Roles and Responsibilities Of the library trustee NJLTA New Jersey Library Association

1. Roles and Responsibilities Of the library trustee NJLTA New Jersey Library Association

2. 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

3. What should a Library Trustee know? A little of everything! The more you know, the better your board will function

4. 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

5. 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

6. What should a Library Trustee know? • Know how your library is funded • Local, state and federal laws pertaining to libraries • Current legislation affecting libraries

7. 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

8. 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

9. Library board basics How the library board functions

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

11. 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

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

13. 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

14. Library Funding One of the board’s primary functions is to secure adequate funding for the successful operation of the library

15. 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)

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

17. Budget Basics • Develop • Approve • Monitor • Evaluate

18. 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

19. 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

20. 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

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

22. 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

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

24. 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?

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

26. 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

27. What is the Trustee’s Role? Be an active member of the board

28. 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

29. 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

30. 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

31. 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

32. 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

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

34. 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

35. 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

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

37. 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?

38. 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?

39. 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