AMY HOWLETT VERMONT DEPARTMENT OF LIBRARIES, 2/2/11 Trustee Orientation    for Vermont Public Libraries
Ground rules <ul><li>Everyone participates, no one dominates </li></ul><ul><li>Disagree with grace and tact </li></ul><ul>...
Tonight’s Agenda <ul><li>Trustee roles and responsibilities </li></ul><ul><li>Director roles </li></ul><ul><li>Staff or vo...
List of other issues <ul><li>Are there other issues important to this board? </li></ul>
<ul><li>A MANUAL FOR VERMONT LIBRARY TRUSTEES  </li></ul><ul><li>VERMONT DEPARTMENT OF LIBRARIES  </li></ul><ul><li>MONTPE...
Trustee roles and responsibilities  page 9 <ul><li>Hiring and evaluating the library director </li></ul><ul><li>Long range...
Director roles and responsibilities  12 <ul><li>Hire, train, supervise and fire staff </li></ul><ul><li>Help public find i...
<ul><li>Trustees </li></ul><ul><li>Library director </li></ul><ul><li>Hire/supervise director </li></ul><ul><li>Create lon...
Ongoing trustee duties  9 <ul><li>Prepare for board meetings; attend and participate </li></ul><ul><li>Get to know the leg...
Duty of Care or Diligence  9 <ul><li>“ Act with the care that a reasonably prudent person in a similar position would use ...
Duty of Loyalty  10 <ul><li>Stay aware of the territory between personal activities which might hurt the library and board...
Duty of Obedience  10 <ul><li>Understand the statutes (Vermont and federal) </li></ul><ul><li>Understand the charter and b...
Where do trustee powers originate?* <ul><li>Incorporated libraries : 22 VSA 101 ff., keep bank accounts, spend money, crea...
Isn’t there a chart? <ul><li>Understanding roles of trustees, director, staff and  Friends </li></ul><ul><li>Continuing to...
Personnel issues for trustees  12, 21-23 <ul><li>The most  direct  board responsibility: hire, supervise, and evaluate the...
Communication is key <ul><li>Director recommends personnel policy changes; only the board has the power to officially crea...
Lines of communication <ul><li>Trustees should know who the staff are and what staff think of the library, its services, p...
Library employee unions <ul><li>Right to bargain collectively is guaranteed by federal law </li></ul><ul><li>Library board...
Board uncertainty about roles?  <ul><li>Library bylaws </li></ul><ul><li>A Manual for Vermont Library Trustees </li></ul><...
Take your questions to a consultant… <ul><li>Rob Geiszler in Rutland, VT serving Addison, Chittenden & Rutland counties  [...
Vermont Department of Libraries <ul><li>  </li></ul><ul><li>  </li></ul><ul><li>  </li></ul>This publication is supported ...
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Trustee Orientation for Vermont Public Libraries

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  • Amy Howlett VT Department of Libraries Trustee Orientation, Rutland Free Library
  • Amy Howlett VT Department of Libraries Trustee Orientation, Rutland Free Library
  • Trustee Orientation for Vermont Public Libraries

