Library Board Basics and Responsibilities in Connecticut
Library boards in Connecticut play a crucial role in governance, advocacy, fundraising, and ensuring the effectiveness of libraries. Responsibilities include governance, due diligence, supporting the library director, policy implementation, strategic planning, and more.
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Presentation Transcript
Being a Library Board Board Basics Association of Connecticut Library Boards
Presenters Gail B. Richmond, ACLB President, Douglas Library of Hebron, Trustee Dawn La Valle, Director, Division of Library Development, CT State Library
Overview Board Governance Advocacy and Fundraising Effective Board Practices Resources
Library Boards The Board of Directors is legally and morally accountable for the health and effectiveness of the Library. The Board ensures that the organization achieves its mission in an ethical, transparent, accountable, and prudent manner.
Library Boards in Connecticut Municipal Association Governing Advisory Appointed Elected Ex-officio Self-perpetuating Any combination of the above
Role of Board Governance Due Diligence Ensure adequate support Hire and evaluate a qualified library director Ensure relevance to community Comply with relevant laws and regulations Set service-oriented policies Strategic Planning every 2-3 years Ensure effective management without intruding on management s role and authority Act only as a group
Who Does What Director Implements Policy Manages Library Operations Keeps Board informed Board Big Picture Approves policies Plans with Director With Director, plans budget Evaluates Director Advocates for Library Friends Fundraising Volunteers Advocates
Responsibilities of General Administrative Library Director Trustee Friend Recruit and employ a qualified library director; maintain an ongoing performance appraisal process for the director in accordance with town charter. Support quality library service in the community through fund raising, volunteerism and serving as advocates for the library. Administer daily operation of the library including personnel, collection development, fiscal, physical plant and programmatic functions. Act as advisor to the board and provide support to the Friends and community groups. Policy Apprise board of need for new policies, as well as policy revisions. Implement the policies of the library as adopted by the library board. Identify and adopt written policies to govern the operation and program of the library. Support the policies of the library as adopted by the library board. Planning Coordinate and implement a strategic plan with board, friends, staff and community. Provide input into the library s strategic plan and support its implementation. Ensure that the library has a strategic plan with implementation and evaluation components. Fiscal Prepare an annual budget for the library in accordance with town charter. Seek adequate funds to carry out library operations. Assist in the preparation and presentation of the annual budget in accordance with town charter. Conduct fund raising to support the library s mission and plans. Advocacy Promote the mission of the library within the community. Advocate for the library to legislators. Promote the mission of the library within the community. Advocate for the library to legislators. Promote the mission of the library within the community. Educate the board , Friends and community regarding local, state and federal issues which impact the library. Participate in board and Friends meetings and ensure that there is a liaison from the board to the Friends and vice versa. . Meetings Participate in all board meetings. Appoint a liaison to the Friends board and become a member of the Friends. Maintain a liaison to the board of trustees. Networking Encourage board and Friends to join state and national professional organizations and make them aware of educational opportunities. Join the Association of Connecticut Library Boards as a resource for policies, operations and advocacy for libraries. Join the Friends of Connecticut Libraries as a resource to better support the library.
Fundraising and Advocacy Ensure adequate support for the library Understand town budget process Attend town budget meetings in support of library director Always be prepared to speak about library Maintain good communication with municipality
Fundraising and Advocacy Support active Friends organization Staff liaison to Friends Friends liaison to Board Good communication Members (but not officers of Friends) Participate in any fundraising/capitol campaign Fundraising plan including on-going donor communication/relationship building Personally contribute to campaign
Ineffective Boards Unfocused meetings Improperly conducted meetings No clear goals Focus on non-governance issues Not prepared for meetings Overstep Board Roles No participation in meetings or committee work
Effective Boards Trustees know what is expected of the Regular attendance Preparation for meetings Participation in meetings Work on committees Trustees accept that a board acts as a unit Updated bylaws Regular self assessment
Effective Boards New Board Member Orientation Tour the library and meet staff members Become informed about the structure of the Board Meet with the library director and trustee chair to learn about the library Receive a copy of board bylaws, Town Charter and ACLB Handbook
Orientation Kit ACLB Connecticut Public Library Trustee Handbook, Board Board members job description Duties of officers, committees and charges Annual calendar List of board members, names, terms and contact info. By-laws of the board, articles of incorporation Board minutes from previous year Personnel Organizational chart for the library including position descriptions Copy of Director s contract if applicable Union contract, if applicable Procedures for evaluation of the library director Statistical reports
Effective Meetings Open meetings Freedom of Information As public agencies, public libraries must comply with the Freedom of Information (FOI) Act. Generally FOI also applies to association libraries due to their governmental funding and the fact that they perform a governmental function (serve as the town s public library). Electronic voting would not be allowed at the meeting of a public agency. It would be an improper, off-line communication between board members. Meetings of public agencies must be conducted in public and all business must be transacted at those meetings. Members can participate in a public meeting electronically (Skype, speaker phone) but the business must be conducted in public. (Specific language from CT FOI Commission to be added to ACLB Handbook for Trustees Revised Copy) Agenda and Board Minutes are to be made available to the public including being posted to the library website and in some cases in CT are required as Municipal Departments to be posted on the Town s Website, This applies to municipal and association libraries. All principal libraries in CT as defined in CGS Section 11-20 are considered public . Robert s Rules of Order Agenda sent in advance Stick to agenda topics in meetings Preparation before meeting Library director attends all meetings Regular reporting by staff
Resources for Trustees https://aclb.wildapricot.org/ ACLB Handbook https://libguides.ctstatelibrary.org/dld/help http://www.ala.org/united/ www.simonejoyaux.com www.robertsrules.com
Contact Gail Richmond - President, ACLB - Trustee, Douglas Library, Hebron CT - info@aclb.org Dawn La Valle - Director, Division of Library Development, CSL - ACLB Liaison from State Library - Dawn.lavalle@ct.gov - 860-757-6665
