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

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

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

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

What should a library trustee know? Mission Statement of your library Bylaws of the organization Robert’s Rules of Order capabilities

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

What should a trustee know? Your community Your elected officials

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

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 capabilities Is a member of NJLTA or other professional organizations

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

Library board basics How the library board functions

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

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

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

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

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

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

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)

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.

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

Funding Budget basics Develop Approve Monitor Evaluate

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

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

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

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

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

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

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

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

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?

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

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

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

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

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

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

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

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

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

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

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

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

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?

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?

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