Library Trustee Roles and Responsibilities: A Guide for Effective Governance

Roles and Responsibilities Of the library trustee Patricia Pavlak NJLTA New Jersey Library Association

What makes a good Library Trustee? 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 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

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? 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? 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: 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 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 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 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 Trustees Role? Be an active member of the board

Trustees Role 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

Trustees Role Advocacy generate support and enthusiasm for libraries Foster good relations with elected officials Be an advocate on the state level Use the library

Trustees Role Be a team player Accept compromise when needed Support board decisions Refrain from criticizing in public Project a positive image

Trustees Role 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

Trustees 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 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 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

Resources New Jersey Library Trustee Association New Jersey State Library New Jersey Library Association American Library Association

Thank You! Without libraries, what have we? We have no past and no future. Ray Bradbury What is more important in a library than anything else than everything else is the fact that it exists. Archibald MacLeish Thank you for making sure our libraries continue to exist.