The Library is open Mondays, Tuesdays, Wednesdays and Fridays from 9:00 a.m. to 6:00 p.m., Thursdays from 9:00 a.m. to 9:00 p.m., and Saturdays and Sundays from 10:00 a.m. to 4:00 p.m. To protect patrons who cannot get vaccinated, including children under the age of 12, we request that you continue to wear masks when inside the library.

Library Info

Our Policies

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Animals in the Library

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It is the policy of the John Jermain Memorial Library to prohibit all animals from entering library facilities, with the exception of service animals, service animal trainees, and animals featured in programs sponsored by the John Jermain Memorial Library.

Under the American’s with Disabilities Act (“ADA”), a service animal is a dog that has been individually trained to do work or perform tasks for an individual with a disability. The dog must be trained to do work or perform specific task(s) to assist the person with a disability, and the work or task(s) performed must be directly related to the disability.

Emotional support, therapy, comfort, or companion animals which have not been trained to do work or perform a specific task for the person with a disability do not qualify as service animals under the ADA and will not be permitted in the library.

Employee Guidelines

  • If it is not obvious that a dog brought into the library is a service animal, a staff member may ask the following questions:
      • Is the dog a service animal required because of a disability?
      • What specific work or task has the dog been trained to perform?
  • A staff member attempting to ascertain whether a dog is a service animal is prohibited from asking about the nature of a person’s disability.
  • A staff member attempting to ascertain whether a dog is a service animal is prohibited from asking for a special identification card or training documentation for the dog.

Service Animal Guidelines

  • Service animals must be under the immediate control of their handlers at all times.
  • Service animals which are not housebroken, bark excessively (as determined in the discretion of the Director), are uncontrolled, or are otherwise disruptive will be required to leave the premises.
  • Service animals may never be left unattended on library grounds.
  • Service animals are not allowed on library furniture or fixtures, except as required to do work or perform task(s), and must remain on the floor or be carried (as appropriate) by their handlers at all times.
  • The handler is liable for any damage to the library caused by their service animal. This includes cleaning up should the animal urinate or defecate.

Miniature Horses

  • The Library will permit a person with a disability to use a miniature horse (generally ranging in height from 24 inches to 34 inches measured to the shoulders and generally weighing between 70 and 100 pounds) who has been individually trained to do work or perform task(s) for a person with a disability so long as (i) the miniature horse’s presence does not compromise legitimate safety requirements of the Library and (ii) the person with a disability otherwise complies with the terms of this policy.

Misrepresenting a dog or miniature horse as a service animal is a violation of the library’s Patron Code of Conduct, and may result in suspension of library privileges.

APPROVED BY THE BOARD OF TRUSTEES: MARCH 2021

Bylaws of the John Jermain Memorial Library

The John Jermain Memorial Library is located on Main Street in the Village of Sag Harbor, County of Suffolk, State of New York. It is a Free Association Library, chartered and registered by the Education Department, University of the State of New York, on May 24, 1957. The Library was originally deeded to the first Board of Trustees to promote the public welfare by founding, endowing and having maintained a public library for the Village of Sag Harbor by Mrs. Margaret Olivia Sage by a Deed of Trust dated June 17, 1912. Nothing in the By-Laws is intended to be, nor shall be construed to be, contrary to any of the intentions of said Deed of Trust.

To see the full board-approved bylaws, please contact: Catherine Creedon, Director at catherine@johnjermain.org.

Circulation Policies

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John Jermain Memorial Library cardholders have access to a wide range of materials and resources to support research, entertainment, and lifelong learning. As part of the county-wide Resource Sharing Code, cardholders from other Suffolk County libraries are also able to borrow many of our items, except as noted below. Borrowed items may be returned to any Suffolk County library, and will be delivered back to our shelves.

CIRCULATION PERIODS

  • All books and audio books circulate for 14 nights.
  • New adult DVDs circulate for 3 nights.
  • Older adult DVDs and all Children’s DVDs circulate for 7 nights.
  • Magazines circulate for 7 nights.
  • Internet hotspots circulate for 14 days and are non-renewable, non-reservable, and limited to JJML cardholders.
  • Wi-Fi access kits circulate for 3 nights and are non-renewable, non-reservable, and limited to JJML cardholders.
  • Reference materials do not circulate.
  • Loan periods and fine policies for inter-library loans are determined by the lending library. Patrons will be expected to abide by these rules.
  • In certain circumstances special loan periods may be granted on specific items.

RENEWALS

Items that are not on reserve for another Suffolk County Library patron may be renewed as follows:
Books, audio-books, and magazines may be renewed up to six times.
Older DVDs, may be renewed once.
New DVDs are renewable one time; renewal must be done by phone or in person.
Wi-fi access kits and internet hotspots are not renewable.
Eligible items may be renewed by phone, in-person, or online through the patron’s online account.
Certain items may automatically renew if there are no reserves on the item; patrons will be informed of the automatic renewal by email. NOTE: new DVDs do not automatically renew; renewals of new DVDs must be requested by phone or in person.

DUE DATES and FINES

John Jermain Memorial Library does not charge overdue fees for materials kept out beyond the “due date.” Patrons should be aware that we have a small and popular collection, and borrowed items should be returned on time for others who may be waiting to read or view the title.

LOST/DAMAGED MATERIALS

If patrons lose or fail to return items they will be charged a “lost item fee.” That fee will equal the cost of having the item repurchased, reprocessed, and returned to the shelves. Payment may be made online using a credit card, or in person by check. If the lost item was borrowed from another library, the check must be made out to the loaning library. Patrons may not bring in a replacement item, even if it appears to be the same title, as in many instances the library copy has special binding and/or containers.

