. (Do not add to, delete, modify, damage, destroy or abuse in any way the installed hardware or software.)
A printer and a scanner are provided for your convenience. The charge for printing is $.15 per page for black and white and $.25 per page for color. Charges are to be paid at the circulation desk. You must pay for everything you print whether you intended to print or not. The cost of printing is subject to change.
Approved by the Lewisboro Library Board of Trustees on May 11, 2005. Revised
Conflicts of Interest
This policy recognizes that a “conflict of interest” may exist whenever the personal or professional interests of a director, officer, trustee, employee or volunteer are potentially at odds with the Lewisboro Library’s interests. The purpose of this policy is to put into place mechanisms by which relationships, financial interests or business affiliations that could result in conflicts of interest between Library and an individual are identified and resolved in a manner that ensures that any such transactions are in the best interests of the Library, over and above the interests of the Interested Party.
- “Interested Party” means a director, officer, trustee, employee or volunteer or even an immediate family member of any of these persons.
- “Related Party” means any party, group or organization to which an Interested Party has an allegiance or affiliation.
Conflicts of Interest
A potential conflict of interest exists when actions, contracts, transactions or other dealings between the Library and an Interested Party or a Related Party may result in a personal benefit to the Interested Party. A potential conflict of interest may also exist when an Interested Party serves as director, officer, or staff member of an Organization which competes with the Library or when an Interested Party or Related Party aids, financially or otherwise, such competing organization.
Although it is impossible to list every circumstance, the following activities by an Interested Party or a Related Party appear to involve a potential conflict and should be disclosed:
- Outside Interests
- To hold, directly or indirectly, a financial interest or any position in any concern with which the Library does business (or is considering doing business) or that provides services in competition with the Library.
- To compete, directly or indirectly, with the Library in the purchase or sale of property or property rights, interests or services
- Outside Activities
- To render services to any outside concern that does business with or competes with the Library
- Gifts, Gratuities, and Entertainment
- To accept gifts, entertainment, or other favors from any concern that does, or seeks to do, business with the Library or is a competitor, under circumstances that might influence the performance of the individual’s duties for the Library
- Confidential or Proprietary Information
- It is improper for an Interested Party or a Related Party to disclose or use confidential or proprietary information relating to the Library for personal profit or advantage of the Interested Party or Related Party.
- These prohibitions are not intended to preclude business meals or other nominal benefits in the reasonable and ordinary course of business.
- These prohibitions are not intended to preclude business meals or other nominal benefits in the reasonable and ordinary course of business.
- Initial and Annual Disclosure of Relevant Interests. Immediately upon election or appointment as a director or officer, all directors and officers shall disclose any relevant interest of an Interested Party or Related Party as they relate to such director or officer which may pose a potential conflict of interest. Such disclosure statements shall be updated at least annually.
- Disclosure of Potential Conflicts of Interest. If any question may arise in the mind of any director or officer of the Library as to a potential conflict between his or her own individual interest, those of an immediate family member, or those of a Related Party and the interest of the Library, full disclosure of all facts pertaining to such potential conflict shall be made to the Board of Directors. Fact-gathering and subsequent review by the Board of Directors will determine whether or not an actual conflict exists or would occur.
Procedures for Addressing Potential Conflicts of Interest
- The Board of Directors of the Library (or a duly appointed Committee of the Board) shall investigate the potential conflict of interest.
- The director or officer to whom the potential conflict of interest relates may offer factual information to the Board or Committee; but no such director or officer shall vote on such matter. The Board or Committee may, by majority vote, ask any such director or officer not to participate in any discussion relating to the conflict, or to leave the room in which such discussion is carried on; provided, however, that the discussion is carried on; provided, however, that the interested Director may participate in any discussion regarding his or her exclusion.
- Directors and officers to whom the potential conflict of interest relates shall not attempt to influence other Directors regarding such matter.
- After conducting due diligence, the Board or Committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Library’s best interest and for its own benefit and whether the transaction is fair and reasonable to the Library and shall make its decision as to whether the enter into or allow the transaction or arrangement in conformity with such determination. As part of its due diligence efforts, the Board or Committee shall determine whether the Library can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.
- The following information shall be recorded in the minutes of the meeting of the Board or Committee:
- the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board’s or Committee’s decision as to whether a conflict of interest in fact existed; and the names of the persons who were present for discussion and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection therewith.
Adopted by the Lewisboro Library Board of Trustees – April 8, 2015
The Lewisboro Library welcomes gifts of new and used books, audio recordings, and DVDs, and similar materials. The Library reserves the right to reject any items that are not in good condition. Items will be added to the collection in accordance with the selection policy of the library. Once donated, items become the property of the Lewisboro Library, and shall be discarded if they are not added to the collection. The donor cannot place any conditions on the donation. Donated items will not be returned to the donor, and the library will not accept any item that is not an outright gift.
The library will acknowledge receipt of donated items, but is unable to set fair market or appraisal values. It is recommended that the donor make a list of items donated. If items are being donated to obtain a tax benefit, it is the donor’s responsibility to establish fair-market value or obtain expert assistance in establishing any value. Once a donated item has been added to the library collection, it is subject to all other library policies and may be discarded according to the policy on withdrawal and disposition of library materials.
