Board Room Basics PaLA Annual Conference 2015

Top Ten Board Problem Areas Recruiting new members Disengaged – Micromanaging Ineffective meetings – nothing every gets decided Board struggles to find role Group Dynamics No one wants to be an officer/committee chair Weak Board chair Library director considered an employee It’s always all about money

Who’s In Charge? Whose Responsible for the Board Doing its Job? “Board members are part-time amateurs overseeing the work of full-time professions, which, by definition, takes a certain amount of hubris” Richard Chait, 2001 Board Summit speech “Effective functioning of the corporate board is the responsibility of the chief staff person.” Peter Drucker “The executive director must be largely responsible for the board fulfilling its governance role.” The Best of Board Cafe

Which Are You? Strong Board – Strong Director Strong Board – Weak Director Weak Board – Strong Director Weak Board – Weak Director

Duties of the Board and the Library Director Board Adopts bylaws for board procedures Employs a competent and qualified director. Reviews director’s organizational structure, identifying lines of authority and responsibility Determines and adopts written policies to govern the operation and program Library Director Develops and reviews bylaws in consultation with board Acts as technical advisor to the board. Employs and supervises all staff. Makes recommendations on organization structure to the boar Recommends and drafts policies for board action. Carries out adopted policies delegating staff as needed

Duties of the Board and Library Director Board In cooperation with director and staff, develops a long-range plan for commitment of resources to meet the changing needs of the community Reviews the annual budget to determine its adequacy for meeting goals and objectives. Works actively for public and official support. Explores all possible revenue sources Library Director Works together with board and staff in preparation of a long- range plan by projecting needs and trends in library service Prepares the annual budget draft to achieve objectives as identified with the board. Supplies facts and figures to aid in interpreting the library’s financial needs. Attends budget hearings as a resource person

Duties of the Board and the Library Director Board Reviews and approves monthly financial statements in context of annual budget Establishes, supports and participates in a planned public relations program. Interprets the library’s role and plans to other community boards and committees Knows local, state and federal laws. Actively supports state and federal library legislation Reports regularly to governing officials and the general public Library Director Prepares and presents monthly financial statements and bills for board action Maintains and active program of public relations and public information. Represents the library on other community boards and committees Knows local, state and federal laws. Keeps board informed of pending legislation, library trends and standards Reports regularly to the board and other official bodies

Principals of Effective Board/Director Relationships Never vent to the Staff about the Board – your job is support all board decisions Never vent to the Board about the Staff, the Friends municipal officials or personnel, or challenging patrons Get to know your board members – what are their community connections, why are they on the board Build coalitions and connections in your community but outside of the library – this is networking, not outreach Work with established channels NO SURPRISES You are more of a community leader than a Librarian – think like one, act like one.

Board Recruitment - The Right Questions What do you know about our organization/mission? What other board level experience do you have? Are you willing to make a meaningful contribution to our organization? What kinds of fundraising experience do you have? What other community activities and organizations are you involved with? What skills do you have that will benefit our mission? What is your preferred method of communication?

Board Handbook Articles of Incorporation, all chartering documents Bylaws Mission/vision statement Strategic plan Board approved policies or policy manual Director and Officer liability insurance policy Current audit and 990 Current Annual report Brief history of the organization Minutes/Financial reports/committee reports for past months Roster of current board members with contact information Staff organizational chart