RESERVES

John Jermain Memorial Library patrons have access to all loanable items listed in the county-wide online catalog. Reserves for these materials may be placed by phone, in-person, or online through the patron’s account. Cardholders may choose the library to which they would like the material delivered. All loan periods and fine policies, in the case of inter-library loans, are determined by the lending library. Patrons will be expected to abide by these rules. Patrons will be notified by telephone or email when the material is available at the library. Once notified, they will have between three and seven days to pick up the material, depending on the loan rules of the lending library.

INTERLIBRARY LOAN

As a service to John Jermain cardholders our reference librarians will attempt to find items not held in Suffolk County libraries through the nation-wide cooperative Interlibrary Loan Program.

BORROWING LIMITS

There is no limit on books, DVDs, audio books, or magazines. Occasionally, at the librarians’ discretion, circulation of high demand materials such as holiday books or books for school assignments may be limited. Once a limit is reached a patron must return items in order to be able to take out any more. Patrons from other SCLS libraries are welcome to use and borrow our materials, although the number of items they can borrow is determined by their home library.

FOR VISITORS

The Library recognizes that visitors to the area often wish to use our facilities, materials and services. The Library warmly welcomes the on-site use of all of our materials. Visitors may utilize our computers by requesting a guest pass. Visitors may also want to check out our “Little Free Library,” located in our Lower Level Reading Garden, for free books to take and enjoy.

APPROVED BY THE BOARD OF TRUSTEES: JULY 1999
AMENDED APRIL 2002, OCTOBER 2005, DECEMBER 2014 AND APRIL 2021

Code of Ethics

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This Policy shall serve as the “Code of Ethics” for John Jermain Memorial Library as stated in NYS General Municipal Law §806.

A code of ethics is a written set of principles and expectations issued by an organization to help individuals at all levels of responsibility conduct their actions in accordance with its primary values and ethical standards. Sound ethical standards of conduct serve to increase the effectiveness of the Library’s Board of Trustees, its Director, employees and volunteers. An ethical code of conduct promotes public confidence and trust in the organization and management of the Library. It provides assurance that all who serve the Library, whether as a trustee, Director or employee or volunteer, will do so with undivided loyalty to the Library’s mission, vision and core values, and that they will act in the best interests of the Library’s purposes and goals. The core of this Code of Ethics is grounded in the principles of honesty, integrity, transparency, equity, confidentiality, and accountability. Ethical conduct is the Library’s highest priority.

This Code expresses the overarching principles of professional conduct and ethical behavior expected of the Library’s volunteers, employees, Director and Trustees. Directives for how these principles are to be carried out in practice can be found in the Library’s Operations Handbook, Employee Handbook and the Handbook for Library Trustees of New York State. In signing the disclosure form, each person commits to uphold the following principles and practices of ethical and professional behavior.

PRINCIPLES

  • Treat every individual with dignity and respect
  • Act with honesty and integrity in all of the Library’s transactions and dealings
  • Strive for excellence and innovation
  • Achieve the highest levels of service, performance and social responsibility
  • Endeavor to understand and support library patrons from other cultures and build an organizational culture that honors diversity

PRACTICES

  • Uphold the principles of intellectual freedom and resist all efforts to censor Library resources • Respect intellectual property rights and advocate balance between the interests of information users and copyright holders
  • Safeguard the privacy of personal information obtained from or about the Library’s patrons, donors, employees, volunteers, Director and Trustees through information sought or received and resources consulted, borrowed, acquired or transmitted
  • Preserve and protect the confidentiality of the Library’s important data, documents, and business records
  • Protect from disclosure confidential information acquired in the course of his or her official duties and not use such information to further his or her personal interests
  • Conduct the Library’s activities in ways that are accountable and transparent to the community it serves
  • Decline any offer of compensation, gifts, monetary payments, loans or promises of future benefits from anyone who has or may seek some return from the Library other than occasional gifts of nominal value that are in keeping with customary business practices
  • Avoid conflicts of interest or situations that give the appearance of a conflict or other impropriety
  • Refrain from conduct or activities that would have an adverse impact on the library and disclose any conduct or activities that could have an adverse effect on public perceptions of the Library
  • Adhere to the policies and procedures for the Library’s governance, financial operations, employee and volunteer management, fundraising activities, and program administration • Perform Library functions in conformity with both the spirit and the letter of all applicable laws and regulations of the federal, state and local jurisdictions in which the Library operates • Manage responsibly the Library’s physical assets including but not limited to its building, collections, materials and information technology;
  • Utilize the Library’s financial resources and assets only in furtherance of the Library’s business and organizational goals
  • Treat the Library’s Trustees, Director, employees and volunteers with fairness and good faith and provide conditions commensurate with their rights and welfare

APPROVED BY THE BOARD OF TRUSTEES: MARCH 2021

Collection Development

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Acquisitions

The John Jermain Memorial Library provides a collection in support of the Library’s mission to inspire lifelong learning, advance knowledge, and strengthen our diverse community.

The collection will:

  • meet the information needs of the community with diverse, well-balanced and wide-ranging materials in a variety of formats;
  • reflect a variety of opinions (minority and majority) on a subject;
  • support business, cultural, recreational and civic activities of the community;
  • offer new and differing areas of interest and concern ;
  • enhance job-related knowledge and skills;
  • increase knowledge of and participation in the affairs of the self, community, the state, the country and the world.

The authority and responsibility for the selection of Library materials is delegated to the Director and, under her/his direction, to the heads of collections, qualified for this activity by reason of education, experience, and knowledge.

Selections often rely on review journals such as: Library Journal, Kirkus, Booklist, New York Times Book Review, Novelist, and other current online and print sources. Suggestions from readers are welcome and are given serious consideration. Holdings and availability of other area library resources are pertinent to purchasing decisions.

Materials are evaluated on the basis of the work as a whole, and not on a particular passage or passages. The Library upholds the right of every individual to access information, even though the content may be controversial or unacceptable to others. Accuracy and authoritativeness of content is considered and relevant.