Monetary gifts, bequests, and memorial or honorary contributions are particularly welcome. Funds donated will be used to purchase items in accordance with the selection policy of the library.
Books and other materials purchased with bequests and memorial or honorary contributions will be identified with special donor plates whenever possible. If requested at the time the donation is made, notification of memorial or honorary contributions will be sent to the family of the person being recognized. Suggestions for subject areas or other areas of interest are welcome and will be followed to the extent that such items meet the library’s selection policy and collection needs.
Acceptance of donations of equipment, real estate, stock, artifacts, works of art, collections, jewelry, vehicles etc., will be determined by the library board based on their suitability to the purposes and needs of the library, laws and regulations that govern the ownership of the gift, and the library’s ability to cover insurance and maintenance costs associated with the donation.
Approved by the Lewisboro Library Board of Trustees: 2/12/2020
The purpose of this investment policy is to provide a clear statement of the Library’s investment objectives, to define the responsibilities of the Board of Trustees and any other parties involved in managing the Library’s investments, and to identify or provide target asset allocations, permissible investments and diversification requirements.
The overall investment objective of the Library is to maximize the return on invested assets while minimizing risk and expenses. This is done through prudent investing and planning, as well as through the maintenance of a diversified portfolio. In accordance with this, the fund groups have the following investment objectives:
- Operating Fund – consists of funds necessary to meet the daily operations of the library and the library’s collection. This fund should be in mostly interest bearing liquid accounts.
- Unrestricted Reserve Fund to be used for emergency shortfalls, sunshine fund, staff recognition and minor equipment purchases/upgrades. This fund should be invested with moderate liquidity investments e.g. money market and CDs with staggered maturity dates.
- Capital Projects Fund consists of accounts established to hold and disburse monies which have been designated by the Board of Trustees for ongoing and future capital projects, including renovations, repairs, and other improvements to library facilities; and, to provide for significant improvements in library technology and infrastructure (“Capital Projects”). This fund should be comprised of investments with a five year horizon, capital appreciation, reasonable return and minimal risk.
- The Trustees will endeavor to operate the Library’s investment program in compliance will all applicable state, federal and local laws and regulations concerning management of investment assets.
- The Board of Trustees has ultimate responsibility for the investment and management of the Library’s investment funds.
- The Board may delegate authority over the Library’s investments to a properly formed and constituted Finance Committee, comprised only of Trustees.
- The Finance Committee shall conduct an annual review of the Library’s investment assets to verify the existence and marketability of the underlying assets, unless such a review has been conducted in conjunction with an independent audit of the library’s financial statements.
- Any investment that is not expressly permitted under this Policy must be formally reviewed and approved by The Trustees.
- The Finance Committee may consult outside experts as investment consultants or managers.
Responsibilities of the Board, or if Authority is Delegated, the Finance Committee
- The Board of Trustees is responsible for managing the investments of the Library, but may delegate investment management to the Finance Committee. The Specific responsibilities of the Board or the Finance Committee, as applicable, include:
- Communicating the Library’s financial needs to the Investment Managers on a timely basis.
- Determining the Library’s risk tolerance and investment horizon and communicating these to the appropriate parties.
- Establishing reasonable and consistent investment objectives, policy guidelines and allocations which will direct the investment of the assets, to be reviewed by the Board on an annual basis.
- Prudently and diligently selecting one or more qualified investment professionals, including investment manager(s), investment consultant(s) and custodian(s).
- Regularly evaluating the performance of investment manager(s) to assure adherence to policy guidelines to monitor investment objective progress. Reviews should take place at least semi-annually.
- Developing and enacting proper control procedures; replacing investment manager(s) due to a fundamental change in the investment management process, or for failure to comply with established guidelines.
- Members of the Finance Committee are not held accountable for less than desirable outcomes, rather for adherence to procedural prudence, or the process by which decisions are made in respect to endowment assets. In consideration of the foregoing, the Finance Committee is responsible for the development, recommendation, implementation and maintenance of all policies.
Responsibilities of Investment Managers
- Investment manager(s) will invest assets placed in his or her care in accordance with this investment policy.
- Investment manager(s) must acknowledge in writing acceptance of responsibility as a fiduciary.
- Specific responsibilities of investment manager(s) include:
- Discretionary investment management, including decisions to buy, sell, or hold individual securities, and to alter allocation within the guidelines established in this statement.
- Reporting monthly investment performance results.
- Communicating any manor changes in the economic outlook, investment strategy, or any other factors that affect implementation of investment process.
- Informing the Board, or if authority is delegated, the Finance Committee, regarding any changes in portfolio management personnel, ownership structure, investment philosophy, etc.
- Voting proxies, if requested by the Board, or if authority is delegated, the Finance Committee, on behalf of the Library.
- Administering the Library’s investment at reasonable cost, balanced with avoiding a compromise of quality. These costs include, but are not limited to, management and custodial fees, consulting fees, transaction costs and other administrative costs chargeable to the Library.
General Investment Guidelines
- A copy of the Investment Policy shall be provided to all Investment Manager(s).
- The Library is a tax-exempt organization as described in section 501(c)(3) of the Internal Revenue Code. This tax-exempt status should be taken into consideration when making Library investments.
- The Library is expected to operated in perpetuity; therefore, a 5 year investment horizon shall be employed. Interim fluctuations should be viewed with appropriate perspective.
