Library Trustees
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The document discusses the roles and responsibilities of library trustees. It outlines three major challenges for trustees: learning the job, governing the library, and becoming part of the board team. Trustees should get to know other board members, the director, and understand the job requires their best effort. The document also outlines policies boards are required to have, hiring and evaluating the director, planning for the future, monitoring finances and goals, serving as ambassadors, and advocating for the library in the community.
Library Trustees
- 1. Making Trustees into Good Ambassadors Don W. Barlow Executive Director Westerville Public Library OLC Annual Conference October 12, 2007
- 2. Learning the Job Three Major Challenges Governing the Library Becoming part of the Board Team Representing the Library in the Community
- 3. To Meet these Challenges Get to know the other people who serve on this board Get to know the director Understand that this job deserves your very best effort Learn where to go for answers to your questions
- 4. Board Orientation Topics Laws the library must follow Written Mission Statement of the Library Library’s Long-range Plan Library History Service Area Population Annual Budget Total Assets of Library Finances of the Library Where does the revenue come from What is the indebtedness Who is/are the appointing authorities Current Officers and how they are elected How many staff are there and what do they do What challenges/opportunities are faced by the library board, director, and staff What are the legislative issues that could affect the library How do the other board members feel about these issues
- 5. What s my job as a Board Member? The library board is responsible for the library and all that happens in it. They: Sets policy Hires and evaluates the Director Plans for the future of the library Monitors and evaluates the overall effectiveness of the library Advocates for the library in the community and advocate for the community as a member of the library board In short, the board ensures the financial and political future of the library
- 6. Sets Policy Gives clear direction Supports director and staff with basic policies and procedures to serve customers Promotes consistency Marketing and Public Relations
- 7. Policies/Plans Required By Law Library Board By-laws Long-Range Plan Technology Plan Collection Development Policy Personnel Policy and Procedures Principles of Access/Circulation Policy, including a Fines and Fees Policy Employee Salaries and Benefits Internet Acceptable Use Policy Investment Policy Purchasing Policy Records Retention Policy Travel Policy
- 8. Hires a Director Board governs Director manages the day to day activities of the library using policies set by the library board Board and director work as a team Good communication is essential
- 9. Comparison of Responsibilities Library Board To employ a competent and qualified director To determine the purpose of the library and to adopt written policies to govern the operation and program of the library To determine the program and needs of the library in relation to the community and to keep abreast of standards and library trends Director To act as technical advisor to the board and to recommend employment of all personnel and supervise their work To carry out the policies of the library as adopted by the board and to recommend needed policies for board action To suggest and carry out plans to extending services of the library
- 10. Library Board To secure adequate funds to carry on library program and services To establish, support, and participate in a planned public relations program To assist in the preparation of the annual budget and approve the final document To know local and state laws and to actively support library legislation in the state and nation Director To prepare regular reports detailing current and future financial needs of the library To maintain an active program of public relations To prepare an annual budget for the library in consultation with the board and to give a current report of actual expenditures against the budget at each meeting To know local and state laws and to actively support library legislation in the state and nation
- 11. Library Board To establish among the library policies those dealing with book and materials selection To attend all board meetings and see that accurate records are kept on file at the library To attend regional, state, and national trustee meetings and workshops, and to affiliate with appropriate professional organizations To be aware of the services of the state library Director To select and order all books and other library materials according to board policy To attend all board meetings and to serve as secretary of the board if required To affiliate with state and national professional organizations and to attend professional meetings and workshops To make use of the services and consultants of the state library
- 12. Plans For The Future Of The Library Planning is essential Failure to plan is planning to fail Be a visionary Long-range plan input Director and/or staff Community focus groups Surveys in schools and community
- 13. Monitors And Evaluates Finances Director and Fiscal Officer develops budget and presents to board May receive staff input Board must understand proposed budget, but doesn’t need to be a financial expert Where revenue is generated How expenses relate to library programs and services Board receives and approves monthly financial report
- 14. Monitors And Evaluates Long-Range Goals Review timeline at a minimum once a year Survey the community to evaluate overall satisfaction Revise timeline as needed
- 15. Monitors And Evaluates Director Delegates management to director, evaluates that management Provide good job description for director Bottom-line results Good flow of information from director to board Finances reasonably stable Library user base growing Library is meeting the timeline of the long-range goals Director working within job description Active in the community in support the library Evaluate objectively, based on performance, not gut feeling Make evaluation a positive effort to communicate better with director Reward good performance
- 16. Monitors And Evaluates Board Hold yourself accountable for good performance Evaluate board to examine strengths and weaknesses Develop plan to improve board performance
- 17. Serves as an ambassador for the library in the community Establish relationship with legislators Communicate with appointing authority Communicate with taxpayers the needs of the library Represent community standards and interests Understand community needs and voice them at board meetings
- 18. Advocacy is defined as a planned deliberate and sustained effort over time to build understanding and support for the library.
- 19. Advocacy is an ongoing, year-round activity which provides a foundation for specific marketing and lobbying campaigns.
- 20. Advocacy is one of the most important keys to the continued success of your library.
- 21. Who are the best Library Ambassadors? Library Trustees Friends of Libraries Library Customers Library and Community Leaders Librarians and library staff
- 22. Articulate: What are the issues? What are our goals? What is our objective?
- 23. Potential Issues • A new building • More money for libraries - maintaining and increasing budgets • Library legislation affecting libraries (LLGSF) • Visibility for libraries Intellectual Freedom Issues
- 24. Library Advocacy is all about getting others to tell our story
- 25. Telling the Library Story A few carefully chosen statistics can be impressive - Quotable Facts About Libraries Stories bring the library message to life The most effective stories are not about what the library does. They are about the people who use and benefit from our libraries.
- 26. Library Advocacy requires a sustained effort by Library Trustees, staff, friend’s, customers, etc.
- 27. Success = • Clear goals and objectives • A clear message • Speaking with a unified voice • A network of advocates • A communication plan • Enthusiasm • Leadership