An anonymous letter to the Jamestown Philomenian Library Board of Trustees is an intentionally unsigned letter, which includes written and electronic communications, has no traceable return address, and requests the attention of the JPL Board of Trustees. The letter may be addressed to members of the JPL Board of Trustees, the Library Director, an employee or a volunteer of the JPL.
All such anonymous letters will be reviewed and adjudicated by the Library Director and the Chair of the JPL Board of Trustees and, when necessary, in consultation with the Board. The Library Director shall maintain a file for anonymous letters. The Anonymous Letter file will be accessible only by the Library Director and the Board of Trustees, unless the letter is requested by an authorized individual or organization.
If the letter is threatening in nature, a copy of the letter will be given to the individual(s) threatened and to the Jamestown Chief of Police, with a dated cover letter signed by the JPL Board of Trustees President. The JPL Board, staff and the Library Director will be informed that a threatening letter has been received. Threatening complaint letters will be kept permanently.
If the letter is a non-threatening complaint or recommendation and concerns a safety issue, the letter will be filed and kept for one year by the Library Director who shall consult with the Chair and the Board on the issue. All other non-threatening letters of complaint or recommendation will be filed and kept for one year by the Library Director who may consult with the Chair and the Board regarding the issue raised.
Board approved: 6/13/23
