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Library Board Meetings 101. Kathy Schalk-Greene Director, Mount Laurel Library kathy@mtlaurel.lib.nj.us. New Directors’ Orientation New Jersey State Library February 23, 2011. During This Session You Will.

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library board meetings 101

Library Board Meetings 101

Kathy Schalk-Greene

Director, Mount Laurel Library

kathy@mtlaurel.lib.nj.us

New Directors’ Orientation

New Jersey State Library

February 23, 2011

during this session you will
During This Session You Will
  • Learn how to prepare for, participate in, follow up on and thrive at Board of Trustees meetings
what is the purpose of a board of trustees meeting
What is the Purpose of a Board of Trustees Meeting?
  • Forum for official actions
    • Approve financial statements
    • Approve expenditures
    • Confirm personnel actions
    • Approve library budget
    • Adopt policies
what is the purpose of a board of trustees meeting1
What is the Purposeof a Board of Trustees Meeting?
  • Opportunity for dialogue with public
  • Discuss issues and advise director
  • Formulate long-range plans
  • Evaluate state of library and library director
  • Discuss library advocacy
what is the purpose of a board of trustees meeting2
What is the Purpose of a Board of Trustees Meeting?

A board meeting is not an opportunity for the board to micromanage the operation of the library.

how do you prepare for a board meeting
How Do You Preparefor a Board Meeting?
  • Adhere to Open Public Meeting Act
    • Advertise meeting
    • Provide board president with OPMA statement to read at outset of meeting
how do you prepare for a board meeting1
How Do You Preparefor a Board Meeting?
  • Gather agenda items
    • Establish process for board members to submit items
  • Consult with president about agenda
  • Distribute meeting packets 4-7 days before meeting via email
how do you prepare for a board meeting2
How Do You Preparefor a Board Meeting?
  • Board packet should contain
    • Agenda
    • Financial reports
    • Draft minutes from last meeting
    • Statistical report
how do you prepare for a board meeting3
How Do You Preparefor a Board Meeting?
  • Board packet should contain
    • Director’s report
    • Supporting material for agenda items (draft policies, etc.)
  • Preview agenda in director’s report or email
  • Send e-mail reminder and poll for quorum
what is your role in the board meeting
What Is Your Role inthe Board Meeting?
  • Varies from library to library and board to board
    • Talk to predecessor and board president when coming into this role
    • Find out past practice and evolve into your own style
what is your role in the board meeting1
What Is Your Role inthe Board Meeting?
  • Usually the president conducts meeting and may turn over certain sections of meeting to director
  • Directors do not vote
  • Directors advise and recommend to board, do not dictate
what is your role in the board meeting2
What Is Your Role inthe Board Meeting?
  • Director should deflect attempts by board to micromanage library operations
  • Director should be prepared to produce minutes and note actions needed for next meeting
what should you do after a board meeting
What Should You Do After a Board Meeting?
  • Produce the meeting minutes
  • Act on any directives made at meeting
  • Implement and promulgate new policies approved by board
what should you do after a board meeting1
What Should You Do After a Board Meeting?
  • Report to staff about board actions
  • Update board section of library website
what should you do after a board meeting2
What Should You Do After a Board Meeting?
  • Treat yourself to something nice
  • Vent with discretion
what documents would be useful for board meetings
What Documents Would Be Useful for Board Meetings?
  • Agenda template
  • Minutes template
  • OPMA meeting announcement
  • Directory of board members
  • E-mail meeting reminder template
  • Proposed actions and resolutions
  • Annual schedule of meetings and topics
what should be included in the meeting minutes
What Should Be IncludedIn the Meeting Minutes?
  • Compliance with applicable laws
  • Record of what was decided
  • Who voted for what
what should be included in the meeting minutes1
What Should Be IncludedIn the Meeting Minutes?
  • Who attended the meeting
  • Who came and went when
  • Next meeting information
  • Closed session minutes separate and public
bibliography
Bibliography
  • Swan, James. Working Together: A How-To-Do-It Manual for Trustees and Librarians. New York: Neal-Schuman Publishers, Inc., 1992
  • New Jersey State Library. New Jersey Public Libraries: A Manual for Trustees, revised edition. Trenton: NJSL, 2005. www.njstatelib.org/LDB/Trustees/index.php
  • Bowen, William G. The Board Book: An Insider’s guide for Directors and Trustees. New York: Norton, 2008. Compares for-profit and non-profit boards.
  • Manley, Will. For library directors only : talking about trustees ; For library trustees only : living with your director. Jefferson, N.C. : McFarland, c1993.