Public Library Policy 101 Judy Summer, Board of Trustees B&ECPLS Bridget Quinn-Carey, Director B&ECPLS

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

Why do we need policies?

Why Required by Commissioner's Regulation 90.2 as part of New York State’s public library minimum standards. Required by Commissioner's Regulation 90.2 as part of New York State’s public library minimum standards.Commissioner's Regulation 90.2Commissioner's Regulation 90.2 Contracts require observance of B&ECPL “rules and regulations” Contracts require observance of B&ECPL “rules and regulations” Standard Practice Standard Practice

Commissioner's Regulations 90.2 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; (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; (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; (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; (4) has board-approved written policies for the operation of the library; Full text available at:

Policy vs. Procedure POLICY POLICY –The governing rules of the library –A principle, plan, or course of action, as pursued by a government, organization, individual, etc. (Webster’s New World College Dictionary, 4 th ed.)

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

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.

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. (Webster’s New World College Dictionary, 4 th ed.)

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.

Creating and Updating Identify need for a policy or policy revision through: Identify need for a policy or policy revision through: –Board suggestion –Staff suggestion –Regular review schedule –Public suggestion –State or other regulation

Policies are living documents. Read and review them regularly.

Who The governing body of an organization generally sets policy 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

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

How to Create and Update If new policy, recommend legal review If new policy, recommend legal review Schedule for full board vote at a public meeting Schedule for full board vote at a public meeting Board’s role is complete until next review, proposed change or new policy is developed Board’s role is complete until next review, proposed change or new policy is developed

What is the role of the public? Board can encourage public participation through a Policy Committee Board can encourage public participation through a Policy Committee Library Board meetings are open to all 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. No requirement for public hearings to approve policy; the board is authorized to adopt policies. Policies can be changed Policies can be changed

Implementation Director/Manager Implements 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)

Make sure all employees and volunteers are aware of policies and procedures.

Sources of Policy Examples and Information procedures procedures procedures procedures ces/index.cfm ces/index.cfm ces/index.cfm ces/index.cfm