Selections will not be made on the basis of any anticipated approval or disapproval, but solely on the merits of the work in relation to the existing collection’s strengths and weaknesses and the ability of the work to serve the interests of the community. Library materials will not be marked to show approval or disapproval of the contents, and no item will be sequestered except for the express purpose of protecting it from injury or theft.

Responsibility for materials borrowed by children rests with their parents or legal guardians. Library Acquisitions will not be inhibited by the possibility that materials may inadvertently come into the possession of children.

Discarding of Materials

The authority and responsibility for the discarding of Library materials is delegated to the Director and, under her/his direction, to the heads of collections. In order to keep the Library’s collection viable, it has been established that the following criteria are to be considered during the weeding and discarding process: physical condition of the material, unnecessary duplication, outdated material, and lack of demand by the public.

APPROVED AS AMENDED BY THE BOARD OF TRUSTEES: MARCH 2021

Designated Spaces Policy

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The Library reserves the right to limit access and use of designated spaces within the building, and in its digital, virtual, and social media spaces, for specific audiences and/or purposes. Limited-use areas include, but are not limited to, the Children’s Room, the Teen Space, the Scala Rotunda, The Scholar’s Study, the Lower Level tutoring space, the Community Meeting Room, the Library website, the Library Instagram account, the Library Teen Instagram account, and the Library Facebook page. This policy also applies to all renamed and reallocated spaces within the building, as well as any newly emerging digital platforms adopted by the Library. Each has its own requirements, outlined below. For additional information about the use of these areas, see the library’s Meeting Room Use policy.

The Director is authorized to develop and amend guidelines pertaining to the utilization of designated spaces, and to make exceptions to designated use from time-to-time as the need arises.

The Scala Rotunda

The Rotunda is reserved exclusively for quiet study and contemplation. Conversations, cell-phone use, the use of audio-devices without headphones, and collaborative activities are not permitted in this space.

Paul A. Wagner Scholar’s Study

The Scholar’s Study, adjacent to the Scala Rotunda, is used for a variety of Library-sponsored or library-supported programming including, but not limited to, small seminar-style programs, critique groups, support groups, one-on-one programming, staff work requiring a designated space, and library-supported programming including Literacy Volunteer sessions. When the room is not in use by the library, it is available on a first-come, first-served basis for patrons pursuing quiet study only, and is not for use by tutors or patrons engaged in collaborative activities. The Library does not guarantee availability of this study space for patrons, and patrons using the room may be asked to leave if the room is required for library-related activities. Anyone using this room should be aware that staff may access the space at any time for the retrieval of reference materials.

Philip Dusenberry Community Workroom

The Community Workroom, located on the Main Floor, is used for a variety of library-sponsored and library-supported programming including, but not limited to, small seminar-style programs, critique groups, support groups, one-on-one programming, staff work requiring a designated space, and library-supported programming including Literacy Volunteer sessions. When the room is not in use by the library, it is available on a first-come, first-served basis for patrons pursuing quiet study only, and is not for use by tutors or patrons engaged in collaborative activities. The Library does not guarantee availability of this study space for patrons, and patrons using the room may be asked to leave if the room is required for library-related activities. Anyone using this room should be aware that staff may access the space at any time for the retrieval of reference materials.

Paul A. Wagner Children’s Room

The Children’s Room is designed and intended for use by children, birth through 8th grade, their parents/caregivers, and educators. Other patrons should limit their visits to the Children’s Room to the perusal of the collection and the selection of materials. Information on the use of computers in the Children’s Room can be found in the Computer Use Policy.

Ted Baldwin Teen Space

The Teen Space, located on the Lower Level, is intended for use by teens in grades 6 through 12. Other patrons should limit their visits to the Teen Space to the perusal of the collection and the selection of materials. Information on the use of computers in the Teen Space can be found in the Computer Use Policy.

Upper Level Computer Lab

The Computer Lab includes public computers for use by patrons ages 14 through adult.
These computers may be accessed via a log-in using the barcode from any Suffok County Library card or with a guest pass. Daily use of these computers is limited to a maximum of 4 hours and 5 minutes per person. Additional information can be found in the Computer Use Policy.

Tutorial/Group Study Areas

The Library has designated the tables outside of the Meeting Room for tutoring and group study. These tables are available on a first-come, first-served basis; they may not be reserved, nor may other Library users be asked to move to accommodate tutors or groups. The Library does not guarantee availability of tutorial/group study space.

The Friends of the Library Community Meeting Room

The Meeting Room is used for a variety of Library-sponsored or Library-supported programming including, but not limited to, small seminar-style programs, critique groups, support groups, one-on-one programming, staff work requiring a designated space, and Library supported programming including Literacy Volunteer sessions.

John Jermain Digital and Virtual Platforms and Spaces

The Library’s virtual and electronic spaces, including its website, calendar, and social media accounts, are used for promotion of the library and its collections, for the dissemination of information, as well as for a variety of library-sponsored and library-supported programming. The use of these platforms by other organizations is strictly limited to the terms set forth in our Meeting Room Use Policy, and are subject to the director’s approval.

Approved by the Board of Trustees: September 2017
With updates to reflect space-use changes: September 2018
With Amendments added April 2020

Long Range Plan: Goals and Objectives

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1. Strengthen collaborations with local institutions and organizations, such as Museums, Schools, and Chamber of Commerce to develop joint educational and informational programs.

2. Strengthen communications with various demographics, including seniors, young adults and emerging adults, families, the Latino community, second-home owners, area business leaders and legislators. Facilitate outreach and community input-sessions in order to hear from all underserved groups.

3. Continue to collaborate with other libraries in the county to develop new technology and services. Continue traditional cooperation on inter-library loan of materials, government information, talking books and digital materials.

