The Board of Trustees are undertaking a review of all policies, triggered by the recent book challenges. A subset of the trustees has made statements that the current policies hamstrung their ability to remove books and would like to change the policies before deciding to retain or remove the book, “Gender Queer.” FCLA wants to reiterate the importance of the library’s leadership on defining policy, in concert with the Montana State Library and American Library Association’s guidelines on how constitutional principles apply to public libraries, and to have policies that stand the test of time and meet a 21^st Century Community’s expectations. Please read our viewpoint on the policies and the processes to develop them.

Both of the following outlined processes for changes to library policy include strong community involvement, call upon the professional expertise and knowledge of staff, and are open and transparent throughout.  By following these standard or ideal processes, the resulting policy is likely to work for the varied segments of the community, follow best practices for public libraries, and build confidence among residents and users in the library’s approach and directions.  The resulting policy is well understood, well-considered, and strongly supported across constituencies.

The “Ideal” process is recommended by the Alliance as it furthers community engagement and involvement.  This involvement, we believe, is critical for the ImagineIF Library to decrease polarization, build understanding for the need and details of policies, and advance community trust in the Library’s direction.  Without a community involvement process based on this model, the resulting policy is likely to foster continuing distrust; receive little or no support among the community or staff; face continuing challenges, including possible legal challenges; and ultimately fail both as a policy and in serving the community.

A Standard Library Policy Review Process

1. It is a best practice to review all library policies at least once every three years. Typically, a regular annual review schedule for different policies is established.
2. Either on a regular schedule, or due to a specific need, the staff or board identify that a review of a particular policy is needed.
3. Board discusses and approves a review process.
4. A staff committee, headed by the Library Director, reviews the policy and drafts recommended changes.
5. The recommended changes go to a Board policy committee, with Director involved, for further discussion and changes. The meeting(s) is/are open to the public and include public comment.  The board committee/director finalize recommendations.
6. The draft committee recommendations are brought to a Board meeting for initial discussion and community input. A follow-up meeting, with additional community input, is scheduled to consider approval of the recommendations. The Board may take action at the second meeting, refer the motion back to the policy committee for further review, or delay action to get more information or community input.  
7. Board makes a final determination and votes on changes (if any).

An Ideal, Community Involved Process for Library Policy Review

1. It is a best practice to review all library policies at least once every three years. Typically, a regular annual review schedule for different policies is established.
2. Either on a regular schedule, or due to a specific need, the staff or board identify that a review of a particular process is needed.
3. Board discusses and approves a review process.
4. Staff leadership forms a staff/community review committee to review the particular policy. The committee usually consists of 2-3 lead library staff, and includes a representative of the Library Board,  Friends and Foundation, as well as a number of community members with a specific interest in the policy.  If the policy is contentious, the committee would include members from both sides of an issue.
5. The staff members review similar policies by regional peer libraries, as well as state or national models. These peer or model policies are also shared with community committee members.
6. The staff members review the current policy and models and present initial draft recommended changes or additions to the policy to the staff/community committee.
7. The staff/community committee reviews the staff recommendations, and discusses further edits, changes or additions (if any). After review, the committee creates a recommended draft of the policy – ideally through a consensus/compromise building process.
8. The recommended changes go to a Board policy committee, with Director involved, for further discussion and possible changes. The meeting(s) is/are open to the public and include public comment.  The board committee/director finalize recommendations to go to the Board.
9. The Board policy committee recommendations are brought to a Board meeting for further discussion and community input. A follow-up meeting, with additional community input, is scheduled to consider approval of the recommendations.  The Board may take action at the second meeting, refer the motion back to the policy committee for further review, or delay action to get more information or community input.  
10. Board makes a final determination and votes on changes (if any). To be a strong, trusted, non-controversial policy, the vote to approve would ideally be unanimous.