- A cash account shall be maintained with zero to very low risk tolerance to keep cash available for unusual and other anticipated expenses.
- Transactions shall be executed at reasonable cost, taking into consideration prevailing market conditions and services and research provided by the executing broker.
- Permitted investments included: Cash and cash equivalents, marketable securities including equities and fixed income securities.
- No fixed income security shall have an equivalent credit quality below investment grade at the time of purchase, defined as:
- BBB by Standard & Poors for straight bonds and convertibles
- BAA3 by Moody’s Investor Service for straight bonds and convertibles
- A1 by Standard & Poors for short term securities
- P1 by Moody’s Investor Service for short-term securities
- AAA for money market accounts
- The Library will maintain a reasonable diversification of investment assets between asset classes and investment categories at all times.
- Not more than 25% of the equity portion of the account will be invested in stocks contained within the same industry.
- Not more than 5% of the equity portion of the account will be invested in any one company.
- Investments within the investment portfolio should be readily marketable.
- Prohibited equity investments include: initial public offerings, restricted securities, private placements, derivatives, options, futures and margined transactions.
- The asset allocation policy shall be predicated on the following factors:
- Historical performance of capital markets adjusted for the perception of the future short and long-term capital market performance.
- The correlation of returns among the relevant asset classes.
- The perception of future economic conditions, including inflation and interest rate assumptions.
- Liquidity requirements for the library.
- The relationship between the current and projected assets of the Library and projected liabilities.
|Asset Allocation Range||Target||Range|
|Cash & Equivalents and Fixed Income||60%||55-65%|
- Performance objectives are to be met on a net of fees basis. The investment performance of each asset class will be measured on two levels: against inflation and against index objectives for individual portfolio components. Investment performance shall be evaluated on a three to five-year basis to allow for market fluctuations and volatility.
Adopted by the Lewisboro Library Board of Trustees 9/11/9
Lewisboro Library Long-Range 2019-2024
The Long-Range Planning Committee of the Lewisboro Library worked diligently on this Plan for the past eighteen months. We began by reviewing the literature available on writing a Library Plan, and studied existing Plans of surrounding Libraries.
Our next step was to analyze Lewisboro Library data including cardholder totals, program attendance, data from automatic patron counters at our entrances, circulation data, as well as data from our two most recent surveys of Library patrons to note patterns and changes. We solicited written survey data from two groups we felt may have been underrepresented—government/business leaders and senior citizens.
We then conducted focus groups with staff members, teens, and parents of younger children-groups not represented among our Trustees who already have frequent input on all Library operations. Local demographic data, school enrollment, and real estate sales were also studied to produce a clearer picture of our community for the Committee.
We chose a five-year timeframe for our Plan because it allowed sufficient time to implement complex strategic change, but not so long as to extend far beyond the tenure of our current Board members.
We decided to organize goals around strategic areas of interest: Community, Services & Programs, Learning and Literacy, Finance, Facility, and Staff. The Mission and Vision statements provided the framework for the Plan itself, and were create with input from the Trustees.
There are no specific completion dates for any of the goals to allow Trustees to select areas/goals that are most important to address in any given year. The Board of Trustees has committed to this annual review.
Long-Range Plan Committee Members
Nancy Euchner, Chairperson
Cindy Rubino, Library Director
The mission of the Lewisboro Library is to provide the community with free, uncensored access to information through a variety of media and services, and offer educational, cultural, recreational, and civic engagement opportunities in a welcoming and safe atmosphere that supports intellectual and social involvement.
Our Library will serve as the heart of the community, a hub for civic and cultural enrichment, a place to shelter and gain local information in emergencies. The Library will continue to provide opportunities for human connection, information, entertainment, and education, with offerings that engage all segments of our community.
- Position the Library as the welcoming center and heart of our Lewisboro community.
A. Utilize website, solicitations, publications, email to reinforce
“Lewisboro Library – the heart of the community.”
B. Reinforce “the heart of the community” with programming
C. Re-examine Library Logo to better reflect our vision
- Foster a partnership with the Katonah-Lewisboro School District to improve communication and coordination of Library and Technology,District programs and services.
A. Engage School Administration/Board of Education to identify ways Library and District can support each other
B. Forge deeper relationships with District PTAs/PTOs to promote Library events
- Continue to partner with all Town of Lewisboro departments and the Office of Emergency Management
A. Work with Parks and Recreation and Maintenance Departments to solve issues regarding Library Fair usage of Onatru facilities
B. Consult Town and Office of Emergency Management to develop additional ways Library can assist in emergencies
- Provide the community with cultural, educational and social programs of all types.
A. Embrace “out-of-the box” programming to broaden Library
efforts to reach a larger, more diverse audience
B. Encourage patron-requested programming
C. Present events utilizing local talent
D. Seek creative funding opportunities including patron
- Encourage civic engagement
A. Promote Library as ideal facility for voter information, candidate forums, civic events
B. Present current events programming to better inform our community
Services & Programs
- Expand the number of creative programs and services we provide to meet the changing needs and interests of all community members
a. Encourage teens to explore STEAM (Science, Technology, Engineering, Arts and Math) while addressing teen interest in science fiction, history, politics, nonfiction and gaming with creative programming
- Tailor programs and services to patron needs and usage
a. Survey patrons at least every three years to gain feedback on our programs/services and solicit suggestions
b. Review data on library hours, usage, and patrong needs, and adjust as needed.
