Lac La Biche County Library Board OUR GOVERNANCE JOURNEY

Our History Prior to 2009: Finances entirely managed by the Municipality Financial reporting not well understood and often outdated Policies/procedures largely non-existent and non-compliant with legislation Plan of Service not well known, understood or followed No link between Budget and Plan of Service Result: Board became operational in role Responsible for 2 sites but with very limited control over one site and their operations

2009 Organizational & Governance Review Full Organizational & Governance Review 3rd Party Outside Consultant Provided a map for our way forward

2009 A Year of Change and Development Review various evaluations of the Board and the Organization including: NLLS (Northern Lights Library System) Site Visit Reports Organizational & Governance Review Self-identified opportunities for improvement Based on these insights we undertook numerous steps to improvement

NEW BEGINNINGS – identified priorities Recruitment of a Director, Library Services Board Training Compliant policies and procedures Improved fiscal management Board accountability model and process

Board Structure Job Descriptions Committee Development and Terms of Reference Board Orientation Manual

Meeting Procedures & Self-evaluation Agenda preparation & format Meeting protocols Trustee Checklist and Meeting Checklist

Board Stewardship Plan of Service and associated statistical reporting Monthly Budget Operating Statement and variance reporting Committee reports & recommendations Records Retention Schedule

LAC LA BICHE COUNTY ACCOUNTABILITY AND 3 Year Plan of Service (Approved by Municipal Affairs) Annual Budget Process Bi-Annual Salary Survey (HR Committee) Monthly Budget Operating Statement Review Sem-Annual Statistical Review & POS Progress Report Annual Report to Municipal Affairs LAC LA BICHE COUNTY LIBRARY BOARD ACCOUNTABILITY AND STEWARDSHIP CYCLE

Plan of Service First Sandra Neilson Model of Plan of Service Development 2010 Goal to undertake true community consultation in our planning process Provide us a strategic document that would becoming the guiding principle to all of our planning and board stewardship processes addressing physical, fiscal, and human resource needs Marry the Plan of Service to our annual budgetary process

Annual review Annual Review 2017

Financial ACCOUNTABILITY & management Board control of financial management Financial Policies Role of the Finance Committee Annual Budget process and format Board fiscal reporting format (BOS) Annual Accountability Cycle

Human resource committee responsibilities HR Committee Terms of Reference HR Committee Accountability Development and oversight of Human Resources Policies/Procedures Completion of the Director’s 360 Degree Annual Performance Review Bi-Annual Staff Salary Surveys and resultant wage & salary recommendations Board recruitment, orientation and development

Board Recruitment & Orientation Diversity Key stakeholder representation Meaningful roles Effective orientation Committee involvement

Friends of the Library Reason for Development Committee of the Board Role Fund Development and Donations Donor recognition

Board governance & operations Board and Staff have different roles Board and Staff: Who Does What Statistical Report Staff Meetings Ninja Training Staff Training Checklist Promoting the library programs and services

2017 – Progress to Date on this Journey 3rd Plan of Service since 2009, all on-time and on-budget, now a 5 year plan Fiscally sound with a good grasp of our position at all times Numerous applicants when vacancies occur, low turnover and well skilled staff = better customer service From 10 “operational” to 5 “governance” meetings/year Substantial increase in quality and quantity of programs & services Beautiful new facility in 2011 with a great deal of community support

QUESTION period