Making Trustees
                         into
                  Good Ambassadors



Don W. Barlow
Executive Director      ...
Learning the Job

 Three Major Challenges
  • Governing the Library
  • Becoming part of the Board Team
  • Representing ...
To Meet these Challenges
 Get to know the other people who
  serve on this board
 Get to know the director
 Understand ...
Board Orientation Topics

    Laws the library must follow      Who is/are the appointing
    Written Mission Statement...
What s my job as a Board Member?
The library board is responsible for the library and all that happens in it.
   They:
   ...
Sets Policy
   Gives clear direction
   Supports director and
    staff with basic policies
    and procedures to
    se...
Policies/Plans Required By Law
   •   Library Board By-laws
   •   Long-Range Plan
   •   Technology Plan
   •   Collectio...
Hires a Director

 Board governs
 Director manages the day to day activities of the
  library using policies set by the ...
Comparison of Responsibilities
            Library Board                              Director
   To employ a competent a...
Library Board                               Director
   To secure adequate funds to          To prepare regular reports
...
Library Board                            Director
   To establish among the library        To select and order all books...
Plans For The Future Of The Library

   Planning is essential
   Failure to plan is planning to fail
   Be a visionary
...
Monitors And Evaluates Finances
 Director and Fiscal Officer develops budget and presents to
  board
   • May receive sta...
Monitors And Evaluates
       Long-Range Goals
   Review timeline at a minimum once a year
   Survey the community to ev...
Monitors And Evaluates Director
   Delegates management to director, evaluates that management
   Provide good job descr...
Monitors And Evaluates Board

 Hold yourself accountable for good performance
 Evaluate board to examine strengths and
 ...
Serves as an ambassador for the
library in the community
   Establish relationship with legislators
   Communicate with ...
Advocacy
is defined as a planned
deliberate and sustained
effort over time to build
understanding and support
for the libr...
Advocacy

is an ongoing, year-round
activity which provides a
foundation for specific
marketing and lobbying
campaigns.
Advocacy
 is one of the most
important keys to the
continued success of
your library.
Who are the best
Library Ambassadors?
 Library Trustees
   Friends of Libraries
   Library Customers
   Library and Co...
Articulate:

What are the issues?
What are our goals?
What is our objective?
Potential Issues
•A new building
•More money for libraries -
   maintaining and increasing
   budgets
•Library legislation...
Library Advocacy is all
about getting others to
tell our story
Telling the Library Story

A few carefully chosen statistics can be
impressive - Quotable Facts About Libraries

Stories b...
Library Advocacy
requires a sustained
effort by Library
Trustees, staff, friend’s,
customers, etc.
Success =
•   Clear goals and objectives
•   A clear message
•   Speaking with a unified voice
•   A network of advocates
...
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Library Trustees

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Find out the roles and responsibilities of the library's Board of Trustees. Presentation created by Don Barlow, Director of the Westerville Public Library.