- Optimize the balance between print and digital resources in our Library collection to best meet patron needs.
- Utilize best practices in publicity, marketing, and social media to effectively inform our community of our programs and services.
Information technology is rapidly changing and ever more important to the mission of the Library. It is necessary to constantly evaluate our IT performance to ensure it meets the needs of staff and patron.
- Keep our Library website and social media platforms current to facilitate information dissemination on a wide range of devices.
- Provide programs, training, and coaching to foster technological literacy in our library patrons.
- Evaluate and utilize current and emerging technologies to serve the public and improve the efficiency and productivity of the staff
a. Analyze present and future hardware and software needs
b. Monitor usage and provide networking and WiFi services to users
- Provide and enhance emergency Library services including charging capability.
Learning and Literacy
- Offer a variety of book groups both inside the Library and at other locations to meet patron needs
- Develop staff recommendations across media for different age groups
- Utilize teens and children as book reviewers for summer reading program
- Better coordinate availability of summer reading list titles with the school district
- Reach out to new families and incoming kindergarten students to encourage them to obtain library cards
- Develop a financial strategic plan.
a. Align budget with long-range plan
b. Strive for fully funded annual budget with minimal reliance on reserves
c. Review utilization of capital development fund annually
d. Develop a fundraising plan to ensure the sustainability of the Library
1. Create action plan for Trustee fundraising responsibilities
2. Explore new types of fundraisers to broaden appeal
e. Review Library’s grant strategy
f. Develop a financial contingency plan
g. Establish an investment policy for the Library
- Commit to audit every three years
- Ensure that the Library remains an inviting, safe, functional, adaptable, patron-friendly facility to support the changing needs of our community.
a. Explore generator upgrade to better serve community during power outages
b. Explore ways to create either a quiet zone or quiet hours with Library
c. Enhance patron enjoyment and comfort while considering cleaning and safety
d. Explore possible changes to library hours to better serve working families and student needs.
- Practice good stewardship of environmental resources whenever possible.
- Recruit, train and retain knowledgeable, helpful staff
a. Develop customer service best practices to foster positive patron interactions
b. Train all staff to be ambassadors of library resources and services
c. Provide staff with continuing education including technology training
- Evaluate need for staffing levels and responsibilities
- Provide competitive compensation and benefits
Town of Lewisboro Demographic Summary
The Long-Range Planning Committee reviewed demographic data, school enrollment projections, and housing sales to better understand how our community is changing and the implications for the Library.
As of 2017, (most recent government figures available,) Lewisboro’s population of 12,741 was up slightly from 12,411 in 2010. Diversity remains low with approximately 90.9% of the population identifying as white only, 3.5% identifying as Black, African American, or mixed race, and 2.5% identifying as Asian. Approximately 5.8% of Lewisboro residents identify as Hispanic or Latino (of any race) in 2017, up from 4.4% in 2010 data.
Lewisboro residents are highly educated with 71.0% of the over-25 population holding college or graduate degrees, with a (2017) mean income of $212,240 and median income of $148,824.
(United States Census Bureau, American FactFinder, Lewisboro, NY and US Census Bureau American Community Survey 5-year estimates for Lewisboro, NY.)
Changing characteristics of Lewisboro
According to the Statistical Forecasting LLC November 2017 report to Katonah-Lewisboro School District., “After peaking in 2005-2006 with 4115, enrollment has declined in each of the last twelve years with a loss of 1076 (-26.1%) over this period.” (Page 3)
Enrollment dipped below 3000 for the first time in 20 years at the beginning of the 2017-2018 school year, and currently stands at 2961 in fall of 2018 (per Katonah-Lewisboro District office.) This enrollment drop is projected to continue through the 2022-23 school year. Estimates of further student loss range from 173-233 students from the 2017-2018 levels, but with a slowing trend. Since the institution of full-day kindergarten in the District in 2014-15 the district has lost an average of 123 students per year to negative kindergarten replacement, the difference between the number of graduating seniors and the number of entering kindergarten students. (Page 4). Younger families with children are not moving into the District fast enough to replace graduating students.
The number of births in Katonah-Lewisboro have declined from a peak of 219 per year in 2002, to a low of 104 in 2012 with the last 3 years of data indicating a stabilization, (but at the lower range of 112-124/1000.) This is consistent with national trends.
With few new housing developments planned in town (with the exception of a few new luxury homes in the Falcon Ridge development, and some high-end townhomes in the Oakridge development), new housing will not provide student or population growth in town.
(Statistical Forecasting LLC report “Demographic Study Update for the Katonah-
Lewisboro Union Free School District, November 2017 prepared by Richard S. Grip, Ed.D.)
While up from the low pace of sales during the aftermath of the banking and financial crisis of 2008-2011 (total single family home sales in Katonah-Lewisboro of 115- 155 per year), the number of home sales per year rose to 255 in 2016 before falling to 216 homes sold in 2018. The median sales price of $687,000 is up slightly over the preceding few years, but flat against the 2010 year-end median.
