Massachusetts Public Library Trustees Handbook

Organization

To be effectively implemented, all policies should be recorded, compiled and organized for ready access in a policy manual such as a three ring binder. The contents of a policy manual are probably best categorized and numbered under some form of topical heading for easy reference.

As each new policy or revision is adopted, the policy should be numbered and the date of adoption noted. Trustees wishing to review an established policy can then refer to the appropriate minutes and reports to learn what alternatives were considered and why the specific policy option was adopted.

Copies of the policy manual should be housed in the library. The director should instruct personnel in the rationale of policies, so that staff members understand the basis for procedures.

What should you do if your library does not have a policy manual?

Propose at the next board meeting that the library director and a trustee review all of the board minutes and list all policies (with the date of adoption) and categorize them into topical headings. Once a comprehensive listing is compiled, the appropriate committees of the board should review the policies for clarity, completeness and relevancy.