West Fargo Library Board adopts Policy 101 and moves library policies to Lexipol platform

The West Fargo Library Board voted to adopt Policy 101, the board's authorization and delegation framework for library policies, and approved using the city's Lexipol policy-management platform to host and manage library and city policies.

Board members and city staff said the proposal clarifies which policies remain under the library board's direct governance, which policies require city-level review for financial or legal implications, and which are citywide employment or state/federal policies. City staff described Lexipol as a centralized policy-management tool the city has purchased and will maintain as part of the city's operating budget.

City staff said the maroon column on the slide shown to the board lists examples of policies that will remain squarely in the library board's purview, including child and vulnerable adult safety and circulation policies. Staff described a second column of policies that cross between the board and city administration — such as procurement or travel reimbursement changes — and a third column of citywide employment and state/federal policies that are applied across departments.

"All matters related to the governance of the library are solely under the purview of the library board," said Sarah (city staff presenting the slide), explaining the maroon column of board-governed policies. She added that any library policy changes with legal or financial implications "would come before the library board, for input, adoption, etcetera, such as our procurement policy or if we change the leave accrual amounts, travel reimbursement processes or approvals." (Transcript evidence: Sarah presentation.)

Board members asked whether the city has already purchased Lexipol and who pays. City Administrator Scott confirmed the city purchased Lexipol and will pay for its upkeep from the city's operating budget; "there is no intent to ask the library to help with that expenditure" at this time. Staff described implementation benefits including routine training distribution, tracking law changes, and hosting department-specific chapters and procedures in addition to policies.

Board members also asked about public access: staff said the city is working on public-facing access so the public can view policies on the platform, but that the library may continue to host board-governed policies on the library website if it prefers.

The board approved adoption of Policy 101 by voice vote and later approved adopting Lexipol for employee handbook and policy management by voice vote. Both votes were carried by voice (ayes); the board did not take a roll-call vote on either item.

The board did not change its right to request review of any policy: staff pointed out that Policy 101 includes language allowing the governing body to call a policy forward for review at any time.

The board and staff discussed whether the library would duplicate policies between the library site and Lexipol during the rollout; staff said duplicated maintenance could continue during the transition and recommended periodic checks to keep copies consistent. Staff said current large-volume updates are a result of migration into Lexipol and that ongoing updates are expected to be infrequent once the migration is complete.

The board chair moved and the motion was seconded; members voted by voice. The motion to adopt Policy 101 and the motion to adopt Lexipol both passed.

Board members asked for continued updates during implementation; staff committed to bringing further information back to the board as the city completes the Lexipol rollout and refines public access and duplication procedures.