Hi everyone,
I would like to encourage everyone to review the Library’s policy on Staff Support to the Board and Related Committees (attached), and I encourage you to contact me with any questions.

We have multiple new Trustees who, as part of their orientation, have a substantial quantity of policies and procedures to absorb. This involves a steep learning curve, and I want to make sure that Library staff have clarity around important policies relating to our interactions with BOLT so we can all support our new Trustees as they learn about their roles and responsibilities.

The attached policy says, “All contact from the Board to any staff member other than the secretary is transmitted through the secretary. Conversely, all contacts from staff to the Board, including appearances by staff, should go through the secretary.” (The Library Director serves as secretary to the Board.)

The intent of this policy is to facilitate open communication and transparency. The Board of Library trustees is governed by many sunshine laws that support the public’s right to know and transparency of government operations.

If you are contacted by a BOLT member, please refer the Trustee to me or to Elliot. Please refrain from contacting Trustees directly – if you have a matter you wish to bring to the Trustees, contact either me or Elliot and we can assist you. This applies to all staff at all levels.

As part of their Board training, I will also review this policy with Trustees at the May BOLT meeting. I understand that some of you may have been unaware of this policy as well. If you have inadvertently had contact with a BOLT member on a matter related to the Library (not including interactions that occur at a public meeting of BOLT while the meeting is in session), please contact me by May 11 so that I may ensure we are acting in accordance with sunshine laws.

Of course, if a Trustee wishes to make use of Library resources, you may assist them as you would any other member of the public.

On a related note, it is important that all Library policies and procedures are clearly communicated and accessible to staff, and I acknowledge that we have more work to do in this area. We currently have a staff team working on a procedures template and creating a home for policies and procedures on Bloop, and we will be updating the Policies folder on the H drive as well.

Regarding the staff support policy: In my role as Library Director, I serve as Secretary to the Board. I may delegate aspects of these duties to another staff member (typically the Deputy –Elliot or Administrative Secretary –Eve), or as Deputy Director, Elliot may serve as Secretary in my absence. The policy is a bit confusing as parts of it may read as though the Secretary and the Director are two different people – this reflects circumstances in which duties may have been delegated.

Please contact me or Elliot if you have any questions.


Heidi Dolamore
Berkeley Public Library
berkeleypubliclibrary.org
510.981.6108
hdolamore@cityofberkeley.info