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Policy

Professional Insurance Coverage for Book Challenge Lawsuits

Submission Date

Question

Is there professional insurance for librarians? Given the book-banning lawsuits, do librarians and library workers need additional insurance to cover possible lawsuits? Other states have passed laws fining library workers $10,000. Besides the library's D and O insurance, do librarians and library workers need additional insurance coverage?

Answer

There are many types of insurance, and many types of "exclusions" to risks covered by insurance.

Because of this, there is no one answer to this question.  A library can have "general commercial liability" and "D&O", and "E&O", and "professional liability" coverage...and could still not have coverage for a claim related to library content.

Because of this, rather than examine "types" of coverage, the questions for a board selecting or renewing coverage should be:

Our library is aware that in parts of the country, librarians are being threatened with criminal prosecution for providing access to content as part of their job. We want to indemnify and commit to defending any of our employees who are threatened for doing what their job and our policies require them to do. Does our policy cover costs incurred by the library for providing such an indemnification and defense?

and

Our library is aware that in parts of the country, librarians are being harassed and/or threatened by members of the public for providing access to content as part of their job.  Does the carrier provide resources or risk management support in the event such acts aimed against our employees and volunteers?

For library employees and volunteers, the questions are a bit different:

As the board is aware, librarians across the country are being threatened with criminal prosecution for providing access to content as part of their job. I would appreciate assurance that the library will commit to indemnifying and defending any of our employees who are threatened for doing what their job and our policies require them to do.  Can the board pass a resolution assuring us of that?

and

As the board is aware, librarians across the country are being harassed and/or threatened by members of the public for providing access to content as part of their job.  What resources or risk management support will the library provide employees and volunteers in the event such acts aimed against them?

An important take-away here is that not all risk can or should be mitigated only by insurance

Organizations facing expenses, disruption, and threats to employees as the result of protest and intimidation generally have an array of protections they can use to prepare for risk.  This array can include insurance, but can also include:

  • Budgeting for contingent needs (such as PR assistance, legal, security, private investigators, and added security);
  • Using policy and procedure to prepare for likely scenarios;
  • Staff and volunteer training;
  • Connecting with advocacy groups (locally and beyond);
  • Planning with local law enforcement and the district attorney's offices.

While the question is about insurance (and the answer is: yes, you can get insurance that covers just about anything...just read the fine print to make sure what you think is covered is actually covered), it is really about protection.

Insurance can be great protection, and libraries should use the two questions above to confirm (in writing) that their current policies protect their trustees, employees, and volunteers for First Amendment-related contingencies.

But insurance is just one part of that protection.  When it comes to attacks based on library content, solid policies, a knowledgeable board, and a confirmed commitment by leadership to stand with employees when the going gets tough are just as important.

Thanks for a great question.

Use of Meeting Rooms Outside Library Hours

Submission Date

Question

We are revising our Meeting Room Policy. Currently we have a group of seniors who meet at our library for [really healthy] exercise in the morning before the library is open. They have been doing this for about [many] years. As we know the participants very well and they want to meet before the library is open, we have allowed them to come into the building when it is not officially open.

There is no staff on duty. They open and lock up when finished. This has been a wonderful service we can provide our seniors in a rural community where there are very few options for group gatherings. We would like to keep this practice in place.

However, as we discuss the meeting room policy, we realize that we would not be comfortable with having other groups be in the library when we were not open to the public with staff present.

Can we write our policy to allow this group to continue with the current practice, yet limit other groups to only use the meeting room when the library is open.

Answer

There are three things that are potential obstacles to this request:

1.  Safety (and its flip side: Liability)

2.  Security (and its flip side: Loss)

3.  Charitable Status (and its obscure tax-concept flip side: "Inurements")

Put in one sentence, these three obstacles would be phrased as this: "This exercise group wants to be in the library after hours, but someone could get hurt, or forget to lock the door, and anyway I thought we weren't supposed to let private groups benefit from not-for-profit resources?"

All three of these concerns are valid, but with proper planning, they can be eliminated.  The solution, however, is not found in a Meeting Room Policy, but in a programming arrangement.

What do I mean by "programming arrangement?"

The member is 100% right to suspect that a public library can't create special rights for certain people under its Meeting Room Policy (even if the special rights are for a good cause).  But if a library wants, as part of its mission, to facilitate a particular program, that library can make that program a library program...even if it is led by a volunteer.

When a volunteer-led initiative (like an exercise program, or a story hour, or a garden workshop) becomes a program of the library, all three obstacles are eliminated.

There is no longer the risk of it not being covered by insurance (so long as the insurance covers that type of activity).

There is no risk of a security threat (well… none more so than if it were being run by an employee).

And there is no risk of it being considered an "inurement" or improper benefit (since the use is a library program and not an unfair exclusive benefit to a private person or group).

Of course, there are some catches.  If the program will be a library program, it will need to be open to all, without a fee (just like any other library program).  In addition, the person leading the program needs to be designated as a volunteer with a formal letter.  And most critically, the library should confirm with its insurance carrier that the library's policy covers this type of volunteer work and physical activity on site (NOTE: any library using volunteers, for any reason, should confirm those volunteers are covered by the library's insurance).

Here is a sample letter for confirming the role of a volunteer exercise program leader (or leaders):

RE:       Confirmation of volunteer leadership of the Library's NAME program

Dear NAME:

Thank you for volunteering to lead the Friday Night Exercise program at the library!

As a volunteer, you are helping the library provide an additional added service for the community.

The program will be conducted on DAY/TIME until DATE in the ROOM NAME.

The capacity of the program is #.  Participant numbers should not exceed this, due the capacity of the room.  As the program is open to all in the community, participation is first-come, first-serve.

You are being issued [a key/a security code].  Please alert the library immediately if the key is misplaced.  The key must be returned when the program is ended or whenever the Director requests that it be returned.

All attendees must follow the rules of the library.  If you have any concerns about rules, behavior, or the conduct of a participant, please notify the Director as soon as possible.

In the event any person is injured during the program, or any Library property is damaged, please alert the Director immediately, as we must generate a report.

Please notify the Library as soon as possible if a session must be canceled, so we can alert attendees.

[INSERT any other details].

Thank you,

NAME

Director

I realize this solution might not be ideal (a pre-existing group might not want to be open to just anyone being able to attend), but making the program a library program is the only way to achieve the goal in the question (to keep the program going as is and without offering the same terms to other groups).

Further, it is important to remember that mitigating these risks doesn't mean the library has mitigated all the risks (the key could still get lost, and any exercise class brings with it the risk of injury).  But this solution does mean that 1) if there is an issue, damages should be covered; and 2) no one can accuse the library of playing favorites/improperly allowing access to charitable resources. 

So, with insurance coverage verified, a formal program in place, and a volunteer letter confirming who is leading the program, let exercise commence!

Thank you for thinking about compliance while also prioritizing the needs of your library's community.  With enough foresight and insurance, almost anything is possible.

Policy For Collecting Donations

Submission Date

Question

I am interested in developing a policy to outline who/how the library may collect donations on behalf of other organizations. We have always had a Lion's Club eyeglass donation box in the library. I inherited this procedure but I cannot find any policy that specifies the parameters of such an agreement. Does the organization we would collect for have to be a 501C3? I can't find guidance on what is acceptable, appropriate and most of all legal. Does the organization have to be one that reports finances to the state? We are a special legislative district library. I found some information from the state (below) but my legalese isn't what I'd like it to be. Thanks for any information you can provide. (PS this is prompted by someone telling a local group that we would let them collect old sneakers for their cause...Eeeewww!)

SECTION 174-B
Solicitation
Executive (EXC) CHAPTER 18, ARTICLE 7-A

Answer

[NOTE: For exciting recent commentary and a model policy about fund-raising along with or on behalf of third parties (like Friends), check out this RAQ, addressing libraries assisting Friends groups with fund-raising activities.  The following response is limited to the very narrow issue of collecting donations on behalf of other (non-Friend) organization, as described in the question.]

You see them everywhere (although perhaps not as much as you used to): donation boxes for charities at the front desks of various institutions.  They can pertain to just about any worthy cause:

  • Medical research
  • A local preservation movement
  • A fund-raiser for a specific person in need
  • Trees, bees, flowers, pollinators
  • Clothing

In the question, it's a Lion's Club eyeglass donation box, and, apparently, a cause that uses old sneakers.[1]

Whether it's money or tangible goods, a public library is (in the minds of charitable organizers everywhere) a great place to put out a collecting box and ask for donations.

The issue is, as pointed out by the member, that it can be both inconvenient[2], and pose risk and legal compliance challenges.

Although the legal compliance challenges the member points out are primarily fiscal (relating to state and federal conditions and restrictions for charitable fund-raising), they are also related to access and fairness--since agreeing to host a donation box for one entity means the library has to have a fair and equally applied standard before rejecting the donation box of another.[3]

These compliance challenges have their roots in the following legal factors:

  • As pointed out by the member, state laws pertaining to solicitation of donations[4];
  • Fiscal liability when resources intended for a third party are collected and stored on site at a library;
  • Random risks potentially created by accepting donations of money and tangible goods (theft, contamination, litter, fire).

A library facing this issue has three options:

Option 1.  As a matter of policy, to not host donation boxes for third parties;

Option 2.  As a matter of policy, to use an application process and set criteria for hosting a limited number of solicitations (or perhaps just one) at any given time;

Option 3.  As a matter of policy, to use an application process and set criteria for hosting an unlimited number of solicitations at any given time.

