The Role of the Library Trustee: On Policy and its Development

1
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

2
What is a policy?

• Establishes the librarys 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

3
What policy is not

• Laws, rules, or requirements
• Official actions or votes of the Board
• Procedures

4
The Boards 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

5
The Directors 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

6
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

7
Characteristics of a good policy

• Written
• Fair, flexible
• Clear
• Positive
• Widely available
• Up-to-date

8
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

9
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
• www.ala.org www.njla.org

10
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

11
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