4. Collaborate with government agencies and library associations at the local, state and federal levels around shared objectives, especially when important policy issues are discussed and decisions made.

5. Communicate the library’s brand through outreach, and by publicizing programs and materials. Take proactive and sustained steps to brand the library as a platform for community learning, development and entertainment.

6. Engage the full community in planning and decision-making. Respond to community input in developing new services and programs.

7. Expand the “Library without Walls” concept through offsite programming, 24/7 access to digital materials, and expansion of “Library of Things.”

8. Commit to an activist mindset in collecting hyper-local content, including historic materials, ephemera, and digital-original content.

9. Develop a Board that fully represents the residents of the library service area.

10. Responsibly steward the library’s fiscal resources through management of tax-revenues and enhancing donor database.

11. Recruit and hire a diverse and certified staff; develop employee engagement through competitive salaries and benefits, and by providing opportunities for professional development and innovation.

12. Create an annual report of statistics, funding, programs and services.

APPROVED BY THE BOARD OF TRUSTEES: NOVEMBER 2018

Meeting Room Use Policy

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If not scheduled for use by the library, the JJML meeting room spaces may be available during normal library hours for use by outside non-profit groups that have or will have a collaborative relationship with the Library including but not limited to:

The Friends of the John Jermain Library

SHUFSD and its ancillary organizations such as the PTA and PTSA

The Sag Harbor Historical Society

The Sag Harbor Cultural District Member Organizations

The Custom House and SPLIA

The Whaling Museum

The Chamber of Commerce

The Sag Harbor Food Pantry

Requests for use by these groups are granted pending availability, which is not guaranteed. Availability will be determined solely by the Library. No for-profit events or fundraising events by outside groups are permitted. No campaigning, solicitation or gambling is allowed on library premises.

“The Library” refers to the John Jermain building, as well as its digital, virtual, and offsite presence. The rules set forth in this policy apply in all current and evolving settings, both physical and virtual. The Library may, at its discretion, use its virtual and electronic spaces, including its website, calendar, and social media accounts to host and promote on a limited basis outside non-profit groups that have or will have a collaborative relationship with the Library, as outlined above.

Any patron who violates the library rules and regulations may be denied the privilege of access to the Library, its programs, and its electronic accounts by the Library Board of Trustees, on recommendation of the Library Director.

Approved by the Board of Trustees: September 2017
With updates to reflect space-use changes: September 2018
With Amendments added April 2020

New York State Paid Family Leave

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John Jermain Memorial Library fully complies with the New York Paid Family Leave Act; any changes or updates to mandated benefits will be due the employee even if the language of this policy has not yet been updated to reflect the change. As per NYS legislation, in 2021, eligible employees can take up to 12 weeks of Paid Family Leave, and will receive 67% of their average weekly salary up to a cap of $971.61. The benefit is calculated as per the rate in effect on the first day of the leave.

NYS Paid Family Leave (PFL) provides job-protected, paid time off for the birth of a son or daughter or placement of a son or daughter with the employee for adoption or foster care; to bond with a newly born, adopted or fostered child; care for a spouse, son, daughter or parent with a serious health condition that makes the employee unable to perform the essential functions of his or her job including incapacity due to pregnancy and for parental medical care; or for any qualifying exigency arising out of the fact that a spouse, son, daughter or parent is a military member or covered active duty, or call to covered active duty status.

NYS Paid Family Leave (PFL) works in concert with NYS mandated Sick Leave Policies, short-term disability and Workers’ Compensation. Employees cannot utilize PFL for their own illnesses. (Employers in New York must provide additional FMLA benefits, only if they have at least 50 employees for at least 20 weeks in the current or previous year. As of the most recent review of this policy, JJML is exempt as it does not meet the minimum threshold of 50 employees.)

You may not take more than 26 combined weeks of short-term disability and Paid Family Leave in a 52-week (rolling) period. If you are unable to work and qualify for Workers’ Compensation Benefits, you may not use Paid Family Leave benefits at the same time as you are receiving Workers’ Compensation benefits.

While the law provides for intermittent leave, when more than three months pass between days of PFL, your next period of leave is considered a new incident, and a new request, with new paperwork, must be submitted.

As per provisions in the legislation, JJML employees may not supplement PFL concurrently with accrued time in order to receive full pay during their absence. While on PFL, employees will not continue to accrue sick or vacation time.

Although the State provides an option for funding Paid Family Leave through employee payroll contributions that are set each year to match the cost of coverage, John Jermain has opted to pay this premium on behalf of the employee.

Eligibility

All eligible employees are entitled to participate in Paid Family Leave, regardless of citizenship and/or immigration status.

Full-time employees: Employees who work a regular schedule of 20 or more hours per week are eligible after 26 consecutive weeks of employment.

Part-time employees: Employees who work a regular schedule of less than 20 hours per week are eligible after working 175 days, which do not need to be consecutive.

These totals are to include any paid-time off. Time spent on paid vacation, sick or personal days is counted toward an employee’s eligibility determination.

Qualifying Events

New Child: You can take Paid Family Leave during the first 12 months following the birth, adoption, or fostering of a child. Expectant mothers cannot take Paid Family Leave for their own pregnancy. Paid Family Leave for the birth of a child begins after the birth, and may be taken at any time during the first 12 months of the child’s birth, adoption, or foster placement, provided that you remain an eligible covered employee. It is not available for prenatal conditions.

Serious Illness: You can take Paid Family leave to care for a close relative with a serious health condition. These relatives can live outside of New York State and even outside the country. You cannot take Paid Family Leave for your own health condition. A serious health condition is an illness, injury, impairment, or physical or mental condition that involves: Inpatient care in a hospital, hospice, or residential health care facility, or continuing treatment or continuing supervision by a healthcare provider.