If a Library uses "Option 1", they have very little to worry about--no financial liability, no fraud to stop, and no risk of inconvenient donations cluttering up the library.  Sure, it's sort of the "Grumpy"[5] option, but it also means resources can be focused on the main mission of the library (which is 100% A-OK).

If a Library uses "Option 2" or "Option 3", as the member points out, there needs to be a mechanism to filter out potentially fraudulent solicitations (solicitation for the non-existent "Human Fund"[6]), and to ensure the library can impose reasonable limits on how long the donation box or solicitation is present.  The best way to do this--although it will cull out certain ad hoc efforts, like money to go directly to a family impacted by a fire[7]--is to ensure the solicitation will only be by a charity registered in NY.[8]

Please find template policies addressing these options, below:

Option 1 ("Grumpy")

NO DONATION BOXES; [NO] DONATION SOLICITATIONS

1.  Donation Boxes

The NAME Library respects all charitable endeavors, including the ongoing or special solicitation of donations in support of worthy causes.  However, since the Library does not have the capacity to monitor on-site donation boxes, we cannot allow them on Library premises. 

2. Donation Solicitations

Solicitations and notices about fund-raisers can be posted on our community notice board at [location]. OR We do not currently have a location for the public to post solicitations and notices about fund-raisers.

Option 2 ("Very Limited")

DONATION BOXES; [NO] DONATION SOLICITATIONS

1. Donation Boxes

The NAME Library respects all charitable endeavors, including the ongoing or special solicitation of donations in support of worthy causes.  However, since the Library has only limited capacity to monitor on-site donation boxes, we can only allow limited amounts on Library premises.

Charities registered with the NY Attorney General's Charities Bureau may apply to have a solicitation box at the library for up to 2 months per year; selection will be made in order of application.

To apply, please send a letter letting us know:

1. The name of the charity and New York State Charities Bureau Registration #

2. The purpose of the donation

3. What is being solicited (money or donated goods)

4. The size of your donation box (cannot exceed AMOUNT)

5. Who from your organization will be at the library no less then 1 day per week to empty the donation box.

6. A complete list of board members and contact information for your charitable organization.

Failure to empty the donation box on a weekly basis will result in permission being revoked. The Library is not responsible for loss or damage to donated items.

Electronics and any items containing batteries, food, and items that may interfere with the routine environment of the library may not be donated.

Use of this is limited to # months per year, per organization.

The library may cease offering this courtesy without notice.

2. Donation Solicitations

Solicitations and notices about fund-raisers can be posted on our community notice board at [location]. OR We do not currently have a location for the public to post solicitations and notices about fund-raisers.

Option 3 ("Many at Once")

DONATION BOXES; DONATION SOLICITATIONS

1. Donation Boxes

The NAME Library is able to offer space for soliciting donation to local charities registered with the New York State Attorney General's Charities Bureau. To apply, please send a letter letting using know:

1. The name of the charity and New York State Charities Bureau Registration #

2. The purpose of the donation

3. What is being solicited (money or donated goods)

4. The side of your donation box (cannot exceed AMOUNT)

5. Who from your organization will be at the library no less then 1 day per week to empty the donation box.

6. A complete list of board members and contact information for your charitable organization.

Failure to empty the donation box on a weekly basis will result in permission being revoked. The Library is not responsible for loss or damage to donated items.

Electronics and any items containing batteries, food, and items that may interfere with the routine environment of the library may not be donated.

Use of this courtesy is limited to # months per year, per organization. The library may cease offering this courtesy without notice.

2. Donation Solicitations

Solicitations and notices about fund-raisers can be posted on our community notice board at [location]. OR We do not currently have a location for the public to post solicitations and notices about fund-raisers.

As with any model or template policy, the above language should be reviewed by your local attorney and contrasted with your other fiscal and operational policies to ensure it is consistent and reflects the priorities and practices of your unique institution.

I wish you well with helping charities accept donations, of any type or size!

 

[1] "Old sneakers" is a new one for me.  I resisted the urge to Google why someone would be collecting such an item, and decided to just not judge (..maybe they are being used for break pads in a pine box derby?)

[2] Or kinda gross.  But we'll go with "inconvenient."

[3] Just to reiterate--hosting a donation box is different from joint or collaborative fund-raising with Friends or another group, which is addressed by this RAQ

[4] I could spend pages on these laws, but they boil down to ensuring accountability and preventing fraud. 

[5] My favorite "Snow White" character, and an honorable mental state in these trying times.

[6] Parts of "Seinfeld" really hold up, and this is one of them.

[7] But of course, this type of donation can be channeled to a charitable entity for the benefit of that family.

[8] Registered charities can be looked up on the New York Attorney General's web site at: https://www.charitiesnys.com/RegistrySearch/search_charities.jsp.

Association Library Meeting Room Fees and Private Use

Submission Date

Question

My association library is updating our meeting room policy. I've read Ask the Lawyer's previous advice on meeting rooms, as well as ALA's guidance. I have two questions that I can't find guidance on:

1. Private Use: We have only one meeting space that's used for library programs and by outside groups. It's adjacent to office space and a kitchen, so staff may need to walk through the meeting room at any time. When people reserve the room, we do tell them that it's not completely private for that reason so they know what to expect.

Our current policy states that the room "may not be used for private social functions, such as showers, birthday parties, wedding receptions, etc. unless permission is granted by the board of trustees." In practice, we have groups of card players, knitters or private meetings (local businesses, homeowners associations) regularly at no charge. If someone rented the room for a party, we would charge. I see those private meetings or activities as different from parties. Are we able to differentiate between types of private uses of the space?

2. Different fees for residents: If we charge fees, can we have different charges for people in our service area vs. people from out of town? We do live in a tourist area, and people will meet here as a destination. If a local non-profit reserves the room, I'd like it to be free, but if a non-profit that's not located in or serving our area wants to book it, I'd want to charge them. For out-of-town profit-making entities, I'd want to charge more. Can we set whatever fee structure we want?

For context, our chartered to serve area is our town, but we receive a tax levy from a larger area (our school district). We'd consider school district residents local.

Answer

As the member points out, there have been a few other "Ask the Lawyer" RAQ's on room use, so for those who want to do some background reading, here are the RAQ's the member refers to:

  • Use of Meeting Room Space Question Mash-Up (06/14/2022) - #268
  • Updating meeting room policies (4/27/2022) - #260
  • Protecting Against Misconduct (10/14/2020) - #169
  • Template Facility Use Agreement (9/29/2020) - #167
  • 501c3 Rules for Meeting Room Use (11/6/2019) - #95

And with that, we'll jump right to the questions:

Are we able to differentiate between types of private uses of the space?

My guidance on this is NOT to differentiate between types of private uses. Here is why:

  • it necessitates inquiry and assessment of a person or organization's basis for using the room;
  • it invites debate;
  • it opens the door to assertions of unfair treatment;
  • it risks accusations of enabling forbidden benefits to for-profit ventures and individuals.[1]

As an alternative to "renting" or "giving" room spaced based on different types of users and uses, in a recent RAQ,[2] I suggested that rooms could be "checked out" just like other library resources, using a uniform set of rules (enforced through the Code of Conduct) to keep the room in good shape and ready for use by others.

I prefer this approach, because it enables libraries to grant access to card holders without having to ask questions about what the person will be doing, while also enforcing rules such as:

  • no food;
  • limited capacity;
  • no audible sound outside the room;
  • no assurance of privacy;
  • no more than one reservation per card holder per week.

...basically, rules to keep the space clean, to regulate the time any one person can have it, and make sure the use is not disruptive to others in the library (rules that will, coincidentally, also bar most people's definition of a "party").[3]

I am not saying the approach of barring use based on user type and type of activity isn't workable...but as I write, it invites a hassle. So as your library revises its policy, it's worth considering this approach.[4]

Okay! Onto the next question:

If we charge fees, can we have different charges for people in our service area vs. people from out of town?

Unless something says otherwise,[5] yes, this could be done...again by tying use of the resource (the room) to a person's library card (presumably, most people in town for a short spot of tourism will not have a card).

Using this approach, the room could be available to card holders for a nominal charge (related to cleaning, perhaps, or to a budget line for carpet replacement,[6] etc.), while for non-card holders, it could be available for a higher rate, per a facility use contract.

The trick in this is to ensure the price doesn't "price out" card holders who may most need the room (perhaps someone without a lot of resources, hoping to meet with a potential client and start a small business), while setting a "reasonable" price for out-of-towners (based on wear and tear and used to keep up the space), that doesn't turn into "unrelated business income."[7]

So yes, hit those out-of-towners with the non-resident cost for using the room!

In closing, I want to note: I know for many it is odd to think that it could be okay for a person to "check out" a room at the local library for a business meeting. But here is a list of business uses of library resources...which ones are forbidden, and which ones are okay?

  • A local lawyer is writing an advice column and wants to sit in the library for a change of scene;
  • A catering company is using the library's old yearbooks to scout out former class presidents to pitch catering reunion events to;
  • A tutor is meeting with a student at a table once a week, for a small hourly fee;
  • A person is drafting their business plan and designing their website on the library's computers;
  • A designer is creating prototypes on the 3-D printer;
  • A professional genealogist is visiting the library to research family histories.

All of these are "commercial" uses of library resources. So, if a room is just another library resource, it can be used the same way.

Just make sure the rules protect the finite resource, and specify that no one gets to advertise that their office is "in the library"!

I hope this is helpful. I wish you productive drafting as you revise the policy.

