Transcript Roles and Responsibilities Of the library trustee NJLTA New Jersey Library Association.

Roles and Responsibilities
Of the library trustee
NJLTA New Jersey Library Association
What makes a good Library
Trustee?
• One who is professional
• One who is knowledgeable,
enthusiastic, supportive
• One who approaches library
service with curiosity
• One who views the
community as a whole
• One who Is a good listener
and a good communicator
• One who respects other
opinions
• One who is a member of
NJLTA and other
professional library
organizations
What should a Library Trustee
know?
A little of everything!
The more you know, the better your board will
function
What should a Library Trustee know?
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What kind of library do you serve?
What kind of government do you serve?
Who are your elected officials?
What is your library’s mission statement?
Bylaws of the organization
What should a Library Trustee know?
• How is your library funded?
• What other sources of funding are available?
• What services and resources are available at your
library?
• Get to know the patrons
• Get to know the staff
What should a Library Trustee know?
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Local, state and federal laws pertaining to libraries
Current legislation affecting libraries
What are other libraries in your area doing?
Robert’s Rules
Library board basics
How the library board functions
What is the responsibility of the
library board?
As a legal, public institution the library board
is accountable to:
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Taxpayers
Community leaders
Civic leaders
Funders
Patrons
Board Basics - Bylaws
• Every board adopts bylaws and rules for its
governance
• The bylaws should be in writing and reviewed
periodically
• Bylaws outline how the board functions as an
organization
Bylaws Basics
• Bylaws state what business
is to be conducted
• Describes how often and
where to meet
• Defines the order of agenda
• Defines what constitutes a
quorum
• Describes how to take a
vote
• Descriptions of standing
committees
• Describes how the officers
are elected
• Describes the primary
duties of the officers
Library Funding
One of the board’s primary functions is
to secure adequate funding for the
successful operation of the library
Funding
• NJ library law gives boards of trustees
responsibility for the use of funds available for
library purposes. (NJSA 40:54-12)
• The governing body shall annually appropriate
and raise by taxation a sum equal to 1/3 of a
mill on every dollar of assessable property
within such municipality bases of the
equalized valuation of property (NJSA 40:54-8)
Funding
Sources of library funds:
• Local taxes and appropriations
• State Aid
• Fines, fees, gifts, bequests, fundraising activities
• Grants
• Federal funds
• Capital funds
Budget Basics
• Develop
• Approve
• Monitor
• Evaluate
Developing the Budget
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Review last year’s budget
Compare with previous years, look for trends
Work with the director
Develop next year’s programs and services
Anticipate income and expense
Approving the Budget
• Board and director
review the budget draft
• Revise as necessary
• Board votes to approve
• The board presents the
budget to the governing
body
• Attend all budget hearings
• With appropriations set,
adopt and implement
• Thank local officials
Monitoring and Evaluating the Budget
• Monthly reports on expenditures
• Have reserve funds, maintain at an appropriate
level
• Spend your operating budget
• Make reports to governing body as necessary
Policy and procedures
The board considers, reviews, votes for
appropriate written policy
What is policy?
• Policy supports the goals and objectives and the
mission of the library
• Policy refers to philosophy, rules and regulations
under which the library operates
• Policy is implemented through the use of
procedures
• The library board together with the director
determine library policy
Strategic Planning
The board establishes a short and long
range strategic plan and implements policy
to achieve stated goals
Strategic Planning
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Where are we now?
Where do we want to go?
How do we see ourselves within the community?
How do we carry out this vision?
Carrying out the vision
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State objectives
Plan a course of action
Develop a timetable
Review the plan periodically
Update where necessary
A good strategic plan…
• Is dynamic and can be revised if necessary
• Allows for budgetary planning, staff allocation and
public service direction
• Considers and consults the community
What is the Trustee’s Role?
Be an active member of the board
Trustee’s Role
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Be prepared, be responsible
Attend all board meetings
Listen and ask tough questions
Contribute to decision making
Vote in the best interest of the library
Trustee’s Role
• Advocacy – generate support and enthusiasm for
libraries
• Foster good relations with elected officials
• Be an advocate on the state level
• Use the library
Trustee’s Role
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Be a team player
Accept compromise when needed
Support board decisions
Refrain from criticizing in public
Project a positive image
Trustee’s Role
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Volunteer for committee work
Work within board structure to achieve goals
Give the time and attention required
Be prepared to present what you have learned at
a board meeting
Trustee’s Role
• Take an oath of office
• Avoid any conflict of interest
• Recuse yourself from votes where you may benefit
personally or professionally
Relationships
• Board – director
• Board – staff
• Director – staff
• Board – governing body
• Friend’s groups
• Board/director - community
Self evaluation
How are we doing as a board?
As trustees?
Self evaluation for a Board of Trustees
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Do we communicate our mission well?
Do we have a strategic plan?
Do we conduct ourselves within our bylaws?
Do we secure adequate funding to support our goals?
Do we participate in continuing education?
What are our strengths, what are our weaknesses?
What are our accomplishments?
How can we do a better?
Self evaluation for Board Members
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Am I an active member?
Do I know our mission and bylaws?
Do I serve on committees?
Do I give the time the job requires?
Do I support board decisions?
Do I advocate on local, state, and national level?
Am I aware of current legislation?
Do I participate in continuing education?
Top 10 for Trustees
• Secure adequate funding
• Recruit, appoint, review the
performance of the director
• Strategically plan for the
future
• Establish, review and revise
library policies
• Advocate on a local, state
and national level
• Continuing education
• Be an active member of the
board
• Listen and ask tough
questions
• Speak your mind
• Vote in the best interests of
your library