The Role of the Library Trustee: On Policy and its Development Presented by Carolyn Ryan Reed, Director of the East Orange Public Library and George Britt, President, East Orange Public Library Board of Trustees for the Trustee Institute on October 3 and 4, 2003

What is a policy? Establishes the library’s philosophy, goals, value orientations and fundamental beliefs A broad statement of the purpose, direction, and intent of the library Policies keep units of the organization moving in the same direction Policies are the “rules” under which you operate in pursuit of your goals

What policy is not Laws, rules, or requirements Official actions or votes of the Board Procedures

The Board’s Role in Policy Making Determine and adopt policies Rely on the director and staff for suggestions and research. Review policies on a regular basis and amend them as necessary Develop new policies as needed and to eliminate obsolete policies Review challenges to policy and conclude them

The Director’s Role in Policy Making Assist the board in setting policy - be knowledgeable Implements the policies Director and staff develop procedures and practices to deliver policies Seeks staff “buy-in” Interprets policies to staff and the public Supports, explains and defends policy

Benefits of Written policies Avoid case-by-case decision making Add consistency over time and from case- to- case Give staff and the public a framework from which to operate – promote efficient operation Reduce misunderstandings / interpretation Provide the basis for procedures

Characteristics of a good policy Written Fair, flexible Clear Positive Widely available Up-to-date

What kinds of policies? Administrative, personnel, financial Buildings and facilities Library services Materials selection, retention Internet use and access Community relations Use of professional services Miscellaneous

Board should review policies Review policies on a periodic basis through policy committee and with director Have a policy manual outlining the cycle and process of review Available resources – sample of Burlington County Library Policy manual Contact other libraries… review policies on library web pages / ALA/ NJLA resources

The Litigious Society Liability of Director, Staff, Board Have legal counsel available with knowledge of policies and case law Support staff decisions on policy you approved Support proper use of complaint procedures

To Summarize Have written policies and know them Be sure you can support them / proper legal review Allow for grievances Review policies regularly for appropriate information Use many available resources, including the State Library and NJLA