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Trustee Manual Survey Summary

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  • Other: 2 - interim directors 3 - board members 1 - trustee and director 1 – comment on distribution
  • Other: 1 – policy making 2 – not sure (2 weeks)
  • 1- board should be involved in hiring and promoting staff
  • Other comments: Not sure what was meant by “legal and ethical integrity” Strategic planning should not be done by the board but reviewed and approved by the board.
  • Do not lobby because they are a govt. appointed board
  • Did not need additional training, what they received so far is sufficient
  • Changes to the manual should be highlighted
  • Transcript

    • 1. Trustee Manual Survey Summary July 6, 2009
    • 2. Survey
      • Online Zoomerang survey
      • Sent to all library trustees and library directors
      • Received 81 responses
        • 58 library trustees
        • 20 library directors
          • 2 interim library directors
        • 1 trustee and director
    • 3. Respondent Composition
    • 4. Years of Service
    • 5. Type of Board
    • 6. Effective Orientation
      • 64% of Trustees reported having had an orientation; 62% of them felt their orientation had been effective.
      • Information on:
      • Local and state library laws
      • Library programs
      • Budget process
      • Trustee responsibilities and legal obligations
      • The County and dealing with the County
      • The Community and contacts
      • Issues facing board members
      • Documents:
      • Trustee manual, previous minutes, treasury report
      • Notebook with library and board information
      • Meetings and tours:
      • Introduction to staff and County Council members
      • Library tour and branch visits
      • Meeting with library director
      • Meeting with other board members
    • 7.
    • 8. Orientation – would like to see…
      • 78% reported it took at least a year to completely understand what was expected of them
      • Participants reported it would have been helpful to have -
      • Information on-
        • Historical precedence (how things had been handled in the past)
        • Liabilities as a board member
        • The County budget approval process
        • Library funding
        • The political environment
        • Institutional planning
      • Information that is more clearly referenced (currently requires too much searching)
      • A list of FAQs
      • An opportunity to sit in on other County board meetings and/or attend a library board meeting prior to appointment
      • Items listed on slide #9 on ‘effective orientation’
    • 9. Role of the Library Director
      • Recommend policies to the board (95%)
      • Implement policies  approved by the board (95%)
      • Serve as an advocate for the library and its services in the community (95%)
      • Attend board meetings; prepare progress reports; respond to board requests (95%)
      • Prepare and submit the annual budget to the board (88%)
      • Recruit, hire and evaluate library staff (88%)
      • Inform the board of laws affecting the library (88%)
      • Manage the day-to-day operation of the library (85%)
    • 10. Role of the Library Director
      • Additional responsibilities include -
      • Liaison to Citizens group
      • Respond to changing lifestyles and demographics
      • Participate in County department head meetings
      • Communicate with other County entities
      • Oversee building library facilities
      • Fundraising
      • Meet regularly with the Board Chair
      • Educate the Board on library trends
    • 11. Role of the Library Trustee
      • Attend meetings (99%)
      • Enhance library standing in the community (99%)
      • Advocacy (95%)
      • Ensure legal and ethical integrity (92%)
      • Support and evaluate the library director (92%)
      • Enhance library public standing (90%)
      • Financial oversight - including budget and fundraising (85%)
      • Strategic planning (85%)
      • Lobbying (79%)
      • Board self-evaluation (79%)
      • Hiring and firing the library director (76%)
      • Monitor and strengthen programs and services (70%)
    • 12. Role of the Library Trustee
      • Additional responsibilities include -
      • Hiring and firing of staff
      • Perform research to evaluate policies proposed by the director
      • Fundraising
      • Support the library director
      • Oversee risk management – business risks and conflicts of interest
      • Defend board decisions
    • 13. Top 10 things a Trustee should know
      • Laws affecting the library system; library bylaws
      • Mission and vision of the library
      • Financial administration and planning (including how to read budgets and audits; library funding)
      • Library programs and services
      • Library strategic plan
      • Main library stakeholders and decision-makers and how to effectively communicate with them
      • Community the library serves (needs, trends, general demographics)
      • Issues facing the library
      • General understanding of personnel policies
      • Responsibilities of the board, role of the board
    • 14. Advocacy Examples
      • 70% of Trustees reported having been advocates for the library
      • Examples include -
      • Presentations to County Commissioners e.g. to promote budget funding
      • Promoting funding to rebuild the library
      • Explaining and supporting the library fine system; providing budget testimony
      • Speaking to community groups
      • Meeting with elected officials
      • Writing for publications
      • Conducting media interviews
      • Attending public meetings and discussing/speaking on behalf of library issues
    • 15. Lobbying Examples
      • 70% of Trustees reported having lobbying for the library
      • Examples include -
      • Notifying legislators about library priorities
      • Testifying in support of legislation important to libraries
      • Writing letters to request consideration of legislation e.g. exempting library collections of children’s books from lead testing
      • Participate in MD and National legislative day activities
    • 16. Training Topics
      • Advocacy
      • Computer course covering the trustee manual and applicable MD laws
      • Library services
      • Library operations
      • Library trends
      • Public speaking
      • Evaluating the library director
      • Fundraising strategies
      • Interpreting budgets
      • How to be an effective trustee – roles, responsibilities, expectations, strengthening political relationships, etc.
    • 17. Manual Style/Format
    • 18.
      • Shoulds…
      • Hard copy – in a binder
      • Online version – regularly updated
      • Clear, concise, complete
      • Cite laws and regulations related to the subject matter
      • Include many examples
      • Extensive index
      • Lots of bullet points
      • Provides references to other sources
      • Searchable
      Manual Style/Format
    • 19.
      • Should nots…
      • No legal jargon
      • No longer than current manual
      Manual Style/Format
    • 20. Current Issues/Challenges
      • Laws
        • Intellectual freedom
        • Free speech
        • Freedom of the press
      • Policies on
        • Selection
        • Computer use
        • Customer rules for behavior
        • Fines and fees
        • Meeting room use
        • Ethics
      • Budget
        • Funding - how trustees can influence government to increase funding
        • Financial management
        • Dealing with budget shortages
    • 21. Current Issues/Challenges
      • Technology
        • Wireless connectivity – free
        • Digital rights management and ebooks
        • Privacy of library records
      • Board roles
        • Hiring, firing, and evaluating the director
        • Duties of the board
        • Recruiting new board members
        • Relationship between the board and a private foundation
        • Increasing awareness of the role of the library in the community
        • Community outreach
        • Lobbying rules
      • HR issues
      • Diversity in library collection and staffing
      • Increasing pay for deserving staff
    • 22. Additional Comments
      • Was difficult to respond to survey as a library director; many of the questions were specifically for trustees
      • Library activities are limited to the “privileged few” – there needs to be inclusion of all members of the community regardless of socio-economic status
      • Manual should include -
        • Role of DLDS, Governor's Advisory Council, State Board of Education, Regional Libraries, State Library Resource center, Sailor and it’s governing bodies, Friends Group
        • Precise guidelines on what a board should and should not do
        • Calendar of major library activates e.g. MLA, trustee meetings, etc.
        • Examples of different board structures
    • 23. Discussion Thank You!!!