Massachusetts Public Library Trustees Handbook

A Word About Volunteers
	Chapter 10. Friends and Volunteers

A Word About Volunteers

The temptation to rely on volunteers is almost overwhelming for the small library just a few steps from its volunteer beginnings, and for the larger library seeking ways to cut costs. Volunteers constitute an important community resource for many public libraries. When a program is developed, it should be with the understanding that the use of qualified volunteers in a library program is a supplement to, not a substitute for, paid staff.

Volunteers usually come to the library on an individual basis and participate in ongoing work or special projects within the library setting. Their tasks should be of genuine significance and should enhance the services and capabilities of the library. Volunteers can be advocates for the library within the community.

Libraries should not undertake a volunteer program unless the library board and the director are committed to the concept and are willing to devote the necessary time to develop a program that is well managed and will benefit the library.

Trustee Tip

Has your board adopted a policy for volunteers? Are there procedures in place for managing the volunteer program?

Successful volunteer programs are:

Planned and approved by staff and board
Run under best employment practices - training, evaluation and development are important to volunteers
Clear about work descriptions, the status of the volunteers and the expectations, including regular hours and consistent service and supervision
Clear about technicalities, such as insurance, use of library vehicles, paid expenses for library-related activities
Mindful of the need for recognition and appreciation of volunteer work
Realistic in expectations of hours donated, types of work to be done and training required
Open to the community, but on the basis of specific job descriptions and capabilities of volunteers to fill the jobs.

Volunteers can be extraordinarily useful in libraries. The possibilities are almost limitless: working with outreach programs, presenting film programs, story telling, teaching literacy classes, collecting historical material, planning and creating exhibits, delivering materials to the homebound, preparing picture files, writing press releases, updating the vertical clipping file, planning the oral history project, taking pictures, taking surveys, acting as hosts and hostesses at programs, working with senior citizen groups, taking books to convalescent homes and hospitals, shelving returned materials, and assisting with circulation services.

Libraries should have a policy specifying the use of volunteer labor which should include the concepts that the use of volunteers is temporary pending ability to employ staff, and that volunteers should not supplant or replace established staff positions. Trustees and directors must be knowledgeable about possible restrictions or regulations concerning the use of volunteers that may be affected by personnel policies or union contracts. Contact your municipal counsel for advice specific to your community.


Library Staff and Friends		Chapter 11. Technology