PURPOSE

The purpose of this policy is to ensure that the Halton Hills Public Library (HHPL) communicates with the public and the media in a clear, consistent, and accurate manner. Effective communications build awareness, engagement, and support for HHPL, while informing the community about HHPL’s strategic role.

SCOPE

This policy applies to all HHPL staff, Board members, and volunteers who may interact with the public or media in an official or unofficial capacity. It defines who is authorized to speak on behalf of HHPL, outlines how public and media interactions should be handled, and sets expectations regarding privacy and personal representation.

DEFINITIONS

• Media: News outlets including print, broadcast, and digital platforms that report on community or regional events.

• Public Relations: Activities and communications aimed at building positive relationships between HHPL and the community.

• Spokesperson: An individual officially authorized to speak on behalf of HHPL.

• MFIPPA: Municipal Freedom of Information and Protection of Privacy Act.

DETAILS

Commitment to Communications

HHPL recognizes the value of strong media and public relations in promoting its services, building public trust, and reinforcing its role as a key civic institution. Effective communication ensures transparency, fosters community relationships, and supports strategic goals.

Roles and Responsibilities

Only the following individuals are authorized to speak publicly or to the media on behalf of HHPL:

• Chair of the Library Board

• Chief Librarian and CEO

All other staff, Board members, or volunteers must receive prior authorization from either the Chair or the Chief Librarian and CEO to act as spokespersons.

Library Board

• The Board Chair is the official spokesperson unless their authority is delegated on a specific topic.

• Board members may offer personal opinions, speak on Library direction, and communicate decisions through their lens as a Board representative and steward of HHPL, but must distinguish these from official HHPL positions.

Staff

• The Chief Librarian and CEO may communicate with stakeholders, including the public, media, funders, employees, and others on any issue, at any time.

• The Chief Librarian and CEO may designate professional staff to provide comments as appropriate.

Marketing and Communications Specialist

In consultation with the Chief Librarian and CEO, this role is responsible for:

• Promoting HHPL programs, services, and events.

• Developing media responses and public messaging.

• Serving as the primary media contact on the HHPL website and other official communication channels.

In responding to media inquiries, the Chief Librarian and CEO will consult the Marketing and Communications Specialist and the Chair, if needed. At the discretion of the Chair or Chief Librarian and CEO, the Board will be notified within 24 hours when official responses are issued to the media. Copies of these responses will be provided to the Board.

Public and Community Relations

HHPL promotes ongoing community engagement through a broad public relations strategy, which includes:

• Promoting awareness and interest in HHPL services.

• Encouraging public understanding and support for HHPL’s mission.

• Demonstrating HHPL’s impact on community development and learning.

Expectations of Library Staff and Board Members

• Staff are expected to provide excellent customer service and build positive relations with the public.

• Board members serve as HHPL ambassadors, using their networks to advocate for HHPL and communicate its value.

Relationship with Governing Authorities

The Board is responsible for maintaining diplomatic and political relations with municipal authorities. This relationship is supported through ongoing dialogue and formal reporting, such as the annual report, which highlights HHPL’s

achievements, future needs, and the evolving role.

Emergency Communication

In emergencies requiring immediate action, HHPL follows the Town of Halton Hills Emergency Plan under the direction of the Fire Chief, unless otherwise directed by the CAO.

Personal Views and Representation

When HHPL staff, Board members, or volunteers are identified as affiliated with HHPL in media or on social platforms, they must clearly state that their views are personal and do not represent the official position of HHPL.

Freedom of Information and Privacy

HHPL complies with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), which governs what information can be legally released and ensures the confidentiality of personal and sensitive information.

RELATED DOCUMENTS

• Municipal Freedom of Information and Protection of Privacy Act