Responsibilities of Library Trustees Rob Geiszler Vermont Department of Libraries

Statutory Responsibilities 22 VSA §143 (a)…The board shall consist of not less than five trustees who shall have full power to manage the public library, make bylaws, elect officers, establish a library policy and receive, control and manage property which shall come into the hands of the municipality by gift, purchase, devise or bequest for the use and benefit of the library. The board may appoint a director for the efficient administration and conduct of the library.

Statutory Responsibilities 22 VSA §143 (a)…The board shall consist of not less than five trustees who shall have full power to manage the public library, make bylaws, elect officers, establish a library policy and receive, control and manage property which shall come into the hands of the municipality by gift, purchase, devise or bequest for the use and benefit of the library. The board may appoint a director for the efficient administration and conduct of the library.

Statutory Responsibilities Manage the library Librarian responsibilities Trustees responsibilities Make bylaws – your “constitution” Purpose Membership &Terms of office Officers Meetings Quorum Amendment

Statutory Responsibilities Establish policy – your “statutes” Goals and priorities Operations Personnel Collection development Confidentiality Intellectual freedom Non-discrimination Deal with property Appoint a director the hiring process the evaluation process

Statutory Responsibilities Open Meeting Law 1 VSA §310 et. seq. especially 1 VSA §312 (a) All meetings of a public body are declared to be open to the public at all times, except as provided in section 313 of this title. Executive sessions (§313) are only allowed for: (1) Contracts, labor relations agreements with employees, arbitration, mediation, grievances, civil actions, or prosecutions by the state, where premature general public knowledge would clearly place the state, municipality, other public body, or person involved at a substantial disadvantage; (2) The negotiating or securing of real estate purchase options; (3) The appointment or employment or evaluation of a public officer or employee; (4) A disciplinary or dismissal action against a public officer or employee; but nothing in this subsection shall be construed to impair the right of such officer or employee to a public hearing if formal charges are brought; (5) A clear and imminent peril to the public safety; Remember to WARN!

Statutory Responsibilities Public Records Law 1 VSA §315 et. seq. especially 1 VSA §316 (a) Any person may inspect or copy any public record or document of a public agency, on any day other than a Saturday, Sunday, or a legal holiday, between the hours of nine o'clock and twelve o'clock in the forenoon and between one o'clock and four o'clock in the afternoon; provided, however, if the public agency is not regularly open to the public during those hours, inspection or copying may be made during customary office hours. What are the records? Minutes of meetings: (a) All members of the public body present; (b) All other active participants in the meeting; (c) All motions, proposals and resolutions made, offered and considered, and what disposition is made of same; and (d) The results of any votes, with a record of the individual vote of each member if a roll call is taken. Draft available – 5 days after the meeting which comes from the Open Meeting Law, §312(b)(2) Correspondence s? Who is the custodian of the records?

Other Responsibilities Advocacy Budgeting & Finances Fund Raising Planning Attendance

Fiduciary Duties and Ethics Fiduciary duties:  The Duty of Care or Diligence: Directors and trustees must act with the care that a reasonably prudent person in a similar position would use under similar circumstances.  Duty of Loyalty: Directors and trustees are required to refrain from engaging in personal activities which would injure or take advantage of the organization. This duty requires an undivided and unselfish loyalty and demands that there be no conflict between one’s duty to the organization and self-interest.…  Duty of Obedience: Directors and trustees are required to perform their duties in accordance with applicable statutes and the terms of the organization’s charter and by-laws.

Ethical Considerations  Duty of Loyalty: Directors and trustees are required to refrain from engaging in personal activities which would injure or take advantage of the organization. This duty requires an undivided and unselfish loyalty and demands that there be no conflict between one’s duty to the organization and self-interest.… Sample Conflict of Interest policies can be found at: Municipal Law Basics = 5756d6c0d1e6/2/hilite/ Drawing Clear Lines: Adopting Conflict of Interest Ordinances for Local Officials ttp://headlines2/isysquery/9d87a0f8-971d-4d79-9c81- 5e060b17f714/1/hilite/

More information A Manual for Vermont Library Trustees Online at: 5th_edition_2010.pdf The Association of Library Trustees, Advocates, Friends and Foundations (ALTAFF) Vermont Library Trustees Association information at:

Even more information Join the Vermont Library Trustee Listserv. In the body of the message please include: Your name Name of the library you are affiliated with (and town) What role, if any, you have on the board (Chair, Secretary, Treasurer etc.) Home address and contact phone number (optional)