For Trustees

Resources for Trustees


Responsibilites of Boards and Librarians

The Trustee, the Director, and the Staff

The responsibilities of trustees can be divided into four general categories:

  1. Governance & Policy Making

  2. Finance

  3. Personnel

  4. Service & Community Relations

Cooperation is the key

The duties and responsibilities of the library board and the library director may appear to overlap. Understanding the difference in function assures teamwork and better library service.

Boards should not run their libraries; they should see that they are run properly. Boards should not attempt to manage their libraries; they must see that the libraries are managed properly.

Policy determination and management are different roles:

  • Policy determination relies heavily on the board's participation and knowledge.
  • Management is the responsibility of the person hired by the
    library board to administer, direct, run the library.

The following comparative list shows the division between the complementary roles of the board of trustees and the library administrator:

Governance and Policy Making
Board of Trustees Library Director
Determine the goals and objectives of the library and methods of evaluating progress toward meeting them. review goals and objectives annually and evaluate progress. Provide assistance and direction to the board in setting goals and objectives and determining methods of evaluation. Provide information and opinion on how the library is progressing.
Relate the library and its programs to the community and its needs, discovered through systematic study of the community and through systematic analysis of library services. Assist the board to know the needs of the community and how to respond to these needs through library services.
Determine and adopt written policies to govern the operation use, and programs of the library. Adopt bylaws for board procedures. Review policies on a regular basis, especially as part of the orientation of new trustees. Recommend needed policies to the board and study examples and sources of information. Carry out the policies as adopted by the board. Interpret policies to the staff and public. Provide the board with recommendations and materials for study.
  Administer the library within the frame of the law and the library's goals and objectives, policies, and budget.
Seek a cooperative basis with officials of the municipality and other local governing units, keeping in mind the special legal responsibilities of a library board. Prepare all needed library reports for the local unit of government and the Idaho Commission for Libraries. Provide copies to the board.
Attend all board meetings and committee meetings to which you are assigned. Carry out all special assignments properly. Attend all board and committeemeetings except those meeting or parts of meetings in which the librarian's salary and tenure are discussed.

Know local, state, and national laws which affect libraries, and play an active part in initiating and supporting beneficial library legislation.

Be aware of and make use of the services and consultants of the Idaho Commission for Libraries.

Attend regional, state, and national library association meetings and workshops when possible and join appropriate organizations working for improved libraries. Study library publications.

Budget for continuing education experiences for administration, staff and trustees.

Finance
Board of Trustees Library Director/Librarian
Be completely informed about the financial status of the library. Provide regular reports of budget status and expenditures at each board meeting.
Work with the library director to formulate a budget adequate to carry out the library's goals and objectives, within any limitations of the state law. Prepare for board discussion a suggested annual budget in consultation with staff and board. Supply facts and figures to the board to aid in interpreting the library's current and future financial needs.
Present the budget to the funding agency, public officials, and the general public: explain and defend it. Follow the budget process as it moves through the funding process. Work with the board in interpreting budget and financial needs of the library to public officials and the public. Provide leadership in supporting the budget.
Work to secure adequate funds for staff and services. Identify financial needs of the library and work with the board and staff for adequate funding.
Explore all ways of increasing the library's income through tapping other sources and taking advantage of all available means of cooperation with other libraries. Call the board's attention to ways of stretching the budget. Assist the board in cooperating with other libraries.

See that complete and accurate records concerning finances, personnel, property inventory, and annual reports are on file at the library.

Personnel
Board of Trustees Library Director/Librarian
Employ a competent and qualified library director and pay an adequate salary. Act as technical advisor to the board. Hire and direct subordinate staff members in line with library personnel policies.
Provide adequate compensation and reasonable fringe benefits for all employees. Provide agreeable working conditions and opportunities for professional growth. Work for needed improvements in working conditions, salary scales, and fringe benefits.
Provide a planned orientation program for new trustees. Assist in the orientation of new trustees, including introduction to library procedures, departments, and staff.
Develop policies to guide staff selection. Provide the board with recommendations and material for study. Apply guidelines in selecting staff. Take full responsibility for the day-to-day administration of the library.

