Committee Handover

Volunteers want to make the most of their precious volunteer time so having information organised helps them be effective.

Working in the cloud either google docs, drop box, or one drive really helps with this.  An example of how it works is below.

Draft TLFNZ Google Drive procedure

To manage the risk of an “accident” the files are also synchronised on a laptop and every month backed up to a hard drive.

Toy library committees can use a similar sharing system with permission levels that suit so that it is easy for new members to join and for retiring members to leave.  Committee members can volunteer from home as well as the library if a sharing system is set up.   (Remember, storing the personal information of toy library members needs to be secure and follow privacy guidelines). If you don’t have internet at your library it is still possible to access information off a smart phone hot spot, or by piggy backing off a connection within reach. There are a variety of ways to do this. Contact a local friendly IT person or the TLFNZ office for ideas.

  • New committee should have access to the Membership area of the TLFNZ website so they can access the resources and information there. It also allows toy buyers and other committee members to utilise the Toy Express section. ( which can save libraries lots of money, with things like import duty and bulk buying together as libraries)

Libraries are responsible for who has access to the password for this.

Remember to update the contact list so that new committee members get the emails, information and support from TLFNZ. (hover on contact us)

  • Make sure new committee join the users group Facebook page so they can share information and network with libraries.
  • You should also check about passwords for your own library face book and websites. Have 3 people as admin so that you can easily add or remove committee members.
  • Bank account details and the funds in the bank and a calendar for funding are important. Even if you are not the funding officer or treasurer you are still responsible for the good management of the library and that information helps you to ask the right questions.
  • Library Constitution. If you are a registered charity this will be on the registered charity website. Paper copies need to be checked that they were actually filed and match what the Charities hold. If your library doesn’t have a charities number then there should still be a founding document and policies that guide how your library is run.

The Library Warrant of Fitness can also be a good guide with gathering information so that it is put into one place.

Some libraries still prefer to work in hard copy, and a well organised folder is hard to beat. If you have been given one then make sure you just follow the system and keep it up.