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Dear Library Champion,
As communities begin to consider service restoration during the COVID-19 pandemic, responsible social distancing measures are most certainly going to be built into business functions as part of our new normal.
Public libraries throughout Canada have retooled to enable public participation and access to remote programs and services. Library boards are exploring innovative solutions to fulfil their duties as employers. Governance responsibilities can be achieved remotely through a variety of tools.
Zoom, Skype, and Join.me are free tools that boards can consider implementing to enable virtual meetings. GoToMeeting is a fee-based meeting platform with a free trial option. Hosting platforms that provide the option of telephone participation for individuals who are unable to attend over the Internet might provide the board with the most flexible option. If web-conferencing is not an option for your board, consider contacting your telephone service provider for teleconferencing options.
Policies may need to be drafted to formalize remote meetings as an option for the library board. Protocols for calling remote meetings, notice requirements and/or a process to request alternative meeting solutions, documenting attendance, making and passing of motions will need to be developed. Boards are encouraged to review sample rules on electronic meetings that are available from Roberts Rules of Order and adapt them for their own situation. Having the policy and procedures documented ensures clarity, consistency, and ongoing accountability for boards.
When remote meetings are routine business, consider having board documents delivered in advance to focus meeting time on discussion and action items. All library board members should have the capacity to use and access email as a basic skill. Large files might be shared over asynchronous tools such as Google Drive or Dropbox. Boards might consider implementing project management tools to help organize tasks and accountability. MeisterTask is an example of a free easy to use tool that tracks projects, and tasks and assigns responsibility to individuals.
Governance matters! These are unprecedented times and library boards can explore creative ways to meet and work effectively and differently. Moving forward, the board may need to support a staged facility re-opening and new service delivery models. Having the tools and policies in place will enable remote meetings and will position the library to effectively address opportunities and challenges.
Additional Resources:
Sample Rules for Electronic Meetings, Roberts Rule of Order, 12 Edition.
Risk-informed decision-making guidelines for workplaces and businesses
COVID-19 – Municipal Governance – FAQs – Update
Evaluating COVID-19 Impact: Effective Bookkeeping Practices
Evaluating COVID-19 Impact: Approaches to Quantification
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