 

 


[1] This is one of the "big" considerations in room use; for more on the tax and regulatory considerations in NY on that, see this RAQ: #268.

[2] Located here: #260

[3] Of course, one person's party is another person's meeting. If a person wants to use the room for 1 hour to have a "silent disco" party, and everyone is dancing gently (and silently) in headphones, the event might be less disruptive than some of the more rowdy knitting parties I have attended.

[4] We linked this above, but I'll mention again that there is a template policy for this approach in this ATL: #167.

[5] This is another issue that's discussed in an ATL: #260. Basically, when setting rules for library space, libraries need to ensure there is no restrictive covenant, lease, local law, policy, etc. that will impact the library's approach.

[6] Basically, using this approach, you want the charge "rationally related" to the use (wear and tear), not based on market rate or to turn a profit.

[7] More on that in Economic Barriers to Information Access: An Interpretation of the Library Bill of Rights found here: https://www.ala.org/advocacy/intfreedom/librarybill/interpretations/economicbarriers.

Contract Employees and FOIL

Submission Date

Question

Does a contractor have to comply with FOIL request if they are contracted to a county government?

We have a [person] requesting information about a Security Guard who is a Contract Employee (employed by another government entity). All I know is the Guard's 1st name- which is on no paperwork we have. I have already told the requestor that the Guard is employed by an outside company. We are [REDACTED] County government and contract through [REDACTED Other Public Agency] - What do we have to do legally?

Answer

New York's Freedom of Information Law, or “FOIL”, applies to government agencies (including public libraries) but cannot be used to compel private companies (or individuals) to allow inspection or copying or records.

So, in the scenario described by the member, the private company employing the guard is not subject to FOIL, but the library is, as is the county, so information about the security company can be accessed.

Of course, that doesn't mean a person gets everything they might want, but it does mean that information about private companies working for public entities can be accessed.

We'll talk about this in more detail, but to illustrate my point, here is a short, one-act play:

CITIZEN (to security guard at public library): Who are you?!?! The Power of FOIL compels you!

SECURITY GUARD: Well, as you can see on my ID, my name is Phil. But I am not subject to FOIL.  Ask my boss.

CITIZEN (to Phil's private employer, whose company name and logo are on the ID): Who is that guy "Phil"?!? What's his last name and his qualifications?!? What does he get paid a year?!? The Power of FOIL compels you!

PRIVATE SECURITY COMPANY:  We're so glad you like Phil! We do, too. Unfortunately, we are not subject to FOIL, and we don't provide information about private employee to third parties.

CITIZEN (to the library): Your private security company is hiding information! Tell me everything about Phil! EVERYTHING!!! The Power of FOIL compels you!

LIBRARY (answering within 5 days): Your request is a bit broad, but we do have records relating to how we arranged the services of a security company through the County. Would you like to inspect those records, or be provided with copies?

CITIZEN (to the county): I don't just want to know "the arrangement," I want to know about Phil, the actual guy providing security at the Library!  Give me all the information you have on him!!! The Power of FOIL compels you!

COUNTY (replying within 5 days, and helping to narrow down the request): We are not quite sure what you're asking for, but we can definitely provide information about the security company. Do you want just the contract, or the complete procurement process, including their proposal?

[End Scene]

Of course, in this (hopefully fictional) scenario, the citizen asking for the information might not be able to get (such as what "Phil" is making per hour, or Phil's address, or Phil's resume). But if the information the person is really hoping to access falls into the accessible materials held by an entity subject to FOIL (like a county or a public library), they will hopefully get what they need.

Unfortunately, we live in a world where many times requests under FOIL can be perceived as aggressive. And sometimes the FOIL request is clearly being made by a person with an axe to grind.[1]

That's one of the many prices, to be cheerfully paid, of living in a democracy. Good government thrives on transparency, and prompt disclosures show respect for the public, as well as competence.

In my experience, the best way for an entity subject to FOIL to de-escalate any hostility accompanying a FOIL request is to:

  • Always require that employees be treated with respect;
  • Have a clearly articulated and easily located FOIL policy;
  • Have clarity within the organization as to who is responsible for requests and appeals under FOIL[2];
  • Maintain records in such a way that FOIL requests are easy and economical to fulfill;
  • Allocate time and budget to train the person responsible for responding to FOIL request, so they know what to do (and when to consult a lawyer).

All of the above-listed bullets can be achieved through a policy that sets out the proper timelines and procedures for following the law.

The great thing about a FOIL request being submitted to a library is that if there is one thing librarians know how to do, it's how to help people find information. So, unlike other "agencies" subject to FOIL, where records management and disclosure can be perceived as a hassle, in some ways, fulfilling a FOIL request is just business as usual: enable access.

The below "Template Public Library FOIL Policy" is based on the model policy supplied by the New York State Committee on Open Government (the COOG), found at https://opengovernment.ny.gov/freedom-information-law.  Since it is right from the COOG (with a few added bells and whistles from me), it checks all the boxes on mandatory reply times, providing copies, and how to reply to a request.

Having a policy, and a posting a summary setting out how to request a library record under FOIL, is a good way to diffuse any tension underlying a FOIL request.

As with any template, before a public library's board passes a version based on this one, it is best to have it reviewed by your library's lawyer.

 

NAME Public Library FOIL Compliance Policy

 

Date adopted: INSERT

To be posted at: INSERT

Position primarily responsible for coordinating compliance: INSERT

 

Records Access Officer: INSERT

 

FOIL Appeal Officer: INSERT

 

Position Responsible for annual check of Subject Matter list: INSERT

 

Review annual at the MONTH meeting by the Trustees to ensure familiarity, compliance, and budget support.

Appendix: Model FOIL Notice for posting

 

Related policies: Record Retention Policy

 

Section 1: Purpose and scope of this FOIL Compliance Policy:

The NAME Library (the "Library") believes in the right of the People to know the process of decision-making and to have access to the documents and information underlying the operations of the Library.  

In addition, a part of the mission of the Library is to enable access to information the public is entitled to.

To that end, the Library shall furnish to the public the information and records required by the Freedom of Information Law, using this policy to enable, effect, and document such compliance.


Section 2: Designation of Library Records Access Officer:

  1. The Library designates the following person(s) as "Records Access Officer(s)":

Job title or name:  _____________________________________________

Business address: _____________________________________________

Email address: ________________________________________________

  1. The Records Access Officer is responsible for ensuring appropriate library response to public requests for access to records, and shall ensure that the Library:
    1. Maintains an up-to-date subject matter list of type of Library records, based on the categories of documents in the LGS-1[3].
    2. Assist persons seeking public library records to identify the records sought, if necessary, and when appropriate, indicate the manner in which the records are filed, retrieved or generated to assist persons in reasonably describing records.
    3. Contact persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that personnel may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested.
    4. Upon locating the records, take one of the following actions:
      1. Make records available for inspection; OR,
      2. Deny access to the records in whole or in part and explain in writing the reasons therefor.
    5. Upon request for copies of records:
    6. Make a copy available upon payment or offer to pay established fees, if any, in accordance with Section 8 of this Policy; OR,
    7. Permit the requester to copy those records under appropriate supervision to ensure the records' physical integrity.
    8. Upon request, certify that a record is a true copy; and
    9. The NAME Library is not the custodian for such records; OR,
    10. The records of which NAME Library is a custodian cannot be found after diligent search.
    11. Upon failure to locate records, certify that;


Section 3: Location

Records shall be available for public inspection and copying at:

(Location)____________________________________

(Address)____________________________________

____________________________________________

____________________________________________

____________________________________________


Section 4: Hours for public inspection:

Requests for public access to records shall be accepted and records produced during all hours the Library is regularly open for business, however, timing of fulfillment will be impacted by staff capacity.


Section 5: Requests for public access to records

  1. A written request may be required, but oral requests may be accepted when records are readily available.
  2. If records are maintained on the internet, the requester shall be informed that the records are accessible via the internet and in printed form either on paper or other information storage medium.
  3. A response shall be given within five business days of receipt of a request by:
    1. informing a person requesting records that the request or portion of the request does not reasonably describe the records sought, including direction, to the extent possible, that would enable that person to request records reasonably described; OR,
    2. granting or denying access to records in whole or in part; OR,
    3. acknowledging the receipt of a request in writing, including an approximate date when the request will be granted or denied in whole or in part, which shall be reasonable under the circumstances of the request and shall not be more than twenty business days after the date of the acknowledgment, or if it is known that circumstances prevent disclosure within twenty business days from the date of such acknowledgment, providing a statement in writing indicating the reason for inability to grant the request within that time and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part; OR,
    4. if the receipt of request was acknowledged in writing and included an approximate date when the request would be granted in whole or in part within twenty business days of such acknowledgment, but circumstances prevent disclosure within that time, providing a statement in writing within twenty business days of such acknowledgment specifying the reason for the inability to do so and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part.
  4. In determining a reasonable time for granting or denying a request under the circumstances of a request, the Library shall consider the volume of a request, the ease or difficulty in locating, retrieving or generating records, the complexity of the request, the need to review records to determine the extent to which they must be disclosed, the number of requests received by the agency, and similar factors that bear on the ability to grant access to records promptly and within a reasonable time.
  5. A failure to comply with the time limitations described herein shall constitute a denial of a request that may be appealed. Such failure shall include situations in which the Records Access Officer (or other employee):
  6. fails to grant access to the records sought, deny access in writing or acknowledge the receipt of a request within five business days of the receipt of a request; OR,
  7. acknowledges the receipt of a request within five business days but fails to furnish an approximate date when the request will be granted or denied in whole or in part; OR,
  8. furnishes an acknowledgment of the receipt of a request within five business days with an approximate date for granting or denying access in whole or in part that is unreasonable under the circumstances of the request; OR,
  9. fails to respond to a request within a reasonable time after the approximate date given or within twenty business days after the date of the acknowledgment of the receipt of a request; OR,
  10. determines to grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request, but fails to do so, unless the agency provides the reason for its inability to do so in writing and a date certain within which the request will be granted in whole or in part; OR,
  11. does not grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request and fails to provide the reason in writing explaining the inability to do so and a date certain by which the request will be granted in whole or in part; OR,
  12. responds to a request, stating that more than twenty business days is needed to grant or deny the request in whole or in part and provides a date certain within which that will be accomplished, but such date is unreasonable under the circumstances of the request.


