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!!!