The 113 single family homes for sale in January of 2019 was flat versus the prior year’s January inventory, but represented 14.1 months of inventory at the current sales pace.
(Houlihan Lawrence January 2019 Market Report for the Katonah-Lewisboro School District/single family homes.)
In 2010, Lewisboro households with children under 18 living at home versus those households without school age children at home were approximately equal (49% vs 51%.) In marked contrast, by 2017, households with children at home had dropped to 34% while households without school age children occupied 66% of housing units.
While 9.9% of Lewisboro residents were 65 years or older in 2010, by 2017 those over age 65 represent 17.0%, with similar jumps in the age 62 and older population. Population in the 25-54 year old age range (those most likely to have school-age children,) dropped approximately 5%, from 41.6% in 2010 to 36.7% in 2017. (United States Census Bureau, American FactFinder, Lewisboro, NY and US Census Bureau American Community Survey 5-year estimates for Lewisboro, NY.)
- Racial diversity remains limited but stable in Lewisboro with a small rise in the Hispanic population. This community is both well educated and affluent.
- Home sales have risen over the trough following the financial crisis, but have remained on the low end of normal for the past few years, while median home prices are not substantially stronger than a decade ago.
- The Katonah-Lewisboro School District faces shrinking enrollment for the next five years due to low birth rates and fewer young families with school age children moving into the community. We believe that the high median sales price in Lewisboro coupled with high student debt and slower family formation in the millennial age group, contribute to this phenomenon. Meanwhile, Lewisboro’s population is skewing older.
History of the Lewisboro Library
The Lewisboro Library was originally organized in 1798 under the name Salem Library. It is one of the oldest chartered voluntary libraries in New York State. In 1897, the library was reorganized as an association library and renamed the South Salem Library. It was housed in a one-room building owned by and across the street from the South Salem Presbyterian Church on Spring Street. The Library received its absolute charter from New York State in 1903 to serve the Town of Lewisboro. From 1798 until 1964, the library was run entirely by volunteers. In 1964, a fundraising drive was started, the library purchased land, built its own permanent building in its current location of 15 Main Street in South Salem, and the first paid staff was hired.
In 1988, the library was renamed the Lewisboro Library in recognition of the fact that the library serves the entire Town of Lewisboro and all its hamlets. The library was in need of modernizing and expanding its building to better serve its community. The Library’s board of trustees worked very hard to fund a complete renovation and modest expansion of the building which was completed in 2015. Our goals included creating a separate children’s room, providing quiet spaces for adult study and reading, and creating a conference room with a modern audiovisual set-up for meetings and programming.
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
- Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves.
- Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
- Libraries should challenge censorship in the fulfillment of their responsibilities to provide information and enlightenment.
- Libraries should cooperate with all persons and groups concerned with resisting abridgement of free expression and free access to ideas.
- A person’s right to the use a library should not be denied or abridged because of origin, age, background or views.
- Libraries which make exhibit spaces and meeting rooms to the public they serve and should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Adopted June 18, 1948, Amended February 2, 1961, and January 23, 1980, inclusion of “age” reaffirmed January 23, 1996 by the American Library Association Council.
Reaffirmed by the Lewisboro Library Board of Trustees on November 14, 2018.
Library Materials Reconsideration
The Lewisboro Library Board recognizes the public’s right to free access to information on all sides of an issue. The board also recognizes the responsibility of the library director and staff to select books and other materials in accordance with the Materials Selection Policy and to make those materials available in the library.
Individuals may take issue with library materials that do not support their tastes and views. Staff is available to discuss concerns and identify alternate materials that may be available. If a patron’s concern is not satisfied through discussion with staff, a formal, written request for reconsideration of materials may be submitted to the library director. Copies of the Request for Reconsideration of Library Materials Form are available from the director’s office.
If the matter cannot be resolved between the patron and director it will be referred to the board of trustees. The board will make the final decision on any materials which have been questioned after careful examination and discussion of the material and the objection with the library staff or anyone else it may wish to involve.
The patron submitting the request for reconsideration must be a resident of the library’s jurisdiction and hold a valid borrower’s card. A patron who wishes to request reconsideration of the placement of any material in the library’s collection is required to make such a request in writing on a form provided by the library director.
The board, following its consideration of the written complaint, will reply to the complainant in writing within thirty (30) days.
If not satisfied, the complainant may request a hearing with the board by giving reasonable notice.
The material in question will remain accessible in the collection until the matter is resolved. An item will only be evaluated for reconsideration once in a twelve-month period.
Adopted by the Lewisboro Library Board of Trustees June 12, 2002. Reviewed and reaffirmed on September 2018.
Materials Selection Policy
It is the goal of Lewisboro Library to provide residents of Lewisboro access to a wide variety of materials, in print and non-print formats, to meet the information, education and cultural enrichment needs of the community. The authority and responsibility for the selection of library materials and maintenance of the collection are delegated to the Library Director and, under supervision, to the professional librarian staff who are qualified by reason of education, training and experience. Materials are chosen, within the limits of budget and space, to meet the stated goals of the Library’s mission.
In selecting material for the collection, the staff is guided by the American Library Association’s Bill of Rights and Freedom to Read statement and the following general principles:
The Library will endeavor to build a collection covering a wide field of interests and
ideas. Every attempt will be made to provide materials representing all sides of
- The Library will endeavor to build a collection covering a wide field of interests and ideas. Every attempt will be made to provide materials representing all sides of controversial issues.