Military Active Service Deployment: You can take Paid Family Leave to assist with family situations arising when your spouse, domestic partner, child, or parent is deployed abroad on active military service or has been notified of an impending military deployment abroad. You cannot use Paid Family Leave for your own qualifying military event.

For the purposes of this policy, a close relative is defined as: Spouse, Domestic Partner, Child, Stepchild, Foster Child, or Adopted Child; Parent and Stepparent; Parent-in-law; Daughter- or Son-in-Law, Grandparent, Grandchild, or Sibling.

Employee Rights and Protections

You have job protection, ensuring you can return to the same job (or a comparable one) when you return from Paid Family Leave.

You can keep your health insurance while on leave. If you contribute to the cost of your health insurance, you must continue to pay your portion of the premium cost while on leave.

Your employer is prohibited from discriminating or retaliating against you for requesting or taking Paid Family Leave.

You do not have to take all of your sick and/or vacation time before using Paid Family Leave, although you may choose to use accrued time before beginning Paid Family Leave.

Taking Paid Family Leave: Procedures

1. Notify your employer. When you want to take Paid Family Leave, you must notify your employer at least 30 days before your leave will start if it’s foreseeable. Otherwise, notify your employer as soon as possible.

2. Obtain required forms. Contact your employer, or visit PaidFamilyLeave.ny.gov to obtain the required forms.

3. Complete and attach: The Request For Paid Family Leave (Form PFL-1) has sections that need to be completed by you and by your employer. Fill out your section, make a copy and give the form to your employer to fill out Part B. Your employer is required to return Form PFL-1 to you within three business days. If there is a delay, you do not have to wait to proceed. Send the Form PFL-1 that you have filled out, along with the rest of your request package, directly to your employer’s PFL insurance carrier.

4. Obtain and attach supporting documentation. The specific documentation or additional forms required for each type of leave are described on the request for Paid Family Leave and at PaidFamilyLeave.ny.gov/Apply.

5. Submit your request forms and supporting documentation. You must submit your completed request package to your employer’s insurance carrier within 30 days after the start of your leave to avoid losing benefits. In most cases, the insurance carrier must pay or deny benefits within 18 calendar days of receiving your completed request or your first day of leave, whichever is later.

Discrimination Complaints

Employees are protected from discrimination and retaliation for requesting or taking Paid Family Leave. If your employer terminates your employment, reduces your pay and/or benefits, or disciplines you in any way as a result of you requesting or taking Paid Family Leave, send your employer’s designated Paid Family Leave contact a formal request for job reinstatement using the Formal Request For Reinstatement Regarding Paid Family Leave (Form PFL-DC-119), which can be found in the forms section of PaidFamilyLeave.ny.gov. File the completed form with your employer and send a copy to: Paid Family Leave, P. O. Box 9030, Endicott, NY 13761-9030.

If your employer fails to comply with the request for reinstatement within 30 days, you may file a Paid Family Leave discrimination complaint with the Workers’ Compensation Board using Paid Family Leave Discrimination Complaint (Form PFL-DC-120), which is also available on the Paid Family Leave website. Once your complaint is received, the Board will assemble your case and schedule a preliminary hearing in front of a Workers’ Compensation Law Judge.

Adopted by the Board of Trustees: November 2019
Reviewed annually for compliance, Last approved: March 2021

Open Meetings Policy

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In accordance with New York State’s Open Meetings Law, members of the public are welcome to attend the John Jermain Memorial Library Board of Trustees meetings. Library Board meetings are for the conduct of library business. New York State’s Open Meetings Law confers upon the public the right to observe the performance of public officials and to attend and listen to the deliberations and decisions that go into the making of public policy. In addition, each regular meeting of the John Jermain Memorial Library Board of Trustees includes an agenda item for “Public Comment” during which comments from the public can be made.

If unable to attend a meeting, comments from the public are welcome and can be made in writing to the Library’s Board of Trustees, addressed to:

Library Board President
John Jermain Memorial Library
Board of Trustees
201 Main Street
Sag Harbor, NY 11963

APPROVED AS AMENDED BY THE BOARD OF TRUSTEES: MARCH 2021

Patron Behavior Policy

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Patrons are encouraged to read, study and use library materials, and to take part in programs or similar activities associated with the use of a public library. Any person not so engaged may be required to leave the library premises. Patrons are prohibited from engaging in any activity which constitutes an annoyance, disruption, distraction, or safety or health hazard to other patrons or library staff, as well as the orderly and peaceful use and enjoyment of the library and library premises such as:

Refusing to wear and/or properly wear Personal Protective Equipment such as masks, when such use is required by the library due to public health conditions;

Refusing to comply with established Social Distancing Guidelines as implemented by the Library when necessary for public safety;

Interfering with other patrons’ reasonable expectation of privacy;

Interfering with Library staff’s performance of their duties;

Leaving children under the age of ten (10) unattended on the premises;

Using harassing, obscene, abusive, or insulting language or gestures;

Causing a disturbance by arguing, propagandizing, or proselytizing;

Soliciting, gambling, distributing leaflets or petitions, congregating, or sleeping in the library or on library premises;

Engaging in loud or boisterous activities;

Consuming food or beverages outside of designated areas;

Smoking or vaping in the building or within a fifty-foot radius of any entrance or exit;

Skateboarding on Library premises;

Listening to music, movies, or other audio content without the use of headphones;

Improperly using Library restrooms or facilities, for prohibited activities, such as bathing, shaving, laundering;

Possessing, distributing, or consuming alcoholic beverages, illegal drugs, narcotics, or controlled substances or misusing legal substances such as glue or prescription medications;

Possessing or using a dangerous weapon;

Damaging, defacing, destroying, or stealing any material, equipment, or property belonging to the library, fellow patrons or library staff;

Accessing the Library’s restricted staff network and/or the proprietary data stored thereon without permission, or using the Library’s public network for criminal purposes or to violate the privacy of others;

Rearranging library shelving, furnishings or furniture, or using it improperly, including sitting on or putting feet on tables, or excessive spreading of personal effects including computing devices, bags, clothing and papers;

Connecting more than two personal computing devices at any time to the Library’s wireless network;

Talking on cell phones inside the library, with the exception of designated areas;

Entering the building without footwear or appropriate clothing;

Evidencing bodily hygiene so offensive as to constitute a nuisance to other persons;

Bringing any pets, with the exception of service dogs and miniature horses trained as service animals as allowed under The Americans with Disabilities Act (ADA) legislation.
VIEW FULL ANIMALs IN THE LIBRARY POLICY

Library personnel will enforce these rules. Patrons not complying will be asked to leave. Library personnel are authorized to contact the police to ensure compliance.

