Transcript The “We’re So Inspired by Stephen Abrams and Now We Have

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 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.
• Contracts require observance of B&ECPL
“rules and regulations”
• Standard Practice
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
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. (Webster’s New World College Dictionary, 4 ed.)
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Current B&ECPL Policies
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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
Example: Facility Use Policy
Library facilities are intended:
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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, 4th 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:
– 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
– 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
• Director/Manager recommends draft policy
(based on best practices and examples)
• Draft is reviewed by Committee or Board
How to Create and Update
• If new policy, recommend legal review
• Schedule for full board vote at a public
meeting
• 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
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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
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policy; the board is authorized to adopt policies.
Policies can be changed
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)
Make sure all employees and volunteers are aware of
policies and procedures.
Sources of Policy Examples and
Information
• www.buffalolib.org/aboutthelibrary/policies.asp
• http://www.webjunction.org/policiesprocedures
• http://www.ala.org/ala/professionalresour
ces/index.cfm
• http://www.nysl.nysed.gov/libdev/