- Material will be selected based on generally accepted criteria such as reviews, timeliness of subject matter, author’s or publisher’s reputation, price, format, popular demand and inclusion in lists of standard works. Suggestions from the public are welcome.
- The Library provides books and other materials for children and young adults considered suitable by children for these age groups. Responsibility for the reading, listening and viewing of Library materials by children rests with their parents or legal guardians.
- It is not the purpose of the collection to take the place of the schools’ libraries, but rather to work with the schools to supplement and enhance their collections.
- Since the Lewisboro Library has available to it the resources of many other libraries through the Westchester Library system, it does not acquire highly specialized and/or technical materials as they can usually be obtained through interlibrary loan.
- The Library acknowledges a particular interest in local history and in the works of local authors. The Library, however, will apply the same standards of selection to the works of local authors as it does to other materials.
The Library recognizes that certain materials are controversial and any given item may offend some library user. Selection will not be made on the basis of any anticipated approval or disapproval, but solely on the merits of the works in relation to building a collection and serving the diverse interests of the Lewisboro community. The Library will review patrons’ concerns regarding specific materials in the collection upon written request. A Request for Reconsideration form for this purpose is available at the reference desk.
Continual evaluation of library holdings is an essential part of collection development. To ensure a dynamic collection of continued value to the community, materials, which have outlived their usefulness, are withdrawn. Decisions for removal are based on: circulation, physical condition, usefulness and accuracy.
Gifts of books and other collection materials are accepted by the Library with the understanding that they will be added to the collection according to the above selection standards and otherwise, may be disposed of as the Library sees fit.
The Board of Trustees has adopted and has declared that it will adhere to and support:
- The Library Bill of Rights
- The Freedom to Read Statement adopted by the American Library Association.
Reaffirmed by the Lewisboro Library Board of Trustees on June 12, 2002.
Privacy/Confidentiality (Policy Under Development)
Sexual Harassment Prevention
Lewisboro Library is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. All employees are required to work in a manner that prevents sexual harassment in the workplace. This Policy is one component of Lewisboro Library’s commitment to a discrimination-free work environment. Sexual harassment is against the
law(1) and all employees have a legal right to a workplace free from sexual harassment and employees are urged to report sexual harassment by filing a complaint internally with Lewisboro Library. Employees can also file a complaint with a government agency or in court under federal, state or local antidiscrimination laws.
- Lewisboro Library’s policy applies to all employees, applicants for employment, interns, whether paid or unpaid, contractors and persons conducting business, regardless of immigration status, with Lewisboro Library. In the remainder of this document, the term “employees” refers to this collective group.
- Sexual harassment will not be tolerated. Any employee or individual covered by this policy who engages in sexual harassment or retaliation will be subject to remedial and/or disciplinary action (e.g., counseling, suspension, termination).
- Retaliation Prohibition: No person covered by this Policy shall be subject to adverse action because the employee reports an incident of sexual harassment, provides information, or otherwise assists in any investigation of a sexual harassment complaint. Lewisboro Library will not tolerate such retaliation against anyone who, in good faith, reports or provides information about suspected sexual harassment. Any employee of [Lewisboro Library] who retaliates against anyone involved in a sexual harassment investigation will be subjected to disciplinary action, up to and including termination. All employees, paid or unpaid interns, or non employees(2) working in the workplace who believe they have been subject to such retaliation should inform a supervisor, manager, of the Library Director. All employees, paid or unpaid interns or non-employees who believe they have been a target of such retaliation may also seek relief in other available forums, as explained below in the section on Legal Protections.
- Sexual harassment is offensive, is a violation of our policies, is unlawful, and may subject Lewisboro Library to liability for harm to targets of sexual harassment. Harassers may also be individually subject to liability. Employees of every level who engage in sexual harassment, including managers and supervisors who engage in sexual harassment or who allow such behavior to continue, will be penalized for such misconduct.
- Lewisboro Library will conduct a prompt and thorough investigation that ensures due process for all parties, whenever management receives a complaint about sexual harassment, or otherwise knows of possible sexual harassment occurring. Lewisboro Library will keep the investigation confidential to the extent possible. Effective corrective action will be taken whenver sexual harassment is found to have occurred. All employees, including managers and supervisors, are required to cooperate with any internal investigation of sexual harassment.
- All employees are encouraged to report any harassment or behaviors that violate this policy. Lewisboro Library will provide all employees a complaint form for employees to report harassment and file complaints.
- Managers and supervisors are required to report any complaint that they receive, or any harassment that they observe or become aware of, to the Library Director who will report it to the Library’s Board of Trustees.
- This policy applies to all employees, paid or unpaid interns, and non-employees and all must follow and uphold this policy. This policy must be provided to all employees and should be posted prominently in all work locations to the extent practicable (for example, in a main office, not an offsite work location) and be provided to employees upon hiring.
(1) While this policy specifically addresses sexual harassment, harassment because of and discrimination against persons of all protected classes is prohibited. In New York State, such classes include age, race, creed, color, national origin, sexual orientation, military status, sex, disability, marital status, domestic violence victim status, gender identity and criminal history.
