Public Library Policy 101 Judy Summer, Board of Trustees B

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Public Library Policy 101Judy Summer, Board of
Trustees BECPLSBridget Quinn-Carey, Director
BECPLS
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What is a policy?

• Defines operation of the library and sets the
  ground rules
• Defines value statements and guiding principles
  that serve as a foundation for the organization

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Why do we need policies?
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Why

• Required by Commissioner's Regulation 90.2 as
  part of New York States public library minimum
  standards.
• Contracts require observance of BECPL rules and
  regulations
• Standard Practice

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Commissioner's Regulations 90.2

• A public library will be registered if it meets
  the following standards satisfactory to the
  commissioner
• (1) is governed by written bylaws which outline
  the responsibilities and of the library board of
  trustees
• (2) has a board-approved, written long-range plan
  of service
• (3) presents an annual report to the community on
  the library's progress in meeting its goals and
  objectives
• (4) has board-approved written policies for the
  operation of the library
• Full text available at
• http//www.nysl.nysed.gov/libdev/excerpts/finished
  _regs/902.htm

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Policy vs. Procedure

• POLICY
• The governing rules of the library
• A principle, plan, or course of action, as
  pursued by a government, organization,
  individual, etc. (Websters New World College
  Dictionary, 4th ed.)

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Current BECPL Policies

• Anti-Harassment Policy
• Bulletin Board Policy
• Central Library Access Ramp Policy
• Central Library Special Events Policy and
  Procedures
• Circulation Policy
• Code of Ethics
• Collection Development Policy
• Distribution Policy
• Exhibits and Displays
• Facility Use Policy (Formerly Meeting Room
  Policy) Auditorium Policy
• Free Direct Access Plan
• Gift and Donor Recognition Policy
• Guidelines and Procedures for Approval of New
  Library Construction
• Internet Safety and Acceptable Use Policy
• Policy for Cooperation with Organizations and
  Agencies
• Policy for the Loan and External Exhibition of
  Rare and Unique Materials
• Rules of Conduct
• Volunteer Program Policy

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Example Facility Use Policy

• Library facilities are intended
• 1. For activities conducted or sponsored by the
  Buffalo Erie County Public Library.
• 2. For organizations engaged in educational,
  cultural, intellectual or charitable activities
  of interest and/or benefit to the community.
• 3. For use by business and other groups in need
  of meeting and/or training space.
• For Use By Non-Profit Organizations
• All meetings must be open to the public.
• No admission fee or required donation shall be
  charged to people attending a meeting.
• No products, services, or memberships may be
  advertised, solicited, or sold. However, at the
  discretion of the Library Director, the following
  will be permissible at Library sponsored
  programs
• 1. Fund raising to benefit the Library and/or
  sponsored by the Library Foundation, Friends of
  the Library or other Library-related groups.
• 2. The sale of books and other items by authors
  or artists as part of a Library program.
• Permission to use a meeting room does not
  constitute an endorsement by the Library of a
  program or point of view expressed. Except as a
  designation of location the name of the Library
  may not be used in any publicity relating to use
  of meeting rooms.
• For Use By For-Profit Organizations
• Room reservations are fee-based according to a
  schedule developed by the Library Administration
  depending on the room or space requested. Groups
  seeking use of the Central Library for events
  should consult the Central Library Special Events
  Policy.

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Policy vs. Procedure

• PROCEDURE
• An administrative function that describes how
  policies are implemented
• A way of doing something
• The established way of carrying on the business
  of a legislature, law court, etc. (Websters New
  World College Dictionary, 4th ed.)

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Example Facility Use Procedure

• Excerpt from APPLICATION FOR USE OF MEETING ROOM
  Procedures
• Submit in duplicate at least 4 weeks in advance.
  
• Allow 2 weeks for processing.
• A minimum fee of 50.00 is charged for each use.
  
• Application must be accompanied by
  non-refundable deposit of 25.00 (cash, money
  order or certified check payable to Buffalo
  Erie County Public Library). Deposit will be
  returned if application is denied.

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Creating and Updating

• Identify need for a policy or policy revision
  through
• Board suggestion
• Staff suggestion
• Regular review schedule
• Public suggestion
• State or other regulation

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Policies are living documents. Read and review
them regularly.
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Who

• The governing body of an organization generally
  sets policy
• For a public library, the Board of Trustees sets
  policy
• Staff can provide guidance and feedback, but the
  ultimate decision is the responsibility of the
  Board

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How to Create and Update

• Policy Committee or Board, with Director/Manager
  guidance and direction, confirms the need
• Director/Manager recommends draft policy (based
  on best practices and examples)
• Draft is reviewed by Committee or Board

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How to Create and Update

• If new policy, recommend legal review
• Schedule for full board vote at a public meeting
• Boards role is complete until next review,
  proposed change or new policy is developed

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What is the role of the public?

• Board can encourage public participation through
  a Policy Committee
• Library Board meetings are open to all
• Board meeting agendas with proposed policies
  should be posted publicly with copies of proposed
  policies available (web site, printed)
• Can allow for public comment at meetings
• No requirement for public hearings to approve
  policy the board is authorized to adopt
  policies.
• Policies can be changed

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Implementation

• Director/Manager Implements
• May need to develop procedures/guidelines for
  implementation
• Shares with coworkers
• Makes available to the public (website, printed
  copies available in public areas at libraries)

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Make sure all employees and volunteers are aware
of policies and procedures.
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Sources of Policy Examples and Information

• www.buffalolib.org/aboutthelibrary/policies.asp
• http//www.webjunction.org/policies-procedures
• http//www.ala.org/ala/professionalresources/index
  .cfm
• http//www.nysl.nysed.gov/libdev/