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Board Basics - Organization and the Conduct of Business. Introduction. How boards are organized and conduct business is based in state law and detailed in board bylaws. The board must reflect its community and is responsible for the library’s governance and future. Overview.

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Board Basics -

Organization and the Conduct of Business

introduction
Introduction

How boards are organized and conduct business is based in state law and detailed in board bylaws.

The board must reflect its community and is responsible for the library’s governance and future.

overview
Overview
  • Appointment, terms, composition
  • Recruiting for the future
  • Diversity
  • Code of Ethics
  • Bylaws and procedures
  • Officers and committees
lesson objective
Lesson Objective

By the end of this lesson, you will be able to:

  • Describe how a board of trustees is organized
  • Explain how board business is conducted
how are trustees appointed
How are Trustees Appointed?

For libraries established after June 14, 1961:

  • Stipulated in The Library Code
  • Not less than 5, nor more than 7
  • Appointed by municipal officers, who can also fill vacancies
how are trustees appointed6
How are Trustees Appointed?

For libraries established after June 14, 1961:

  • When two or more municipalities contribute funding
    • Each appoints trustees
    • Mutually agree on number
    • Total can be no more than nine
how long does a trustee serve
How Long Does a Trustee Serve?
  • When a board is first established:
    • 1/3 serve 1 year
    • 1/3 serve 2 years
    • 1/3 serve 3 years
how long does a trustee serve8
How Long Does a Trustee Serve?
  • When terms expire, new appointees serve three years
  • Appointees filling vacancies are appointed for the unexpired terms
responsibilities
Responsibilities

Generally:

  • Maintain a free, public, nonsectarian library
  • Provide information, education and recreation
  • Free access to a useful collection
  • Ensure proper staffing
responsibilities10
Responsibilities

Required by law:

  • Elect president, secretary and treasurer
  • Provide bonding for treasurer
  • Submit annual report to funding agency
responsibilities11
Responsibilities

Required by law:

  • Submit annual report and audit to Commonwealth Libraries
  • Make treasurer’s accounts available for audit
  • Follow provisions of the Sunshine Law
annual report
Annual Report
  • Whether you need to or not!
  • Includes:
    • The year’s receipts and expenditures
    • Summary of condition of library (volumes, maps, etc…, lost or withdrawn, added)
    • Number of registered borrowers and readers
    • Circulation information
written policy statement
Written Policy Statement
  • First step of any board in PA
  • Written by whole board
  • Differentiates functions of board and staff
  • Clarifies roles
  • Helps define meeting agendas
bylaws
Bylaws
  • Written internal rules
  • Defines structure and operations
  • Provides clear direction
  • Guides decisions
  • Bylaws and practice must be in accord
  • Reviewed by attorney for legality
bylaws15
Bylaws
  • Regular and special meetings
  • Board officers – titles, duties, terms
  • Regular board member terms
  • Quorum
bylaws16
Bylaws
  • Elections
  • Committees
  • Conduct of meetings
  • How to amend
boards need procedures
Boards Need Procedures
  • Boards function best with agreed procedures
  • They must be managed consistently
  • List in your toolkit
balanced board
Balanced Board
  • A broad range of talents, including skills in:
  • Financial management
  • Legal issues
  • Negotiations
  • Advocacy
  • Technology
  • Construction
diversity
Diversity

Look at your board--

  • Is it representative of the community?
  • Is it racially and ethnically diverse?
  • What is the average age?
diversity20
Diversity
  • Important to attract young people
  • Look for unique perspectives
  • Create a well-balanced board
  • Necessary to gain respect of all
talent scouts
Talent Scouts
  • Vacancies provide opportunities
  • Recruit new trustees
  • Seek out skills
  • People want to join “winning organizations”
recruiting tips
Recruiting Tips
  • Create a plan
  • Identify board needs and match prospects
  • Invite potential members to join committees
  • Friends groups are good training ground
  • Be clear about expectations
  • Speak about successes and respect
sustaining interest and commitment
Sustaining Interest and Commitment
  • A challenge
  • Some underestimate necessary level of commitment
  • Annual contract
  • Means to assess effectiveness
    • Sample in toolkit
role of officers
Role of Officers
  • All members are equal
  • Officers expedite work
  • No member may speak for the whole board without permission
  • Bylaws specify officer duties
  • Duties listed in your toolkit
committees
Committees
  • Detail work done by committees
  • Personnel, finance, building
  • Committees do not make decisions
  • Prepare recommendations
  • Written reports in advance of meeting
  • Follow legal requirements
code of ethics
Code of Ethics
  • Recommended
  • Written
  • Members sign and abide by
  • Sample in toolkit
resources
Resources
  • www.ala.org/alta
  • www.boardsource.org

A list of recommended books is in your toolkit

review
REVIEW
  • Board composition and term limits
  • Officers and committees
  • Trustee responsibilities
  • Representing your community
  • Planning for the board’s future
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