(2) A non-employee is someone who is (or is employed by) a contractor, subcontractor, vendor, consultant, or anyone providing services in the workplace. Protected non-employees include persons commonly referred to as independent contractors, “gig” workers and temporary works. Also included are persons providing equipment repair, cleaning services or any other services provided pursuant to a contract with the employer.
Adoption of this policy does not constitute a conclusive defense to charges of unlawful sexual harassment. Each claim of sexual harassment will be determined in accordance with existing legal standards, with due consideration of the particular facts and circumstances of the claim, including but not limited to the existence of an effective anti-harassment policy and procedure.
What is “Sexual Harassment”
Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and (where applicable) local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, self-identified or perceived sex, gender express, gender identity and the status of being transgender.
Sexual harassment includes unwelcome conduct which is either or a sexual nature, or which is directed at an individual because of that individual’s sex when:
- Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the reporting individual is not the intended target of the sexual harassment;
- Such conduct is made either explicitly or implicitly a term or condition of employment; or
- Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.
A sexually harassing hostile work environment includes, but is not limited to, words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.
Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.
Any employee who feels harassed should report so that any violation of this policy can be corrected promptly. Any harassing conduct, even a single incident, can be addressed under this policy.
Examples of Sexual Harassment
The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:
- Physical acts of a sexual nature, such as:
- Touching, pinching, patting, kissing, hugging, grabbing, brushing against another employee’s body or poking another employee’s body;
- Rape, sexual battery, molestation or attempts to commit these assaults.
- Unwanted sexual advances or propositions, such as:
- Requests for sexual favors accompanied by implied or overt threats concerning the target’s job performance evaluation, a promotion or other job benefits or detriments;
- Subtle or obvious pressure for unwelcome sexual activities.
- Sexually oriented gestures, noises, remarks or jokes, or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
- Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people’s ideas or perceptions about how individuals of a particular sex should act or look.
- Sexual or discriminatory displays or publications anywhere in the workplace, such as:
- Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
- Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
- Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
- Sabotaging an individual’s work;
- Bullying, yelling, name-calling.
Who Can Be a Target of Sexual Harassment?
Sexual harassment can occur between any individuals, regardless of their sex or gender. New York Law protects employees, paid or unpaid inters, and non-employees, including independent contractors, and those employed by companies contracting to provide services in the workplace. Harassers can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractors, contract worker, vendor, client, customer or visitor.
Where can Sexual Harassment Occur?
Unlawful sexual harassment is not limited to the physical workplace itself. It can occur while employees are traveling for business or at employer sponsored events or parties. Calls, texts, emails, and social media usage by employees can constitute unlawful workplace harassment, even if they occur away from the workplace premises, on personal devices or during non-work hours.
Unlawful retaliation can be any action that could discourage a worker from coming forward to make or support a sexual harassment claim. Averse action need not be job-related or occur in the workplace to constitute unlawful retaliation (e.g. threats of physical violence outside of work hours).
Such retaliation is unlawful under federal, state, and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in “protected activity.” Protected activity occurs when a person has:
- made a complaint of sexual harassment, either internally or with any anti-discrimination agency;
- testified or assisted in a proceeding involving sexual harassment under the Human Rights Law or other anti-discrimination law;
- opposed sexual harassment by making a verbal or informal complaint to management, or by simply informing a supervisor or manager of harassment;
- reported that another employee has been sexually harassed; or
- encouraged a fellow employee to report harassment.
Even if the alleged harassment does not turn out to rise to the level of a violation of law, the individual is protected from retaliation if the person had a good faith belief that the practices were unlawful. However, the retaliation provision is not intended to protect persons making intentionally false charges of harassment.
Reporting Sexual Harassment
Preventing sexual harassment is everyone’s responsibility. Lewisboro Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee, paid or unpaid intern or non-employee who has been subjected to behavior that may constitute sexual harassment is encouraged to report such behavior to a supervisor, manager or the Library Director. Anyone who witnesses or becomes aware of potential instances of sexual harassment should report such behavior to a supervisor, manager of the Library Director.
Reports of sexual harassment may be made verbally or in writing. A form for submission of a written complaint is available for download, and all employees are encouraged to use this complaint form. Employees who are reporting sexual harassment on behalf of their employees should use the complaint form and note that is on another employee’s behalf.
Employees, paid or unpaid interns or non-employees who believe that they have been a target of sexual harassment may also seek assistance in other available forums, as explained below in the section on Legal Protections.
All supervisors and manager who receive a complaint or information about suspected sexual harassment, observe what may be sexually harassing behavior or for any reason suspect that sexual harassment is occurring, are required to report such suspected sexual harassment to the Library Director.
In addition to being subject to discipline if they engaged in sexually harassing conduct themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.
Supervisors and managers will also be subject to discipline for engaging in any retaliation.
Complaint and Investigation of Sexual Harassment
All complaints or information about sexual harassment will be investigated, whether that information was reported in verbal or written form. Investigations will be conducted in a timely manner, and will be confidential to the extent possible.
An investigation of any complaint, information or knowledge of suspected sexual harassment will be prompt and thorough, commenced immediately and completed as soon as possible. The investigation will be kept confidential to the extent possible. All persons involved, including complainants, witnesses and alleged harassers will be accorded due process, as outlined below, to protect their rights to a fair and impartial investigation.