Section 6: Subject matter list

  1. The Library shall maintain a reasonably detailed current list by subject matter of all records in its possession, based on the categories of records set forth in the LGS-1, whether or not records are available pursuant to subdivision two of Section eighty-seven of the Public Officers Law.
  2. The "Subject Matter List shall be sufficiently detailed to permit identification of the category of the record sought; the LGS-1 breakdown and description of record categories is the default system the Library shall use.  Whenever possible, this Subject Matter List shall accord with the categories in the Library's [Document Retention and Destruction Policy OR equivalent].
  3. The Subject Matter List shall be updated annually by POSITION. The most recent update shall appear on the first page of the subject matter list.


Section 7: Denial of access to records

  1. Denial of access to records shall be in writing stating the reason therefor and advising the requester of the right to appeal to the individual or body established to determine appeals, [who or which] shall be identified by name, title, business address and business phone number.
  2. If requested records are not provided promptly, as required in Section 5 of this policy, such failure shall also be deemed a denial of access.
  3. The following "FOIL Appeal Officer" shall determine appeals regarding denial of access to records under the Freedom of Information Law:
    Name: ___________________________________________________


Title or position: ____________________________________________

Address for FOIL purposes:___________________________________

_________________________________________________________

Phone number:____________________________________________
 

  1. Any person denied access to records may appeal within thirty days of a denial.
  2. The time for deciding an appeal by the individual or body designated to determine appeals shall commence upon receipt of a written appeal identifying:
    1. the date and location of requests for records;
    2. a description, to the extent possible, of the records that were denied; and
    3. the name and return address of the person denied access.
  3. A failure to determine an appeal within ten business days of its receipt by granting access to the records sought or fully explaining the reasons for further denial in writing shall constitute a denial of the appeal.
  4. The person or body designated to determine appeals shall transmit to the Committee on Open Government copies of all appeals upon receipt of appeals. Such copies shall be addressed to:

    Committee on Open Government
    Department of State
    One Commerce Plaza
    99 Washington Avenue, Suite 650
    Albany, NY 12231
     
  5. The person or body designated to determine appeals shall inform the appellant and the Committee on Open Government of its determination in writing within ten business days of receipt of an appeal. The determination shall be transmitted to the Committee on Open Government in the same manner as set forth subdivision (f) of this section.


Section 8: Fees

  1. There shall be no fee charged for:
    1. inspection of records;
    2. search for records; or
    3. any certification pursuant to this part.
  2. Copies may be provided without charging a fee.
  3. Fees for copies may be charged, provided that:
  4. the fee for copying records shall not exceed 25 cents per page for photocopies not exceeding 9 by 14 inches. This section shall not be construed to mandate the raising of fees where agencies or municipalities in the past have charged less that 25 cents for such copies;
  5. the fee for photocopies of records in excess of 9 x 14 inches shall not exceed the actual cost of reproduction; or
  6. an agency has the authority to redact portions of a paper record and does so prior to disclosure of the record by making a photocopy from which the proper redactions are made.
  7. an amount equal to the hourly salary attributed to the lowest paid employee who has the necessary skill required to prepare a copy of the requested record, but only when more than two hours of the employee’s time is necessary to do so; and
  8. the actual cost of the storage devices or media provided to the person making the request in complying with such request; or
  9. the actual cost to the agency of engaging an outside professional service to prepare a copy of a record, but only when an agency’s information technology equipment is inadequate to prepare a copy, and if such service is used to prepare the copy.
  10. The fee an agency may charge for a copy of any other record is based on the actual cost of reproduction and may include only the following:
  11. When the Library has the ability to retrieve or extract a record or data maintained in a computer storage system with reasonable effort, or when doing so requires less employee time than engaging in manual retrieval or redactions from non-electronic records, the Library shall retrieve or extract such record or data electronically. In such case, the Library may charge a fee in accordance with Section 8.3 above.
  12. The Library shall inform a person requesting a record of the estimated cost of preparing a copy of the record if more than two hours of an agency employee’s time is needed, or if it is necessary to retain an outside professional service to prepare a copy of the record.
  13. The Library may require that the fee for copying or reproducing a record be paid in advance of the preparation of such copy.


Section 9: Public notice

A notice containing:

  • the title or name and business address of the Library Records Access Officer
  • the title or name and business address of the Library's FOIL Appeal Officer
  • the location where records can be seen or copied

shall be posted in a conspicuous location in the Library, and on the Library website at ADDRESS.


Section 10: Severability

If any provision of these regulations or the application thereof to any person or circumstances is adjudged invalid by a court of competent jurisdiction, such judgment shall not affect or impair the validity of the other provisions of these regulations or the application thereof to other persons and circumstances.

 

NAME Public Library FOIL Compliance Public Notice

 

Date adopted: INSERT

To be posted at: INSERT

Position primarily responsible for coordinating compliance: INSERT

 

Records Access Officer: INSERT

 

FOIL Appeal Officer: INSERT

 

Position Responsible for annual check of Subject Matter list: INSERT

 

Review annual at the MONTH meeting by the Trustees to ensure familiarity, compliance, and budget support.

Appendix: Model FOIL Notice for posting

 

Related policies: Record Retention Policy

 

YOU HAVE A RIGHT TO SEE YOUR LIBRARY'S PUBLIC RECORDS

The amended Freedom of Information Law ("FOIL"), which took effect on January 1, 1978, gives you the right of access to many public records, including many of those related to the operation of your public library.

Records related to the Library, if not considered exempt from FOIL, can be seen and copied at:

(Location)____________________________________

(Address)____________________________________

____________________________________________

____________________________________________

____________________________________________

 

The following Library employee(s) will help you to exercise your right to access:

Library Records Access Officer(s)

(name)_____________________________________________

(job title)____________________________________________

(business address)_____________________________________

____________________________________________________

(phone #)____________________________________________

 

If you are denied access to a record, you may appeal to the following person(s) or body:

(name)_____________________________________________

(job title)____________________________________________

(business address)_____________________________________

____________________________________________________

(phone #)____________________________________________

 

 


[1] I personally have ground down at least three metaphorical axes, making FOIL requests over the years.

[2] These will be different people/groups.

[3] LGS-1 is the NYS Archives Retention and Disposition Schedule for New York Local Government Records and can be found at: http://www.archives.nysed.gov/records/local-government-record-schedule/lgs-1-title-page

Libraries and NYS Concealed Firearms Law

Submission Date

Question

The NYS law requiring people to demonstrate a reason to conceal carry a weapon has been overturned by the Supreme Court. What this means for libraries. Is there anything we can do to prevent guns in the library?

Answer

When New York’s "proper-cause requirement" for obtaining an unrestricted license to carry a concealed firearm was struck down by the United States Supreme Court on June 23, 2022[1], the New York State Legislature--in a state still reeling from fatal gun violence in Buffalo just weeks before--swiftly passed laws to replace it.[2]

The law they passed on July 1, 2022 was a different approach than "proper cause". Rather than require someone to prove they had a reason to carry a concealed weapon; it removed that SCOTUS-invalidated section from the Penal law, and added Section 265.01-e of the New York State Penal Law: "Criminal possession of a firearm, rifle or shotgun in a sensitive location".

255.01-e goes into effect on September 1, 2022.  It provides:

1. A person is guilty of criminal possession of a firearm, rifle or shotgun in a sensitive location when such person possesses a firearm, rifle or shotgun in or upon a sensitive location, and such person knows or reasonably should know such location is a sensitive location.

2. For the purposes of this section, a sensitive location shall mean:

(a) any place owned or under the control of federal, state or local government, for the purpose of government administration, including courts;

(b) any location providing health, behavioral health, or chemical dependance care or services;

(c) any place of worship or religious observation;

(d) libraries, public playgrounds, public parks, and zoos; ...

Criminal possession of a firearm, rifle or shotgun in a "sensitive location" is a class E felony.  [emphases added; rest of law is below answer]

So, the very plain answer to the member's question is: libraries that inform visitors that the area is a "sensitive location" per Penal Law 255.01-e can bar firearms, rifles, and shotguns on library property.

There are a few practical considerations for this:

1.  Because enforcement of the law requires people to be aware of it, libraries should maintain a map of their property and use it to develop signage that informs those licensed to carry firearms of the applications of the law.

2.  Libraries should work with their local law enforcement and/or private security to be sure their plan for 255.01-e enforcement is well-thought out, is in a written policy passed by the Board, and is practiced plan for enforcement.

3.  Libraries should not rely solely on 255.01-e for assurance of safety, but rather, should consider it another tool in the box (other tools are: a workplace violence prevention policy, an all-hazards response plan, and customized safety measures).

