Working with library trustees Communication and collaboration are key Patricia Pavlak New Jersey Library Trustee Association

Library board basics “The library board of trustees shall hold in trust and manage all property of the library. It may rent rooms, purchase books, pamphlets, documents, papers and other reading matter, hire librarians, and other necessary personnel, and fix their compensation, make proper rules and regulations for the government of the library, and generally do all things necessary and proper for the establishment and maintenance of the free public library. The board may also transfer to and receive from other libraries books, magazines, prints, maps and other related library materials for the purpose of augmenting the interlibrary loan service.” N.J.S.A 40: 54-12

Responsibilities of the Library Board The library board is a legal, public institution. Secure adequate funding for the successful operation of the library; Develop, evaluate and monitor the library’s budget; Establish policies that support the mission of the library. Develop and periodically review both short and long term strategic plans for the library; Establish bylaws that govern how the Board operates; Hire, supervise and evaluate the library director.

Develop the budget The board works with the library director to create a budget that fits the library’s needs. Anticipate all income and expenses. Review last year’s budget. Review next year’s programs and services. Define upcoming needs; look at developing trends.

Approve the budget Library board and library director review and revise the budget draft. Final version is approved and adopted by the library board. Library budget is presented to the governing body. Once appropriation is set, the board, with the director, implements the budget.

Monitor and evaluate the budget The library director provides the library board with monthly expenditure reports. After review by the board treasurer, the board approves payment of bills. Maintain a reserve fund for unexpected emergencies. Evaluate the operating budget to determine if it’s sufficient to maintain the level of service you want your library to provide. Identify emerging issues or material needs that will have to be addressed in the next budget.

Policies and procedures The library board develops, reviews, revises and approves the policies that govern the library. Policy supports the goals, objectives and the mission of the library. Policy is developed by the board and the library director. The director establishes procedures that reflect and implement the policies set by the board. Policies should be reviewed periodically and revised if necessary.

Strategic Planning The library board, with the director, establishes both a short and long term strategic plan to help the library achieve its goals and fulfill its mission statement. Where is the library now? Where do you want to be in the future? How will you get there? How does this impact your staffing needs and the budget? What is the library’s role in the community? What’s happening in your community that might impact the library?

The Library Director It is the responsibility of the library board to recruit, appoint, monitor and evaluate the library director. The library director is the only employee the board is directly responsible for. The library director reports directly to the board. The board monitors the director and his/her operation of the library. The director’s performance should be reviewed on an annual basis. Any suggestions for improvement should be in writing and reviewed periodically.

Monthly board meetings A packet is prepared for each board member and distributed prior to the monthly board meeting. The packet should include: Agenda Minutes from the prior meeting Director’s report - usually a statistical report. Financial reports Any other pertinent material trustees need to review before the meeting

Monthly board meeting The format and order of the meeting may vary, but should include: Open public meeting statement Approval of minutes Board president’s report Director’s report Financial report and approval of bills Committee reports Old/new business

Communication is key Keep the board informed about what’s happening in the library. Communicate through Director’s report - your opportunity to fill the board in on everything going on behind the scenes. Use your time to break down statistics, identify trends, highlight budget concerns. Informing specific chairpeople of concerns in their area of responsibility Keeping board president informed about issues in the library Meeting new trustees and providing them with information about the library - board directory, bylaws, library policies, annual report, meeting schedule.

Problems with trustees Lack of understanding of their role and responsibility - discuss with board president to ensure each trustee knows what he/she is expected to do. Resources New Jersey Library Trustee Association New Jersey Library Association New Jersey State Library American Library Association

Problems with trustees Conflict of interest Personal agenda Lack of preparation for meetings Poor attendance at meetings Inappropriate interactions with staff Inability to work with others Different view of library’s goals and mission Interference in director’s job

A partnership that works Establishing a good working partnership with your board is a key component to your success as a director. Library trustees are appointed to work with you. Together you will advocate for the library, secure funding for the resources you need, develop policies that make the library an open, equal resource in the community, and solve problems that arise. Together you will make the library the best it can be. Congratulations and good luck!