Any employee may be required to cooperate as needed in an investigation of suspected sexual harassment. The Lewisboro Library will not tolerate retaliation against employees who file complaints, support another’s complaint or participate in an investigation regarding a violation of this policy.
While the process may vary from case to case, investigations should be done in accordance with the following steps:
- Upon receipt of complaint, the Library Director will conduct an immediate review of the allegations, and take any interim actions (e.g. instructing the respondent to refrain from communications with the complainant), as appropriate. If complaint is verbal, encourage the individual to complete the “Complaint Form” in writing. If he or she refuses, prepare a Complaint Form based on the verbal reporting.
- If documents, emails or phone records are relevant to the investigation, take steps to obtain and preserve them.
- Request and review all relevant documents, including all electronic communications.
- Interview all parties involved, including any relevant witnesses;
- Create a written documentation of the investigation (such as a letter, memo or email), which contains the following:
- A list of all documents reviewed, along with a detailed summary of relevant documents;
- A list of names of those interviewed, along with a detailed summary of their statements;
- A timeline of events;
- A summary of prior relevant incidents, reported or unreported; and
- The basis for the decision and final resolution of the complaint, together with any corrective action(s).
- Keep the written documentation and associated documents in a secure and confidential location.
- Promptly notify the individual who reported and the individual(s) about whom the complaint was made of the final determination and implement any corrective actions identified in the written document.
- Inform the individual who reported of the right to file a complaint or charge externally as outlined in the next section.
Legal Protections and External Remedies
Sexual harassment is not only prohibited by the Lewisboro Library, but it is also prohibited by state, federal and, where applicable, local law.
Aside from the internal process at Lewisboro Library, employees may also choose to pursue legal remedies with the following governmental entities. While a private attorney is not required to file a complaint with a governmental agency, you may seek to the legal advice of an attorney.
In addition to those outlined below, employees in certain industries may have additional legal protections.
State Human Rights Law (HRL)
The Human Rights Law (HRL), codified as N.Y. Executive Law, art. 15 290 et seq., applies to all employers in New York State with regard to sexual harassment, and protects employees, paid or unpaid interns and non-employees, regardless of immigration status. A complaint alleging violation of the Human Right Law may be filed either with the Division of Human Rights (DHR) or in New York State Supreme Court.
Complaints with DHR may be filed any time within one year of the harassment. If an individual did not file at DHR, they can sue directly in state court under the HRL, within three years of the alleged sexual harassment. An individual may not file with DHR if they have already filed a HRL complaint in state court.
Complaining internally to Lewisboro Library does not extend your time to file with DHR or in court. The one year or three years is counted from date of the most recent incident of harassment.
You do not need an attorney to file a complaint with DHR, and there is no cost to file with DHR.
DHR will investigate your complaint and determine whether there is probable cause to believe that sexual harassment has occurred. Probable cause cases are forward ed to a public hearing before an administrative law judge. If sexual harassment is found after a hearing, DHR has the power to award relief, which varies but may include requiring your employer to take action to stop the harassment, or redress the damage caused, including paying of monetary damages, attorney’s fees or civil fines.
DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458. You may call (718) 741-8400 or visit www.dhr.ny.gov.
Contact DHR at (888) 392-3644 or visit drh.ny.gov/complaint for more information about filing a complain. The website has a complaint form that can be downloaded, filled out, notarized and mailed to DHR. The website also contains contact information for DHR’s regional offices across New York State.
Civil Rights Act of 1964
The United States Equal Employment Opportunity Commission (EEOC) enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. 2000e et seq.). An individual can file a complaint with the EEOC anytime with 300 days from the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint, and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.
The EEOC does not hold hearings or award relief, but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination if found to have occurred. In general, private employers must have a least 15 employees to come within the jurisdiction of the EEOC.
An employee alleging discrimination at work can file a “Charge of Discrimination.” The EEOC has district, area, and field offices where complaints can be filed. Contact the EEOC by calling 1-800-669-4000 (TTY: 1-800-669-6820), visiting their website at www.eeoc.gov or via email at email@example.com.
If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.
Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they live to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contain their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 40 Rector Street, 10h Floor, New York, New York; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.
Contact the Local Police Department
If the harassment involves unwanted physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Contact the local police department.
Adopted by the Lewisboro Library Board of Trustees – November 14, 2018
Wireless End User Agreement
This notice is displayed on laptops, cell phones and tablets whenever a library patron connects to the Lewisboro Library’s wireless network service. They cannot proceed to the Internet without accepting the End User license Agreement.
Welcome to the Patron Wireless Network at Lewisboro Library
By Accepting this End-license Agreement (EULA), you, the user, acknowledge the use of this Public Wireless Network, a free service provided by the Westchester Library System (WLS) for its member libraries. By Accepting this EULA you, the user, also acknowledge WLS and its member libraries are not responsible for any damages caused by the use of this system or by any software, malware, spyware viruses or any content, program or code that may be retrieved, compiled, stored or executed by the use of this system. By accepting this EULA, the user acknowledges and accept all risks associated with use of the public Internet. There is no warranty, express or otherwise.
For your own protection and privacy, you are advised to install a firewall or other computer security measure when accessing the Internet.
Adopted by the Lewisboro Library Board of Trustees September 5, 2018