Any patron who violates the Library rules and regulations may be denied the privilege of access to the Library by the Library Board of Trustees, on recommendation of the Library Director. Any patron whose privileges have been denied may have that decision reviewed by the Board of Trustees.

For the purposes of this policy “The Library” refers to the John Jermain building and immediate premises surrounding the building, as well as its digital and offsite presence; these rules for patron behavior apply in all current and evolving settings, both physical and virtual and the Library will enforce its Patron Behavior Policy in all library designated spaces, including its social media accounts. Any patron who violates the library rules and regulations may be denied the privilege of access to the Library, its programs, and its electronic accounts by the Library Board of Trustees, on recommendation of the Library Director.

Approved by the Board of trustees: December 2018
Amended April 2020; Amended May 2020

Personnel Policy

John Jermain is an Equal Opportunity Employer committed to fair employment practices for all individuals, and to maintaining an inclusive and diverse workplace. We warmly welcome applicants for all positions without regard to race, color, creed, religion, ancestry, gender, age, or disability, and we protect and support or staff with all legally mandated personnel policies, fair wages, generous benefits, and a commitment to professional development across all departments.

To see our full Personnel Manual, contact Catherine Creedon, Director, at catherine@johnjermain.org.

Privacy Policy

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The John Jermain Memorial Library adheres to the following guidelines concerning public disclosure of information about library users.

No information shall be given, made available or disclosed to any individual, corporation, institution, government agency or other agency without a valid process order or subpoena, in which case, the Library Director is the only person authorized to release any information regarding a patron including:

1) Patron’s name
2) Patron’s address
3) Patron’s telephone number, fax number or email address
4) Library circulation records
5) Borrower’s records
6) Number or character of questions asked by a patron
7) Frequency or content of a patron’s visits to the Library

The Library reserves the right to utilize its collected records while in the course of its operations and in cooperation with other public libraries in Suffolk County.

The Director may authorize the release of certain records to the parent or legal guardian of a library patron seventeen years of age or younger exclusively to facilitate the collection of fees.

All library employees (and any volunteers who work on its behalf) are informed of this policy and instructed to comply with it.

APPROVED AS AMENDED BY THE BOARD OF TRUSTEES: MARCH 2021

For our website privacy policy, please visit the following link: 

Website Privacy Policy

Purchasing and Procurement Policy

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Integrity and Accountability

The John Jermain Memorial Library Board of Trustees recognizes its responsibility to ensure that the Library maintains internal accounting and administrative practices that protect its financial resources. The Board of Trustees will serve in an advisory and oversight role so as to assure that the integrity of the Library’s finances remain unimpeachable. The Director is responsible for developing and maintaining practices that will adequately protect the Library’s assets and funds. The Director will oversee proper training and supervision of the staff to ensure fiscal accountability at the departmental level as well as the administrative level. When policy and practices need to be changed, the Director will make those recommendations to the Board of Trustees at the next regularly scheduled meeting.

Purchasing and Procurement

All items costing more than $500.00 per item require a signed purchase order for purchasing. The Director is responsible for the signing and maintaining of purchase orders. The Director may delegate portions of that duty to appropriate staff. All Library purchases will be made in a lawful manner. Competitive Bidding is not required for an Association Library. Items or services costing at least $10,000 will be brought to the attention of the Board of Trustees and/or the Building Committee of the Board for discussion.

The Director may authorize the purchase of items or services costing less than $10,000; however, for purchases that exceed $7,500 the Director should get at least three estimates, unless the service or repair is performed by a vendor with whom the library has a pre-existing service or maintenance contract.

The Director will choose the lowest, responsible estimate and report the purchase at the next meeting of the Board of Trustees. Details of the estimates (name of vendor, price, and description) will be recorded in the minutes.

When it is in the Library’s benefit to add to, repair, or upgrade existing systems, equipment, or parts of the building by using the same vendor who supplied or previously repaired the original system, equipment or part of the building, the Director may get Board and/or Building Committee approval for such a purchase instead of getting estimates if the purchase will exceed $10,000. In the event of a serious emergency that threatens safety or the ability of the Library to stay open to the public the Director is authorized to take necessary action, the cost of which shall not to exceed $25,000, if calling an emergency meeting of the Board of Trustees beforehand is not practical.

APPROVED BY THE BOARD OF TRUSTEES: MARCH 2021

Update: Re-Opening Plan

Post-PAUSE Plan: Preparing John Jermain for a RE-IMAGINED Future

As we reopen our physical spaces, and our materials and resources are again made available to the public, the John Jermain Memorial Library continues to place the safety and well-being of our staff and patrons at the forefront of our mission: We choose to stand with the community we serve, no matter how changed by the times.

The library director, staff and trustees will continually review available legal and safety guidance concerning COVID-19 from applicable federal, state, local and professional resources and adapt and amend policies as necessary. While the situation concerning the virus is ever-evolving, we are currently following protocols recommended by the CDC, WHO, New York State agencies and various library consortiums and organizations as part of a phased reopening compliant with NYS regulations. These protocols, detailed below, are adopted as part of our institutional commitment to collaboration and communication, described in the 12-point JJML Long Range Plan, adopted by the Board of Trustees in October, 2018.