    1. 1. AMY HOWLETT VERMONT DEPARTMENT OF LIBRARIES, 2/2/11 Trustee Orientation for Vermont Public Libraries
    2. 2. Ground rules <ul><li>Everyone participates, no one dominates </li></ul><ul><li>Disagree with grace and tact </li></ul><ul><li>There’s no such thing as a stupid question </li></ul><ul><li>Stretch or take a break if it’s necessary </li></ul><ul><li>Meetings start on time and end on time– or early </li></ul><ul><li>Thanks to Lawrence Webster of Webster Consulting </li></ul>
    3. 3. Tonight’s Agenda <ul><li>Trustee roles and responsibilities </li></ul><ul><li>Director roles </li></ul><ul><li>Staff or volunteer roles </li></ul>
    4. 4. List of other issues <ul><li>Are there other issues important to this board? </li></ul>
    5. 5. <ul><li>A MANUAL FOR VERMONT LIBRARY TRUSTEES </li></ul><ul><li>VERMONT DEPARTMENT OF LIBRARIES </li></ul><ul><li>MONTPELIER, VERMONT </li></ul><ul><li>LATEST ONLINE UPDATE: 9/16/2010 </li></ul>Roles and Responsibilities
    6. 6. Trustee roles and responsibilities page 9 <ul><li>Hiring and evaluating the library director </li></ul><ul><li>Long range planning </li></ul><ul><li>Financial management </li></ul><ul><li>Setting library policy </li></ul><ul><li>Promoting library use and serving as community link </li></ul><ul><li>Creating bylaws </li></ul>
    7. 7. Director roles and responsibilities 12 <ul><li>Hire, train, supervise and fire staff </li></ul><ul><li>Help public find information </li></ul><ul><li>Select materials to build library collection </li></ul><ul><li>Develop procedures to track materials, members; responsible for other daily issues </li></ul><ul><li>Keep statistics and report to board, state, nation </li></ul><ul><li>Inform board of library trends and local implications </li></ul><ul><li>Serve as spokesperson for library to meetings & press </li></ul>
    8. 8. <ul><li>Trustees </li></ul><ul><li>Library director </li></ul><ul><li>Hire/supervise director </li></ul><ul><li>Create long range plan </li></ul><ul><li>Fiscal oversight, budget approval </li></ul><ul><li>Approve all policies </li></ul><ul><li>Ensure the library has a marketing plan </li></ul><ul><li>OVERSIGHT </li></ul><ul><li>Hire/supervise staff </li></ul><ul><li>Create/implement plan </li></ul><ul><li>Spend, report on, create budget </li></ul><ul><li>Recommend/implement </li></ul><ul><li>Coordinate/implement marketing </li></ul><ul><li>DAILY MANAGEMENT </li></ul>Comparison of roles
    9. 9. Ongoing trustee duties 9 <ul><li>Prepare for board meetings; attend and participate </li></ul><ul><li>Get to know the legal environment: state/ federal law </li></ul><ul><li>Support library services; visit and observe </li></ul><ul><li>Talk about the library in the community </li></ul><ul><li>Keep open to the future: read, think, listen </li></ul>
    10. 10. Duty of Care or Diligence 9 <ul><li>“ Act with the care that a reasonably prudent person in a similar position would use under similar circumstances” </li></ul><ul><li>Perform duties in good faith </li></ul><ul><li>Behave in the best interests of the organization </li></ul>
    11. 11. Duty of Loyalty 10 <ul><li>Stay aware of the territory between personal activities which might hurt the library and board activities </li></ul><ul><li>Avoid conflict between duty to the library and self-interest </li></ul><ul><li>Avoid even the appearance of a conflict of interest </li></ul>
    12. 12. Duty of Obedience 10 <ul><li>Understand the statutes (Vermont and federal) </li></ul><ul><li>Understand the charter and bylaws if the library is incorporated </li></ul><ul><li>Understand municipal way of doing business if the library is municipal; library often not a town department </li></ul><ul><li>Don’t overstep trustee powers </li></ul>
    13. 13. Where do trustee powers originate?* <ul><li>Incorporated libraries : 22 VSA 101 ff., keep bank accounts, spend money, create bylaws, and hire and fire library employees </li></ul><ul><li>Municipal libraries: 22 VSA 141 ff., full power to manage library, make bylaws, establish policy, hire and fire staff </li></ul><ul><li>Directors oversee day to day issues such as helping the public, selecting books and other materials, hiring staff, developing procedures, and spending funds as allocated </li></ul><ul><li>Are there grey areas? How should the trustees and the director deal with them? </li></ul><ul><li>* Law of Public Libraries, http://libraries.vermont.gov/libraries/librarylaw </li></ul>
    14. 14. Isn’t there a chart? <ul><li>Understanding roles of trustees, director, staff and Friends </li></ul><ul><li>Continuing to explore roles </li></ul><ul><li>Using conversation in meetings and one on one to figure out who does what </li></ul><ul><li>Working Together Chart online at http://libraries.vermont.gov/libraries/trustees </li></ul>
    15. 15. Personnel issues for trustees 12, 21-23 <ul><li>The most direct board responsibility: hire, supervise, and evaluate the library director </li></ul><ul><li>Board is also legally responsible for duties, compensation, and personnel policies for all staff </li></ul><ul><li>The library director should hire and supervise all staff except for the director </li></ul><ul><li>Effective operation…. </li></ul>
    16. 16. Communication is key <ul><li>Director recommends personnel policy changes; only the board has the power to officially create and approve policy </li></ul><ul><li>Director has the authority to hire staff for positions approved by the board; s/he should keep the board informed of key personnel issues and decisions </li></ul><ul><li>If the board takes over the director’s responsibility to select and supervise staff, they effectively undermine the director’s authority </li></ul>
    17. 17. Lines of communication <ul><li>Trustees should know who the staff are and what staff think of the library, its services, program & collection </li></ul><ul><li>Trustees must be careful not to undermine the director by taking on his or her duties </li></ul><ul><li>Trustees should tell staff with complaints about the director or other issues to discuss them with their supervisor or the director </li></ul><ul><li>The library should have a grievance procedure outlined in the personnel policy </li></ul><ul><li>Only in extreme situations, do staff go to the board </li></ul>
    18. 18. Library employee unions <ul><li>Right to bargain collectively is guaranteed by federal law </li></ul><ul><li>Library board must not act in a way that interferes with legal collective rights </li></ul><ul><li>Consult a lawyer if you need legal assistance </li></ul>
    19. 19. Board uncertainty about roles? <ul><li>Library bylaws </li></ul><ul><li>A Manual for Vermont Library Trustees </li></ul><ul><li>Interlibrary loan books from Vermont Department of Libraries; OK to ask for specific topic, e.g. personnel </li></ul><ul><li>Vermont Trustee Conference, Saturday in the fall </li></ul><ul><li>Town Officer Education Conference, spring weekday </li></ul><ul><li>Talk to the director </li></ul>
    20. 20. Take your questions to a consultant… <ul><li>Rob Geiszler in Rutland, VT serving Addison, Chittenden & Rutland counties [email_address] (802) 786-3839 </li></ul><ul><li>Amy Howlett, in Bellows Falls, VT serving Bennington, Windham & Windsor counties [email_address] (802) 463-0142 </li></ul><ul><li>Michael Roche, in St Johnsbury, VT serving Caledonia, Essex, Lamoille, Orange & Washington [email_address] (802) 748-3428 </li></ul><ul><li>Jeremiah Kellogg, in Berlin, VT serving Franklin, Grand Isle, Lamoille, Orange & Washington [email_address] (802)828-2320 </li></ul>
    21. 21. Vermont Department of Libraries <ul><li>  </li></ul><ul><li>  </li></ul><ul><li>  </li></ul>This publication is supported by the Institute of Museum and Library Services, a federal agency, through the Library Services and Technology Act.

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