4.  Libraries with shared spaces should meet with their neighbors to assess the application of the law in common areas (note: many of the entities libraries tend to share spaces with--historical societies, community centers, town buildings, etc.--are "sensitive locations" too; see the rest of the list below).

5.  Libraries in areas where local law already restricts firearms in certain areas should explore how this new "sensitive location" law interacts with the laws in their municipality (a job for the library's lawyer).

6.  Libraries in areas immediately adjacent to places where people go hunting should pay particular attention to the 255.01-e's modifications for hunters, and be ready to enforce the law with suitable refinements.[3]

7.  Since enforcement of 255.01-e depends on a person being clearly informed of the area being a "sensitive location", signage should be developed carefully, and reviewed by an attorney before posting.

And now, let's talk about the hard part: diplomacy.

The U.S. Supreme Court's decision to strike down the "proper cause" requirement brought dismay to some, and satisfaction to others.  The reaction to New York's swift response in creating new gun control measures will likely be similarly schismatic. Since a good implementation of 255.01-e will require thorough discussion of it, I think it might be helpful to provide some additional information for perspective.

But before we do that, I will share a small story.

In 2021, I attended a pistol permit class.  A colleague of mind had obtained her permit and invited me to target practice, and since I am a relentless seeker of skills, I wanted to give it a try, and getting a permit was the only way onto the range.

While at my pistol permit class, I learned (or re-learned) several things, the most repeated one being: never point a gun at something you don't want to shoot.[4]

As it turned out, I finished the class, but I didn't apply for a pistol permit. Rather than become a casual weekend target shooter, I opted to learn welding[5], instead.  But I do remember something from the class that is relevant to this answer; when the instructor coached us on how to fill in the application for a pistol permit, he explained how if you wanted to conceal-carry, we would need a special reason (a "proper-cause" as discussed by the Supreme Court)...and then assured the females in the room that for us, it was probably enough of a safety risk that we were women--but the men should be ready with a bit more justification.

If you ever meet me out when I am feeling chatty, we can unpack the implications of this assurance.[6] For now, I'll say, when presented with this, my first thought was: this does not seem consistent with the U.S. Constitution.

It's not every day I find myself aligned with Justice Thomas (who wrote the majority opinion scuttling "proper cause") but for this one, I actually get it.

Which brings me to a cool thing about law, and the reason that despite its ups and downs, I cherish my profession.

In ruling that NY's "proper cause" requirement violated the Second and Fourteenth Amendments, Judge Thomas wrote:

After holding that the Second Amendment protected an individual right to armed self-defense, we also relied on the historical understanding of the Amendment to demark the limits on the exercise of that right. We noted that, “[l]ike most rights, the right secured by the Second Amendment is not unlimited.” Id., at 626. “From Blackstone through the 19th-century cases, commentators and courts routinely explained that the right was not a right to keep and carry any weapon whatsoever in any manner whatsoever and for whatever purpose.”

...

For example, courts can use analogies to “longstanding” “laws forbidding the carrying of firearms in sensitive places such as schools and government buildings” to determine whether modern regulations are constitutionally permissible. Id., at 626. That said, respondents’ attempt to characterize New York’s proper-cause requirement as a “sensitive-place” law lacks merit because there is no historical basis for New York to effectively declare the island of Manhattan a “sensitive place” simply because it is crowded and protected generally by the New York City Police Department. Pp. 17–22.

So, the Supreme Court trashed New York's law as unconstitutional, but while doing it, reinforced other elements of Second Amendment jurisprudence related to "sensitive spaces." 

The NY Legislature, taking Hon. Thomas at his word, has now created a lengthy list of "sensitive spaces"...and while it doesn't quite cover the entire "Isle of Manhattan", it is a very comprehensive list.

          In addition to the "sensitive locations" listed above, it includes:

(e) [licensed child care providers];

(f) nursery schools, preschools, and summer camps;

(g) [programs] for people with developmental disabilities;

(h) the location of any program licensed, regulated, certified, operated, or funded by office of addiction services and supports;

(i) the location of any program licensed, regulated, certified, operated, or funded by the office of mental health;

(j) the location of certain disability assistance programs;

(k) homeless shelters, runaway homeless youth shelters, family shelters, shelters for adults, domestic violence shelters, and emergency shelters, and residential programs for victims of domestic violence;

(l) residential settings licensed, certified, regulated, funded, or operated by the department of health;

(m)  educational institutions;

(n) public transportation...airports, train stations, subway and rail stations, and bus terminals;

(o) [any place where you can consume alcohol or cannibis];

(p)  theaters, stadiums, racetracks, museums, amusement parks, performance venues, concerts, exhibits, conference centers, banquet halls, and gaming facilities and video lottery terminal facilities as licensed by the gaming commission;

(q) any location being used as a polling place;

(r) any public sidewalk or other public area restricted from general public access for a limited time or special event that has been issued a permit for such time or event by a governmental entity, or subject to specific, heightened law enforcement protection, or has otherwise had such access restricted by a governmental entity, provided such location is identified as such by clear and conspicuous signage;

(s) any gathering of individuals to collectively express their constitutional rights to protest or assemble;[7]

(t) the area commonly known as Times Square.[8]

Will this list survive a challenge to the law, with people claiming they have a right to bear arms in some of these locations?  Here is the plain-language personal right that the list is up against;

It is undisputed that petitioners Koch and Nash[9]—two ordinary, law-abiding, adult citizens—are part of “the people” whom the Second Amendment protects. See Heller, 554 U. S., at 580. And no party disputes that handguns are weapons “in common use” today for self-defense. See id., at 627. The Court has little difficulty concluding also that the plain text of the Second Amendment protects Koch’s and Nash’s proposed course of conduct—carrying handguns publicly for self-defense. Nothing in the Second Amendment’s text draws a home/public distinction with respect to the right to keep and bear arms, and the definition of “bear” naturally encompasses public carry. Moreover, the Second Amendment guarantees an “individual right to possess and carry weapons in case of confrontation,” id., at 592, and confrontation can surely take place outside the home. Pp. 23–24

Why do I bring this up?  I am from Central NY (raised in a pro-gun rights area) and my adopted hometown is Buffalo.  I know and respect people on both sides of the gun debate.  This issue isn't going away soon...and libraries that want to implement this law will need to discuss it.

So, when your library decides to adopt a 255.01-e policy and put up some signage, it is worth thinking deeply about the local character of your community, and how they will best absorb and honor this message. The law does not prescribe any particular way to designate how an area is posted as a "sensitive location;" your signage can sound as helpful and friendly--or as formal and stern--as you like. It can quote the law, or, so long as the final text is reviewed by an attorney, it can paraphrase it. The choice is yours, and can reflect the character and needs of your particular community.

Just as critical will be discussing with local law enforcement (or contract security) how this law will be enforced in your libraries.  Training staff to understand and speak knowledgeably about the policy will be critical, too.

Writing this from Buffalo, I wish we lived in the world where we didn't have to address this type of question for something so beautiful as a local library. But we do, and I am grateful for the person who submitted the question, and I wish you well as your libraries work with the new legislation.

 

 


[1] The case name is New York State Rifle & Pistol Association Inc. v. Bruen, and it can be found here: https://www.scotusblog.com/case-files/cases/new-york-state-rifle-pistol-association-inc-v-bruen/

[2] Called "AN ACT to amend the penal law, the general business law, the executive law, the civil practice law and rules and the state finance law, in relation to licensing and other provisions relating to firearms", it can be found here.

[3] Other exceptions or limits to the law pertain to: law enforcement; police officers as defined in subdivision thirty-four of section 1.20 of the criminal procedure law; peace officers; retired police officers; security guards as defined by and registered under article seven-A of the general business law, who have been granted a special armed registration card, while at the location of their employment and during their work hours as such a security guard; active-duty military personnel; a government employee under the express written consent of such employee’s supervising government entity for the purposes of natural resource protection and management; persons lawfully engaged in hunting activity, including hunter education training; persons operating a program in a sensitive location out of their residence, as defined by this section, which is licensed, certified, authorized, or funded by the state or a municipality, so long as such possession is in compliance with any rules or regulations applicable to the operation of such program and use or storage of firearms. THIS LIST IS A SUMMARY; check the law when generating policy.

[4] Or as was recited in one of my favorite "Rumpole of the Bailey" stories:  "Never, never let your gun, pointed be at any one; that it might not loaded be, matters not the least to me."

[5] I now have my D1 pre-certification, which means I spent a lot of time welding in 2021 and 2022.

[6] Words like systemic, and sexism, and stereotyping, and violence, and culture will be bandied about.

[7] Prediction: this one will be the one that gets struck down by the Supreme Court in 2026 or so.  It's a First Amendment/Second Amendment bump-set-spike combo. As of this writing, cases are already being brought to challenge the new law.

[8] Don't use this list for research, I tried to pare it down by removing citations and qualifiers.

[9] The men who brought the case up through to the Supreme Court.

First Amendment Audits on Youtube

Submission Date

Question

There are reports of first amendment audits happening in rural towns and villages. Public libraries are limited public forums - how can we stop the filming, as quietly as possible without causing a social media frenzy.

Answer

For a person who hasn't run into this concept yet, a so-called "First Amendment audit" is an increasingly popular trend where people visit government buildings and demand access to information--along with the privilege to film on site--all in the name of the law, democracy and transparency.

As a lawyer and U.S. citizen, I am all for the law, democracy, and transparency.