Physical Space

In the short-term, JJML will need to immediately reconfigure our facility and make significant changes to design, layout, public/staff work spaces, and entrance/exit areas in order to maintain proper distancing and create an environment that is safe for both staff and the public.

Some library spaces such as meeting rooms, conference rooms, and communal reading areas need to be repurposed to support safe social distancing until a time when onsite events are again deemed possible.

The Director and Facilities Manager, with input from the staff, have designed procedures for the cleaning and disinfecting of common areas, work spaces, and areas where public may (eventually) congregate. In order to facilitate extensive cleaning of the facility, the library will reduce both days and hours open, as detailed below. Two separate UV air-filter units have been ordered for the HVAC system (one for the archive/IT, and one for the large system that conditions the public portions of the building). Air filters, located in the roof penthouse, were designed from inception to provide HEPA-level filtration. Under the terms of our HVAC contract, current filters will be replaced on a more frequent basis. In review, it was not advisable to increase air flow into the building in the summer months due to humidity issues, however, this will be reevaluated in the fall should infection rates warrant additional protocols in advance of the winter season.

Access to commonly shared spaces (bathrooms, kitchens, public desks) has been reconfigured. One restroom on each floor has been temporarily reallocated as a staff-only restroom; staff will be assigned to the use of only one restroom, limiting the number of employees using each facility to three or fewer per day. Automatic soap dispensers have been ordered for all restrooms.

Staff workstations have been moved and rearranged to create greater distance between employees, and commonly shared objects such as phones, computers and keyboards will be limited to use by only one employee per day/shift and cleaned after each day/shift. Where possible, staff work spaces have been additionally reallocated to limit the use of commonly shared items to only one employee.

When the library does open to the public, access will be staged and limited (see proposed timeline at the end of this document). In order to facilitate appropriate social-distancing recommendations, egress will be limited to the Lower Level; patrons exiting the building may be directed to the Lower Level meeting room door. Once areas of the building are open to browsing, one stairway will be designated for patrons and staff.

Hand sanitizer has been ordered in bulk for placement at all employee desks. The library has also ordered tools to help create distancing including tape, sneeze guards, and signage.

Additional book-drop bins have been purchased to facilitate the 72-hour quarantine period recommended by current guidelines.

Safety and Cleaning Products

One significant challenge the library will face is gaining access to essential safety and cleaning supplies. We acknowledge that some supplies will be very difficult to procure and quite expensive particularly as businesses of all types begin to reopen with similar needs to ours; advance ordering procedures and allocation of funds to purchase these materials is a recognized priority.

Library Staff

Employees have been divided into two mutually-exclusive service teams in order to mitigate the spread of Covid-19. Each team draws from the strengths and skill-sets of our talented, committed and collaborative staff.

1. The institution will respond to a staff member diagnosed with Covid-19 as required by law. This response may include temporary quarantine for all members of the individual’s team. The alternate team will be required to step in during the period of quarantine to provide services as assigned.

2. All staff will be required to wear PPE including library-provided face masks; staff who will not comply will be sent home, and accrued benefit hours will be used to cover pay for the shift. Masks are currently required as per NYS Executive Orders and local recommendation. Staff who repeatedly refuse to comply and/or who wear the mask incorrectly, may face probation and/or termination.

3. All staff will be required to conduct a health assessment on each scheduled workday before allowed access to the building. This health assessment is currently required as per EO, and staff who refuse to comply or falsify health information may face probation and/or termination. Staff members who knowingly come to work with symptoms resembling any of the symptoms associated with Covid-19 compromise the library, its staff, its mission and the community at large.

4. JJML recognizes that its workforce is central to the delivery of public services, and precautions listed here will be continuously reviewed, and may be amended and enhanced in response to emerging information. Legal information as it relates to personnel will also be regularly reviewed by the board, the director, and by legal counsel. Benefits and options have been made available to staff, and will continue to be updated, disseminated and posted in good faith and as required by law.

The director and the board recognize that no preventative measures, no matter how thorough and/or proactive can totally eliminate the risk of infection. Staff will be required to sign a statement that they are aware of and will comply with the numbered items listed above.

Public Service Model

Library staff will need to return to the building in advance of even a limited-opening to the public, in order to prepare the physical space, process returns and reserves, and update procedures.

Additionally, the library, even after opening on a limited basis, will:

  • Limit the days and hours the library is open to the public.
  • Explore pro-active options for remote reference and readers’ advisory services.
  • Consider specific “hours” for specific populations (seniors/high risk, children/caregivers/teens, etc.),
  • Limit the number of patrons in the library at any time.
  • Limit and/or remove access to portions of the library, by phase.
  • Institute “Plaza Pick-up” services for contactless circulation of reserved and requested library materials, in accordance with SCLS guidance.
  • Consider mailing of items.
  • Consider extension of due dates/loan periods.
  • Continue our practice of a fine-free service model.

Service to Patrons and Community Groups

The library considers itself a key member of the business district, a committed partner to families and educators, a provider of opportunities to all segments of our demographic, and a sanctuary for all who come to us. We recognize the difficulties our patrons may experience during a time when our service model is revised in response to the Covid-19 epidemic.

Imagination, innovation, and funding will be allocated to support underserved and difficult to serve groups, including but not limited to:

  • Our homeless patrons, including an increasing number of seasonally homeless community members,
  • Unemployed and seasonally unemployed patrons,
  • Job seekers,
  • Families and individuals experiencing hunger,
  • Families and individuals without access to digital resources,
  • Families and individuals whose citizenship status may prevent them from receiving social services,
  • Seniors and other patrons for whom transportation and mobility limits may prevent access to library resources,
  • Hearing impaired patrons who may have difficulty reading lips of service providers wearing masks,
  • Low-vision patrons who may have difficulty seeing while using a face mask,
  • English Language Learners, and speakers of other languages,
  • Students of every age engaged in remote learning,
  • Small and local business in need of research and business support,
  • Other local non-profits compromised by a lack of funding from both donors and admission fees.

