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
  • Trustee Manual Survey Summary

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