Roles and ResponsibilitiesOf the library trustee

NJLTA New Jersey Library Association

What is a Trustee?

• One to whom something is entrusted• The community entrusts the library board with

the welfare of the library• The board is expected to keep the library running

successfully

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?

• What kind of library do you serve• How and when was your library founded• Mission Statement of your library• Bylaws of the organization• Robert’s Rules of Order

What should a Library Trustee know?

• Your community• Your elected officials• Know what is happening in your library • Know services and resources available• Get to know the patrons • Know who uses the library and who does not so

you can better serve the whole community

What should a Library Trustee know?

• 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 responsible• Is a good listener and a

good communicator• Respects other opinions• Is a member of NJLTA

and 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

• Every board adopts bylaws and rules for its governance

• The bylaws should be in writing and reviewed periodically

• Bylaws outline how the board functions as an organization

Bylaws Review

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

Bylaws Basics

• Bylaws state what business is to be conducted

• Describes how often and where to meet

• Defines the order of agenda• Defines what constitutes a

quorum

• Describes how to take a vote

• Descriptions of standing committees

• describes how the officers are elected

• Describes the primary duties of the officers

Library Funding

One of the board’s primary functions 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

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

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• The board presents the

budget to the governing body

• Attend all budget hearings• With appropriations set,

adopt and implement • Thank local officials

Monitoring and Evaluating the Budget

• Monthly reports on expenditures• Profit and loss• Have reserve funds, maintain at an appropriate

level• Spend your operating budget• 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 determine library policy

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?• 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

What is the Trustee’s Role?

Be an active member of the board

Trustee’s Role

• Be prepared, be responsible• Attend all board meetings• Listen and ask tough questions• Contribute to decision making• Vote in the best interest of the library

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

• 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

• 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 at

a board meeting

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• Advocacy

Self evaluation

How are we doing as a board?As trustees?

Self evaluation for a Board of Trustees

• Do we communicate our mission well?• Do we have a strategic plan?• 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?

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• Secure adequate funding• Recruit, appoint, review the

performance of the director• Strategically plan for the

future• Establish, review and revise

library policies• Advocate on a local, state

and national level

• Continuing education• Be an active member of the

board• Listen and ask tough

questions• Speak your mind• Vote in the best interests of

your library