The concern raised by the member is that so-called "First Amendment auditors" don't just pop by their local town hall to live out a civics lesson.  Most of these folks are "monetized", meaning they post their recordings on YouTube...for money.  And since nothing draws in viewers like controversy, in the quest to get tens of thousands of hits, "First Amendment auditors" often[1] swap law, democracy, and transparency for rhetoric, bullying...and borderline harassment.

How do these YouTubers[2] create this concern?  As can be seen in their videos, they often come out swinging: filming or streaming while walking around as if "casing" a civic building, knowing that for some workers, this will cause concern.  Further, if/when confronted about what they are doing (usually some version of "Can I help you?") the best YouTubers are masters at using standoffish nonchalance, or passive-aggressive behavior, to trigger suspicion and fear.

Sadly, however, it is sometimes the fearful or angry reaction of those being filmed (town clerks, other employees) that tips things into a legal quagmire...and creates "click-worthy" material.

While mainly focused on municipal buildings (town halls, village halls, etc.) a growing sub-set of "First Amendment auditors" are visiting public libraries. I'd put a link in to some of the more egregious examples that have been created in New York in the last year or two, but I don't want to make money for these folks (they are doing just fine without me).  Let's just say that when the YouTuber is able to hit all the right pressure points, they can really tick off a civil servant--including a librarian.

The frustrating thing is that this doesn't have to happen.

Libraries--even those wholly housed within a municipally-owned structure--are, as the member says, "limited public forums" meaning that the library gets to set policy and rules imposing reasonable, operationally-related parameters on speech ("speech" in First Amendment jurisprudence, includes the right to film and access information).

Among other things, this means that libraries can totally bar or limit filming to certain areas of the library.

Of course, such a bar or limit can't be arbitrary--it must be "rationally related" to the operational needs of the library.  But so long as there is a "rational relationship" between the policy and the needs of the library, such a bar can be enforced.[3]

This means that through policy, a library can decide that patron confidentiality, information access, and the library's overall service to the public require limiting recording and/or streaming on site--a rule that can be enforced just like rules to be quiet in certain rooms, to not eat in certain areas, and to not deface any of the books.[4]

This means that the confident swagger many YouTubers bring to their "audit" game can be met, in the field, with a series of rules restricting their behavior--something (from what I've seen) that many YouTubers are not emotionally nor intellectually ready to honor in the moment.  In other words, just because your policy is legal, doesn't mean a YouTuber will magically turn their camera off!

So enforcing such policy requires forethought...especially since most YouTubers know that if they can get in an argument with a librarian, they will double (or triple) their number of hits.

So, as the member asks: "[H]ow can we stop the filming, as quietly as possible without causing a social media frenzy?"

Here are 10 different tactics[5]:

Have a Policy

Have a policy regarding filming in the library, and make sure that any decision to bar filming is rationally related to library priorities such as protecting patron confidentiality, respect for employees, and smooth operations.[6]

Use Good Signage

However your library decides to exercise its rights as a limited public forum, once it is confirmed in a policy, use prominent and effective signage to inform the public about the rules.

Transparency through FOIL

Since claiming the right to film anywhere in a public library is only part of the YouTuber package, make sure your library has a clear policy and process for requesting library records through the New York State Freedom of Information Law (or "FOIL").[7]

Designated Non-Public Areas

All staff rooms, break rooms, and other areas not accessible to the public should be designated as "No Public Access", with appropriate means of securing the area.  Give your employees a place of refuge (and a place for private information to securely reside).

Select Your Library's Response and Non-Escalation Method

As we've discussed, if you argue with a YouTuber, you might as well just hand them money.

So, while there is no one "right" way to resist escalating a situation, each library should pick its own particular brand of how to keep interactions with YouTubers civil, non-confrontational, and above all very, very, very boring.

For those libraries that do allow filming (whether without restriction,[8] or with some limits), but want to be part of the narrative, I like the idea of chatty engagement about the library's mission, services, and budget (and fundraising).  After all, the YouTuber is there to get information...why not provide it?  Think of the YouTuber's visit as a chance to inform the public of the history of the library, to showcase its services, and alert the public as to how they can donate money to support special initiatives (this is a good reason to have a copy of the library's annual report on hand). If YouTube is helping to draw attention to your library, you might as well put your best foot forward!

For those libraries that don't allow filming, or restrict it to certain times/areas, ensuring that a person who is attempting to film in the library is aware of the duly authorized and posted policy is essential.  After that, if a person persists in violating the policy, a response is down to what enforcement method is selected and practiced, which can include a combination of:

  • Policy enforcement in the moment (using practiced security procedures);
  • Policy enforcement after the moment (the recording happens without confrontation, but there is a subsequent action for trespass, or other action under Code of Conduct);
  • Deliberate non-engagement with the YouTuber using pre-determined language ("It is against our policy for you to film in this location"; and/or "You do not have my consent to film me, I consider it harassing; please stop." said once, calmly.[9]);
  • Use of pre-determined, quiet withdrawal of most employees into employee-only areas.

Do not argue. Do not debate. 

And finally, it is important to acknowledge: for some library employees, the visit of a YouTuber can feel threatening (remember, many of these entertainers are trying to get a rise out of people). So as with any other interaction with the public, the clear message to employees must be: Safety First.  If employees are feeling threatened, they should withdraw using the same protocol in place for other safety concerns.[10]

Practice, Practice, Practice

Once there is a policy and clear, engaging signage, set aside time to train employees in the policy, and give them time to practice addressing YouTubers in a non-confrontational manner.  Use role-playing techniques (done right, this can be a fun exercise, even though the actual event might not be so fun).

Coordinate with Security

Not all libraries have private security, but for those that do, make sure they understand what is at stake when dealing with a YouTuber; include security personnel in the practice sessions (if time and budget allow). At the bare minimum, confer with the local police department to know what the response will be if the situation warrants intervention by law enforcement.[11]

Remember: YouTubers are Human, Too

I know it can be hard to recall when someone is pointing a camera in your face and wandering about your library looking like they are creating a map of its security vulnerabilities, but one thing I've learned from working with libraries who have lived through a "First Amendment audit"[12] is that very often the visitor is a member of the community.

In fact, some libraries have received calls from national groups in advance alerting them that a longstanding member of the community will be visiting to film!  (I suspect the "advance warning" was to create an adrenalin rush, but the library was able to use its long-standing relationship with the person to make it a positive interaction.)

So long as a library employee dealing with a YouTuber feels confident about their safety, thinking about the YouTuber as a person who is genuinely curious about your library, and treating them as just another patron on a quest for information, can help cut down on click-bait drama--and serve the mission of the library to provide access to information.

Maintaining that type of perspective is easier if the employee is:

          a) confident that they know the library's policy about filming in the library;

          b) confident that the policy is clearly posted;

          c) confident that the library is on solid legal ground;

          d) confident of how the library as a whole responds to Code of Conduct violations;

          e) confident that the library abides by the law governing access to information; and;

          f) confident about if/how to engage, because they have practiced techniques for positive interactions and non-escalation, and they know leadership will have their back.

And that is how a library can turn YouTube drama into a non-dramatic civics lesson. It is not fool-proof, because if a person is determined to enter a library and create a scene, they will create a scene. But with good policy and practice, a library and its employees won't contribute to it.

Thank you for a great question!

 

 


[1] I say "often" because there are some people out there who get this right--and if we are now getting our civics lessons on YouTube, I want to give credit when it is due.

[2] I will not call them "auditors". In my world, an "auditor" reviews your financials, and looks for holes in your fiscal controls.  I call them "YouTubers" or "person recording in the library" because that is a more accurate appellation.

[3] For more on that, see the training video and related materials from the Empire State Library Network's presentation, “Libraries and First Amendment Audits,” which are available through the links found here. This resource also spends a lot more time on the legal underpinnings of what I am summarizing in this "Ask the Lawyer"...so if you want more info on this topic, that's the place to go!

[4] In New York, it is also a crime to deface library books...but it can still also just be a violation of policy!

[5] I urge any library considering any of these to view the ESLN materials, and to discuss their selected tactics with their lawyer.

[6] A model policy is included in the ESLN materials.

[7] For more on that, see the Ask the Lawyer response found here.

[8] At the bare minimum, a policy barring filming of: other patrons without written consent, computer screens, the reference desk, and the circulation area(s) is wise.

[9] This can come in handy later, during efforts to remove a video or to pursue other consequences as a result of the behavior.

[10] If the library currently doesn't have protocols for this, a visit with local law enforcement, private security, or a consultant to develop them is a very high priority. This can go hand-and-and with an OSHA-style "Workplace Violence Prevention Policy."

[11] Only your library can determine what the trigger for calling law enforcement is.  This is something to be discussed and (yes) practiced.

[12] To hear from these libraries, check out the ESLN training materials I keep mentioning!

Retention Period for Employee Records

Submission Date

Question

How long should the library retain employee records, payroll records, sales and purchase records, mortgage and loan documents, and other records?

Answer

Several considerations impact the answer to this question:

For a public library, the bare minimum record retention periods are found in a document called "the LGS-1."[1]  The LGS-1 has rules for retention covering everything from your library's charter, to how long you hold onto circulation records.

For an association library, which does not have to follow the LGS-1, those retention rules in the LGS-1 are a good baseline, but you have a bit more latitude.

