Managing Relationships – Who does what in our libraries?

Introduction “An organization’s real power and energy is generated through relationships.” Margaret Whealty

Introduction Everyone needs a clear understanding of their roles and to respect the guidelines that are established defining their relationships.

Overview Responsibilities of the trustee vs. the director “Getting along” tips for directors Role of Friends groups Contributions of volunteers

Lesson Objective Describe the roles and responsibilities within the library family List their specific and separate tasks By the end of this lesson you will be able to:

Trustees and Directors: The Eternal Dance Boards: –Establish organizational policies –Monitor effectiveness of policies Library directors: –Manage day-to-day functions

Trustees and Directors: The Eternal Dance Checking on when the lights are on Re-arranging furniture Critiquing staff member job performance Intruding into the director’s responsibilities Trustees should not be:

Trustees and Directors: The Eternal Dance Library governance Policy development Financial management Personnel administration Both trustees and director are involved in:

Trustees and Directors: The Eternal Dance However, the type and level of involvement must be clearly defined in order to avoid conflict and for the library to operate professionally and effectively.

Responsibilities- Some Examples: Long-range and short- term planning Presents budget to public officials Develops policies to guide staff selection Actively involved in planning Prepares budget with staff and board Hires and directs staff members The DirectorThe Board

Responsibilities A clear and complete list is in your toolkit It covers: –Governance –Financial –Personnel –Planning and evaluation

Tips for Directors Assume board relationship is positive Respect, give consideration to all Avoid surprising the board Give them complete information Educate the board on personnel issues Guide them to thinking about future

Friends Groups Are organized separately from board Have their own bylaws, officers and organization

Friends Groups They are not trustees They plan activities Not involved in governance Clearly define their purpose Clearly define their funding Clearly define their interaction with staff

Friends Groups Raise funds Promote library awareness Help expand/improve services Run special fund drives Purchase special items for library Build public support

Volunteers Never replace staff positions Are talented, skilled, reliable, dedicated Help with storytelling, create exhibits, etc… Need orientation and training

Volunteers Procedure for screening and training List of jobs they can do Policy manual Recognition program Funds for out-of-pocket expenses

Group Exercise

Resources Friends of Libraries USA – A list of recommended books is in your toolkit.

REVIEW Trustees establish policy, manage effectiveness Directors manage daily operations Friends plan activities, raise money Volunteers donate skills