Provide in-service training for the professional development of staff members on effective implementation of library policies. Whenever possible, provide opportunities for additional education and advancement. Consider establishment of career ladders within the library if possible.

Services and Community Relations
Board of Trustees Library Director/Librarian
Interpret the community and its needs to the library director and reflect them in goals, objectives, and policies. Interpret the community and its needs to the board.
Establish a library materials selection policy, reflecting community needs and including a freedom to read provisions. Supply information and expert advice on such a policy, together with recommendations reflecting professional knowledge. Select and order books and materials in harmony with the policy criteria.
Establish , ways of providing service, not just to individuals, but to organized agencies and institutions within the community in both the public and private sector. Offer regular and special services to public and private community groups. Seek effective and innovative ways of providing library services to groups, individuals, and the total community.

Establish, support, and participate in a planned community relations program, allocating responsibility for various tasks according to available personnel and talents.

Seek to extend library service to those who have been reluctant to use the library and to those unable to take advantage of customary library programs.

 

 

 


Results Oriented Job Description for Trustees

Job Title: Library Trustee

Minimum Qualifications: Must be legally qualified to serve as a board member; must have the time and interest to do the work of a library trustee; must be willing and able to attend all board meetings and assigned committee meetings.

Organizational Information: One of five citizen representatives who together oversee the work of the public library.

Reports to: Public [district] or city council and mayor [city only].

Works with: Other trustees, library director, members of the public, city council and mayor [city only].

Direct Customers: Library users, city council and mayor [city only], library director, library staff.

Indirect Customers: Members of the public, decision-makers from other libraries.

Purpose Statement: The mission of this position is to provide two-way communication between the public library and its community and to make policy-level decisions for the library.

RESULT A: Community needs are addressed by the library.

ACTIVITIES:
  • Monitors usage statistics.
  • Meets with community groups and opinion leaders to discuss the library’s relationship to the community.
  • Monitors community statistics and trends.
  • With the board as a whole, oversees and participates in periodic community analysis activities.
  • Attends training on community analysis and development.
  • Brings negative and positive comments about the library to board meetings.
  • Represents interests of various community groups at board meetings.

RESULT B: Library services are well-planned and systematic.

ACTIVITIES:
  • With the board as a whole, oversees periodic needs assessments and evaluations of library services.
  • With other board members and the library director, writes and approves a long-range plan for the library.
  • With the board as a whole and the library director, periodically reviews and revises the long-range plan.
  • Uses the long range plan in making decisions about library services.
  • Attends library conferences to attain a good understanding of state and national library issues and developments.
  • Attends training on planning.

RESULT C: Library services are governed by systematic, legal policies.

ACTIVITIES:
  • With the board as a whole and the library director, gathers and assesses legal and administrative information about potential policy issues.
  • Understands and defends the principles of intellectual freedom in the access to information.
  • With the board as a whole, oversees the drafting and approves board by-laws.
  • With the board as a whole, oversees the drafting and approves all library policies.
  • Attends training on legal and administrative issues affecting library policies.

RESULT D: The library has adequate resources to operate its services.

ACTIVITES:
  • With the board as a whole, oversees the budgeting process and approves the annual budget.
  • With the board as a whole, presents the budget to the public [district] or the city council [city].
  • With the board as a whole, approves library bills.
  • With the board as a whole, monitors the library’s fiscal condition throughout the year.
  • With the board as a whole, assures that the library is adequately insured.
  • With the board as a whole, approves special requests to the public, (i.e. bond elections, plant facility elections, override elections) for special funds for the libraries use.
  • Explains library needs to the public through meetings with community groups and opinion leaders.
  • Attends training on budgeting and fiscal management.

RESULT E: The library is operated by a highly competent staff.

ACTIVITIES:
  • With the board as a whole, approves all job descriptions and personnel policies.
  • With the board as a whole, creates a compensation package for employees.
  • With the board as a whole, hires, evaluates, and disciplines (if necessary) the library director.
  • Attends training on personnel management and legal issues regarding personnel.