Chapter 9 Policy Making | Next Chapter | Return to Table of Contents
Library policies are important tools used by library trustees and staff to provide effective service to the community. Policies reflect the library’s philosophy of service and explain the reasons for setting rules and limitations. To be effective and justifiable, policies must be well-designed, well-written, and capable of being applied consistently and fairly.
Why are Policies Needed?
Like other public institutions, a library must endeavor to meet public expectations in a consistent, efficient way. A comprehensive set of well-defined, well-written policies is important to a public library because policies
- guide trustees and library staff in carrying out their duties;
- help ensure high-quality service to meet community needs;
- communicates privileges and duties regarding library use to the public;
- help ensure fair treatment of all patrons and staff; and
- help ensure conformity to local, state, and federal laws.
What are Policies?
Policies are broadly stated, written guidelines for decision making that are formally adopted by the board. Policies guide the daily operations of the library and provide the framework for decision making by the library director and staff. The library board must approve all policies in properly advertised public meetings. Library policies should promote the best interests of the community and be consistent with the library’s mission and long-range plan.
It is important for policies to be legal, clear, and reasonable. All ramifications must be understood, including the effects on the public image of the library. Policy language and intent can affect enforceability. Prior to adoption of a new policy or when amendments are proposed, boards should submit the policy drafts to their local government attorney for review.
Who Makes Policy?
The crafting of a specific policy is usually prompted by a particular problem or need brought to the attention of the board by the library director or a member of the public. The director, with staff input, researches and drafts recommended policies. The
board discusses, revises if necessary, and approves policies. The director makes sure staff and public are aware of policies. The board should review policies on a regular cycle so all policies are reviewed at least every three years. For example, one or two policies could be studied per meeting until all of the policies have been reviewed and updated if necessary.
Policies and Public Access
By law, library policies must be accessible to the public. Most libraries collect their policies in an easy-to-update ring binder or maintain their polices on the library web site. Each policy should have a reference to the date of board adoption or revision. Board members may wish to have their own copies of the policy manual or at least know where to find the policies.