However, no matter what baseline a library or other cultural organization chooses to adopt, it is good to keep in mind that required retention periods are routinely extended by things like:

  • Insurance policy requirements
  • Union contracts (for personnel records)
  • Grants, and other sponsored funding
  • Lawyers instructing a client to retain records as part of a "litigation hold"

In addition, while it can't be considered a formal "retention period", documents are also "retained" by institutions simply due to a tendency to hoard records.  At times, this can be a healthy tendency (like when letters from a first grade class from 1945, written to thank the local library for a story hour, are found in moisture-resistant storage, and they are turned into an exhibit).  Other times, it is not so healthy (like when borrower records from 5 years prior[2] are accessed during a burglary or hack).

For a large library (or museum, or other cultural institution) with robust funding and a large staff, "records management" per the LGS-1 or a customized "record retention policy" is often part of a person’s (or department's) job description--and is supported in the annual budget.  For a smaller library (or museum, or other cultural institution) with less-than-robust funding, and a smaller staff, "records management" is often an afterthought.  This can cause complications when the records pile up, and there is no person--or budget--to sort through them and make sure they are properly retained/purged.

But this question is about retention periods, not the drama they can cause!  So here is the answer:

For the types of records mentioned in the question ("employee records, payroll records, sales and purchase records, mortgage and loan documents"), the retention periods vary; some are "permanent", and others are as short at 6 years.  The LGS-1 (which will pop up when you search "LGS-1") will give you the breakdown.

For an association library that doesn't want to follow the precise requirements of the LGS-1, but still wants a retention policy, below is a model policy.

Thank you for submitting an important question!

 

[ABC] ASSOCIATION LIBRARY

RECORD RETENTION AND DISPOSAL POLICY

Items in yellow are to be changed or removed

Policy

The ABC Library retains and disposes of records as required by law, contracts, and based on the board's determination of what is in the operational best interests of the Library.

I.        Records are retained as follows:

-Association Library Charter, bylaws, Plan(s) of Service, Annual Reports: PERMANENT

-All records made available per the Open Meetings Law: PERMANENT

-Deeds: PERMANENT

-Contracts: (includes leases, mortgages, loan documents, vendor contracts, employee benefit contracts, warrantees, use of independent contractors): Seven years after termination of all obligations and rights created by contract; in some cases, PERMANENT. See "Archives."

-Employee-related: Seven years after termination of employee.  See "Archives."

NOTE: This will be impacted by an association library's union contracts, employee manual provisions, and employee-related policies; check these documents to ensure consistency.

-Fiscal & Financial: Seven yearsunless the relevant fiscal policy, document or transaction it is related to requires longer. See "Archives."

-Archives: PERMANENT

-Records pertaining to library operations (based on the LGS-1 to ensure consistency with non-association libraries in the XYZ Library System):

-Accession records: 1 year after accessioning procedure becomes obsolete

NOTE: Some libraries accession manuscripts, rare books and special collections, but not their general library holdings. In these cases, the accession records need to be retained only for the kinds of materials still accessioned.

 -Informational copies of records prepared by and received from public library system, including but not limited to directories, minutes, budgets and reports: 0 after superseded or obsolete

-Directory of public library system and member libraries, prepared by public library system (member library's copy): 0 after superseded or obsolete

-Library card application records: 3 years after card expires or is inactive

-Borrowing or loaning records: 0 after no longer needed

-Interlibrary loan records, including requests to borrow or copy materials from other libraries, receipts for materials, copy logs, accounting records, and circulation records

a) When no copies of original materials are requested: 0 after no longer needed

b) When copies of original materials are requested: 5 years after order is completed

-Catalog of holdings

a) Manuscript or published catalog: PERMANENT

b) Continuously updated catalog: 0 after superseded or obsolete

-Individual title purchase requisition which has been filled or found to be unfillable: 1 year

-Records documenting selection of books and other library materials:

0 after no longer needed

-Library material censorship and complaint records, including evaluations by staff, patrons' complaints and record of final decision: 6 years after last entry NOTE: Appraise these records for historical significance prior to disposition. Some library censorship records deal with serious constitutional issues and may have value for future research.

-Patron's registration for use of rare, valuable or restricted non-circulating materials: 6 years

-Program and exhibit file documenting planning and implementation of programs, services and exhibits sponsored or co-sponsored by the library, including but not limited to photographs, sketches, worksheets, publicity, brochures, exhibit catalogs, inventory lists, loan agreements, correspondence, attendance sheets or registration forms, and parental consent forms:

a) Parental consent records: 6 years, or 3 years after child attains age 18, whichever is longer

NOTE: Photo release records are covered under item no. 68 in General Administration section. Local Government Schedule (LGS-1) Library/Library System

b) Attendance sheets and registration forms, when no fee is charged: 0 after no longer needed

c) All other records: 6 years after exhibit closed or program ended

NOTE: Appraise these records for historical significance or value for collections documentation prior to disposition. Some of these records may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice

II.       Records are disposed of as follows:

At the end of the retention period, physical copies are purged via shredding as their retention period expires.[3]

At the end of the retention period, electronic records are routinely disposed of by [insert input from your IT professional].

Archives

Prior to purging, all records of the Library are appraised for historical significance or value for collections documentation prior to disposition. Some of these records may have continuing value for historical or other research and should be retained permanently. Records retained permanently due to historic or research value are designated as "Archives."

 

 


[1] For more "Ask the Lawyer" on the LGS-1, see Board of Trustees Notes Retention. The 2022 version of the LGS-1 was, as of April 11, 2022, found here: http://www.archives.nysed.gov/common/archives/files/lgs-1-2022.pdf.

[2] I know library systems are very good about ensuring borrower records are purged from ILS once they are no longer needed, as authorized by the LGS-1.  This is just an extreme example to make my point.

[3] For more information on appropriate ways to dispose of physical copies, visit http://www.archives.nysed.gov/common/archives/files/mr_pub41.pdf.

Dos and Don'ts Of Addressing School Library Censorship

Submission Date

Question

NOTE: On 5/13/22, Erie 1 BOCES hosted a program[1] regarding school library materials management.  That same week, the Erie County Bar Association hosted a CLE on the same topic[2].

At both programs, school district library personnel discussed the ethics of their professions.  They also shared their personal experiences with collection management issues, including attempted censorship of library materials.

Both sessions were inspired by concerns, rooted in the current political climate, that school districts could feel pressure to sidestep policy and direct the removal or limitation of "controversial" library materials without due process.

The law, policy, and case law covered at the session was extensive. Below is a summary of the major take-aways, in a "Do's and Don'ts" format.

QUESTION

What are the "legal do's and don'ts" of school district library collection management in New York?

 


[1] "Collection, Selection, Objection": the recording can be located through your regional BOCES or school district library system.

[2] More information on this "Continuing Legal Education" seminar is here:  https://eriebar.org/product/2433-more-than-a-book-ban-advising-municipalities-schools-and-libraries-during-a-book-challenge/

 

Answer

DO ensure your school district library system, school district, or school has a robust and well-thought-out "school library materials policy"[1] ("Policy") governing selection, procurement, cataloging, lending, concerns, re-evaluation, and removal of library materials.

DON'T forget to train every person with a role in that Policy[2] on how it works, and why the district has it in place; this includes spending time on the law, regulations, and ethics[3] that govern it.

DO ensure that experienced lawyers and policy-makers have reviewed the Policy for both legal compliance, and compatibility with the unique environment at your district or school.

For example, if your school has an active PTA that likes to fund-raise and donate books to the school library, the method of accepting those donations should conform to the "selection" part of the Policy.[4]

DON'T adopt a Policy and then let it gather dust.  A policy that governs selection, procurement, cataloging, lending, concerns, re-evaluation, and removal of school library materials is a vital part of a school's library--which is a vital part of a school.

DO make sure your Policy honors the professionalism and qualifications of your school librarians and media specialists.  When considering how your district's Policy applies in real-world situations, remember that your school library staff are trained in the selection of library materials.   Because of that, your district's Policy will delegate responsibility for selection and cataloging to those professionals[5] ...and the law in New York, policy of your district, and job descriptions will back that authority up.

DON'T create a potential liability for your school by taking quick steps related to library collection management issues without checking with your district's Policy and lawyer.  Cases such as Pico[6],  the seminal case regarding school board over-reach regarding school materials, happened because school leadership took hasty action without considering policy.

DO maintain familiarity with the most basic tenets of the law in New York regarding school district library systems and school library operations.  This includes Education Law § 1709(1), Education Law §1711[2] [c, d], Education §Law 701, Education law §702, Education Law §310, 8 NYCRR § 90.18 and 91.2.  For a good primer on these, review the NYSED Commissioner Decision 14,229  "Matter of Carney."[7]

Notably, the case law and NY Education Commissioner decisions emanating from these laws and regulations show that ad hoc decisions about curricular and library materials imposed without consulting policy can lead to legal claims, creating unnecessary media attention, community tension, and expense for school districts.

DON'T impose "creative work-arounds" such as using "soft" directives to influence school library collection issues without following policy.

Hypothetical examples of such "creative work-arounds" include:

  • Directing library staff to keep "controversial" books in the collection, but move them off the shelves and into a store-room;
  • Stigmatizing books in the collection by making them available "by request only";
  • Telling parents and guardians with concerns that library material will be removed, without referring them to the relevant policy for lodging a complaint or requesting that it be re-evaluated;
  • Identifying books that may only be checked out after obtaining parent/guardian consent[8];
  • Sharing lists of books checked out by students in excess of what professional ethics, FERPA and CPLR 4509 (regarding privacy) allow;
  • Directing school library employees to avoid selecting a certain "type" of material, even if that material is otherwise appropriate per the district's Policy;
  • Basing content bans on categories of identity protected by local, state, and federal civil rights laws.