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  • Library Trustees

    1. 1. Making Trustees into Good Ambassadors Don W. Barlow Executive Director OLC Annual Conference Westerville Public Library October 12, 2007
    2. 2. Learning the Job  Three Major Challenges • Governing the Library • Becoming part of the Board Team • Representing the Library in the Community
    3. 3. To Meet these Challenges  Get to know the other people who serve on this board  Get to know the director  Understand that this job deserves your very best effort  Learn where to go for answers to your questions
    4. 4. Board Orientation Topics  Laws the library must follow  Who is/are the appointing  Written Mission Statement of authorities the Library  Current Officers and how they  Library’s Long-range Plan are elected  Library History  How many staff are there and what do they do  Service Area  What challenges/opportunities  Population are faced by the library board,  Annual Budget director, and staff  Total Assets of Library  What are the legislative issues  Finances of the Library that could affect the library • Where does the revenue  How do the other board come from members feel about these • What is the indebtedness issues
    5. 5. What s my job as a Board Member? The library board is responsible for the library and all that happens in it. They: • Sets policy • Hires and evaluates the Director • Plans for the future of the library • Monitors and evaluates the overall effectiveness of the library • Advocates for the library in the community and advocate for the community as a member of the library board In short, the board ensures the financial and political future of the library
    6. 6. Sets Policy  Gives clear direction  Supports director and staff with basic policies and procedures to serve customers  Promotes consistency  Marketing and Public Relations
    7. 7. Policies/Plans Required By Law • Library Board By-laws • Long-Range Plan • Technology Plan • Collection Development Policy • Personnel Policy and Procedures • Principles of Access/Circulation Policy, including a Fines and Fees Policy • Employee Salaries and Benefits • Internet Acceptable Use Policy • Investment Policy • Purchasing Policy • Records Retention Policy • Travel Policy
    8. 8. Hires a Director  Board governs  Director manages the day to day activities of the library using policies set by the library board  Board and director work as a team  Good communication is essential
    9. 9. Comparison of Responsibilities Library Board Director  To employ a competent and  To act as technical advisor to qualified director the board and to recommend employment of all personnel and supervise their work  To determine the purpose of the library and to adopt written  To carry out the policies of the policies to govern the operation library as adopted by the board and program of the library and to recommend needed policies for board action  To determine the program and  To suggest and carry out plans needs of the library in relation to to extending services of the the community and to keep library abreast of standards and library trends
    10. 10. Library Board Director  To secure adequate funds to  To prepare regular reports carry on library program and detailing current and future services financial needs of the library  To establish, support, and  To maintain an active program participate in a planned public of public relations relations program  To prepare an annual budget for  To assist in the preparation of the library in consultation with the annual budget and approve the board and to give a current the final document report of actual expenditures against the budget at each meeting  To know local and state laws and to actively support library legislation in the state and  To know local and state laws nation and to actively support library legislation in the state and nation
    11. 11. Library Board Director  To establish among the library  To select and order all books policies those dealing with book and other library materials and materials selection according to board policy  To attend all board meetings  To attend all board meetings and see that accurate records and to serve as secretary of the are kept on file at the library board if required  To attend regional, state, and  To affiliate with state and national trustee meetings and national professional workshops, and to affiliate with organizations and to attend professional meetings and appropriate professional workshops organizations  To be aware of the services of  To make use of the services the state library and consultants of the state library
    12. 12. Plans For The Future Of The Library  Planning is essential  Failure to plan is planning to fail  Be a visionary  Long-range plan input • Director and/or staff • Community focus groups • Surveys in schools and community
    13. 13. Monitors And Evaluates Finances  Director and Fiscal Officer develops budget and presents to board • May receive staff input  Board must understand proposed budget, but doesn’t need to be a financial expert • Where revenue is generated • How expenses relate to library programs and services  Board receives and approves monthly financial report
    14. 14. Monitors And Evaluates Long-Range Goals  Review timeline at a minimum once a year  Survey the community to evaluate overall satisfaction  Revise timeline as needed
    15. 15. Monitors And Evaluates Director  Delegates management to director, evaluates that management  Provide good job description for director  Bottom-line results • Good flow of information from director to board • Finances reasonably stable • Library user base growing • Library is meeting the timeline of the long-range goals • Director working within job description • Active in the community in support the library  Evaluate objectively, based on performance, not gut feeling  Make evaluation a positive effort to communicate better with director  Reward good performance
    16. 16. Monitors And Evaluates Board  Hold yourself accountable for good performance  Evaluate board to examine strengths and weaknesses  Develop plan to improve board performance
    17. 17. Serves as an ambassador for the library in the community  Establish relationship with legislators  Communicate with appointing authority  Communicate with taxpayers the needs of the library  Represent community standards and interests  Understand community needs and voice them at board meetings
    18. 18. Advocacy is defined as a planned deliberate and sustained effort over time to build understanding and support for the library.
    19. 19. Advocacy is an ongoing, year-round activity which provides a foundation for specific marketing and lobbying campaigns.
    20. 20. Advocacy is one of the most important keys to the continued success of your library.
    21. 21. Who are the best Library Ambassadors?  Library Trustees  Friends of Libraries  Library Customers  Library and Community Leaders  Librarians and library staff
    22. 22. Articulate: What are the issues? What are our goals? What is our objective?
    23. 23. Potential Issues •A new building •More money for libraries - maintaining and increasing budgets •Library legislation affecting libraries (LLGSF) •Visibility for libraries •Intellectual Freedom Issues
    24. 24. Library Advocacy is all about getting others to tell our story
    25. 25. Telling the Library Story A few carefully chosen statistics can be impressive - Quotable Facts About Libraries Stories bring the library message to life The most effective stories are not about what the library does. They are about the people who use and benefit from our libraries.
    26. 26. Library Advocacy requires a sustained effort by Library Trustees, staff, friend’s, customers, etc.
    27. 27. Success = • Clear goals and objectives • A clear message • Speaking with a unified voice • A network of advocates • A communication plan • Enthusiasm • Leadership
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