Library Board Communication Policy

 

Purpose

This policy outlines the protocol for official communication by the Board, through public comment or official minutes and other media. It also indicates the methods by which the public may contact Board members.

Scope

This policy applies to Board members and staff of the Waterloo Public Library.

Policy

The Chair of the Waterloo Public Library Board and/or the CEO (and in their absence, the Vice-Chair assumes the role of spokesperson when statements on behalf of the Library are required. The Chair of the Board is responsible for communicating Board decisions and the CEO for communicating administrative and system-wide information about the Library and its services.

Board members will inform the Chair of the Board and/or the CEO of any requests for information or public comment they have received, through any outlet. Further interaction with the media will be in accordance with the Library Board Code of Conduct Policy. Staff members must refrain from speaking on behalf of the Library and/or the Board unless they have been asked to do so by the Chair of the Board or the CEO. Staff will inform the CEO of any media requests for information or public comment and CEO will advise the Board as appropriate.

Communication

Library Board Meeting Agendas and Information

Library Board Meeting agendas shall be prepared per Waterloo Public Library governance procedures. Meeting information packages will be posted on the Library website five business days prior to a meeting with the exception of extenuating circumstances.

Contents of these packages that will be posted on the website will include:

• Meeting agenda(s).
• Other selected documents related to the meeting agenda, at the discretion of the Board Chair and CEO.

The following documents and/or information will not be included in the packages posted on the Library website:

• Materials related to Closed or In-Camera meetings as defined by the Public Libraries Act.
• Materials protected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Materials protected under the Public Libraries Act.
• Materials protected by any other Waterloo Public Library Policy.

Library Board Minutes

Approved Board meeting minutes will be posted on the Library website within three business days of approval. In-camera sessions of a Board meeting and Closed Board meetings are confidential and minutes are not available to the public.

Requests to view hard copies of the minutes and other Board information materials shall be made in writing through the Business office, allowing a minimum of three business days for preparation. Requests should be directed to the Secretary/Treasurer of the Board/CEO, or in their absence, the Deputy CEO. Requests for photocopies or electronic records of minutes and other documents may be subject to a copy fee as permitted by MFIPPA regulation.

Contact Information for Board Members

Names of Library Board members are posted on the Library website. Written correspondence to the Board may be addressed to the Chair of the Board and sent to the Library’s mailing address or emailed to the Board Chair. Personal information for Board members, such as home address, email or phone number, will not be released by staff. Members of the public will be directed to the CEO, or in their absence, the Deputy CEO for further assistance.

Social Media

The Library may, at the discretion of the CEO, maintain various social media accounts (e.g., Facebook, Instagram), which can be used to enhance the communication of Library information within the community. These will be in keeping with the communications policy outlined above. Direction for board members about social media use are outlined in the internal Board Member Handbook.

---

Document Record

June 2003 – Initial Release
May 2010 – Reviewed
January 2014 – Reviewed
June 2019 – Reviewed
September 2025 – Reviewed