These groups are explicitly and intentionally listed in this document as an acknowledgement of the challenges and opportunities that we will experience as we serve our full community in a rapidly changing world. We do not have all the answers now, but are committed to exploring best practices, and adopting new and evolving service models as they develop, including collaborative work with schools, art agencies, businesses, local civic groups and local government. Additionally, we may need to consider providing portable computers and Wi-Fi hotspots to families and individuals who do not have access to these technologies in order to provide equitable access to our services.

Public Behavior

When JJML opens to the public, even on a limited basis, patrons will be required to wear masks. All staff will be trained in dealing with conflict resolution in order to facilitate a compassionate enforcement of rapidly changing policies and practices.

Materials and Collections

Protocols concerning our publicly available materials and tangible resources are in turn informed by New York State and Suffolk County Health Officials as well as professional organizations such as OCLC, SCLS and IMLS. In accord with these protocols, library materials that have been borrowed and returned, including Inter-Library Loan and Direct Access returns, will be quarantined for a period of 72 hours before handling.

Technologies

The use of public access computers, maker spaces, and other technologies including photocopy machines, fax machines and scanners, may need to be restricted, modified, or intermediated in order to maintain safe distancing. JJML will need to limit the face-to-face assistance that can be offered, may need extra sets of commonly requested items (scissors, staplers, pens, etc.), and will need to install keyboards, screens, and computer mice that can be easily cleaned. An app for self-checkout via mobile device has been ordered, as have additional portable devices for circulation. Plans are in place to boost our Wi-Fi to provide a stronger signal outside of the building. Additional precautions have been initiated to protect library security.

Volunteers, Paid Interns and Friends of the Library

JJML has a longstanding relationship with our interns and our Friends group. At this time, current events require us to temporarily suspend in-building collaborative activities.

Library Events, Programming and Community Use of the Meeting Room Spaces

JJML will need to wait well beyond the opening up of library building and the expansion of library services to begin hosting onsite events again. General governmental guidance for public gatherings as well as data on local infection rates will dictate the decision to resume onsite events.

Remote programming will continue to be an essential service for the near future. Resources will be dedicated to the exploration of delivery of remote services to under-served populations.

Communication

JJML has used and will continue to use multiple formats to communicate with our patrons, including an FAQ page on the website, a radio PSA, blog posts, mailings, e-mailings, and use of social media. Translations of key documents into Spanish is in place on our website, as well as for a planned summer mailing.

Projected Timeline of Services by Stage

The Director, in consideration of advice from the library’s legal counsel as well as recommendations from state and local governments, health organizations, and library associations, has established a provisional schedule for the re-establishment of in-building library services. The Director recognizes the potential need for protocols that allow for the immediate return of remote-only services should it be indicated by health data. Each new stage of this plan will be undertaken only after careful consideration of legislative guidelines and/or statistical data. The Director may authorize re-closing the facility, or a return to any prior stage of the opening plan as deemed necessary.

Staff will be expected to maintain the hours for which they are paid by combining in-building and remote work as assigned.

Some staff may be permitted access to the building on Mondays or during early hours as necessary to maintain and protect the library’s mission; this access must be explicitly approved by the director.

Stage 1, starting June 2, 2020

Library staffed Tuesday-Saturday. Staff return to library in teams. Teams work two weekdays per week and alternating Saturdays.

Shifts will run from 12:00 to 6:00 p.m. Staff are not required to take an unpaid meal break for a work day of this length, although one paid 20-minute rest break per shift will be allowed on a “one at a time” basis as long as social distancing is maintained.

Stage 2, starting June 16, 2020:

Begin Plaza-Pickup of library materials from 12:30 to 5:30 p.m. Tuesdays through Thursdays, and 11:00 a.m. to 4:00 p.m. Saturdays.

Library staffed Tuesday-Saturday. Staff continue to work in teams. Teams work two weekdays per week and alternating Saturdays.

Shifts will run from 12:00 to 6:00 p.m. Staff are not required to take an unpaid meal break for a work day of this length, although one paid 20-minute rest break per shift will be allowed on a “one at a time” basis for a work day of this length, although rest breaks will be allowed as long as social distancing is maintained.

Stage 3:

Extended hours for staff in the building; Plaza Pick-up services continues 12:30 to 5:30 p.m. Tuesdays through Thursdays, and shifts to 10:00 a.m. to 3:00 p.m. on Saturdays.

Library staffed Tuesday-Saturday. Staff continue to work in teams. Teams work two weekdays per week and alternating Saturdays.

Shifts will run from 9:30 a.m. to 6:00 p.m. Staff are required to take an unpaid meal break for a work day of this length, on a “one at a time” basis as long as social distancing is maintained.

Stage 4: 

After careful consideration of data and legislation, library may begin limited socially-distanced use of parts of the facility for browsing and other services.

Library will remain closed on Sundays and Mondays to facilitate cleaning.

Library staffed Tuesday-Saturday. Staff continue to work in teams. Teams work two weekdays per week and alternating Saturdays. 

Return to “Normal”

Programs, gatherings, and use of the library by individuals for extended periods of time will be implemented when it is deemed advisable. Open hours may continue to be limited to facilitate cleaning.

Long Range Planning

The Director and the Board of Trustees commit to reviewing all parts of operations including; risk, governance, policies, facility, finances, staffing, services, collections, technologies, outreach/public relations, budget and staff development in order to keep staff and the public safe during this global pandemic.

Approved by the Board of Trustees: May 27, 2020
Updated to reflect recent changes: August 25, 2020