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Roles and Responsibilities

Roles and Responsibilities . Of the library trustee NJLTA New Jersey Library Association. What is a library trustee?. “One to whom something is entrusted” The community entrusts the board with the welfare of the library The board is expected to keep the library running successfully.

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Roles and Responsibilities

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

  2. What is a library trustee? • “One to whom something is entrusted” • The community entrusts the board with the welfare of the library • The board is expected to keep the library running successfully

  3. Why be a library trustee? • Community service • Desire to serve the best interests of the library • Represent a particular segment of the community • Advocate for and be a voice of the library

  4. What kind of library do you serve? • Municipal • Association • County • How was your library started?

  5. What should a library trustee know? A little of everything! The more you know, the better your board will function

  6. What should a library trustee know? • Mission Statement of your library • Bylaws of the organization • Robert’s Rules of Order • E-mail capabilities

  7. What should a library trustee know? • Know everything happening in your library • Spend time in your library • Know services and resources available • Be familiar with programs offered • Get to know the patrons • Know who uses the library and who does not

  8. What should a trustee know? • Your community • Your elected officials

  9. What should a trustee know? • Know how your library was founded • Know how your library is funded • Local, state and federal laws pertaining to libraries • Current legislation affecting libraries

  10. What makes a good library trustee? • Is as professional as the staff that is hired • Is knowledgeable, enthusiastic, supportive • Approaches library service with curiosity • Views the community as a whole • Is a good listener and a good communicator • Respects other opinions • Has e-mail capabilities • Is a member of NJLTA or other professional organizations

  11. What is the responsibility of the library board? As a public institution the library board is accountable to: • Taxpayers • Community leaders • Civic leaders • Funders • Patrons

  12. Library board basics How the library board functions

  13. Library Board Basics • Fiduciary Responsibility • Upholds the public trust • Acts in the best interest of the library • Supports the library and services it offers

  14. Board basics - bylaws • Board adopts bylaws and rules for its governance • All procedures should be outlined in the bylaws • The bylaws should be in writing and reviewed periodically • Bylaws outline how the board functions as an organization

  15. Bylaws:How to conduct business • Bylaws state what business should be conducted • How often and where to meet • Defines order of agenda • Defines what constitutes a quorum • How to take a vote • Descriptions of standing committees

  16. Bylaws review • Does your board comply with the bylaws? • Have you reviewed your bylaws recently? • Has it been 5 years, 10 or…

  17. Bylaws - officers • The bylaws describe primary duties of board officers • Describes how officers are elected

  18. Library Funding The board’s primary role is to secure adequate funding for the successful operation of the library

  19. 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)

  20. Funding • Equalized Valuation is the true value of real property within a local taxing district, computed from the aggregate assessed valuation and actual sales of property, and used to distribute equitable state school and library aid, apportion county taxes, and measure municipal debt limits.

  21. Funding Sources of library funds: • Local taxes and appropriations • State Aid • Fines, fees, gifts, bequests, fundraising activities • Grants • Federal funds • Capital funds

  22. Funding • Budget basics • Develop • Approve • Monitor • Evaluate

  23. 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

  24. Approving the Budget • Board and director review the budget draft • Revise as necessary • Board votes to approve

  25. Approving the Budget • The board presents the budget to the governing body • Attend all budget hearings • With appropriations set, adopt and implement the budget • Thank local officials

  26. Monitoring and evaluating the budget • Monthly reports on expenditures • Profit and loss • Spend your operating budget • Have reserve funds, maintain at an appropriate level • Make reports to governing body as necessary

  27. Policy and procedures Considers, reviews, votes for appropriate written policy

  28. What is policy • Policy should support the goals and objectives and the mission of the library • Policies refer to the philosophy, rules and regulations under which the library operates • Policy is implemented through the use of procedures • The library board together with the director determines library policy

  29. Some areas where policy may be considered • Personnel • Privacy • Finance • Children’s policies • Internet use • Collection development

  30. Strategic Planning The board establishes a short and long range strategic plan and implements policy to achieve stated goals

  31. Ask these questions when considering a strategic plan: • Where are we now? • Where do we want to go? • The “vision thing” - how do we see ourselves within the community? • How do we carry out this vision?

  32. Carrying out the vision • State objectives • Plan a course of action • Develop a timetable • Review the plan periodically • Update where necessary

  33. 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 • Strategic planning meetings are held frequently enough to achieve the goals

  34. What is the trustee’s role? Be an active member of the board

  35. Trustee’s role • Be prepared • Attend all board meetings • Contribute to decision making • Listen • Ask the tough questions • Speak your mind • Vote your conscience

  36. Trustee’s role • The board works as a whole, but… • Be a team player • Accept compromise when needed • Support board decisions • Refrain from criticizing in public • Reconsideration is always possible • Project a positive image

  37. Trustee’s role • Advocacy • Generate support and enthusiasm for the library • Use the library • Be an advocate on the state level • Maintain good relations with elected officials • Tell them what’s going on • Invite them to the library

  38. Trustee’s 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

  39. Trustee’s role - ethics • Take an oath of office • Avoid any conflict of interest • Recuse yourself from votes where you may benefit personally or professionally

  40. Relationships within your library • Board – director • Board – staff • Director – staff • Board – governing body • Friend’s groups • Board/director - community

  41. Director’s role • Responsible for the day to day operation of the library • In accordance with the wishes of the board • Responsible for all personnel issues • Implements board policies, advises need of new policies • Coordinate, implement strategic plans • Propose and/or assist in budget prep • Prepare regular reports to the board

  42. Friend’s role • Support quality library service • Fund-raising • Volunteerism • Promote library programming to the public • Maintain a liaison to the board of trustees • Affiliate with state and national Friend’s groups • Advocate

  43. Self evaluation How are we doing as a board? As trustees?

  44. Self evaluation for a board of trustees • Do we have a strategic plan? • Do we communicate our mission well? • 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 job?

  45. 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 and state levels? • Am I aware of current legislation? • Do I participate in continuing education?

  46. Top 10 for trustees • Recruit, appoint, review the performance of the director • Establish, review and revise policies • Secure adequate funding • Advocate on a local, state and national level • Strategically plan for the future • Continuing education • Listen • Ask tough questions • Speak your mind • Vote your conscience

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