These are just a few examples...but anything that would remove or restrict access to school library materials, without applying due process, risks a legal concern and tripping the factors found unconstitutional in Pico.

DO build an administrative and educational team that is READY to respond to concerns about curricular and library materials.  

When it comes to content choices in the classroom or in the library, no Superintendent, Principal, or school board chair can do it all. 

team consisting of the school librarian, experienced teachers and administrators, the district's lawyer, and as needed, the school board, should be ready to respond promptly when there are materials concerns. [9]

DO remember that for every school library material challenged, there are people being impacted by the challenge--including yourself.

These are tough times for school administrators.   Across the country, there is a great awakening to the importance of school boards and the leadership of public institutions such as libraries.

This is good, but it has turned school districts and libraries into zones of potential controversy, with administrators charged with keeping the peace--and people threatening lawsuits on all sides.

At such times, there are three things that, when combined, can create refuge and stability:

First: a cool head.

Do not take an ad hoc action when presented with a library materials concern; lead with policy.

Second: a good team. 

Rely on your people.  They will help ensure legal compliance, the well-being of students, and good service to the community.

Third: a solid policy.

Have it, know it, follow it.

Administrators who find the culture wars on the doorstep of their schools cannot avoid controversy.  But when controversy arrives, if they DO follow policy, and DON'T take ad hoc steps in a panic, school administrators can provide a structure for communities to navigate open and honest discussions[10] of library materials, community values, and their educational environment.

Below is a template[11] for organizing a response, when a library materials[12] issue happens at your school.

School library material concern worksheet

For internal and personal use only

Important information

Answer

Material at issue (title, author, media):

 

 

Material catalog information (year acquired, category, shelf location):

 

 

First date person using form became aware of complaint:

 

Complaint made by:

 

Note: Person is the "Complainant"

 

 

Is the complainant a parent or guardian?

 

 

Is the Complainant part of a group?

 

Attach group information

 

 

 

Based on their relationship to the school or community, does the Complainant have standing to make a complaint?

 

If yes, continue with worksheet...

 

Is the Complainant following the formal complaint process?

 

 

Has the Complainant been provided with a copy of the policy governing how to make a complaint?

 

Name of school librarian

 

 

Other school staff involved in complaint or concern

 

 

What is/are the relevant policies?

[attach all policies that apply or might apply]

 

 

What people are assembled to help with or to effect response ("Response Team")?

 

 

What professional ethics do the members of the response team have to consider when working on this issue?

[attach copies of any relevant codes of ethics as confirmed by team member]

 

 

 

Is there a student involved?

 

 

What person on the response team is the primary contact with the student?

 

 

Is there any safety or well-being concern for any person involved?

 

 

Is there any media or social media discussion of this issue? 

 

[attach printouts of relevant content]

 

Is there a relevant union contract or other contract?

[attach contract or relevant section]

 

 

Who is the spokesperson for the school or district on this matter?

 

 

 

Track relevant deadlines set by policy or commitment to involved parties:

 

 

Deadline:

 

 

Deadline:

 

 

Deadline:

 

 

Deadline:

 

 

Deadline:

 

What was the final outcome of this issue?

 

 

When was this matter considered to be complete?

 

 

 


[1] Across New York, this type of policy has many names, and sometimes, is covered by numerous policies.  New York prioritizes local control of school district policy, so a diversity of approaches is right and proper.  The point is that no matter what it is called, or how many policies end up applying, a district has a policy that covers selection, procurement, cataloging, lending, concerns, re-evaluation, and removal of school library materials.  Very often, this will need to be coordinated across school library systems.

[2] For the rest of this article, we're using "Policy" with a capital "P" to denote whatever policy or combination of policies a district has adopted.  That's right, with a capital "P" that rhymes with "C" that stands for "cool" (as in, "We're cool; we have a Policy for this").

[3] The ethics of the profession of school librarian as emphasized by NYSED are found at http://www.nysed.gov/curriculum-instruction/teaching-learning-intellectual-freedom

[4] Sometimes, this might mean having to say "No, thank you," or "We need to take a different approach," to the PTA.  Just another day in school administration.

[5] This is another factor that will vary from district to district in New York, but every policy I have seen grants a significant role to the librarian.  This is why a good hiring pipeline for qualified school librarians and media specialists is critical.

[6] Found at: https://www.oyez.org/cases/1981/80-2043 . This US Supreme Court case ruled that "although school boards have a vested interest in promoting respect for social, moral, and political community values, their discretionary power is secondary to the transcendent imperatives of the First Amendment." 

[7] Found on the NYSED site at http://www.counsel.nysed.gov/Decisions/volume39/d14229

[8] This one is a HUGE concern, because in addition to potential legal and regulatory violations (about which countless law review articles and books have been written), it sets a precedent of parent/guardian pre-approval for ALL school materials...something that is antithetical to the democratic process by which public schools operate. 

[9] "Promptly"...but not immediately.  The benefit of having a team ready to go, and letting parents or community members know that your school is organizing a response per your district's policy, is that it signals that you take the complaint seriously, but also gives the situation breathing room.

[10] Yes, I know "open and honest" can often sound "angry and passionate."

[11] As with all templates on "Ask the Lawyer," this one is illustrative only.  A district or administrator wanting to develop such a resource should confirm a final draft with their lawyer.

[12] This template is for library materials concerns; there are some different factors when there is a challenge to curricular materials.

Pride Month Displays

Submission Date

Question

[NOTE: We didn't get this as a submission to "Ask the Lawyer", but we wish we had...]

Our library board is considering a resolution to bar displays celebrating Pride Month.  The ban focuses on, but is not limited to, displays in children's/YA areas.  Is this a legal issue?

Answer

YES. Expressly barring library displays based on categories protected by law, such as sexual orientation and gender, is--among other things--a legal issue.

This is not to say a library can't pass a policy on library displays.  A library could easily implement a policy that requires displays to be timely, that they be reflective of the needs of the community, and that they display an array of materials from different sources.  Such a policy, done thoughtfully and with director and attorney input, could be perfectly appropriate, legal, and in line with the mission of a public library.

In addition, such a policy could address and provide established and well-thought-out procedures for the library to address:

  • Concerns that a library display violates the bar on political activity by a library;
  • Concerns that a library display is age-inappropriate;
  • Concerns that the content in a library display is illegal;
  • Concerns that the display could objected to by members of the community; and
  • Concerns that the display is boring, non-engaging, and/or irrelevant.

But what such a policy could NOT do (without tripping legal concerns) is make blanket rules about display content based on categories that align with identities protected by law[1]

Further, if such decisions are made in a vacuum, without policy (like an ad hoc board resolution), they run the risk of being both discriminatory and "arbitrary and capricious."  Such a ban--especially coupled with the dialogue and community interaction that might precede and follow it--could set the stage for:

  • A claim of discrimination by a trustee;
  • A claim of discrimination by an employee;
  • A civil rights claim by a patron;
  • A report triggering an investigation by the New York Division of Human Rights[2];
  • A really awkward moment at the next sexual harassment training, since in New York, "sexual harassment" includes harassment on the basis of sex, sexual orientation, gender identity and the status of being transgender.

In addition, there are many local municipalities that have their own protections for certain protected categories, including sexual orientation and gender identity and expression.  So there is a risk of implicating not just state and federal, but local law, as well.

Of course, such a ban is FAR MORE that a legal issue.  But amidst everything else, it IS a legal concern.  And while their primary duty is to serve the library's mission, public library trustees also have a fiduciary duty to guard against claims that the library has violated state, federal and local civil rights laws.

How would a library board walk back having taken such a position?  Ideally, very quickly and decisively, with confidential legal advice from their local attorney[3].  This is because in and of itself, such a ban might not be enough to trigger legal action...rather like how just vodka isn't enough to make a martini.  But who knows when the vermouth will show up?

That said, if a board is at this point (and especially if the library director and staff are watching, without being consulted[4]), even after serious consideration of a such a policy or directive, change is possible

After all, each and every library trustee and employee in New York (and even their lawyers) can always learn more about the New York Human Rights Law,[5] federal civil rights law, and perhaps even the protections in their municipality.

And public libraries are there to enable learning by everybody.

Everybody.

 


[1] In New York, that includes: race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, marital status, or status as a victim of domestic violence.

[2] https://www.nysenate.gov/legislation/laws/EXC/296 This links brings the reader to a partial list of barred discriminatory actions.  Here is an excerpt (in other words, there's more): " 2. (a) It shall be an unlawful discriminatory practice for any person, being the owner, lessee, proprietor, manager, superintendent, agent or employee of any place of public accommodation, resort or amusement,
because of the race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, marital status, or status as a victim of domestic violence, of any person, directly or indirectly, to refuse, withhold from or deny to such person any of the accommodations, advantages, facilities or privileges thereof, including the extension of credit, or, directly or indirectly, to publish, circulate, issue, display, post or mail any written or printed communication, notice or advertisement, to the effect that any of the accommodations, advantages, facilities and privileges of any such place shall be refused, withheld from or denied to any person on account of race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability or marital status, or that the patronage or custom thereat of any person of or purporting to be of any particular race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex or marital status, or having a disability is unwelcome, objectionable or not acceptable, desired or solicited.

[3] And perhaps a check-in with their "directors and officers" insurance carrier.

[4] This type of issue is part of why the author consistently recommends trustees be trained on non-discrimination policies (including sexual harassment).

[5] https://dhr.ny.gov/new-york-state-human-rights-law

 

NYS Human Rights website